Secure archiving system addresses email compliance issues

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Secure archiving system addresses email compliance issues

Harland Clarke Digital launched SM:Vault, a marketing email archival solution that provides a single-source location for email messaging, archiving, and retrieval. It aids in SEC 17a-4 regulation compliance that requires procedures for storage, search and restoration of electronic records, including emails.

The product enables financial institutions, insurance companies, and any other organization with data retention requirements to automate the archiving of all email marketing communications. Its archival process retains exact copies of every individual HTML and plain-text email sent through Harland Clarke Digital's SubscriberMail platform-including personalized content and images-on a per-recipient basis. This process prevents the loss of pertinent information and data. SM:Vault protects archived emails from being erased or altered until the expiration of a pre-determined data retention period.

If SM:Vault users are audited, they can use the quick-search feature to search archived emails by keyword, subject line, IP address, sender, or date range to retrieve an exact copy of any original email in seconds. By standardizing the archival process, SM:Vault ensures consistency and provides operational efficiencies by replacing time-consuming manual processes that are susceptible to human error.

"Financial institutions want to communicate regularly with their account holders, but regular communication can present a challenge when it comes to audit considerations such as email retention and retrieval," says Mike Ferguson, vice president and general manager, Harland Clarke Digital. "It is critical to have a system that protects data retention to meet regulatory requirements and reduce production email server load."

[This article was posted on July 30, 2012, on the website of ABA Banking Journal, www.ababj.com.]

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