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good afternoon everyone I'm Geraldine hunt content marketing manager here at Titan HQ and I'm joined today by James Clayton our arc Titan product specialist and Derek Higgins a regular contributor on our webinars Derek is a senior product engineer here at Titan HQ and both have massive experience in email archiving at the coalface and they're here today to talk through some key aspects of email archiving for business how it fits in with your general business security the threat landscape data regulations and compliance so I think you're going to find it very interesting if you've attended one of our webinars before you'll know how we like to do it we like to be more about content and that's about fluff so to that end we're going to kick on we'll be showing you some arc Titan product features along the way to demonstrate some of the key points raised by Derek and James we'll also be taking as many questions as possible during the webinar so feel free to type your questions into the chat window during the webinar and if we don't get to answer your question today we'll be back to you via email in the next 48 hours so James test Irish I read a stat recently from IDC I think it was that reported 60% of business critical information is stored exclusively in email that's a staggering statistic would it be correct to say that if you can't access that information easily and quickly then that's a big problem hi Jodi hello everybody yeah a very interesting stat and I will answer that statistic with a statistic of my own seventy-four percent of all businesses have been ordered to produce emails as part of an investigation either an internal or an external investigation so if we take 60% of business critical information only storing being stored in email and three-quarters of businesses having been asked to produce those emails than being able to access that quick that information quickly is super important gives you a couple of things an email archive helps you to protect the valuable data in your business means that you can find that data quickly and then you can improve business process and business efficient see so that could be a migration of data from one email platform to another and it just improves the overall efficiency around the business people can find things more quickly they can get on with their job much more effectively thanks James that's a great insight and a good overview of the value of business email archiving I suppose it's fair to say IT pros really need to do their homework when they're choosing a solution and as we know that means taking the time to know exactly what features they need and whether the solution that they're testing can do what they needed to do on a related note James what does the archetype email archiving solution offer over other email archiving solutions yes important that you do do lots of research if you're in the purchasing phase of an email archiving solution as we go back to those first statistics at the beginning because they're crucial right to the core of this our key data is stored in email and it's important to maintain that email email is ubiquitous these days everybody sends lots of it everybody receives lots of it and nobody wants to remove it because it's crucial to our business so speed of search and ease of access to that data is absolutely crucial you should test that right from the very beginning secondly given the amount of data we're holding and often email archives are in place for a number of years simple deployment at the onset and then a cost-effective installation over time are other factors that you should be included in your testing rage so there's a lot to consider there and you know as you said it's really important to pinpoint the features that you need in advance of testing in relation to compliance which is something which is really important in this area would it be fair to say that whatever business you're in the EU GDP or is likely having an impact on your organization Derek how do you see this affecting email archiving in in organisations yes absolutely especially especially in Europe were all very familiar with GDP or that came out last year and our tightening email archiving helps you be compliant with GDP or especially with the right to be forgotten this is one key aspect of GDP or if some requests that you remove all their information or all information you have on them majority of the time that information is over email with an art auction with re:discovery it is very quick and easy to find those and remove that data from your systems and you can also present that back to the requester definitely have seen a large uptick in our characterization mainly we are a cloud-based email archiving service so we can guarantee that your data is within your borders we - in the USA Canada Europe Sydney Australia and so on we can guarantee use within your borders that's also a major step towards becoming compliant with GDP or and all other regulations that may be out there very interesting Derrick definitely food for thought there there really are so many aspects to consider when it comes to compliance and I supposed to be fully compliant with GDP or you really need an email archiving solution in place I understand GDP or has a requirement to make sure you know what data is accessible and to be able to find it in a prompt timeframe customers often comment that our Titan has super fast search capabilities versus what it was like when they were searching Outlook for example Jerry could you show us an example of what the search capabilities are like using our Titan yes definitely Jardine so I'll bring up the arc Titan interface and what I'll do is I'll log in as a privileged user there are multiple levels of access to arc Titan the privileged user by its name is a privileged level of access where you can search at your entire domains email but an order trail of this is kept and I'll also show that here once I log in this is what I'm presented with as you can see I have a number of search fields I can certainly change the date period to certain months days and what I'll do today is I'll search the entire database I'll go for any time you can stipulate certain dates and start times and end times you can search for keywords you can search for senders and recipients attached with names and you can even look for attachment keywords so I'll do a few searches here first of all I will search for a keyword so this is going to search all the mail for our domain here for a certain word so the word I'm going to look for today is positron and if I click on search you'll see this pop-up comes up you must specify a reason for your search so this is because I'm a privileged user and an older trail is going to be kept of the searches and what action I take on my search results so if I click OK and I'll put in here dereck demo and run my search again this will search the entire database for the word positron so as you can see I get 14 results in 1.3 1 seconds and that is going back over the last I believe 2002 so quite a long distance of time so I can select any of these and see the actual body of the male there's a number of different actions I can take on the results I could download export these messages I could store in a case folder which I'll explain in a moment as well I can export to PDF I can print I can save as a PST I can do a number of things here so I will open up one of these emails the first one here and as you can see this is from 13 to December 2006 and if we look for the word you can see it here positron so that has searched a wide the entire database and it came back in 1.3 1 seconds we do also have an advanced search so this is if you want to get more granular with your searches you can see down here we can again search for the sender and recipients we can exclude certain senders and recipients also I also do a keyword search within here so we could look for certain words and then say exclude certain words as well so you could look for and put the same word in both of these fields run the search and it will show you misspellings of that word there's a number of different different uses for this so I'm going to run another search this time I'm going to search for a word not in English I'm going to look for a word in French and this is also going to be looking within attachments so as you can see here I get a pre-populated travaille and this is going to search for this word within an attachment so if I run this search again this is gonna look just within attachments words within attachments and we should be able to see here these are the results and as you can see we have this this indicates that each of these emails has an attachment so I'll take this one for example I can see the body of the email within here and as we see here attachments it's a - docx file I will open this up and within here we should see the word we search for and if I scroll down we should be able to find it in here and sure enough here it is right in the middle of the document so that shows the power of the search and the multilingual searches within the product so to come back to the interface as I was saying I'm a privileged user here so I'm searching the entire database for my domain and an order trail is kept and the reason I gave was Derrick's demo or Derrick demo so what I will show you now is the actual audit trail so if I sign out and if I sign in here I know this user is a Dasia guardian and the data guardian is the user that can see the actual transcripts or the audit trail of of the searches the privileged user just performed as you can see when I log in as a data guardian I get these search capabilities as well but this search capabilities is just for my mailbox so the mailbox that is set up as a data guardian can search their own email nobody else's email but they can see the transcripts so if I come here into transcripts and view the first that the most recent one we should see down here stated reason for the search is Derrick demo so this will indicate the searches that I performed when I was using - as my reason so as you can see the first one that I ran for was a keyword I searched for was positron it gave me back 14 results if I keep coming down here here is my next the attachment keyword search and it shows three results so this is the full audit trail of eructation also actually we've just got a related question and on this Ahmed asks what happens if my archive contains messages containing both English and German words what results are returned if my search contains German specific characters interesting question James can you answer this one yes certainly a good question as we mentioned the email is ubiquitous and it's how weak immune system that everyone uses so for a global business with offices in multiple locations then it's common that you'll get multiple languages in the system the art Titan system will archive whatever is presented to it and it will make those emails accessible to the correct people in any language what I would suggest is if you could arrange a demo with one of the reps armed' we could show you searching in various different languages not just European character characters but non-european characters that's the Riddick alphabet double by characters will all be indexed as well in fact you can go a stage further the search interface that Derek showed you can present in the local language to the person logged into the system so they can have a familiar interface to search against okay so so our tech makes things easier to find both in terms of speed of access and also searching in native languages I know both of those are differences when comparing back up with archiving and that's a question that we get asked a lot there's often confusion around you know the differences between the amount archiving and backup James can you tell us a little bit about that yeah another good question and you're right it's something often people will talk to us about saying they have a backup solution therefore they don't need an archive and we would say for most people there are benefits to having both technologies in their environment firstly backup is often a short term retention whereas archiving is much longer term typically in excess of five years from an email archiving perspective archiving is real time capturing email as it comes into or leaves your organization whereas a backup is a snapshot in time leaving a window of opportunity for email to be deleted and therefore not stored from an archiving perspective certainly in art Titan we're talking and looking at compliance as a key driver so guaranteeing we've got everything and guaranteeing that we can meet various regulation around the world and finally archiving allows users and businesses to find single emails or small groups of emails for recovery whereas backup is typically the recovery or rebuild of an entire environment grace that's definitely cleared that up I think it's a very important point to clarify as as backup and archiving are often confused and as you've explained there they're very different beasts so moving on slightly I'm going to go to another question someone just asked is it possible to use Erik Tizen with office 365 and exchange on-premise Jerry could you answer this one yes thanks Jordan simple answer is yes arbitration can work with any of the above office 365 exchange on-premise cheese swish and so on and it is set up by creating a journaling rule on your mail server or your 365 the journaling rule is set up on your mail server and what that does is it the BCC of all male that hits the mail server on to the archive Jared the journaling email address that we would supply to you this is a very simple setup and it can be done over two minutes once in place it's up and running all mail is being archived from that point on we can also upload your legacy data if you have legacy data we can put that in place for you as well no problem at all okay so it's fair to say that there's a lot of flexibility with our exciting and how it can be used so we've got another question here on deja migration James maybe you could handle this one the question is from mark and Alice I'm considering moving from my current email archiving service as the costs are escalating if I move all my data across to our Titan will this be very costly and will I have the same issue with escalating costs yeah good question and something again that's very common certainly is people have moved to cloud services and one of the questions that often people don't think to ask right at the very beginning is how do I get my data back here in the honeymoon phase thinking this is the answer to all of your problems and a number of years down the line and maybe it's not quite so obvious how you get the data back you need um from an art Titan perspective and what we should know right from the very beginning is migrating data is a time consuming task the amount of data will drive how long that time takes but if we've got many terabytes of data it will take a lot of time to migrate but it shouldn't be an expensive project outside of time there shouldn't be a cost to get your own data back out of an archiving solution art Titan charges for data imports is a one-off charge to cover the cost in the data center and your data will be charged for that one-time charge for the entire duration you're a customer for as many years there are no limits and no caps on the data and we will store it and protect it for you indefinitely okay and Derek on a related issue what is the retention period with archiving and is it possible to adjust that retention period of messages in the archive by default we will archive indefinitely we don't search retention limits but we can and we can do it at a per customer per domain basis so different organizations have different retention periods that they have to adhere to such as seven years five years ten years and so on so to kind of go back over the answer again we archive indefinitely but we can set retention periods to your requirements no problem at all okay and a quick kind of related question what happens if a user deletes an email from their inbox accidentally and subsequently they need access to that email very good question and something that does come up quite frequently in conversations and so the archive is always intact it nothing can be removed from but not easily and especially end users can not remove this so if someone did delete a specific email or if they even deleted their entire inbox or by mistake on the mail server they the mail got deleted on there within Eric Tyson you can readjust that mail no problem at all an individual mail or the entire mailbox can be brought back in in a matter of moments fantastic so the data is always there and it's always accessible that provides considerable peace of mind to everyone in the business including IT legal and of course HR speaking of hitch or James I'll direct this one to you if you don't mind are there any are titan features that specifically help hate or and legal requests yeah good question okkk tyson was built to meet regulatory compliance around the world so an awful lot of the functionality comes from a legal compliance and HR and basis one of the key bits of functionality that I'll talk about is case folders case folders is an area built exclusively for ediscovery searches and investigations it's an area where emails can be brought into relating to a specific case over a number of searches by a number of personnel within the business we're once stored in a case folder those messages can be edited altered noted marked upon shared across the correct people to make sure that the investigation is fulfilled properly and in the fullness of time okay and to follow on from what James has said Derek can you explain how our Titan protects an organization from potential litigation yes so there's numerous ways that we can help you here a Microsoft pen term which is called legal hold so that's when the mailbox goes into a stage where the user cannot make any changes to their inbox or to the mail within the unbox eructation is in a permanent stage of legal hold users cannot make any edits or change anything within the mail in the archive there's also a unique key for each individual email that comes into our Titan this can and will stand up in a court of law if required also there's a full audit trail there's a full key sharing within there as well so each individual item can be seen that it was never tampered with and because it comes to us at the mail server level the mail comes into the archive at the same moment it comes into the users inbox so it is not it cannot be edited at any point along the way by the users okay and that's that's great Jerry Kim at all great great comments across the board would you agree then that the focus is really on speed of search audit of access and generally the flexibility offered to IT pros without citing quite fully agree with that yes guys you both know Eric Titan that an email archiving technology very very well so I'm gonna ask you both the same question what's your favorite feature in our Titan and what do you think it delivers most to the IT professional and customer who would like to go first I'll take that one Derek and a good question what is my favorite feature is a tough question and but I will answer as best I can because there are so many good features in this product firstly I think I'll bring it all the way back to the very beginning of this this session we talked about 60% of email being stored exclusively an email and 74% of businesses having to produce those email as part of an investigation on top of that we know from other research that 70% of all users have issue dealing with the amount of email that they they receive and I think we can all relate to that what that creates is a real issue for businesses firstly users don't want to delete emails they the important information they get all comes through email contracts it can be deals purchase orders invoices so they don't want to delete it because that's where they keep things the business can't delete it because of regulatory reasons they have to maintain that record and keep it for a period of time and so IT are left in a position where they've got to handle that growing volumes of email more stuff to keep secure and users that are finding it harder and harder to manage what archiving does is it relieves that pressure on all elements of the business it takes the data out of the mailbox stores it independently and securely and leaves the users to bring their mailbox back to a place that is much more effective in doing its job an email inbox should be used to send emails and receive emails it shouldn't be a filing cabinet for everybody's emails standalone third-party specialist archiving for marked items should do that so if we take that to then be the way that we should do business where your email is your work-in-progress and your archive stores your data what you need from an archive you need speed of search to be absolutely imperative to this if users are going to be using the archive many times a day they want to find things exceptionally quickly and in the nor point five eight seconds that Derek showed earlier our Titan that just does just that the second thing we start to see and the real benefit I see from our customers is the auditing of the access to that information because we've got all of that data stored in the archive we need to make sure that the correct personnel have access to that information at the correct time for the correct reasons by auditing access on the search side to the data then you know that you're doing the right things at the right time for the right reasons by doing that it also means the IT can delegate access to the archive to the correct people if there's a legal search to run why don't the legal department do it if there's an HR dispute going on why don't we get the HR department to do it IIT should be managing the systems not running compliance searches from an email archiving perspective so those two features speed of search and audited access for me are the things that make this product stand out from the market that's fantastic James and you know great points that your email is not a filing cabinet you know that's a key point to remember Derek the same question to you yeah I'm glad James went first there I gave me time to think he stole one of my answers there with his speed of results but there's dirt there are a number of really nice and key features to it but my own personal favorite I suppose if you want to put it that way would be the mailbox reader function I kind of briefly mentioned earlier on where saying you can restore mail back into somebody's inbox if they delete their entire inbox the mailbox reader is what would be used it can also be used to pull in email so you'd set up a connection to your mail server to your 365 and you can pull in your mail for individual mailboxes or further your entire organization by using this as well very quick very slick as a few clicks of a button and you can have all your legacy data in brought into the archive and you can push it back into your inboxes again if they deleted up by mistake one other aspect that I really like is to incorporate our other products as well so say spam Titan or email filtering and spam Titan obviously consists in front of your 365 and filter out the bad stuff and just past genuine mail on to your mail server and because the journaling rule is on the mail server it's only the clean mail that's going into your archive so so this is a nice feature the nice feature so at least when you're searching you're not seeing any spam you're not seeing any other content you don't want to see and there it's just genuine clean email so it's the the perfect pairing or relationship between spam toys and Arcturian that's one thing that I really like out product as well right answer Jarek and and thanks James and Derek and thanks everyone for attending today's webinar as I mentioned everyone will receive a follow-up email with a link to view a recording of the webinar if you have any additional questions please feel free to add them in the chat window and we'll get back to you with answers in the next 24 hours if you'd like to see our arc Titan in action we'd be more than happy to set you up in a quick term and a demo or if you had a question on a specific feature that we mentioned please don't hesitate to get in touch you can reply to the email that we send you with the recording or please visit our website www.hiwayfx.com