Email back-up compliance saves solicitors time and money


Email back-up compliance saves solicitors time and money

Nick Booth

A solicitors firm has reduced its email and storage overheads and saved two days' work from the email backup, search and retrieval process using software from Waterford Technologies.

O'Neill Patient solicitors bought the individual search and retrieval module of MailMeter to meet compliance and reporting requirements. Compliance has also brought productivity gains, according to the firm. It has cut the storage capacity demanded by its email server from 80GB to 25GB in under a month and the length of the nightly email server back-up has been cut by 14 hours.

The results from an IT perspective speak for themselves, said Tony Macartney, head of network support at O'Neill Patient Solicitors. "[We had] a 70% reduction in the email server in just four weeks. From a business perspective, MailMeter helped our lawyers with legal compliance and means they don't need not worry about the emails. It has reduced the size of email storage, back-up times and improved productivity."

Some users previously had mailboxes in excess of 2GB, he said, forcing the company into making overnight back-ups which didn't complete by the next day. The projected growth of the legal firm would have meant it ran into severe compliance issues.

Waterford Technologies' intelligent email management software, MailMeter Archive, was chosen because it captures incoming, outgoing and internal company emails and stores them in a separate location from the email server for the desired time period. It gives authorised users the capability to search and retrieve email records for internal or regulatory audits.

Four weeks after installing the software, compliance became manageable again, said Macartney.

As email managment becomes more complicated, the challenge is to keep the archive and retrieval systems easy to install and use, said Malcolm Etchells, Waterford Technologies' European general manager: "The archive was put in over a weekend. [But] our latest solution saves attachments from every email to a separate archive file location and deletes the original from the email server."

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