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OK, you've heard enough
about what we can do.
Now you want the details. How it works. The what-ifs. Well, here goes.
Policy template and enforcement.
In today's business environment, a clear and enforceable corporate messaging policy is necessary to avoid legal risks and meet compliance regulations. Fortiva Policy can guide you through this process so you can create, maintain and enforce an effective electronic messaging policy easily and quickly.
Fortiva Policy can be set up right from our browser-based interface, so it can be maintained without the involvement of IT. The policy provides you with:
- Industry-specific templates that can be easily customized to suit your organization.
- Policies that can be downloaded or printed in PDF format, and circulated to all your employees.
- Automatic retention of every version of the policy in unalterable form for historical reference, meeting best practices for both legal discovery and compliance.
- Ability to manage restricted list updates on a daily basis from a simple browser interface.
- An easy way to protect attorney-client privilege using Fortiva's Info-Tags.
- You can define an unlimited number of acceptable use policies, along with the rules used to automatically detect violations to that policy. These rules can consider the person that sent the message, the content in the message (and attachments), date ranges and whether the communication was internal or external.
- In the case of impending lawsuits, Fortiva allows you to put a litigation hold on relevant messages for an indefinite period.
Advanced search functionality.
Fortiva Discovery provides advanced search features that meet even the most stringent legal discovery and review requirements.
Through our web-based user interface, you can:
- Conduct a full-text search across the header, message body and content of over 300 types of attachments.
- Achieve real-time search performance using our distributed, parallel search technology.
- Easily find what you're looking for thanks to highlighted search words or phrases within subject or body of search results.
- Save frequently used search criteria.
- Save search results in folders where duplicate messages are automatically removed.
- Print search results, retrieve them to your own mailbox, or export them into PST files for online download or delivery on removable media.
- Conduct people-aware searches to dramatically reduce search time by retrieving results from multiple users, each with multiple email addresses, in one search request.
SEC compliant archiving.
All of your internal and external communications will be securely stored within minutes of being sent or received. That includes Exchange mail, instant messages, Bloomberg mail and Instant Bloomberg. These emails can be accessed quickly via Outlook or a web browser.
To ensure data meets evidentiary standards, Fortiva guarantees that records cannot be deleted or altered once they have been archived. Fortiva ensures the authenticity and accessibility of all archived data by:
- Storing multiple online copies of messages and indexes on SEC 17a-4 compliant storage.
- Digitally fingerprinting all messages for authenticity.
- Maintaining a full audit trail of systems and user activities.
- Fully indexing all email and attachments for fast and easy searching.
Supervision review.
You can systematically review email sent by your employees with Fortiva's Supervision review process.
The supervision review queue contains a list of messages that have been identified as requiring review by the parameters outlined in your Fortiva Policy. Messages in the queue may include acceptable use policy violations as well as messages chosen for random sampling. Authorized users can quickly review the messages in the queue, "passing" messages that are not of concern and "failing" messages that require further review or escalation.
In addition to identifying policy violations, random sampling of messages can be used to find problems that are missed by the acceptable policy guidelines.
Supervision workflow.
Fortiva provides a flexible supervision workflow that can easily address a variety of scenarios.
- A Central Review Team - in this case, one or more people review messages in the supervision queue, including potential violations and random sampling, and have authority to pass or fail.
- A Department Manager can review messages, including potential violations and random sampling, with authority to pass or fail.
- A Violation Expert can review messages, with potential violations but not random sampling, with authority to pass or fail.
- A Multi-tiered Escalation review team or department manager can review randomly sampled messages. If they identify a potential violation, the message is escalated to an appropriate expert for that violation. Only the expert for that violation can pass or fail the message.
Reviewers can be assigned to review all email for all users, all users within one or more Active Directory groups, or a specific list of users. A list of exceptions can also be provided.
To support 'violation expert' review or 'multi-tier escalation' review scenarios, each reviewer can alternately be assigned to be an expert on certain issues for some or all users. For example, the HR Admin should review all instances of profanity, except those in messages sent by an executive, which would be reviewed by the head of HR. Multiple reviewers can be assigned to review the same people's mail.
Any reviewer can mark a message as a potential violation of any policy, but only reviewers that are an expert on that policy can fail the message. In the central review team and department manager scenarios, reviewers are considered experts on all policies and can therefore fail messages.
Reports.
Fortiva provides a number of reports to help you properly assess email patterns and behaviour.
You'll have immediate access to detailed reports such as:
- Supervision reports that reveal the effectiveness of the supervision process, including how many messages are in the queue.
- Risk assessment reports that give you a clear, easy to read graphic view of your exposure to potential risks due to non-compliance of your corporate email policy. This allows you to take immediate action whenever compliance issues arise.
- Audit reports of system and user activities.
- Overview of storage growth requirements and email usage over time.
- Amount of email archived by user groups and individuals.
Forensically-compliant archive.
To meet evidentiary standards, Fortiva ensures that records cannot be deleted or altered once they have been archived.
Fortiva ensures the authenticity of all archived data by:
- Digitally fingerprinting all messages and attachments for authenticity.
- Maintaining a full audit trail of system and user activities.
- Archiving in native format to ensure meta-data is retained.
- Exchange journaling provides automatic capture of all internal and external communications.
- Multiple copies of messages and indexes are stored on spinning disks.
DoubleBlind Encryption™.
Our exclusive DoubleBlind Encryption technology gives you guaranteed security. No one can access your data but you - not even us.
The Fortiva appliance is placed on your corporate network behind your firewall. It encrypts your messages before transmitting them over a secure connection to the Fortiva network where they're stored in their encrypted form until you need them.
Messages are only decrypted when an authorized user on your network conducts a search from Outlook or from Fortiva's web-based user interface - meaning your data can never be viewed without access to both your Fortiva appliance (within your network) and the Fortiva network. Since all data within the Fortiva network is encrypted using your keys, even if someone penetrated Fortiva's heavily secured infrastructure, they would only see meaningless encrypted data. Certified duplicate copies of your data are maintained in multiple data centers to further guard against modifications.
As the Fortiva network will only accept requests from the IP addresses tied to the appropriate Fortiva appliance, even theft of your Fortiva appliance doesn't compromise the security of your data.
- Exchange journaling records a copy of all your email.
- The Fortiva appliance, which is located on your corporate network behind your firewall, retrieves, encrypts and securely transmits your email data to the Fortiva network, where it is stored in encrypted form.
- When an end user on your network conducts a search on Fortiva's web-based interface, or through Outlook, the search request is encrypted and sent to the Fortiva network.
- Search results are returned to the corporate network, decrypted in the appliance and transmitted to the end user in real time.