ReSoft Enterprise Messaging & DLP Blog

The latest version of TMC is designed to reduce the complexity of labeling and classifying emails. It helps add structure to data and helps meet the stringent security policies for information lifecycle management.   Features in TMC 3.0 include:

• Classification Selector: Prompts users to classify all emails, meeting requests, and tasks, enabling organizations to enforce their classification policies in a simple, non-intrusive way.
• Label Marker: Applies visual markings in the email subject line and message body to clearly identify and raise awareness to the sensitivity of the information.
• Metadata Generator: Creates metadata that can be used to enhance archiving, data loss prevention (DLP), and perimeter security solutions.
• Policy Verifier: Inspects the email for policy violations before the message leaves the desktop, and provides instant feedback so that the sender can correct any problems.
• Security Enabler: Adds an extra layer of security by automatically encrypting, signing, or RMS-protecting sensitive emails. (This optional feature requires S/MIME certificates or Microsoft Rights Management Services.)
• Administration Tool: Enables organizations to centrally configure and deploy their classification labels and policies, including support for government classification guidelines such as CAPCO, CUI, ITAR, UK GPMS and the Australian E-Protective Marking Standard.

More at http://www.re-soft.com/product/titus-classification-intro.htm

IMtegrity for IBM Lotus Sametime allows you to securely log, save and archive IBM Lotus Sametime Connect client conversations, map authenticated names via an LDAP directory and send dynamic, customizable company disclaimer messages to IM chat parties. 

New to Version 4.0:

Inclusion/Exclusion Rules Instant IMtegrity 4 allows Sametime administrators to easily create highly configurable, flexible and powerful rules to precisely control which Lotus Sametime messages should be included or excluded from logging based on one or more selection criteria :

• Chats containing certain words or phrases
• Chats from and to certain participants (incl. wildcards for Organizational Units)
• Participants who are members of one or more groups
• the number of chat participants per chat
• the start and/or end time of the chat
• the chat duration/length
• the amount of message lines in a chat
• the amount of words in a chat

Action Rules. Action Rules allow server administrators to automatically run predefined actions for chats matching complex selection criteria:

• Automatically tag logged chat documents with keywords to easily find /include them in a new “Tags” view
• Automatically send customized email notifications or forward the chat to compliance officers
• Automatically grant additional reader access to logged chat documents for superiors, managers,etc.
• Automatically encrypt chat documents with the private key of one or more users

Logging Periods. On-going, long-running chats and persistent chat rooms now get periodically logged via a customizable interval. Charting. Instant IMtegrity 4 provides native Domino statistics integration to allow Administrators to monitor IM archiving activity and optionally chart it graphically in the Domino Administrator Client’s
Server\Statistics UI.

You can try out the latest version by going to http://www.re-soft.com/evalinstant.htm 

The BorderWare Security Platform 8.0  is unified hardware/software platform that consolidated Web, email and data loss prevention (DLP) threats.

New to 8.0 Release:

•   Data loss prevention (DLP) across email and Web with advanced dynamic Web-filtering
• Email and Web security provided on a single appliance
• Workflow-based user-interface for a big boost in usability, reporting and administration
• Security dashboards designed to provide up-to-the-minute intelligence
• Consolidated reporting, clustering, centralized management, anti-malware and administration
• True defense-in-depth security with ReputationAuthority and all protocols enabled at start-up
• Significant performance improvements in report generation and message history searches
• Advanced Web productivity and performance tools including a high-speed Web caching
• Advanced policy and rule tools and instant-on dictionaries
• New pricing that enables flexible and diverse sales entry points

“Security breaches no longer appear in just one communication channel, but as sophisticated, blended threats across email and Web. Midmarket organizations are looking not only for DLP but also for proficient management capabilities. Email and Web protection as standalone solutions are becoming less effective and expensive security measures. Already a leader in securing content, BorderWare is well-positioned to address the changing security threats in inbound and outbound communication with this feature-rich, cost-effective platform.”
- Brian Burke, Program Director, IDC Security Products Program

More at http://www.re-soft.com/product/mxtreme.htm 

Alliance Coal, LLC, the fourth-largest coal producer in the Eastern United States, is currently taking advantage of Mail Attender for Notes’ capabilities to actively manage user mailboxes and archive information.In early 2008, Alliance Coal began looking for a solution that would assist them in addressing issues such as archiving, mailbox reclamation and centralized management. With roughly 12% of their 475 users over 2G mailbox size, performance concerns were rising. Richard Armstrong, Senior Domino Engineer Alliance Coal, LLC, was tasked with finding the right solution. “The challenge was trying to find a Domino specific product that was easy to maintain, straightforward and had a rich feature set for future projects,” said Armstrong.

Mail Attender for Lotus Notes met all of Alliance Coal’s needs and then some. “Mail Attender was easy to use right out of the gate with the install,” said Armstrong. After the easy installation and configuration, Mail Attender began notifying users and archiving attachments over 6 months old. Additionally, it provides users access to their archived documents and attachments. “Our goal was to make sure that there was not a lot of work for the users,” added Armstrong. “Mail Attender fulfilled that goal and gave our users full access to their attachments without filling their mailboxes.”

As a result of Mail Attender’s policies, all current users are under a 2G mailbox size and over 175G of attachments have been off loaded to less expensive, secondary drive technology. “The combination of the attractive price, features and easy installation makes Mail Attender a great fit for many companies,” Armstrong concluded.

About Mail Attender for Lotus Notes
Mail Attender for Lotus Notes provides comprehensive archiving, policy enforcement and content searching to companies looking to address issues relating to storage management, retention, content discovery and compliance within email. Management is executed from a central location with flexible configuration options that can be applied to the entire company or to a subset of mail users. Mail Attender streamlines the management process and gives administrators complete control over their entire mail environment.

More at: http://www.re-soft.com/product/mailattender.htm

Mail Attender is a highly-scalable content management solution that automates the scheduling of common policies from a central location. Through its comprehensive management of Exchange mailboxes, the Journal mailbox, desktop and network PST files and public folders, it assists companies in addressing email management, storage and compliance requirements as they may relate to regulations such as SOX, the new amendments to the Federal Rules of Civil Procedure and others.Mail Attender version 4.2 is geared to improve PST processing.

A common area of frustration for administrators not only lies in the decentralized nature of the PST files but also in determining a PST file’s owner/creator. Mail Attender can automatically scan the contents of existing PST files and utilize a proprietary weight mechanism to determine the owner/mailbox. The litigious nature of business today coupled with the growing amount of compliance regulations require that companies know more about their corporate information than ever before. Mail Attender version 4.2 answers these ever pressing compliance demands by accessing PST files, managing them, assigning the PST to a user and moving its contents into that user’s archive.

“Version 4.2 of Mail Attender is another great step toward better PST management,” says Anthony Storti, Product Manager Sherpa Software. “PST files continue to be a headache for administrators who have the daunting task of managing every information store within their environment. To alleviate this, we have increased our PST management tool set by allowing our customers to automatically determine ownership of their PST files. We applied our PST expertise to streamline and automate this task at our customer’s request.”

Additional steps have been taken to accommodate the performance issues that can likely occur when there are too many items in a critical path folder. Slow response times certainly occur as a result of a large mailbox size but there can also be issues when there are large counts of messages. Mail Attender helps address this issue with the ability to create and define retention policies based on the actual number of items within mailbox folders. It offers flexible options to use a weighted scale based on size and/or count in determining messages on which a policy action must be taken.

More at: http://www.re-soft.com/pst 

Titus Labs Document Classification 3.0 builds on the success and core features of earlier versions of the classification solutions to deliver large enterprise and public sector organizations the industry’s most advanced user-based classification product to consistently and persistently enforce policy and protect data. Using a guided classification approach, business users can easily apply classification labels to Word, PowerPoint and Excel documents to assign a business value to data. These labels can then be used to automate the application of information protection by using label metadata to trigger the right policy enforcement at the right time.  In support of customers’ increasing compliance initiatives, Titus Labs Document Classification 3.0 adds unmatched fine grained control and flexibility to data classification that is required by information protection regulations including CAPCO, ITAR, Red Flag, and CUI.

“Dow Corning selects and purchases innovative business solutions to help protect our intellectual property,” said Mark Gandy, Enterprise Architect, at Dow Corning. “Titus Labs Document Classification 3.0 builds on the Office 2007 infrastructure with exactly the type of collaboration and management features we need to enable new ways of doing business securely.”

 Titus Labs Document Classification 3.0 delivers the following new features and capabilities:

Prevent Inadvertent Disclosure:

• Document Protection: Document Classification can be configured to check Microsoft Word documents for hidden or sensitive information such as document revision marks, comments and personal information. The documents can be automatically cleaned using the Microsoft Document Inspector.
• Fully Customizable Document Labeling: Document Classification can be configured to insert visual labels in the header, footer and watermark of the document to ensure that users are aware of the sensitivity of the information. The placement, color, and font of the visual labels can be customized.
• Portion Marking: Enables users to classify individual portions of the document, uses XML tags to record the classification and automatically upgrades the document based on the highest classification used.
• Interoperates with Titus Labs Message Classification for Outlook: Message Classification recognizes classifications in attached documents and applies the appropriate policy to prevent inadvertent disclosure before the email can be sent
• Retention and eDiscovery: Document Classification allows organizations to archive emails based on assigned classification labels making them easier to search and find for eDiscovery.

Policy Enforcement:

• Guided Classification: Context sensitive classification guides the user, and smart tag suggestions make it easy to apply classifications. The software can be configured to force users to select classifications before the document can be saved or printed.
• Supports Military and Government Classification: Document Classification provides full support for military classification of documents, CAPCO markings, and classification of Controlled Unclassified Information (CUI).
• Interoperates with Microsoft SharePoint and invokes Rights Management Services: Metadata created in Document Classification can be imported and viewed in a SharePoint document library.  For customers using Microsoft Rights Management Services, Document Classification allows administrators to associate classification levels with enforceable rights management policy.  These policies can restrict the distribution, printing or copying of documents. 
• Supports Classification of Existing Documents: The Document Classification Shell Extension can be used to batch classify existing documents.
• Fully integrated with Liquid Machines ERM: Liquid Machines RMS-based policies can be associated with Titus Labs document classifications so that ERM policies are automatically applied when users classify documents.

Titus Labs Document Classification Suite is a client based software solution that can be added to existing implementations of the Microsoft Office Suite. Titus Labs software is easy-to-use and provides metadata that travels with documents throughout their lifecycle, adding intelligence for improved security, automated retention periods and quicker search for e-Discovery.  The Titus Labs Document Classification Suite works with the Microsoft Office 2003 and Office 2007 platforms.

More at: http://www.re-soft.com/product/titus-classification-intro.htm

Resource Central is an Outlook integrated conference room scheduling and meeting room booking system for organizations of any size. Resource Central allows you to:

• book a conference room as part of the same transaction as the meeting participants are invited
• manage “hoteling” workstations for employees requiring deskspace at different locations
• book other assets such as company cars
• co-ordinate requests for associated services for specific conference room or meeting room bookings, such as: 
  • catering
  • projectors
  • seating arrangements
  • AV equipment 
  • visitors badges 

New Version 3,0 adds significant functionality, including 

• Arrange a complete meeting in less than 2 minutes and order individualized catering and other services using Outlook®
• Register external guests and print name badges • Improved end-user interface
• Favorites list for rooms and workspaces
• Report generator based on Microsoft Reporting Services
• Certified for Microsoft® Windows Server™ 2003
• Support for electronic info screens
• List and book available resources and hot desks 

More at http://www.re-soft.com/product/Conference_Room_Booking/ResourceCentral.htm

Archive One for Domino will provide fully automated data management beyond just archiving to aid capacity, compliance, eDiscovery and retention management of emails from the moment they are received by the Lotus Domino server to the time they are no longer needed.The key elements to the solution:

• Solve capacity problems created by the volume of messages and size of attachments being circulated by users
• Ensure copies of all mail and calendar items copied from the journal are stored safely for compliance retention
• Provide search and retrieval for users and eDiscovery for administrators and compliance officers
• Offer enhanced retention management by ensuring data is destroyed or removed when required
• Reduce back-up windows by removing large amounts of data from the NSF files and thereby enhancing the user perspective of their solution

“With both the number of messages and the size of each message growing at an alarming pace, organizations are eager to find solutions - aside from setting mailbox quotas - that can alleviate the messaging system’s burden on storage while also maintaining performance and productivity,” said Brian Babineau, senior analyst for the Enterprise Strategy Group. C2C has developed just this solution with their Archive One for Domino product, which helps organizations control storage costs and administration headaches while ensuring that business-critical information is always safely protected and instantly retrievable.

The advanced automated rule set of Archive One allows an operator without daily intervention to provide corporate wide management of all data. Data can be searched for and retrieved by users, administrators or compliance officers according to permissions, either from within the product or through one of the latest search solutions such as Google Enterprise Server or Microsoft Search Server 2008.

For those users running both Microsoft Exchange and Lotus Domino will be able to store the archived data in a single repository so as they make a transition from one to the other, they will always have availability of archived data.

More at http://www.re-soft.com/product/archive1.htm

Version 3.2 of Archive Attender for Exchange specifically improves PST archiving functionality and processing while reducing the administrative time and costs associated with locating and searching through PST files.

Archive Attender is an administrator-driven solution that assists companies in addressing e-discovery, storage, information security and compliance requirements as they may relate to regulations such as SOX, the new amendments to the Federal Rules of Civil Procedure and others. It offers a flexible architecture designed to selectively archive messages from Exchange Mailboxes, the Journal Mailbox, PST Files and Public Folders without requiring a SQL database or proprietary hardware.

Archive Attender version 3.2 enhances PST administration in multiple ways. The decentralized nature of PST files combined with their proliferation throughout the enterprise on desktops, file servers and laptop machines makes the task of locating and assessing the owner/creator of the files extremely difficult. Now, within the Archive Attender import utility, PST Files are automatically assigned to a user based on the contents of the messages within that PST file. This alleviates administrators from having to manually determine the owner of the PST, thus reducing the time and cost to present discovered data for lawsuits and internal compliance policies.

The processing of PST files is also being streamlined in this version. A scheduling mechanism has been introduced that will allow PST processing to be completed during optimal processing times (after hours, weekends, etc.) as well as determine PST availability before initiating the import process. This ensures no files are excluded from the e-discovery requirements due to unavailability, and speeds the e-discovery process by not having to rerun the search process if a PST file(s) is not available.

“PST Files continue to be a major area of concern for Legal Teams, HR and Administrators and one that shows no signs of going away in the foreseeable future,” says Balaji Srinivasan Director New Product Development, Sherpa Software. “In this version we made a conscious effort to use our PST file expertise to streamline and automate as much of the PST administration process as possible. This, we hope, makes the arduous task of centralizing and searching the data contained within potentially thousands of PST files in an organization, a much more efficient endeavor. “

More at: http://re-soft.com/product/archiveattender.htm

Archive One offers another ‘industry first’ feature for its integrated data management and archiving product Archive One: Intelligent Actions, a flexible, policy-based tool for eDiscovery and management of live email, archived data and PST files. Intelligent Actions can be performed on single items or selected sets (of any size) and performs at speeds of up to hundreds of actions per second.Intelligent Actions allows Archive One administrators to manage email data exactly as required across the organization, carry out mass actions across mailboxes and folders, and quickly add new and custom actions; select features include:

• List, copy, move, delete, classify, compress, archive, un-archive, notify owner and/or export email data
• Flagging all MP3 files in messages and moving them out of the system automatically
• Notifying individual users with items suspected of falling outside of HR guidelines
• Moving specific content to a manager’s mailbox while other items are put into successors’ folders when staff leave or change roles
• Automatically copying appropriate Microsoft Outlook contact details between team members
• Archive all voice mail to one repository and all emails to another

Intelligent Actions performs any number of functions to best suit business needs, without requiring administrators to archive data first, so unnecessary data can be removed instead of placing it into the archives. This saves valuable time, particularly when combined with Archive One’s Forensic Searching feature, conserves storage space, and may reduce corporate liability while ensuring that email data is managed in a consistent and cost-effective manner.

“IT administrators know that archiving is just one of a number of chores in effective data management, which requires full control and unbounded flexibility over not just archived email but live email and discovered PST files,” said Dave Hunt, CEO at C2C. “The combination of Intelligent Actions with our Forensic Searching capability can be likened to cleaning out your closets or your garage before you pack up and move to a new house. It saves time, effort, and space to edit and purge first.”

“While much corporate email is mission-critical, an excessive amount of scarce IT resources can be wasted on uncritical data,” said Brian Babineau, senior analyst at Enterprise Strategy Group.  Our research indicates that organizations will archive an estimated 30,000 petabyes of e-mail over the next five years mandating the need to automate some of the processes before and after retention policies are sent.  “Archive One with Intelligent Actions represents a systematic and efficient approach to managing email in this content, resulting in far more effective use of IT resources.”

An Archive One customer with about 60,000 mailboxes spread globally was able to process 250-320 messages per second using Intelligent Actions for Archive One. Intelligent Actions was used to pinpoint emails by date range, sender and recipient, content, and make automated decisions on whether to retain them for archiving or put them into a ‘to delete’ quarantine folder. Then, if there is no objection to the deletion within a period of time, Archive One chooses to delete them. The company scanned more than 10 million emails in 12 hours across 15,000 mailboxes and deleted almost five million of these messages in one business site, and scanned more than seven million emails in less than seven hours across 10,000 mailboxes at another site – a processing speed of a million emails per hour.

Conforming to their legal counsel’s interpretation of FRCP regulations, the customer opted to remove this email and ensure that no trace of them exists, including references to them in an index. This use of Intelligent Actions resulted in no extra demand on archive storage – in fact the net result was a reduction in storage demand – while the added performance load on Exchange was only around five percent, which occurred overnight. Competitive solutions would have archived all messages first, a process that could have taken 15 days with conventional techniques , and wasted hundreds of gigabytes of unnecessary capacity.

Archive One solution helps organizations, even those with tens of thousands of users, solve the headaches and heartaches of email capacity, access and protection management. Archive One enables administrators to enforce email retention policies and comply with various regulatory requirements regarding the use, access and retention of email, such as Sarbanes-Oxley, Freedom of Information Act, HIPAA, Gramm-Leach-Bliley, SEC and NASD Directives. Archive One technology is built on an advanced analytical search and policy enforcement engine, consisting of a very broad-based, in-depth and mature set of analysis criteria used throughout the product line to centralize, automate and accelerate tasks which reduce risk associated with all aspects of email and improved system usage.

More at: http://re-soft.com/product/archive1.htm