Archive E-Mail & Fax Messages to Improve Operations and Protect Against Law Suites

Why Archive Records?

E-mail and fax records need to be retained and properly archive in order to find such records when needed while conducting day-to-day operations.  Locating needed records quickly, economically, and securely is key to business success. 

In addition records frequently have to be located to protect against legal action and law suites for:

Poor records retention practices expose the enterprise to a host of legal problems, potentially heavy fines imposed by regulatory agencies, a loss of reputation and other problems. 

Every Enterprise is at Risk.  All enterprises must retain the data within their records systems including e-mail and fax.  Although enterprises in the financial services and healthcare industries face the most difficult data retention requirements, all enterprises in all industries are required to maintain records in email and other electronic media.

Complicating the issue is that there are literally thousands of data retention requirements in the United States and elsewhere. Poor records retention practices expose the enterprise to a host of legal problems, potentially heavy fines imposed by regulatory agencies, a loss of reputation and other problems.

Because an archiving system can prevent the vast majority of these problems from occurring in the first place, the wisest strategy for any enterprise is to deploy an archiving system so that it can get control of its email before it becomes a problem.

Unified Solutions’ and Captaris’ Solution

A recommended and proven solution is to archive faxes sent and received by RightFax and e-mails sent and received by Exchange and Outlook using Alchemy and the RightFax Archive Link for Alchemy and the Exchange Archive Link for Alchemy respectively.

Either Archive Link can be purchased as a complete and stand-alone archiving solution, or added to a Captaris Alchemy Server fixed content management system. 

RightFax Archive Link for Alchemy

The Captaris RightFax Archive Link for Alchemy is the ideal solution for organizations that want to improve fax management and record keeping capabilities by off-loading long-term archiving to a secure repository. It is specifically designed to complement RightFax and provide an extensive solution with the following benefits:

• Simple:  Minimizes end-user training costs and optimizes IT investment with the intuitive user interface of Alchemy.
• Secure:  Protects valuable business and customer information and ensures access is granted to only the right people.
• High Storage Capacity:  Enables organizations to meet long-term, high-volume storage requirements by providing robust fax archival capabilities that scale to terabytes of data and reduces management cost.
• Improved RightFax Performance:  Minimizes the need for businesses to expand hardware infrastructure as fax archival is off-loaded optimizing RightFax Server performance and disc allocation. 
• Flexible:  Built on storage-neutral Alchemy technology allowing companies to leverage existing IT investments.
• Searchable: Allows quick, reliable access to critical information and improves employee productivity, as all fax messages and attachments are indexed by full-text contents and can be searched by metadata. Additionally, after OCR has been applied, text searching is available. 
• Supports Compliance Mandates:  Makes supporting regulatory and record-keeping requirements such as HIPAA and Sarbanes-Oxley easier.
• Single-source:  Leverages more than 20 years of experience Captaris provides in all aspects of Business Information Delivery—from enterprise fax to document management—to provide RightFax users an end-to-end complete answer for automating fax delivery, management and archival requirements.

Exchange Archive Link for Alchemy

The Exchange Archive Link for Alchemy captures and archives e-mails from a Microsoft Exchange Server into a secure and compliant repository. 

It provides a 24x7 tamper-proof process for capturing and preserving e-mail in a secure archive that complies with regulations and the demands of the legal discovery proves.

Imagine having your organization's emails and attachments in a single, secure repository. So you, or anyone you allow, can search, retrieve and view it. And manage its lifecycle. With Exchange Archive Link, you can. The Exchange Archive Link for Alchemy is:

• Fast - Deployment is extremely fast—often in less than two hours—and without any third-party software integration or professional services. And best of all, no software is installed on your Microsoft Exchange server.
• Compliant - Exchange Archive Link utilizes a rules-based policy engine to control which email is archived, making it easy to meet regulatory guidelines for email record keeping. Rules can be set globally or for individual mailboxes and policies can be based on an email address or domain, a sender, a recipient and even the content of message subject lines. When an Exchange Archive Link installation is part of a Captaris Alchemy Advanced Server system, audit trails are kept and with the Records Manager option, file plans and retention schedules can be applied. 
• Flexible - Built on the Captaris Alchemy server and inheriting its storage neutrality, Exchange Archive Link can store email archives on hard disk or a variety of other media types including NAS, CD, DVD and optical libraries. (Third-party storage software may be required for some configurations.) You can even create stand-alone optical discs with selected emails to satisfy the demands of auditors or lawyers.
• Searchable - All messages and text attachments are indexed by full-text contents and email header data (Sender, Recipient, Subject Line and Date Sent). Use the Alchemy Administrator module (included with Exchange Archive Link) to search across mailbox archives and instantly view message content and attachments, all the software for viewing is included. For end-users to retrieve their own mailbox archives, add Captaris Alchemy Search for Windows or Captaris Alchemy Web.