Just some of the ways Cryoserver email archiving can help local government and authorities to manage their email.

1. Cryoserver - FCS | info@cryoserver.com | www.cryoserver.com | +44 (0) 800 280 0525
Email archiving for Local Government
Expertly Simple

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Contents
Issues addressed by Cryoserver in local authorities 3
Introduction3
Deliver best practice in Information Governance 4
-- Giving your organisation a black box flight recorder for email 4
-- Providing quick and accurate search perfect for eDiscovery 4
-- Meeting government legislation, data privacy and human rights regulations 4
-- Managing user rights easily, via role based access 5
-- Creating a tamper evident store of emails, admissible in court 5
-- Creating a full record of all email ever sent or received 5
Achieve more with a reduced budget 6
-- Reducing premium storage (by an average of 50%) 6
-- Getting more out of your employees across all departments 6
-- Speeding up effective email dispute resolution 7
-- Reducing IT helpdesk calls by over 25% 7
Answer FoI Requests faster and more easily 8
-- Reducing time and cost for eDiscovery* investigations 8
-- Searching millions of emails in seconds 8
-- Eliminating the need to install plugins for FoI 8
-- Accessing the archive from your mail client 8
North Warwickshire Borough Council 9

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Our customers in Local Government used to struggle with lengthy
Freedom of Information requests, reducing budgets and annoying
requests to locate email data. Cryoserver has helped them to solve all
those issues and more.
Now our customers have found they’re able to save time and money on
activities like Freedom of Information Acts requests, a practice that is
increasing in frequency within local government every single year. Not
only that, but Cryoserver has been able to provide an audited, centralised
email source for our customers in local government.
Some of our first customers came from local government, so over the
last 12 years we’ve tailored our solution to deal with their problems
specifically. This short eBook explains a little bit about the ways in
which Cryoserver is able to help its local government customers.
Introduction
Issues addressed by Cryoserver in local authorities
Our customers say...
When it comes to
quickly getting hold
of email Cryoserver
is a really easy way
of getting to it!
Cryoserver has gone
more into an on
going role. People
can’t lose emails and
that really helps IT!
Vincenzo Ardillo,
Guildford Borough Council
Gary Hancock,
N Warwickshire Borough Council
We’ve finished all the
archiving now and the
mail database is down
to 270 Gb, it started at
over 800 Gb
Ian Martin,
Federation of Small Businesses

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We help you to
Deliver best practice in Information Governance
By How
Giving your organisation a black box
flight recorder for email
The Cryoserver email archive has functionality to mathematically prove
an email is identical to the one either sent or received. Emails are
fingerprinted as they come into the system, and any tampering results
in a permanent error to the tag.
By How
Providing quick and accurate search
perfect for eDiscovery
The Cryoserver search interface has been developed continuously
over our 12 year history and is still evolving. This commitment to
improvement has led to an extremely intuitive and powerful tool. The
interface contains multiple fields where users can create expert Boolean
searches without any complicated commands. Beyond that the tool has
the facility to support fuzzy searches like “sounds like” searching, which
allows a user to retrieve misspellings of words with ease.
Whether you’re looking for information in email body content or
attachments, the Cryoserver search functionality helps users to find
hidden information in a matter of seconds.
By How
Meeting government legislation, data
privacy and human rights regulations
When dealing with strict legislation, legal requirements or employees’
privacy it is important to take care of the information you are holding.
Cryoserver does this by protecting your data, protecting access to that
data and then auditing the access to the data. This three tier protection
allows for an archive that complies with even the most rigorous policies.

5. 5
By
Managing user rights easily, via role
based access
By
Creating a tamper evident store of
emails, admissible in court
By
Creating a full record of all email ever
sent or received
How
The Cryoserver email archive contains varying levels of access for
users. Where necessary your organisation can nominate privileged
users across multiple departments, who will be able to search across
any mailboxes they have access to. Cryoserver provides the choice
of searching one mailbox, or all other mailboxes, and everywhere
inbetween.
How
Cryoserver creates a digital finger print for every email it stores. Like a
real finger print these digital ones are unique to each individual email.
The digital fingerprints become altered if there are any changes at all to
the original email, alerting anyone searching in Cryoserver to changes.
Cryoserver creates these using a string of characters when the email is
added to the archive, allowing us to mathematically prove that the email
you retrieve is the same as the one which was saved.
How
In order to ensure a full record of all emails, Cryoserver makes use
of a process called journaling to collect all email sent or received by
your organisation. Journaling emails is the process of taking copies
of all email that pass through your mail server, in real-time. A journal
message contains the content of the actual email message and all
related metadata
Cryoserver sits outside of the mail flow, so this process doesn’t slow
down the passage of email, it simply captures a copy of all email in real
time. By journaling in this way the Cryoserver system is able to guarantee
it captures all the emails sent or received by your organisation, without
exception.

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We help you to
Achieve more with a reduced budget
By How
Reducing premium storage (by an
average of 50%)
In order to maintain an accurate and economic archive Cryoserver holds
only one copy of each email it stores. Database style archives typically
save one iteration of an email for every recipient. It is this unique
style of storage which allows Cryoserver to make significant savings,
in particular in businesses where multiple employees must be cc’d.
Deduplication is the first stage in Cryoserver’s storage saving process.
As well as only storing one copy of each email, Cryoserver compresses
the emails which it stores as it ingests them into the archive. The
deduplication and compression have combined for savings of as much
as 75% in some of our customers and a consistent saving of 50% across
our average customers.
Cryoserver’s stubbing module is used by many of our customers
to make extremely large savings on their mail server. The stubbing
module replaces attachments with hyperlinks pointing to Cryoserver,
in order to dramatically reduce the amount of storage being used. The
stubbing module includes functionality to stub either specific users or
attachments older than a certain age.
By How
Getting more out of your employees
across all departments
Your users will be able to gain more control over their email, reducing
the need for extensive amounts of time spent filing or managing their
inbox structure. If a user deletes email by accident they will be able to
recover it from their own archive easily, without having to contact IT to
look at backup tapes or waste time searching deleted items.
Not only that but with Cryoserver we’ve seen user behaviour change
over time, where a Cryoserver search becomes the user’s preference.
Once your users begin to use Cryoserver the search return becomes
faster and any extra time they were putting into filing or locating emails
is immediately slashed.

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By How
Reducing IT helpdesk calls by over
25%
In order to avoid lost emails of any kind and the calls that come with
them users can use the Cryoserver archive’s search functionality. As
your users become more confident using the intuitive search interface
they will begin to use Cryoserver on a day to day basis to enhance the
way they manage email from within the mail client. With this renewed
confidence you’ll notice the Helpdesk phone ringing less and less.
For the best end user adoption the Cryoserver archive gives choice
and flexibility of use. We achieve this by giving users choice between
eliminating the need for complicated folder structure or alternatively
using folder replication to enhance your current structure within the
archive.
Our customers’ IT departments who no longer use folders no longer see
calls about dragging emails to the wrong folder, losing emails or just
calling IT for general email management. We know that some users live
and die by their folder structure, so we offer a folder replication tool,
however we’ve repeatedly seen users stop using them altogether in
favour of expertly simple Cryoserver searches .
With the Cryoserver email archive you no longer need to download
emails to your desktop or create .pst files to save mailbox space. By
avoiding the need for users to store PST files there will be no helpdesk
calls to recover corrupted information, or issues with finding the files
themselves. Many of our customers do away with mailbox quotas all
together, meaning there’s less call for arguments about storage limits
on users’ inboxes.
By How
Speeding up effective email dispute
resolution
In the event of disagreements surrounding email your users will be able
to enter their archives easily to access the messages in question. If the
dispute were to escalate you can use Cryoserver to empower your HR
or management teams to search amongst users’ emails (in a fair and
transparent audited search) and guarantee that the emails they find are
identical to the original copies.

8. 8
We help you to
Answer FoI Requests faster and more easily
By How
Reducing time and cost for
eDiscovery* investigations
Your eDiscovery* investigations don’t have to rely so heavily on the IT
department. By sharing archive access to any relevant departments in
the company any eDiscovery taking place in email can be divided up
between different departments rather than being left solely to IT.
By How
Searching millions of emails in
seconds
During independent testing on our most common appliance (C500) we
achieved a load performance of more than 200 emails per second while
maintaining the email search response time below 2 seconds.
Cryoserver stores email in date files, rather than the traditional database
style storage. This fundamental difference in the archiving process
means that no matter how much you scale up your store the search
process remains fast, only having to access a controlled number of files
rather than hundreds or thousands of different entries in a database.
By How
Eliminating the need to install plugins
for FoI
Cryoserver is accessed via a web service which can be embedded
without Outlook plugins of any kind.
Not only that but all our users’ access can be installed quickly and
conveniently by the Cryoserver support team, rolling out business wide
rather than machine by machine.
By How
Accessing the archive from your mail
client
During our time working with IT managers we’ve found that a huge
priority for the IT team is to make the user’s life as simple as physically
possible. Cryoserver is well-suited to fitting your user’s behaviour, not
outright changing it.
The Cryoserver archive drops neatly within Outlook, accessible in the
same way as their folder structure. As far as users are concerned they
can add a tool to find any email they’ve ever sent or received… for your
mail server there is less strain not more.
*eDiscovery refers to any process in which electronic data is sought, located, secured, and searched with the intent of using it as
evidence in a civil or criminal legal case.

9. 9
North Warwickshire Borough Council
We can feel 100%
confident that
what happened on
Cryoserver is exactly
what happened
Problem
Freedom of Information requests and searches were taking too long. The IT
department at North Warwickshire had found themselves having to deal with
these requests all too often. These requests came with strict time pressures,
that Gary Hancock (Information Services Manager) and his department were
keen to limit.
Solution
Cryoserver met North Warwickshire’s needs perfectly:
“We’ve found ourselves using Cryoserver a lot for regulating staff using the
email system, for example if somebody were to send an email to our contact
centre to put in a complaint. The beauty is that if Cryoserver has no record of it
then you can categorically say it didn’t happen.
We can feel 100% confident that what happened on Cryoserver is exactly what
happened.
Our use of Cryoserver has gone more from an official FOI tool to a more day-to-
day tool which has evidence and proof of company actions.”
Requirement
A need to perform quick, concrete
searches through a large volume of
emails. A combination of Freedom of
Information requests and day to day
management issues led to a need
which Cryoserver solved perfectly.
Problem
As a result of an innacurate, slow and difficult to search email system the
council and its users couldn’t be sure of the information they were finding, and
were dissapointed with the speed of the process.
Lost emails were causing issues for all users within the council, whatever
their job role.
Solution
Cryoserver provided a way to stop employees having to waste time sorting
and then searching through folders manually by implementing a Cryoserver
solution into their IT infrastructure:
“The big plus point for me personally, and a lot of other staff, is that you no
longer have to be quite so concerned about which emails you keep and which
you discard. So I now have folders which I keep important emails in, in theory
now I could delete those and still know I had access to them.”
...we know we can
use it to search for
emails between users
quickly and easily...

10. Version: 2016-01-00001-EN
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The information contained within this document is constructed to the best of FCS (UK) Limited’s
knowledge and should not constitute legal advice. It has been constructed by industry experts in
conjunction with their own understanding of the relevant legislation, it has not been contributed
to by lawyers or legal professionals of any kind.