Your email system must meet three requirements to comply with the regulations:
1. Email must be stored permanently for 5 years - it must be proven that it was not deleted under any circumstances.
2. When audited the archive must be easily and quickly searched by client name, date range, advisor, keyword (e.g. "guarantee", "rate of return"), etc. This includes the address and body of the email as well as the text within any attachments.
3. It must be shown that there is an ongoing review of the email and that appropriate compliance action is taken.
After 5 years of research we have found that the most cost effective means for absolute compliance is by integrating our archiving system with your email structure. This works particularly well for small to medium size firms.
Benefits:
Your current email system is not affected - sent/received email is simultaneously archived offsite.
Compliance officers can review email in a minimal amount of time using our simple interface.
Storage is both on disk for retrieval and WORM tape for absolute compliant unerasable storage.
Archiving is instantaneous.
Email is encrypted and stored offsite at 2 redundant, secure data centers
Proprietary indexing for fast search and retrieval.
Email can reviewed during the audit at your office
Disks can be provided if requested by the auditors.
Keyword and random selection of email for review.
There is a complete audit trail showing that you have fully reviewed your email.
The system is web-based and can accessed from anywhere.
Messages can be marked as attorney-client privileged.
Reduces your system storage requirements since your email is archived.
