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  Active Folders

How does it work?

Active Folders Content Manager helps to enforce a centralized e-policy across mailboxes, local and networked PST files and public folders, for greater security and to minimize liability associated with inappropriate email content.

Used by many organizations and government agencies for forensic electronic evidence discovery and useful to meet Freedom Of Information Act (FOIA) search requests, Active Folders can quickly and efficiently search for emails by multiple attributes, cutting down on the need for manual resources.

It is also an effective means to discover and remove viruses that have passed into the Exchange Information Stores, without stopping the email service, and to recover redundant storage space through the identification of attachments.

 
Features

Features

Active Folders Content Manager can:

  • Search single or multiple Information Stores.
  • Discover and search local and central PSTs.
  • Search mailboxes, folders or sub-folders of mailboxes.
  • Search on folder type or name.
  • Search on content of message or item.
  • Search on property of message or item.
  • Search by any combination of these.
  • Search attached documents from Office 97 to XP for key words.
  • Search files that can be associated and opened by Office (eg word Perfect).
  • Search other (non-associated) files as text files.
  • Search zipped files.
  • Alert user or administrator by email of the results of a search match.
  • Copy, Move, Delete or Report on results of the search.
  • Identify who is sending or storing specific data.
  • Identify and remove unwanted emails from folders and mailboxes.
  • Search and delete attachments.
  Options for Search Criteria
Message Criteria Subject
Body text
Subject or Body
Type
From
To
Cc
Created
Delivered
Last Modified
Total size in K
Message is a link
BCC
Categories
Sent
Retrieved from Archive
Is flagged
Attachment Criteria Attachment file size
Attachment size in K
Attachment file date
Attachment last modified
Number of attachments
Folder Criteria Folder name
Folder type
Folder path
Mailbox Criteria Mailbox name
Mailbox size in MB
Mailbox size (% of warning limit)
Mailbox size (% of send limit)
Mailbox size (% of receive limit)
Total number of items
Appointment Criteria Appointment busy status (0 -3)
Duration in minutes
Start date
End date
Is recurring
Task Criteria Task completed
Date completed
Status
Start date
Due date
Other message criteria Conversation
Importance (0,1,2)
Priority (-1, 0, 1)
Sensitivity (0,1 ,2, 3)
Message Class
Message has been read
 
Benefits

Benefits

By scanning mailboxes, public folders or PST files by either their content or attributes, Content Manager will find all the matches, discover who is responsible and carry out actions on the results.

Content Manager will help with questions such as:

  • What would happen if a court asked you to find all emails related to a subject?
  • Where are users' PST files?
  • How do you find and destroy rogue emails?
  • What other actions can you take to reduce the problems of new viruses once they are inside the system?

Layered Defense

Content Manager adds another vital layer of defense to your company in the challenge to prevent email borne viruses affecting your business.

If a virus arrives overnight and enters your system before you have set-up any content control at the Internet Access Point, then Content Manager can be set to clean the Information Store(s) in advance of a solution from your Anti-Virus supplier.

Supports you in the creation and implementation of an e-policy

Active Folders Content Manager enables you to scan for inappropriate material without stopping your Exchange server, therefore helping you to carry out the e-policy rules set up by your company effectively and with minimum disruption.

Robust, reliable system that has little impact on the Exchange server

  • Active Folders is installed on its own dedicated server, so you are able to locate information easily without huge impact on the Exchange Server.
  • Policies are quickly set up, but operate unattended over the entire Exchange system.
  • All policies are schedulable and results of all the searches are stored for later analysis.
  • Reduce Litigation Risk

With Active Folders Content Manager you can:

  • Control what is stored and make it easy to comply with the demands to manage content on the servers.
  • Reduce the risk of damaging headlines eg. accusing your company of failing to prevent sexual harassment or racial abuse.
  • Reduce user ability to hide emails.

 
 
Screenshots
 
Licensing
 
Documents

What is AF Content Manager?

It is a component to help you carry out the e-policy rules set-up by your company. Your company's code of conduct probably states that employees should not keep certain types of files or data on any company computer. This sort of data could bring your company's name into disrepute or worse cause litigation against your company. Until recently it has only been possible to scan file store for inappropriate material. AF Content Manager allows you to scan mailboxes, PST files and/or public folders for this material. We recently helped one company find where a few employees were hiding computer games in folders.

 

What sort of things can AF Content Manager monitor?

Content Manager will allow you scan attachments by name, extension or size. Not only can you find out what is stored, but also who is storing it. AF Content Manager can also monitor public folder messages by subject/poster/date-posted or for PST files and mailbox messages by subject/from/to/cc/date-received/date sent.

 

Is Active Folders the same as a SPAM filter?

No. Active Folders is targeted at helping you analyse what is being stored. You may be happy for people to store files, but only in specifically designated areas.

 

Do I set-up Content Manager to search all folders and mailboxes?

Yes you can, but, it can also be configured to search selected folders and/or PST files and mailboxes.

 

Can I have multiple policy rules?

Yes, you can set different rules for different folders and mailboxes. Each policy can be scheduled to run at a different time.

 

What can I do with messages found by a Content Manager search?

Various actions can be set, such as deleting the message or moving it to a specified folder.

 

Can anyone search for anything?

No, there is a security system to prevent unauthorised users searching other areas that need to be kept private.

 

Can I search both messages and any attachments?

Active Folders has introduced the ability to search not only the message headers and body but also search most other documents that may be attached to the message.

 

Can I use Active Folders Content Manager with my Exchange Cluster server?

It is always suggested that Active Folders Content Manager is installed on its own machine and this is just as true in a cluster environment. The application cannot be supported if installed on the cluster server.

 

What next?

 

What are the software components?

Active Folders Content Manager consists of a Windows 2000 service and an administration tool. C2C advise that these are installed on a dedicated server.

 

What do I have to do after downloading Active Folders Content Manager?

Read the Quick Start Guide to guide you through initial installation and setup, or download the manual and read Chapter 3 about installation, which specifies information such as minimum hardware specifications, or download the setup program and run it on a test system, specifying to install all components, and then read Chapter 3 of the help file about what else to do after installation.  

How is it licensed?

Active Folders Content Manager is licensed on a site basis, for all the users within that site. Within the site you may run as many copies of the AF application as you like without extra charge.  

How do I know how many users there are on this Exchange Site?

Active Folders Content Manager will perform the count for you; it can be accessed on the Statistics page within the Admin program.
 
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