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Posts Tagged ‘email archival’

When “What If” Becomes “What Now” – Why Email Archiving Saves the Day

Thursday, October 18th, 2018

Email archiving refers to the practice of preserving emails and making them searchable. Tools that aid email archiving capture email content – directly or indirectly – and also, store them. These stored emails are then indexed to make them detectable during a search.

The storing up of mails is just one of the purposes or archival. The captured mails are indexed and made searchable as well. This is done using a range of methods.

The key goals of email archiving include protecting mission-critical data, complying with the requirements of various regulations, and making data retrievable for e-discovery.

Better Than a Backup

Email archiving is inherently different from the practice of “backing up.” A backup is a copy of the data can come in handy when you need to restore a deleted email folder or message. In other words, a backups are idea for  replacing lost data or damaged data. It protects the data that is in use.

email archiving for disaster recovery

As far as characteristics go, backups are like snapshots. They capture only what was present at the moment the backup was made. Secondly, backups are always stored in an on-site or off-site location. In fact, many businesses and organizations use both. On-site backups may be easier to access and are faster to restore from. Off-site backups are safer because they are “off-site,” i.e., they are still available even if the that contains both your main data and the “on site” backups is having issues.

The biggest problem with backups is that they only capture data that was present in your email folders at a particular point in time – data that was deleted before the backup snapshot was made will not be saved.  In particular, this means that data that arrives and is deleted between snapshots will never be saved in a backup.

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Email Archival is Required by HIPAA

Tuesday, February 6th, 2018

Customers constantly inquire if Email Archival services are really required by HIPAA regulations.

There is a great deal of confusion and uncertainty here because:

  1. HIPAA by its nature is vague, listing many things that you need to do, but not saying how.  This makes things flexible and workable, if ambiguous.
  2. Email Archival generally adds cost to any email solution — and everyone prefers to avoid unnecessary costs.
  3. Most want to do the minimum needed for compliance due to time and budgetary constraints.

Email Archival is Required by HIPAA

In our opinion, Email Archival is an implicit requirement of HIPAA for all organizations that utilize email for the sending or receipt of ePHI should invest in.  In the next section, we’ll review why.

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LuxSci’s 2016 Advancements – The Year in Review

Saturday, December 31st, 2016

LuxSci has been really busy in 2016!  Besides migrating customers from McAfee due to the “end of life” of their filtering and archival services, keeping up with the changing security landscape, and replacing our Enterprise Server Environment with a newer, faster, more scalable, and more secure private cloud, LuxSci has been hard at work adding new features and extending existing services in the directions most requested by our customers.  Here are some of the highlights.

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Email Archival is Better than Ever: Migration Plan for Old Customers

Thursday, June 16th, 2016

For the past five months, new customers who have purchased email archival from LuxSci have been getting the excellent archival services of our new partner, Sonian.  LuxSci changed archival partners after it was announced that McAfee’s email filtering and archival services were at their “end of life.”

The new Sonain service has turned out to be vastly superior to that which was available through McAfee. In the end, everyone will be able to take advantage of a superior archival solution.  This article discusses some of the benefits of Sonian Archival, as well as how we are migrating old customers from McAfee to Sonian and what they should expect.

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Are you encouraging insecurity via your Web site contact and intake forms?

Friday, April 15th, 2016

Many Web sites have “contact us” pages and other Web forms for receiving requests from existing or potential customers.  This includes “new patient intake” forms on the Web sites of healthcare providers.

 

The garden variety Web form suffers from several serious problems:

  • Spam – Getting unwanted form submissions from Web robots.
  • Privacy – Often, sensitive data is submitted insecurely through these forms.
  • Archival – You may need an archived record and backup of all submissions.
  • Notices – You may need to be alerted of form submissions, even if you are not online.

Proactive privacy vs. neglect of privacy

When your Web forms transmit data insecurely, store or send data insecurely, or otherwise to do not treat the data submitted with the level protection that it deserves, you are putting the users of your forms at risk.

The typical argument is that “it is up to the user of the forms to decide if they want to submit sensitive information.” In fact, many insecure forms even have disclaimers requesting people to not submit sensitive information if they have concerns … and then the forms go on to ask lots of sensitive questions.   Especially without a disclaimer, but even with one, the form is actively soliciting people to submit their information insecurely and requesting them to take risks with their private data.   This is not good.

In areas such as healthcare, where these forms are often collecting sensitive health data (protected health information – PHI), the fact that an organization solicits the submission of PHI through insecure, non-HIPAA-compliant means is far from a “best practice”.  Why?

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