Mobile Phones & Text Messages Are Ubiquitous
Roughly 5 billion text messages are sent each day in the United States. More and more businesses are looking to leverage the benefits of a mobile workforce, and the device-to-device communication channel is instant and efficient.
Like other means of electronic communication, text messaging creates compliance, governance and legal challenges for organizations. Highly-regulated industries, such as financial services or government, are obligated to preserve communications and to produce these messages when necessary. SEC and FINRA regulations require financial services firms to regularly review their representatives’ electronic messages, document these visual inspections and note any actions that result.
Mobile messaging content, like other forms of electronic communication, is subject to electronic discovery rules. These require organizations to manage and produce electronically stored information (ESI) in a timely and complete manner during litigation.
With the Smarsh mobile message archiving for compliance solution, firms can capture, index and preserve multiple forms of mobile device communication. Messages can be searched and produced on-demand within the web-based Smarsh Management Console. All administrator activity is logged and quantifiable, illustrating policy enforcement and evidence of review.
Smarsh Hosted Mobile Message Archiving for Compliance
Capture | Preserve | Search | Supervise | Produce
Mobile messages from company cell phones are captured instantly at either the device level or at the server level.
- Flexible integration | The Smarsh platform is designed to support the unique business needs of our clients rather than requiring our clients to alter or modify their processes to fit our technology. Smarsh supports multiple means of capture and provides flexible integration options.
- Interoperability | Archive your organization’s SMS text messages, BlackBerry PIN-to-PIN and BlackBerry Messenger content. Smarsh currently supports BlackBerry Enterprise Server implementations as well as BlackBerry, Windows Mobile, and Android implementations at the device level.
- Real-time capture | Mobile Messages are captured and processed immediately.
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Client mobile messages are always readily accessible via the web-based Smarsh Management Console. They never go off-line (unless specified by the client).
- Redundant data centers | Messages are preserved in the redundant, geographically-dispersed Smarsh data centers and saved to WORM (write once, read many) optical storage.
- Retention policies | Messages are retained in accordance with client retention policies (and active legal holds).
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Administrators can search across their email and electronic message archives based on virtually any criteria, either ad-hoc or on a consistent, systematic basis.
- Robust field search | Smarsh indexes the entire electronic message, and enables search by Boolean combinations of virtually every associated field, including: body, sender, recipient (including phone number and email address), and message date and time.
- Saved searches | Save search criteria and repeat searches for convenience, consistency and evidence of policy enforcement.
- E-discovery searches | Run robust ad-hoc discovery searches for one-time instances.
- Support for multiple lexicon lists | Clients can customize company-approved lexicons of keywords/phrases for search and/or start with a default list provided by Smarsh.
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Your supervision procedures are not at the mercy of inflexible technology. Customize your firm's supervision experience for optimal efficiency in message review and effectiveness in identifying and mitigating risk.
- Hierarchy structure | Permission-based review hierarchy can be configured to model the review structure of your organization. Administrators can assign message supervision roles/authorities to specific users and groups, and grant the appropriate level of access/functionality to them. Smarsh can grant temporary permissions or access to compliance consultants, outside legal counsel or other individuals.
- Run saved searches | Execute review procedures with regularly scheduled saved searches.
- Flexible search options | Match search type (random percent, risk score, keywords or phrases) to risk profile.
Contextual review | Track the entire thread of each message from multiple individuals, giving a conversation context during review.
Full audit review | Every administrator session and action taken throughout the entire lifecycle of a message is documented within the Smarsh Management Console.
Take action on messages | Reviewers have the ability to annotate, flag, open/close or escalate messages. All actions are logged and the subsequent metadata is indexed and searchable.
Reporting Center | Produce analytics reports on corporate mobile device message usage, system audit history and message archive data. Demonstrate policy enforcement and ensure accountability among multiple managers responsible for message review. Reports can be customized.
Administrators can retrieve and produce as many messages as necessary, in original form, on demand.
- Production options | Mobile messages can be securely downloaded to a PC or encrypted and saved to a portable media device. This can be utilized for real-time access to data during an investigation or examination, or to restore data for disaster recovery purposes.
- Flexible e-discovery export | Export message data in popular e-discovery vendor “load file” formats (and the Electronic Discovery Reference Model (EDRM) XML Interchange Format Schema) and transfer it directly to document review and processing systems.
- Monthly DVD service | As part of its service package, Smarsh delivers monthly copies of client data via encrypted DVD.
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The Benefits of the Smarsh Cloud Model
Security & Privacy
You always maintain ownership and control of your data. Multiple physical, procedural and technical safeguards are in place to protect and limit access to your data. Smarsh data centers are redundant, geographically-dispersed and SSAE 16 audited. All systems are protected by multi-tiered firewalls and proactively monitored within the Smarsh Network Operations Center. Encrypted access to your data is granted only to your firm’s approved system administrators.
- Free up storage capacity | Forrester Research survey data indicates that storage capacity requirements are growing between 20 and 40 percent each year.1 By "off-loading" data, your company can free up valuable storage space and optimize server performance. Remove content from your messaging server and migrate it to an archiving platform.
- Global availability | Full platform functionality is available securely 24-7 via the Internet.
- Search and produce data quickly | Smarsh offers the storage, database and indexing expertise to ensure optimal search and retrieval times, even as the volume of your archive grows.
- Seamless updates | Rather than waiting for the release and installation of your software’s next version, Smarsh platform updates are introduced regularly.
- Rapid on-boarding | Your firm can be up and running on the Smarsh platform in days or weeks rather than a long-term phased timeline. With its diverse and growing client base, Smarsh has encountered a variety of system integration scenarios and manages the deployment process for you.
- Flexible integration | The unique Smarsh architecture supports multiple means of capture and provides our clients' flexible integration options.
- Predictable pricing | Smarsh does not charge for storage or disk space, significantly reducing costs for traditional email backup. Pricing is predictable, easy to budget and does not require large capital expenditures.
- No software/hardware to maintain | Smarsh manages all hardware and software within its data centers, and upgrades are automatic and included as part of the managed service.
- Minimized internal IT operating burden | Maintain access and ownership of all of your information, and liberate your IT team to focus on core competencies.
1 In Search of Information Governance in the Enterprise (blog). Forrester Research, Inc. 31 March 2010.