Enterprise Archive Hero

Features & Benefits

FEATURES AND BENEFITS

Manage and Enforce Policies

Powerful policy management capabilities to ensure that information is managed in accordance with internal and regulatory-driven requirements.

eDiscovery and Legal Hold Management

Efficient eDiscovery response with a fully automated system for real-time search, legal hold management and legal team collaboration.

Supervisory Review for SEC/FINRA/IIROC Compliance

Meet rigorous regulatory compliance demands with features to address all SEC, FINRA, and IIROC (Canada) record keeping and supervisory requirements.

End-User Information Access

Increase end-user productivity by providing consistently fast access to historical content via web user interface, mobile device, or directly within Outlook.

Enterprise archive benefits list

Create and enforce policies with the granularity needed by complex, global businesses, with policies that can easily evolve as regulatory or as internal requirements change—and with a full history of policies for streamlined audit and reporting.

  • Granular and Flexible Policy Management
  • Automated Policy Enforcement and Disposal
  • Full Policy History and Audit Trail
  • SSAE-16 Certified Archiving Service and Facilities
  • Geographically Distributed Data Centers
  • Controls to Meet FISMA/FEDRAMP Standards

Learn more about how Proofpoint helps organisations maintain compliance with the CIO Knowledge Loop: Control Your Data Before It Controls You.

Granular and Flexible Policy Management: Create an unlimited number of retention policies based upon business unit, geography, Active Directory group membership, or other criteria including:

  • Existing records classes (e.g. business records defined within records retention schedules)
  • Content type (e.g. email, social, IM)
  • Email properties (Subject, Body, Header, Attachment, Sent to, Received by)
  • InfoTags that enable individual  items to be excluded or isolated in search results. For example, individual items sent from outside counsel to inside legal teams can be tagged as “Privileged” and excluded from search results.

Automated Policy Enforcement and Disposal
Each item is archived according to policies active at that time, and stored immutably – thus reducing the dependence on end-users to manage policies. When information has reached the end of its retention period, authorized officers can simply click “Dispose,” which ensures that all instances of that item are irretrievable from the archive.

Full Policy History and Audit Trail
All actions in managing policy are accessible via a complete policy history along with a complete record of actions taken by authorized officers.

SSAE-16 Certified Archiving Service and Facilities
Meeting regulatory mandates also requires protecting information with SSAE-16 certified operations and physical facilities that undergo on-going audit of operational, management and security processes and controls.

Geographically Distributed Data Centers
Archived data is stored in paired and geographically distributed data centers in the US, EMEA, and Canada, ensuring that organisations can address strict local data privacy mandates or regional data locality needs.

Controls to Meet FISMA/FEDRAMP Standards
For US Federal Government customers, Enterprise Archive meets the stringent requirements of the Federal Information Security Management Act (FISMA) and FEDRAMP certification and accreditation processes. Operating a service to FISMA compliance standards requires us to manage information to meet over 250 controls and operational safeguards.

 
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Meet eDiscovery and legal hold obligations efficiently, cost effectively and defensibly with a fully automated system for real-time search, robust legal hold management and legal team collaboration, with unsurpassed data privacy and security protection provided by patented DoubleBlindTM Key Architecture.

  • Dive Deeper into Data in Real Time
  • Create and Manage Legal Holds
  • Extend Preservation to Files & Documents in Unmanaged Locations With Content Collection 
  • Automate Legal Hold Notification
  • Segment Discovery Access By User Group
  • Uncompromised Protection with DoubleBlindTM Key Architecture
  • Export Data Securely 

Dive Deeper into Data in Real Time Legal teams can conduct real-time searches against message headers, message body, and contents of more than 400 types of attachments. Harness proven, reliable and standards-based search methods against email, instant messages, Bloomberg data, social media and collaborative content – with consistently fast results uniquely back by Search Performance SLA. 

Create and Manage Legal Holds
Support an unlimited number of legal holds without involvement from end users or manual steps by legal department staff. Legal holds can be assigned based upon custodian only, or in combination with date range and keywords, and multiple legal holds can be applied to individual items.

Extend Preservation to Files & Documents in Unmanaged Locations With Content Collection 
Apply legal holds to files and documents residing in unmanaged locations such as networked file shares and Microsoft SharePoint. Seamlessly collect and add content to existing legal holds with a fully automated process that is simple, fast to install with limited on-site footprint and minimal system impact.

Automate Legal Hold Notification
Create written legal hold instructions, track custodian compliance, and document preservation efforts and status. Automating the hold notification process not only improves legal team efficiency, but also embodies best practices through complete, auditable reporting that aids in legal process defensibility.

Segment Discovery Access By User Group
For multi-national organisations with distinct regional regulatory or eDiscovery demands, full archive segregation can be provided by Discovery Segmentation. Unique policies and access rights can be defined and managed based upon distinct geographic, business unit or product requirements.

Uncompromised Protection with DoubleBlindTM Key Architecture
Legal counsel can maintain exclusive control over their information for the duration of the archiving and eDiscovery processes with DoubleBlindTM Key Architecture. Encryption keys are stored within your network; no host, agency, or other third-party can gain readable access to your information without your knowledge and permission.

Export Data Securely 
Content from the active archive or legal hold can be exported to PST files or EDRM XML for further processing in downstream legal review tools. All actions are fully reported and auditable for complete process defensibility.

 
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Supervisory Review for FINRA/SEC/IIROC Compliance

Improved reviewer efficiency and regulatory response in meeting SEC, FINRA, and IIROC regulatory record keeping and supervisory requirements with Proofpoint’s Supervisory Review Module provides a single pane-of-glass to efficiently supervise email, social, media, IM and collaborative content, while maintaining full access to all archived content to enable quick response to regulatory inquiry. 

  • Powerful Supervisory Workflow
  • Rich Policy Definition
  • Comply with SEC 17a-3-4 Storage Requirements
  • CA Data Protection Archive Integration
  • Third Party Downloader Service
  • Complete, Real Time Access To All Archived Content
  • Uncompromised Protection with DoubleBlindTM Key Architecture

Powerful Supervisory Workflow
Support a variety of review workflows, including review by central teams, department managers, specific policy violation experts, as well as review that passes through multi-tiered escalation.

Rich Policy Definition
Define an unlimited number of acceptable use policies, along with the rules used to automatically detect violations of that policy. These rules can include message sender, message content (including attachments), date ranges and whether the communication was internal or external.

Comply with SEC 17a-3-4Storage Requirements
Meet storage requirements with our secure, tamper-proof storage infrastructure consisting of geographically distributed data centers. Our infrastructure ensures that information is available in the event of service disruption to either location and meets all conditions set forth in SEC Rule 17a-3-4.

CA Data Protection Archive Integration
If you are currently utilizing CA Data Protection (formerly CA Orchestria) for email surveillance and document classification, you can now leverage the cloud to consolidate the long-term retention of data for supervisory review and record retention. Messages are unified in Enterprise Archive for long-term retention, thus reducing storage footprint and decreasing over-all TCO.

Third Party Downloader Service
Upon request, Proofpoint can serve as the Designated Third Party downloader. In the event that the SEC requests copies of archived data, Proofpoint presents proof of the SEC request to the key escrow service provider who releases copies of the encryption keys to Proofpoint. Requested data is then exported to the SEC.

Complete, Real Time Access To All Archived Content
Unlike many stand-alone supervisory review tools, Compliance teams. Unlike many stand-alone supervisory review tools, Compliance teams can conduct real-time searches against all archived content, including email and over 400 types of attachments, instant messages, Bloomberg data, social media, and collaborative content—with consistenly fast results uniquely backed by Search Performance SLA.

Uncompromised Protection with DoubleBlindTM Key Architecture
Compliance officers can maintain exclusive control over their information for the duration of the archiving and review processes with DoubleBlindTM Key Architecture. Encryption keys are stored within your network –: no host, agency, or other third-party can gain readable access to your information without your knowledge and permission.

 
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Deliver information, fast, reliably, and consistently, to enhance end user productivity with fast, consistent, and reliable access to information via web user interface, mobile device, or directly from within Outlook.Enterprise Archive provides ennhanced end-user productivity, without the headaches, hassles, or expense of maintaining an on-premise system.

  • Folder Synchronization
  • Search, Anytime, Anywhere on Any Device
  • Enforce Mailbox Quotas with Attachment Stubbing

Folder Synchronization
Folder Synchronization replicates users’ Microsoft Outlook folder structure for use within the archive. This enables users to maintain productivity and increase efficiency with replicated folder structures in the archive in the same format as their active Outlook mailbox.

Search, anytime, anywhere on any device
Whether in the office on Outlook, at home on OWA, or on the road with an iOs or Android device, your information is always accessible for fast, reliable search and retrieval

Enforce Mailbox Quotas with Attachment Stubbing
Enable users to work within email quotas – and eradicate PST files – with Attachment Stubbing to eliminate 60-70% of volume within Exchange. Relying upon the archive for historical data improves productivity and reduces the challenge of identifying personal storage locations

 
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Office 365

OFFICE 365

Proofpoint Enhances Microsoft Office 365

Proofpoint augments Microsoft Office 365’s capabilities by adding the ability to do transparent policy-based encryption, deep content analysis, and real-time message tracing.