Simplified Email Archiving for Public Entities - ArcMail Technology

8/3/2019 Simplified Email Archiving for Public Entities - ArcMail Technology

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CALCASIEU PARISH PUBLIC SCHOOLS SIMPLIFIES EMAIL ARCHIVING,

Maximizes Network Resources with ArcMail Defender

FEDERAL AND STATE MANDATES DRIVE EMAIL ARCHIVINGREQUIREMENTS

agencies and school districts archive all inbound and outbound email communications for a period of five years,

comply with these federal email archiving mandates, as well as with state local records and retention laws.

Although considered a technology pioneer, Calcasieu operates its computing infrastructure with relatively few resources.

switches and a couple hundred servers. In addition, Calcasieu maintains a fairly complex email system with six dedicated

mail servers and an active directory containing more than 28,000 objects. Outside mail servers receive roughly one

million messages per day, blocking about 80 percent of those as spam. On average, the network processes 60,000

inbound messages daily, all of which must be retained in a secure, reliable and compliant environment.

the district. This process, by which copies of actual messages are stored within the Microsoft Exchange environment,

was neither robust nor time efficient. According to Mace, it could take upwards of two days to load messages from

the journaling mailbox in the event that archived data had to be searched and retrieved. Journaling consumed both

valuable mail system storage and network administrators time, with the potential to hinder Exchange performance asstorage capacity needs scale.

While there are a number of solutions designed to simplify email archiving, the investment is not always feasible for

school districts reliant on public funding. Our budgets are never what wed like them to be, so it was critical that we

evaluated products that were very budget-friendly, recalls Mace. In addition, we demanded speed, ease of use and
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WORK SMARTER, NOT HARDER

email for six to seven years without an upgrade. And while the forensic demands for message retrieval have been few

and far between, Mace operates with confidence that such requests can be satisfied in a matter of minutes. ArcMail

has really created an efficient process for pulling historical data for individual users, mailboxes or even individual

journaling, that data would have taken us days to retrieve.

potentially save Calcasieu significant time, trouble and costs if archived records ever need to be accessed for

performance and lifespan of supporting IT hardware.

While Calcasieu students are only allowed to send and receive mail within the district, the potential for bullying or

other inappropriate behavior certainly exists within those confines. And the ability to search, identify and retrieve

questionable messages has become a common email archiving application for school districts across the nation.

In addition, administrators can use the technology to confirm or deny that a student received a specific message

compliance, but also offers the ability to quickly submit queries for a variety of foreseeable forensic requests.

As a small team with big technology goals, everything we do has to be done more efficiently. I call it the work

smarter, not harder theory, reflects Mace. We are real particular about how we interact with technology. It must not

only meet our core requirements, but also save us time and money.


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ARCMAIL DEFENDER IS AT THE TOP OF ITS CLASSWhile there are two dominant approaches to email archiving appliance- and cloud-based solutions - Calcasieu

intentionally avoided the cloud functionality. We couldnt get comfortable with the concept of pushing things out to

the cloud, recalls Mace. Essentially, we would be giving up availability of the solution itself and if something were to

break, we couldnt take a look at it.

Calcasieus total next lowest bid. And for an appliance that I physically get to look at every day, that I have had zero

troubles with, and that anytime I have had to call in for some sort of support with a query or whatever I get the

answers I need quickly. All of this equates to my having more time to work on other things, said Mace.

going to take off when people discover that there is an affordable alternative for email archiving, Mace adds. There

ArcMails appliance is the right solution, at the right price point.
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Simplified Email Archiving for Public Entities - ArcMail Technology