Cloud‐powered Email Archiving for Healthcare HEALTHCARE RETENTION THE SOLUTION REQUIREMENTS Sonasoft delivers cloud‐powered, email Developing a comprehensive email archiving technology to healthcare Key Benefits retention policy has become a necessity for professionals for a fraction of the cost Every email, stored, all U.S. health care professionals. Strict without the need to purchase hardware, searchable, accessible & regulations such as HIPAA, have impacted install software or manage ongoing secure‐‐‐forever health care providers who do business maintenance. EVERY email that any person No hardware, software, in your business sends and receives is electronically, as well as many of their maintenance or installation health care business partners. As a result, securely archived, searchable and accessible forever. required health care professionals and their partners Unlimited storage of emails are obligated to capture and secure all A true business grade incoming and outgoing electronic Healthcare organizations are increasingly communications. looking towards services like Sonasoft’s to compliance solution to your address all these challenges. email archival Capture all emails for email retention requirements ARCHIVING AND eDISCOVERY and provide multiple layers of secure In this intense regulatory environment, the Allows organizations to access for legal administrators and focus on their core business healthcare industry can’t afford to be search users to comply with discovery and not be distracted with without accessible, compliant email requests. archiving to satisfy legal discovery, Provide end users with access their infrastructure hassles government regulations, or audits. historical mail through the archive for Unfortunately, meeting the letter of the law day to day knowledge management, puts a significant burden on tight resources but more importantly business Service Features and staff in the IT department. continuity in the event of an mail Global Administrator Email has also become increasingly valuable server failure extensive search options of in litigation because it contains off‐the‐cuff, Allow end users with proper all mail over any period unguarded comments writ¬ten at the time permissions to process their own Archives both internal and of the event. It is difficult to refute email in personal archives or PST files into the external mail securely (AES court, even when taken out of context. archive service, eliminating the need military strength for special migration projects or fees. encryption) to 8 redundant Because it is so valuable, the volume of Help the management of storage data centers email discovery requests (search) has growth and restrictions on the mail increased substantially and it has become servers and network shares allowing Supports all major even more imperative that every healthcare for shorter, more frequent backups messaging environments provider not only protect their email data, and quicker restoration times including: Exchange, Notes, but archive them in a format that is both GroupWise, Imail, Scalix, accessible and protects patient privacy. WHY CHOOSE A CLOUD‐ and Zimbra POWERED ARCHIVING SERVICE? Email accessible as online THE CHALLENGE Cost and Scale. In order to deploy an on‐ view, PDF, message At a minimum, email archiving provides premise archive, customers frequently have download, or PST healthcare professionals with a means to to make the following investments in download address the data explosion in a manner that infrastructure: Designed for compliance satisfies regulatory requirements and One or more servers (hosts) for the archiving and e‐discovery reduces the burden placed on IT archiving system and supported applications such as email. It is no surprise (FINRA, FERPA, FRCP, SOX, systems SEC & HIPAA) then that cost‐effective information Storage (typically enterprise‐class archiving remains at the top of the list of network/SAN storage) for the archiving priorities for healthcare IT decision makers. system Put another way—archiving is no longer a Fiber channel connections for network/ value‐added service for IT; it is an essential SAN storage component of the IT portfolio, and it is Incremental power, cooling, and rack required to tame skyrocketing storage costs space for the infrastructure noted while maintaining compliance. above. With the Sonasoft Cloud‐Powered Archiving Sonasoft there are no upfront costs and no 2150 Trade Zone Blvd., Suite 203 investments in hardware, software, or San Jose, CA 95131 installation required. 408‐708‐4000 | www.sonasoft.com Cloud‐powered Email Archiving for Healthcare SONASOFT SOLUTION: SIMPLE, POWERFUL, COST EFFECTIVE Sonasoft understands the importance of the (Defense Department AES and SSL), with no About Sonasoft rules and regulations educational shared encryption keys across customers. Sonasoft was founded in 2002 institutions are required to abide by. There is never any co‐mingling of archived for the purpose of providing Sonasoft’s Archive Service helps ease this data between customers. At the application software‐based solutions that process by streamlining the compliance and layer, Sonasoft uses Secure Socket Layers simplify and automate the eDiscovery process by providing a solution (SSL) to encrypt all communication between that enables you to archive and search all of the web browser and the data center, and a process of replication, archiving, your archived email. processing pipeline that ensures backup, recovery, centralize the performance and data privacy between management of multiple UNLIMITED STORAGE customer accounts. servers, and cost‐effectively Storage capacity automatically increases on provide a disaster recovery a per customer basis, at no additional cost. strategy to protect valuable Regardless of how much email you add, you COMPLIANT data. The result is higher will never run out of storage, or be charged FISMA/FIPS* (Infrastructure), NARA 36 CFR, availability of computer‐based additional fees. This allows you to easily 1220.34 & 1220.38, FOI, Legal Discovery. information, reduced risk of abide by the FRCP rules, because you can Data is accessible and searchable in real‐time 24X7. accidental or deliberate data store as much data necessary and be able to loss, lower IT costs, and a sound access it and produce the requested Can define custom retention policies disaster recovery strategy. information. All data is stored redundantly in geographically dispersed datacenters. ROBUST Storage is designed to provide Sonasoft is the only company 99.999999999% data durability. that provides an integrated Litigation requests often stipulate a fixed Storage is designed to sustain the time to gather and present information. Backup, Recovery, Archiving, concurrent loss of data in two facilities. The Sonasoft Archive harnesses the on‐ Replication and Migration All message content, attachments and demand CPU power of the cloud, leveraging solution for Microsoft metadata are stored and fully indexed. geographically dispersed data centers to Exchange, and SQL Server for Search results can be exported and power archival functions for data ingestion, downloaded in a variety of standard businesses. Typically, customers indexing, search, eDiscovery and export. formats have to buy multiple solutions The Sonasoft system uses map‐reduce style, Long‐term retention (up to indefinite) from different vendors to get parallel processing to search very large data Archiving system supports email, similar capability. Also, it would sets in sub‐second response times. This type instant messaging and social media cost three to four times more to of processing is only possible with cloud‐ Data stored in WORM format by compute CPU, which can scale up in real‐ get comparable functionality default time so that every customer search offered by Sonasoft’s solution. AES 256 bit encryption by default for all experience is quick and timely, without the data in transit and at rest hassle of waiting for your jobs to complete. Custom tagging and advanced search (for NASD 2860 re: classifying and EASE OF USE locating complaints) With no hardware to buy or software to Sonasoft, A Leading Provider of Automated Archiving, Backup And install, you can be up and running within BUDGET AND ROI hours. The simple and intuitive web‐based The Sonasoft Archive is offered on a low Recovery Solutions For SMB’s interface allows for easy archive set up and cost per mailbox/month charge with our support team provides training for you unlimited storage. Since it is offered as and your staff. Rapid search and retrieval is Software as a Service (SaaS) with no possible by individuals in a personal archive, hardware or software licenses to buy, there or across the whole archive by authorized are no capital outlay requirements. More users. importantly, by migrating your data to the cloud, you can reallocate or eliminate on‐ SECURITY AND PRIVACY premise or hosted servers, avoid Our data storage meets rigorous PCI DSS compliance fines and fees associated with Sonasoft standards (Payment Card Industry Data data loss, and reduce the costs associated 2150 Trade Zone Blvd., Suite 203 Security Standard) and the guidelines set with eDiscovery and analysis by leveraging forth by the Cloud Security Alliance. All data Sonasoft’s easy to use UI for early case San Jose, CA 95131 is secured via industry standard encryption assessment. 408‐708‐4000 | www.sonasoft.com.