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Demystifying Regulatory Compliance with GroupWise

Messaging Architects

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Demystifying Regulatory Compliance with GroupWise

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    1. Demystifying Regulatory Compliance with GroupWise Greg M. Smith, Director of Technical Services, Messaging Architects greg.smith@gwtools.com Gregg Hinchman www.HinchmanConsulting.com

    2. Messaging Architects – Quick Intro… For over 8 years, a leading developer of innovative applications products that help Enhance, Secure, and Accelerate GroupWise®. World class development and engineering resources dedicated to Messaging & Collaboration. A Trusted Advisor that can assist with planning, deploying, managing and supporting mission-critical Email systems & applications.

    3. Agenda

    4. Some Sobering Facts…

    5. Some Sobering Facts...

    6. Driving Factors Storage Management Concerns Regulatory Compliance Legal Litigation

    7. Typical Solutions

    8. Typical Solutions May contravene existing health & employment legislation

    9. Driving Factors HR & Employment Records Employment Act National Labour Relations Act Fair Labour Standards Act Americans with Disabilities Act Civil Rights Act of 1964

    10. Mandatory Compliancy Who is affected?

    11. Financial Compliancy SEC 17a-3, 17a-4, NASD 3010

    12. Mandatory Compliancy Sarbanes - Oxley

    13. Sarbanes-Oxley Who is affected?

    14. Sarbanes-Oxley What needs to be Kept?

    15. Mandatory Compliancy HIPAA (Health Insurance Portability an Accountability Act)

    16. Mandatory Compliancy Pharmaceutical Industry

    17. Mandatory Compliancy DoD 5015.2

    18. Local Government Legislation

    19. Personal Archiving Is e-mail stored on the local workstation GroupWise Archives? GroupWise Remote/Caching Is e-mail deleted corporately but retained by user? Is this local e-mail backed up? What would be the costs to recover?

    21. Where to Start? Statutory, Regulatory or Compliancy Requirements? Penalties for non-compliance Developing Retention Policies Trusted Empowerment Big Brother Enforcement Developing Solutions to Meet Retention Policies Managing Solutions (Retention & Destruction)

    22. GroupWise as a Compliancy Platform Retaining Information within GroupWise Smart Purge Feature for 100% retention Store Information on System or Tape Disabling Personal Archiving Reduce & Expire Routines for Data destruction Maintaining Individual Account Repositories Administrative or Individual Searching Creating global proxies Creating Single Account Repositories Forwarding all messages to common accounts

    23. GroupWise as a Compliancy Platform Retaining Information within GroupWise Databases – No individual message storage Large volume of messages impacts system Information is stored in proprietary format Maintaining Individual Account Repositories No default administrative access to accounts Proxies are end user controlled Creating Single Account Repositories Single account message limitations

    24. GroupWise as a Discovery Platform Accounts searched Individually or via Proxy Searching consumes network resources Advanced Boolean & Wordlists are complex Cannot Search the contents of attachments Reliability of Indexes or QF Enabled Message Presentation Save individual emails to text file Forward emails to another account Print out all emails

    25. Third Party Solutions Independent Message Storage Formats Provides Global Accessibility Timely Enquiry Response Compliance with Regulations

    26. GWArchive Solutions from the Field

    27. The Talent Gregg A. Hinchman Collaboration Practice Manager, Tenacious Integration Services 10+ years of GroupWise Experience Co-Author: “Success with Clustering GroupWise” www.TayKratzer.com “Success with GroupWise Document Management” GroupWise Advisor Magazine Articles

    28. The Issue

    29. The Solution

    30. In Conclusion Email Retention is clearly a major concern at all levels of industry and government GroupWise & GroupWise archives provide a viable method of retaining corporate messages and complying with organizational policies, but with clear limitations Application-independence and format-neutrality (i.e. XML + plain text) are critical attributes for any data destined to reside in long term storage (5+ years). Third party tools allow organizations to properly deploy and manage both retention/deletion policies and the resulting data sets that are generated as a result of these policies.

    32. This means that no work is lost with either the Novell Nsure UDDI corporate or testing solution. Enterprises that build their UDDI solutions with Novell Nsure UDDI Server, are not only leveraging the deep experience Novell Identity Management foundation brings to the standard, they are securing their own future by building on an open standard implementation that will grow and scale with their corporate needs.This means that no work is lost with either the Novell Nsure UDDI corporate or testing solution. Enterprises that build their UDDI solutions with Novell Nsure UDDI Server, are not only leveraging the deep experience Novell Identity Management foundation brings to the standard, they are securing their own future by building on an open standard implementation that will grow and scale with their corporate needs.

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