WHAT TO WATCH FOR
- Easily learn and use a search form with dozens of search fields
- Take advantage of search performance improvements of 10-20x over legacy archives
- Provide legal teams both downstream e-discovery cost savings and tactical case advantage with focused search results and faster data collection delivery to console
- Automate exports with API scripting, saving hours of export time
- Schedule a single-run export or schedule export runs on a weekly, daily or even hourly basis
Enterprise Platform and Enterprise Archive
Hello. Welcome to this Watch It Work video on the Smarsh Enterprise Platform and the Enterprise Archive. The Enterprise Platform helps global enterprises best address their communications capture, archiving, legal discovery, and regulatory compliance obligations.
With the growth in both communication channel variety and data volume in the new hybrid workplace, and with regulatory oversight more intense than ever, legacy archiving solutions are no longer up to the task. The Enterprise Platform powered by Smarsh's cognition AI machine learning engine provides the performance, scalability, resiliency, and analytical insight required by global enterprises.
The Smarsh Enterprise Platform is a fully managed public cloud SaaS service that delivers incredible benefits, including triple active availability. The platform is installed and delivered across three availability zones, enabling the solution to survive two complete availability zone outages without customers losing access to services. The platform is incredibly scalable and secure, and cloud-native microservices architecture enables the dynamic allocation of compute resources to address periods of peak customer usage, as well as frequent and non-disruptive product updates.
Enterprise Platform and Solutions include the following. Smarsh Capture, our solution to capture electronic communications from over 100 different channels, email, social, mobile, voice, and more. Captured data is enriched, indexed, and stored natively in a data lifecycle managed warehouse with benefits including modern identity management and object level military grade encryption of your data at rest and in flight. Enterprise Archive is our immutable WORM compliant information archive, including highly configurable retention management. Enterprise Conduct is our supervision and surveillance solution that supports both standard policies and lexicons, as well as machine learning models that deliver stunning benefit. And Enterprise Discovery is our case management and ECA application.
Extensive APIs are also available for scripting and system integration with your in-house systems, as well as with third-party solutions, including those from Smarsh's e-discovery partners, including Exterro, Reveal Brainspace, and Relativity.
To summarize, global enterprises can best address their information archiving and compliance needs with the Smarsh Enterprise platform. Oh, and by the way, distinct platform solutions can be procured and implemented if required. For example, Smarsh Capture can store content into other vendor archives and Enterprise Conduct can be deployed, even if you're using another vendor's compliant archive.
But it's time now for a demonstration of the Enterprise platform and specifically the Enterprise Archive, although Watch It Work videos are available for Enterprise Discovery and Enterprise Conduct, as well as select Capture solutions. As soon as a user logs in, platform applications the user is authorized to access like Archive Management are available on the top menu. Access to these applications and application-specific features are managed by role-based entitlements. Smarsh customer administrators appreciate knowing that they control their users' access to features and data, and that they have direct access to extensive options to customize the user experience and their workflows. Upon selecting Enterprise Archive from the main menu, features of this application like search, exports, and retention management are displayed in the left panel menu. Again, few users have access to the entire archive. Access is usually limited to specific cases for legal users and supervision review queues for compliance users, but archive management is available to select authorized users.
Let's start the demo with search. The Enterprise Archive has an easy to learn and use search form with dozens of search fields. The more values you enter, the more restricted your search results. Keyword searching is available with the advanced operators you'd expect like wildcard and proximity, and you can also see the ability to separately search full text fields, like message body and file attachment content. When you want to search on a correspondent of an electronic communication, like an email sender, recipient, or participant in a chat room, just select one or more names from this list of participants. And you can also select by group or department.
This search capability highlights our user-friendly approach to identity management. It's far easier to select names from an up-to-date list than to have to remember and manually enter multiple email addresses and social media handles. Ad hoc searches can be saved and optionally shared with other users.
So, let me see what searches I have saved on this system. I have a number of them. My favorites are pinned at the top. And I'll go ahead and run it to demonstrate the terrific search performance of the enterprise archive, even with complex search criteria. Great. Over 150,000 hits in a couple of seconds. And if I scroll through the search criteria, you can see it was pretty complex. I had selected about a half a dozen networks, and if I take a look at some terms I had specified, I had entered in or saved in this search over 190 terms, phrases, and even complex Boolean proximity expressions. Search performance is a literal 10 to 20 times improvement over legacy archives. Both search performance and support for complex queries are game changing features for financial enterprises faced with hundreds or even thousands of searches and exports on a monthly basis. Focused search results and faster data collection delivery to console gives your legal team both downstream e-discovery cost savings and tactical case advantage.
After any search completes, be it an ad hoc search or a saved search, I can click on the refined results tab to show that you can filter the search results on some extensive facets, including email direction and communication network as well as the more detailed channel. But if I scroll up here, you'll see term-specific hit counts. Legal teams love this feature because when they're negotiating the scope of discovery, for example, they can run test searches to quickly see what proposed terms are returning insufficient or even excessive hits. When the search is done or when it's been filtered, results are displayed in a configurable sortable list on the right. And when your search criteria includes terms, as in this example, those terms are highlighted in the viewer.
This Microsoft Teams sample message also illustrates a huge Smarsh differentiator. Social and collaboration content is displayed with full fidelity. You can see emojis, indented replies, and inline images as well as chat room edits, deletes, and even participants joining and leaving a room, just like if you were reviewing this content in Microsoft Teams. Threaded conversation context also improves review accuracy and saves reviewer time. Journaling and SMTP-only based capture and archiving solutions simply cannot deliver these benefits. In addition to highlighting terms in the message, terms are also highlighted if there was a hit on an attachment. So, I'll go ahead and bring up the attachment preview and you can see a number of terms hit and I can navigate amongst them.
Exporting data collections from the Enterprise Archive is also far faster than our competitors. And by faster, I mean minutes versus hours. Your legal and compliance teams are going to love our export future. And exports can be automated with API scripting. Now, I can export all 157,000 search results, or I could select any rows I'm interested in. If I click on the export icon, now you can see for either all or for the selected rows, I can export just the metadata or the archived objects themselves. There are extensive options in the submission form to deliver the export in the requested format, but I'll stick with the defaults. I have to give it a name and click export, and they'll get a quick confirmation that the export was submitted.
Submitted and completed exports are managed here. It is on the application menu. They're managed in this exports dashboard. And I can see export already completed. If I click any these icons here on a completed export, this is how I can actually download the export files to my desktop.
But there's another export-related feature I'm dying to show off here on this Watch It Work video called Schedule Exports. It's a pretty awesome feature for internal investigations or litigations with an ongoing export need for communications literally not archived yet. So, I'll go add schedule export, and I could type in. In this case, I'm pasting in a name. Hey, I want to on a regular basis export the Yammer chats of my executive team. So, after giving it the name over on the right side and a scheduled time, I could decide to schedule a single run or schedule runs on a weekly, daily, or even hourly basis. A saved search is selected as the source of messages to export, but I'll point out that additional participant and-or date range criteria can be specified to refine the export set further.
Now, in this example, since I've selected a reoccurring export every hour, I'll go ahead and select the date range past one hour so that my export will only include recently archived messages that meet my export search criteria. I have to put in my export format. I'll stick with the defaults. And then with export locations, I could decide, "Hey, when this scheduled export completes, I want somebody to be able to download the export files to their desktop," or I could alternatively select a named secure FTP site.
Well, the final must-have archive management feature I'll introduce is retention and disposition. Now, you can see some test policies on this system, but at the top of the list is always the, quote, "Default Retention Policy." All archive messages in the Enterprise Archive are subject to a configurable default retention policy to cover your 1784 needs. I'm going to go ahead and edit it to show you that this is a WORM policy and it's always active. The option to deactivate it is grayed out. But you can create additional WORM and non-WORM policies with different retention periods to meet your needs.
Lastly, you can specify the message's subject to a policy with even finer precision. If I go ahead and look at this existing monitored user's policy... I'll click on this target icon. You could see that only voice messages from a selected group and from two selected departments are subject to this policy. And if I click on this dropdown list, you could see there are many fields that can be selected. Because, for example, maybe you want certain types of social media to have different retention periods than email. So, very configurable, very flexible.
Now, in addition to retention policies, messages can be put on legal hold. For example, you could run a search and put all or select results of a search on legal hold, but that feature is available in the Enterprise Discovery application. As to disposition, there is no need to initiate a disposition task or workflow in Enterprise Archive. Automated disposition can be turned on, which means messages no longer subject to any retention policy or on legal hold or in a supervision queue will be continuously deleted. I personally recommend continuous disposition because if you retain messages longer than required, well, you run the risk that they will be subject to a future e-discovery request that might actually harm your company's interest on a litigation. I'll close this Watch It Work video by mentioning that there are, of course, archive dashboards and extensive archive reports to help administrators manage their company's archive.
There is also an outstanding feature that's similar to scheduled exports. It's called scheduled reports, and if I go other, and I hit add scheduled reports, basically this feature allows you to select one or more reports to be generated on a scheduled basis and emailed to selected colleagues. And again, all the reporting and dashboard features are covered in detail during scheduled demos.
To summarize, the future-proof Enterprise platform and the Enterprise Archive is the Gardener magic [inaudible 00:16:30] leading information archive solution with the capabilities that the legal and compliance teams of global businesses require, including search and export, with features and performance unmatched by any of our competitors, enterprise-grade retention and disposition, and extensive UI-based administration and user experience customization. Hopefully I've piqued your interest to want to learn more. The Smarsh sales team stands ready to meet with you at your convenience to discuss and demo our Enterprise platform and the other solutions in our product portfolio. Thanks for watching.