Archiving and Compliance

Insurance and assurance

Ceryx offers a fully-integrated archiving and compliance solution. Beyond our high availability and replicated technology, you may need to ensure you will always have access to any historical messages, even if it was deleted. Our archiving solution provides that insurance and ensures that all messages are archived and securely stored in a separate facility.

Using tamper-proof dedicated WORM (Write Once, Read Many) drives, we provide an authentic, evidentiary quality copy of every message. Whether for compliance or storage purposes, we can store messages for up to 7 years, compliant with:

SEC Rule 17a-4; NASD Rules 3010, 3013 & 3110; NYSE Rules 342, 440 & 472; RIA SEC Rules 204-2 & 206(4)-7; IDA Bylaw 29.7; FSA, Sarbanes-Oxley Act; HIPAA; GLBA; PIPA & PIPEDA; Patriot Act; Data Protection Act, Basel II, FERC and FCC.

These services can be available to all or just select members of your organization. Each member of your organization who subscribes gains secure, individual access to archived email through a convenient browser-based interface even allowing the ability to view, reply to, forward, print or download historical email.

How does it work?

A duplicate of all inbound and outbound messages (sent and received) , minus any SPAM, are captured at the server level, before it hits your inbox. The message copy is securely (NSA level encryption) transferred to a separate facility and stored on a dedicated storage unit. Users don’t need to configure anything on the client side and will experience no disruption to their regular routine.  Archived messages are immediately accessible if required. 

Business Highlights:

• Seamlessly integrates with any email system, capturing incoming, internal & outgoing email, attachments, IM & Bloomberg
• Rapid User access to email via any secure web browser at any time
• Users may view, reply to, forward, print or download current or historical email
• Choice of online archive access rights:
• User access to their email
• specific accounts only
• User groups
• Company-wide access for Admin/Executives
• Exclusive individual login for each employee to securely access their email
• Full text indexing allowing keyword searches on email, headers & attachments
• Ensures authenticity of email records with auditable & evidentiary-quality copies
• Efficiently meet internal, corporate governance, subpoena & discovery requests
• Migration of legacy data (.pst files, backup tapes) & to archive with new messages

Technical Highlights:

• National Security Agency (NSA) level encryption for highest protection of messages
• User-defined email folders for management & litigation purposes, with export to CD
• Filters can be set to display or ignore spam
• Indexes & serializes messages, Bcc & Distribution Lists, metadata & audit trails
• Complete lifecycle management with ability to define retention and disposal periods
• Messages are instantly available online or can be written to CD, DVD, WORM
• Web-based Control Center enables firm Administrator to self-manage its Users

Compliance Highlights:

• Email records are indexed and authenticated through write-verification
• Secure, geographically separate storage
• Full text indexing for searches and full audit trails & tracking reports on email history
• Complete lifecycle management with defined retention and disposal periods
• Provides independent access to SEC mandated third party downloader
• Messages are readily available on regulator-qualified media (typically, delivery of DVD containing an index and serialized email in a readable format)

To find out more, contact a Ceryx representative today.