EMAIL CONTENT MANAGEMENT / ARCHIVING

SHERPA SOFTWARE is a global provider of corporate information management tools that are designed to help with the rigors of day-to-day business. Since their inception, Sherpa has effectively answered the needs of many Fortune 1000 companies with products that address issues such as legal liability, Compliance, Archiving, Storage and have allowed their clients to to be more efficient, less clerical and more profitable!

Corporate email traffic is growing every day. Electronic communication has become a necessary business practicebut one with innate risks that could harm an organization. Each day the news is flooded with lawsuits that uncover damaging information found in emails. Many employers are unaware of the amount and the type of information being stored by each user. In order to reduce liabilities and protect assets, it is imperative that companies begin to aggressively manage, monitor and regulate email usage.

Mail Attender for Lotus Notes is one of the most comprehensive mail administration products available in the market. Its extensive feature set provides unparalleled functionality that helps companies regain control of their email. With Mail Attender, management is executed from a central location and can be used to automatically enforce retention policies, archive/delete documents, remove non-business related attachments and control electronic sabotage. Also, since the best way to control risk is to control content, Mail Attender can perform keyword/phrase searches to audit inappropriate usage.

With this product, administrators can manage and report on mail databases in a variety of ways including: user activity, attachments, documents, mail access, personal agents and quotas. Another key feature of Mail Attender is its flexible configuration options in which mail restrictions can be applied to the entire company or to a subset of mail users.

SHERPA MAIL ATTENDER

Decrease Hardware Costs
With the enforcement of document and attachment deletion, Mail Attender can reduce the size of every mail database and lessen the need for additional hard drives or mail servers. Mail Attender also allows you to take preventative measures to control growth with the enforcement of quotas.

Mitigate Legal Liability Corporate emails are commonly being used as evidence in lawsuits. By regulating employee usage, you can reduce the risk of sexual harassment claims, workplace lawsuits and internal security breeches.

Protect Authenticity
Activity restrictions allow you to protect the authenticity of emails from user alterations by preventing the editing and/or deletion of documents.

Reduce Time and Costs Associated with Search and Discovery

Finding and retrieving information can be very costly and time consuming. Mail Attender gives you the ability to search through mail documents and attachments (such as avi's,jpeg's and mp3 files).

Automate Time Intensive Tasks Scheduled routine monitoring could conceivably take thousands of man-hours to complete and thereby, be impossible to perform manually. With the help of Mail Attender, you can reduce the administrator's workload for more efficient personnel usage.

MAIL ATTENDER FEATURES
Mail Attender is written in Lotus Notes using both Formula and LotusScript languages. The software runs on any Lotus Notes server with 5.x or 6.x and requires no add-in programs or architectural changes.

DOCUMENT MANAGEMENT

• Individual retention policy management per view/folder
  
• Documents can be 'Analyzed', 'Archived', 'Deleted' or Trashed'
  
• Notify users before deletion occurs
  
• Allows user-based extension
  
• Include/exclude Out of Office users (with grace period)
  
• Base retention on Creation, Delivery, Modification or Posted Date.
  
• Include/exclude Personal folders (wildcards)
  
• Include/exclude 'foldered' Documents
  
• Folder 'orphaned' documents
  
• Allow users to locate documents prior to deletion
  
• Manage documents via a date range
  
• Content management per database using key words/phrases
  
• Manage documents by field value (subject)
  
• Manage documents by size (include/exclude attachments)

ATTACHMENT MANAGEMENT

• Manage by name or wildcard (*.vbs, *.avi)
  
• Manage by size (> 5 MB)
  
• Manage by document age (> 180 days)
  
• Can manage users exceeding specified database size
  
• Can delete either the attachment or document
  
• Include/exclude Out of Office users (with grace period)
  
• Notify users 'n' times prior to deletion
  
• Archive duplicate attachments per server
  
• Folder documents containing the attachments
  
• Include/exclude 'encrypted' attachments
  
• Ignore specified number of originals per user

QUOTA MANAGEMENT

• Provides unique/enriched quota management
  
• Programmatic soft/hard quota enforcement
  
• Multiple soft quotas
  
• Enforce on 'clustered' and local replicas
  
• Real-time customizable user notification for Soft/Hard quotas
  
• User notification upon Soft/Hard non-compliance
  
• Can reduce user access (Author) upon non-compliance
  
• Can manage inherent Lotus Notes quotas.

ACTIVITY

• Restrict user deletion/editing of documents
  
• Secures evidence for court cases
  
• Base upon start/end dates, senders/receivers and subjects

OUT OF OFFICE

• Provides unique/enriched Out of Office capability - No user agent enabling required
  
• Automatic 'disabling' upon 'end' dateltime
  
• Single server-based agent for all users
  
• Requests can be scheduled in advance
  
• Uses start/end date and time specification
  
• Repeating 'Out of Office' requests
  
• Specify unique messages related to sender
  
• Administrators can limit domains to receive replies

ACl MANAGEMENT

• Automated mail database ACL management
  
• Allow user access to be reduced (Designer/Editor) - Provide users with automated delegation ability
  
• Set the 'Administration Server'
  
• Provide management of all ACL properties/values

FOLDER MANAGEMENT

• Create personal folders
  
• Delete personal folders
  
• Delete empty personal folders
  
• Locate personal folders

PROPERTIES MANAGEMENT

• Manage calendar owner
  
• Manage cutoff delete
• Manage cutoff interval
  
• Manage replication priority and status - Manage title

PersONAL AGENT MANAGEMENT

• Track personal agents
  
• Delete personal agents
  
• Disable personal agents

REPORTING

• View space reclamation statistics
  
• View mail databases by numerous properties (Physical size, # of documents)
  
• View attachments by name, extension, and/or size
  
• View all quota non-compliant mail user by replica ID
  
• View active Out Of Office mail users
  
• View mail file template inheritance
  
• View mail database access/usage
  
• View client Lotus Notes version and OS platform
  
• View all ACL entries for mail users
  
• View incorrect Out of Office servers
  
• Extract mail user information for other applications

ARCHITECTURE

• Runs on all Domino platforms
  
• No Domino architectural changes required
  
• Uses LotusScript-based agents
  
• Server-based processing
  
• Customizable unique rules per server/group/user
  
• All administration performed from single database
  
• Several user notification methods

INSTALLATION

• Easy Lotus Notes-based installation
  
• Installed from single Lotus Notes client to all servers

SHERPA DATABASE ATTENDER

In organizations with widespread and unrestricted database deployment, managing the Notes infrastructure is becoming more and more complex each day. Database Attender is a Notes database management tool designed to monitor and control database security, usage, content and deployment.

Database Attender's primary purpose is to detect and manage irregularities within the database infrastructure. In addition to routinely scanning exception conditions, Database Attender can monitor and enforce ACL settings, audit database content, as well as track growth and usage. Administrators can also use Database Attender to enforce design standards and set restrictions on new database deployment. This gives administrators the ability to define and enforce cost-effective, enterprise-wide database infrastructure policies. If corrective actions are required, Database Attender can be configured to take specific, automatic action without the need for manual intervention. These actions can be applied to all databases, a subset, or a single database.

DATABASE ATTENDER FEATURES

Database Attender is written in Lotus Notes using both Formula and LotusScript languages. The software runs on any Lotus Notes server with 5.x or 6.x and requires no add-in programs or architectural changes.

ACl MANAGEMENT

• Enforce specified ACL entry settings
  
• Automatic notification of any ACL changes
  
• Identify improper Administration Server settings
  
• Identify ACL entries not in Domino Directory
  
• Identify 'Terminated' ACL entries
  
• Provide ACL entry search & replace
  
• Provide ACL entry modeling/duplication
  
• Automated ACL entry specification during database deployment

CONTENT MANAGEMENT

• Find or delete documents containing specified keywords - Replace field values
  
• Full or partial field value
  
• Synchronize data in non-replica databases
  
• Scan documents by creation/modification date for deletion/archiving

REPORTING

• Multiple database listing methods
  
• By server
  
• By file path
  
• By replica ID
  
• Multiple ACL listing methods
  
• By ACL entry
  
• By access level
  
• By database
  
• Scheduled agent execution
  
• Invalid deployment attempt notification
  
• Template inheritance
  
• # of documents matching content criteria

DATABASE MANAGEMENT

• Database size growth (daily/weekly/monthly/yearly)
  
• Add icon/open database action
  
• Database size threshold
  
• Document count growth (daily/weekly/monthly/yearly)
  
• Document count threshold
  
• Design template inheritance changes
  
• Full-text index existence
  
• Percentage used threshold
  
• Quota minimum/maximum thresholds
  
• Existence of replication/save conflicts
  
• Clear replication history for multiple databases

DATABASE DEPLOYMENT

• Limit deployment inclusion or exclusion by:
  
• Users
  
• Servers
  
• Directories
  
• File types
  
• Approval workflow
  
• Multiple databases per request
  
• Specify agent-enabling
  
• Ensure unique template names
  
• Ensure replica ID distinction
  
• Ensure database title uniqueness

DESIGN MANAGEMENT

• Disable scheduled agents of specified owners
  
• Identify invalid agent servers
  
• Identify invalid or terminated users
  
• Agent owners
  
• Folder users
  
• Form readers
  
• Form users
  
• View users
  
• Design element template inheritance
  
• Design element refresh/replace protection

ARCHITECTURE

• Runs on all Domino platforms
  
• No Domino architectural changes required
  
• Uses LotusScript-based agents
  
• Each server's agent is autonomous
  
• Server-based processing
  
• No additional network traffic
  
• Customizable unique rules per server/database/user
  
• All administration performed from single database

INSTALLATION

• Easy Lotus Notes-based installation
  
• Installed from single Lotus Notes client to all servers