1. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Cryoserver Robin Bingeman robin@cryoserver.com

2. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information

3. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Why Archive Emails…? Increasing number of laws and regulations – SOX, FINRA, FSA, SEC, FDA, MHRA, HIPAA, IRS, FERPA, Consumer Liability, Basel II, Financial Services and Markets Act 2000, Taxes Management Act 1970, Common Law, … Email is evidence with Evidential Weight For example, emails may need to be retained for up to 6 years and beyond (two examples from the Limitation Act 1980): –Legal action for simple contracts can begin up to 6 years after performance –Personnel and training records to be retained for 6 years after employment ceases Privacy Legislation – (FMA 99, IRS, Data Protection 1998, Human Rights Act 1998 etc…) Legal retention requirements

4. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Why Archive Emails…? Mail stores are reaching capacity Mail server is performing slower Problems finding old emails Back-up is taking many hours, in some cases 18+ hrs Eliminate the need for mail box quotas and PST files Backup tapes: –Very time consuming – one at a time –Recreate the whole environment –Discrete time periods at a time –Searching and retrieval - slow –Audited? –Complete record? / Altered in any way? IT Benefits

5. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Why Archive Emails…? Improve Employee Efficiency Employees can find any email Deter the misuse of corporate email Easy sharing of client / ex-employee information Discourage sending unnecessary ‘gossipy’ emails HR Benefits Ease internal investigations Granular access, audited / unaudited Ability to share findings Complies with Data Protection Act

6. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Pharmaceutical Company Tough Regulatory environment –US Food & Drugs Administration –UK Medicines and Healthcare products Regulatory Agency Team Leader (wrongly) accused of sending abusive emails –Employee deleted ‘offending’ email from Exchange –Cryoserver interrogated and retrieved original mail in seconds Key Cryoserver Functionality 1.“From an IT point of view it’s almost zero management.” 2.“Just on email recovery I now save myself a whole day a month.”

7. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Law Firm Recent dispute between partner and client, each refuting the others claims –Partner checked Cryoserver and found client to be right –Partner apologised Alternative could have been lost client, added cost of dispute or negligence claim (particularly if the other side had Cryoserver!) Key Cryoserver Functionality 1.Discreet & quiet rapid search to resolve dispute by Senior Management 2.Data receives full Evidential Weight – “What came out is what went in!”

8. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Recruitment Company Managing Director is at a loss as to why his company is losing prime candidates and positions Trusted staff stealing candidate and client details Emailing information externally - deleting items from database and email system Then leaving and setting up own business Key Cryoserver Functionality: 1.Permanent record of all email 2.Search within attachments defeating Bcc or ‘mistyped’ attachment names 3.Opportunity for retrospective analysis of historical data from varying platforms

9. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Problem and Cost Factors Mail stores are reaching capacity Mail server is performing slower Problem / cost - historic email data No practical mechanism of retrieval Back-up is taking many hours, in some cases 18+ hrs Backup tapes: –Very time consuming – one at a time –Recreate the whole environment –Discrete time periods at a time –Searching and retrieval - slow –Who is involved? –Audited? –Complete record? –Altered in any way?

10. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Cryoserver Appliance Software Managed Service ‘Cloud’

11. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Simple In-House Appliance

12. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Outlook Integration

13. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information

14. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information

15. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Mailbox Size Reduction - Clientless

16. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Daily Reports

17. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information

18. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information iPad / iPhone Interface

19. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Search

20. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Reply from App

21. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Summary Uses & Benefits 1)Speedy Dispute Resolution (Internal and External) –Mediation and risk reduction –Increased privacy and confidentiality for employees during email investigations 2)Long term document retention (10, 20, 30… 100 years into future) –Independence from mail system 3)Customer satisfaction –Respond (quickly) based on facts not conjecture –Identify vexatious customers 4)Powerful deterrent against misuse of electronic communications 5)Fraud detection –Post-event analysis of the Cryoserver repository

22. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information 6)High Evidential Weight –Practical tool for legal discovery –Easy fulfilment of subject access and regulatory requests 7)Day to day End User productivity savings –Searching one’s own historic emails and attachments 8)IT Savings –Reduced data storage costs –Reduced cost and effort: No more resurrecting and searching backup tapes End user requests dealt with by end users 9)Good corporate governance & compliance –Brand and reputation protection –Formal, audited procedures Summary Uses & Benefits

23. © Copyright Forensic & Compliance Systems Limited Forensic Archiving and Compliance Retention, access and protection for critical business information Thank you robin@cryoserver.com