Public schools and local governments are subject to just as many regulations as most publicly-traded enterprises. Enterprise Email Archive and Enterprise File Archive are competitively-priced archiving solutions, with special discounts available for schools, governments, and non-profit organizations.
The U.S. Freedom of Information Act requires public schools and local governments to hold Open State and Open Records, or “sunshine”, meetings. Government and public school officials must be able to access emails and other electronic records when called upon. U.S. entities are not alone—the Freedom of Information Act of 2000 took effect in the United Kingdom in 2005. Over 70 countries world-wide have administered some form of freedom of information legislation. Internal and external control practices must be transparent not only to the government, but to the general public.
Like the rest of the business world, public schools and government agencies utilize email and electronic files more and more on a daily basis. Email and file retention for compliance and litigation, along with backup and disaster recovery, is extremely important to schools and government agencies, yet the combination of increased sending, receiving, and retention of data can result in overwhelming storage volumes. Large storage volumes pose a constant risk to primary server functioning, resulting, quite often, in slow performance and system crashes, which slow work flow and eat up IT employees’ time.
Electronic Discovery and Litigation Support
Public schools and government organizations are not immune to court demands for electronic discovery, including electronic records like email, instant messages, Word files, spreadsheets, and calendar files. The United States Supreme Court updated the Federal Rules of Civil Procedure, which became effective in December of 2007.
||Some common reasons schools may be requested to produce email records are:
(1) Requests under Open Meeting and Freedom of Information Act laws
(2) Offensive emails or those with sexual content involving students
(3) Email threats
||Government organizations may encounter similar situations to those faced by public schools:
(1) Requests under Open Meeting and Freedom of Information Act laws
(2) Emails containing offensive or sexual content that violates human resources policies
(3) Emails containing evidence of wrongdoing by an employee
In all these cases, it is important to retain emails, attachments, and other electronic records. Archiving emails and electronic files ensures that redeeming information can be accessed from an historical record in time to acquit a school or government agency of intentional wrongdoing, perhaps by locating the source of a problem, usually a staff member. Likewise, retention of electronic emails and files can prove the innocence of a staff member in the case of an investigation or lawsuit.
Archiving email and electronic files helps schools and government agencies prove their integrity and encourage accountability among staff members and employees. As corporate scandals have demonstrated, enforcing a retention policy amongst staff is just as important as developing the policy. Even government agencies have made the news for suspicious situations surrounding email use and retention. Currently, the United States White House is facing ongoing investigations into missing emails that, under the White House’s retention policy, should not have been deleted.
Unfortunately, limited state and federal budgets often mean that public schools and government agencies are not equipped with the technology necessary to securely store and quickly produce electronic records. With a looming repression in the U.S., federal and state budgets are decreasing. Limited staff and resources require government-funded agencies to employ an email or file archiving solution with a low cost of ownership (TCO) that provides top performance while requiring little maintenance.
What Can Our Archiving Solutions Do?
Don’t be fooled by the names—Enterprise Email Archive and Enterprise File Archive serve schools, governments and non-profit organizations. MessageSolution’s price discount for schools, governments and non-profits ensures that everyone can afford email archiving.Contact a MessageSolution representative for more information on this special.
Achieve Compliance and Monitor Data Use
MessageSolution’s email, file, and SharePoint archiving solutions are automated, policy-driven archiving software systems that allow schools and government agencies to implement and monitor their internal and external controls to become compliant with freedom of information requirements. The email, file, and SharePoint archive software solutions leverage management policies across multiple geographic locations, alert archive administrators if staff members attempt to violate policy. The automated technology in Enterprise Email Archive, Enterprise File and SharePoint Archive eliminate the need for IT and non-IT staff to spend hours manually managing emails and other electronic data. Automated policies and real-time archiving eliminate the threat of accidentally deleting important emails or files.
The email archive and file archive’s alerts and logs allow organizations to monitor staff’s archive behavior. Granular archive access settings also allow the archive administrator to give specific users permission to search, view, restore, and/or delete emails or files in other employees’ email archive or file archive. Archive access controls and retention policies can be set across entire locations or departments, as well as down to the individual staff member.
For example, a congressman’s administrative assistant can be given access to the congressman’s archived emails in order to find historical information from a constituent’s email sent 8 months ago.
MessageSolution offers a special discount for public schools, governments, and non-profit organizations of 25 to 30% off the total licensing fee; for more information, request a free demo or contact a sales representative.
Software is a natural choice for organizations that need powerful archiving that is still affordable. MessageSolution’s archiving software has already been chosen by many school districts, universities, and local governments for its low TCO, which is made possible by the archive’s clean back end design that significantly reduces archive maintenance time and installation costs. Enterprise Email Archive and Enterprise File Archive can be installed remotely, eliminating the fees for days of onsite installation and travel costs for engineers.
MessageSolution’s email archiving and file archiving software solutions are all-in-one products, with no additional costs for third party databases like SQL or Oracle tacked onto licensing fees. Our archiving software is ready to start archiving as soon as you download it on your preferred storage hardware device. Enterprise Email Archive and Enterprise File Archive function equally well on a range of hardware, email servers, and operating systems. For our minimum system requirements (and they are pretty minimal), check out our product data sheets, contact a MessageSolution representative, or request a demo.
Search and Retrieve for eDiscovery
Traditional electronic discovery methods can be slow and extremely expensive. Enterprise Email Archive and Enterprise File Archive’s superior archiving technology allows you to retrieve crucial data within seconds and can even restore data to its original format. The built-in search engine locates emails and files using a full text key word or key phrase search in multiple fields, including attachments.
The email and file archives even allow searching in multiple languages, including Latin-based and character-based. This is especially useful if a U.S. school’s Spanish teacher requires students to email in homework assignments in Spanish, or if a Japanese diplomat constantly sends emails and attachments to a colleague in the United Kingdom. Unicode allows users to search the archive to locate these communications. Administrators, HR staff, or other staff can be designated as authorized users and utilize eDiscovery features without IT assistance.
Decrease Storage Requirements
Enterprise Email Archive can securely store inbound, outbound, and internal communications for an unlimited amount of time. Both archiving solutions have an in-process compression rate averaging about 75%; Enterprise Email Archive applies single instance archiving of both email content and attachments to reduce storage requirements significantly. Likewise, Enterprise File Archive deduplicates multiple copies of network files. Reducing data stores decreases system downtime, sluggish functioning, and system crashes. With the server workload reduced, servers run faster and staff members are more productive.
Features Benefitting Educators and Government Agencies:
Discount and flexible payment plan
Works with any hardware vendor and server environment
Built-in search engine and database means no additional software purchases
Reduces storage requirements to ¼ of original size
Begin with existing storage devices and add multiple repositories later on
24 x 7 support
Archiving and user activities are tracked and logged into audit trails and reports
Supports Latin-based and character-based language searching
Enterprise Email Archive Suite version allows higher ups to access archive through their email client or from offline
Enterprise Email Archive Express version and Enterprise File Archive allow users to access the archive through a web interface or their email client’s web access