Retain Social Presentation 2015
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Retain Social provides real-time monitoring and archiving of social media, instant messaging, and web search data on-prem or in the cloud. Retain Social monitors and archives every end user keystroke. If a policy violation occurs, the end user will be alerted of the violation. The violation is then archived into Retain and the administrator is notified of the violation. In addition, all archived data can be instantly searched, retrieved and reviewed from one central location enabling a complete overview of social media, mobile, IM, search, and email communication.
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Retain Social Presentation 2015
- 1. GWAVA RETAIN SOCIAL MEDIA COMPLIANCE Subtitle/Date GWAVA Confidential
- 2. ELECTRONIC DATA BYOD COMMUNICATION MONITORING SOCIAL MEDIA COMMUNICATION ENTERPRISE SOLUTION REGULATORY COMPLIANCE SECURE COMMUNICATION HIPAA, HITECH DODD-FRANK ACT PERSONAL USE & WORK USE SEC, MiFID, FSA FRCP FERPA
- 3. 329 January 2015 Internal Use Only Financial Services: Regulation compliance (Dodd-Frank Act, GLB Act, SEC, SOX, FRCP, FCA, PRA, ESMA, etc.) Data leakage of trade secrets or stock information All communications must be maintained, retained and available to be produced Firm’s electronic communication is subject to overall supervisory review and procedures Healthcare: HIPAA & HITECH compliance Leakage of Protected Health Information (PHI) Communications cannot contain medical records & payments histories Our key verticals all have the same “SHARED PAIN” • Financial Services • Healthcare • Government • Enterprise These Industries are facing a highly regulated IT environment with an extreme need to meet compliance and secure communication requirements. Government : FERPA and Freedom of Information Act compliance Government agencies shall make available copies of all electronic records Organizations must adhere to the information request within 10 days of its receipt. Deleted emails The Enterprise & Other Industries: Federal Rules of Civil Procedure (FRCP) compliance Preserve all electronic communication Litigation readiness Accusation preparation INDUSTRY SPECIFIC CONCERNS
- 4. 75% GLOBAL COMPANIES WILL BE INVOLVED IN A LEGAL OR REGULATORY ACTION REQUIRING A SYSTEMATIC APPROACH TO LEGAL DISCOVERY BY THE END OF THE YEAR Source: Gartner
- 5. THE VOLUME OF DIGITAL BUSINESS DATA TO BE STORED IS GROWING AT A RATE OF 40 TO 60 PERCENT EACH YEAR 40% TO 60% *Gartner - Information Governance Best Practice: Adopt a Use Case Approach Debra Logan, Alan Dayley, Sheila Childs
- 6. REDUNDANT, OUTDATED, TRIVIAL AND RISKY DATA REPRESENT BETWEEN 15 AND 60 PERCENT OF WHAT ORGANIZATIONS HAVE 15% TO 60% *Gartner – Data Growth is a Critical Enterprise Challenge
- 7. 729 January 2015 Internal Use Only 0 1 2 3 4 5 6 2012 2013 2014 2015 2016 WORLDWIDE SOCIAL MEDIA ACCOUNTS & USERS Social Media Accounts (Billions) Social Media Users (Billions) Source: Social Media Market, 2012-2016, Radicati Group
- 8. 829 January 2015 Internal Use Only 0 10 20 30 40 50 60 2012 2013 2014 2015 2016 SOCIAL MEDIA USAGE FORECAST Enterprise Social Media Consumer Social Media MINUTES/DAY Source: Social Media Market, 2012-2016, Radicati Group
- 9. 929 January 2015 Internal Use Only 0.00% 2.00% 4.00% 6.00% 8.00% 10.00% 12.00% 14.00% 2014 2015 2016 2017 Consumer Email Account Growth Corporate Email Account Growth Social Media Account Growth Source: Email Statistics Report, 2013 -2017, Radicati Group
- 10. 1029 January 2015 Internal Use Only 3,408 3,678 3,957 4,196 4,462 3,000 3,200 3,400 3,600 3,800 4,000 4,200 4,400 4,600 2013 2014 2015 2016 2017 MillionsofUsers Worldwide IM Accounts Source: Instant Messaging Market, 2013-2017 Radicati Group
- 11. 1129 January 2015 Internal Use Only 2% 6% 7% 17% 17% 96% Twitter Text/SMS Facebook Instant Messaging File Email PERCENTAGE OF ORGANIZATIONS ARCHIVING VARIOUS CONTENT TYPES Source: Using Email, File, Social Media and Mobile Archiving to Grow Your Business, Osterman Research
- 12. 1229 January 2015 Internal Use Only RETAIN UNIFIED ARCHIVING • Unified Archiving/Data Governance for: • Email • Mobile • Social • Instant Messaging • Web Search
- 13. 1329 January 2015 Internal Use Only RETAIN SOCIAL More than just archiving… Monitoring of Social Media, IM & Web Search • Policy-based content monitoring • Default pattern matching list • Administrator notifications of message posts that violate policy • Corporate Social Media Access Portal • Workstation Agent for off-network monitoring & archiving
- 14. 1429 January 2015 Internal Use Only RETAIN SOCIAL Archiving of Social Media, IM & Web Search • Intelligent Threading • Regulatory Compliance • Unified Archiving
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- 19. 1929 January 2015 Internal Use Only
- 20. 2029 January 2015 Internal Use Only
- 21. 2129 January 2015 Internal Use Only
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- 27. 2729 January 2015 Internal Use Only RETAIN SOCIAL COMPLIANCE Monitor, Prevent and Archive • Policy-based • Corporate account access control • Facebook App • Workstation agent • Social posts • IM conversations • Searches
- 28. 2829 January 2015 Internal Use Only • On-prem or in the cloud • GWAVA Cloud Archiving • Reduce costs • Manage complexity • Mitigate Risks DEPLOYMENT OPTIONS
- 29. 2929 January 2015 Internal Use Only • Securely archives & monitors social media, IM, & web searches • On & off network monitoring & archiving • Intelligent threaded archival • Search, eDiscovery & publishing tools SUMMARY
- 30. 3029 January 2015 Internal Use Only Get your 30 Free Trial Today www.GWAVA.com/Download Contact Us: +1 866-GO-GWAVA Questions@GWAVA.com www.GWAVA.com/Retain www.GWAVA.com/Quote NEXT STEPS
- 31. Q & A THANK YOU!
- 32. 3229 January 2015 Internal Use Only Unpublished Work of GWAVA, Inc. All Rights Reserved. This work is an unpublished work and contains confidential, proprietary, and trade secret information of GWAVA, Inc. Access to this work is restricted to GWAVA employees who have a need to know to perform tasks within the scope of their assignments. No part of this work may be practiced, performed, copied, distributed, revised, modified, translated, abridged, condensed, expanded, collected, or adapted without the prior written consent of GWAVA, Inc. Any use or exploitation of this work without authorization could subject the perpetrator to criminal and civil liability. General Disclaimer This document is not to be construed as a promise by any participating company to develop, deliver, or market a product. GWAVA, Inc., makes no representations or warranties with respect to the contents of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, GWAVA, Inc., reserves the right to revise this document and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. All GWAVA marks referenced in this presentation are trademarks or registered trademarks of GWAVA, Inc. in the United States and other countries. All third-party trademarks are the property of their respective owners.
Hinweis der Redaktion
- Let me start by asking a few questions for us all to think about, How has social media changed your job function? How has social media effected your organization? How is your life different because of social media? Messaging and social media have grown like gangbusters since the early 2000s and you’ve got to maintain control of your content, social media data, and GWAVA can help make Social media management an easy task. That’s why we will discuss: Implications and concerns of social media usage at work The growth of social media Ways to Manage Social Media The solutions GWAVA provides to help you mitigate the risks of social media usage
- As you know, organizations are dealing with an ever increasing set of communication and productivity tools as well as a corresponding increasing list of industry regulations. To address these pain points, GWAVA Developed Retain and was the first to introduce to the market the concept of “Unified Archiving”. With this, customers have a complete and future-proof compliant archive in Retain. An archive that centrally consolidates all types of communication such as email, social and mobile communications. This is critical because every organization should and must archive electronic communication, no matter its size, whether it is public or private, and without regard to the industry--you must comply with--at minimum--the Federal Rules of Civil Procedure. Archiving just email, in today’s world, is not enough.
- There are many pain-points and requirements organization face in areas of compliance. Particularly in regards to electronic communications. ***Depends on Audience*** If you are in Financial services you know that you have issues with: Regulation compliance (Dodd-Frank Act, GLB Act, SEC, SOX, FRCP, FCA, PRA, ESMA, etc.) Data leakage of trade secrets or stock information All communications must be maintained, retained and available to be produced Firm’s electronic communication is subject to overall supervisory review and procedures If you are in Healthcare you know that you have issues with: HIPAA & HITECH compliance Leakage of Protected Health Information (PHI) Communications cannot contain medical records & payments histories If you are Government you know that you have issues with: FERPA and Freedom of Information Act compliance Government agencies shall make available copies of all electronic records Organizations must adhere to the information request within 10 days of its receipt. Deleted emails If you are in any other industry you know that you have issues with: Federal Rules of Civil Procedure (FRCP) compliance Preserve all electronic communication Litigation readiness Accusation preparation Let’s look at some other statistics dealing with electronic communication
- Gartner has found that 75% of global companies will have to produce messages for eDiscovery by the end of this year. Maybe you haven’t had to deal with eDiscovery, but it is quite likely that you or your organization will.
- The challenge is that all the communication data that your organization produces is growing at an alarming rate. Gartner found that the volume of digital business data is growing at a rate of 40% to 60% each year.
- And as your data grows, it becomes unstructured and unmanageable. Data becomes redundant, outdated, trivial and instead of being leveraged as an asset to your company, it becomes a liability and a risk to data-loss to competitors. The proper archiving platform not only provides support for eDiscovery but also structures your data and brings that data under sound Information Governance policies and practices.
- Social media usage continues to grow! It is projected that there will be 4.87 Billion social media accounts and 2.35 Billion social media users by 2016.
- The Enterprise Social Media market continues to grow at a steady rate. With the success of the Consumer Social Media market, businesses are striving to apply the viral and engaging attributes of social media to their organizations. As such, a considerable number of vendors have entered this space with the hopes of becoming the leading enterprise social solution provider.
- Social media has quickly become the preferred way to collaborate. As you can see from this graph, email usage continues to grow, however it is greatly outpaced by social media. This social media usage growth means that you need to be prepared for and manage the risks associated with this form of collaboration.
- And it is not just social media, instant messaging dominates the collaboration market as well. In fact, according to the Radicati group, Worldwide IM accounts are expected to grow from over 3.4 billion in 2013 to over 4.4 billion by year-end 2017, representing an average growth rate of about 7%. This slide shows the total growth of IM accounts worldwide comprising all segments: Public IM, Enterprise IM, and Mobile IM accounts from 2013 to 2017. So with all of this information, we can see that your employees will be using social media and instant messaging at work. However, many organizations are not doing what is needed to be prepared for these new forms of collaboration and the risks that they bring.
- Given all the various regulations and the many forms which we all collaborate, it’s alarming to see that most organization, if they archive at all, still only archive email. In a world where communication via mobile and social messaging is skyrocketing, organizations that don’t archive these communications are taking unacceptable risks and are not gaining the benefits and cost savings that unified archiving can bring to their organizations.
- Now let’s talk about the solution GWAVA provides to help you manage your electronic communication. GWAVA Retain archives all communications in one location, this is what we mean by “Unified Archiving”. We do not require that you have multiple solutions for each form of collaboration. You need to archive social, email and mobile—and GWAVA does it faster and better than the competition, because of our unified approach to archiving. The Retain interface is easy to use and has all archived messages available. GWAVA eliminates the need for multiple solutions when it comes to archiving. The key take away is that Retain will: Extend the life of your existing hardware investment Reduce server load and storage costs Archive your message data in an easily retrievable format Provide end users access to all archived data Increase email system performance and employee productivity And, Reduce legal fees and eDiscovery costs in both time and human resources Retain is the only solution that supports all of today’s collaboration tools and is flexible enough to grow and expand as new collaboration tools emerge in the future.
- With Social media, we do more than just archiving, we actively monitor and archiving social media, instant messaging and web searches, including Facebook (wall posts, comments, private messages, chat) Twitter (Tweets, private tweets) LinkedIn (InMail, posts, comments) Yammer (group posts, wall posts, comments) Lync (2010 & 2013) on-prem IM Google Talk/Chat (via the Hangout screens & in Gmail) Yahoo! Messenger IM AIM Google, Yahoo, Bing, Wikipedia and YouTube Searches Monitoring Features: Scans social media, instant messaging, and web search content. Policy-based content monitoring – scan read, sent or received content and take action to monitor, record, block, or defer for review Includes a default pattern matching list to ensure full filtering of content and websites (pattern matching is based on default and industry-standard criteria) Sends Administrator notifications for message posts that violate policy Quarantines deferred messages that need to be reviewed Directory Integration Uses Active Directory, eDirectory, and Apple Open Directory for authentication Corporate Social Media Access Portal End users can use the social media portal to access corporate social media sites without the need to enter a username and/or password. Administrators use the directory system to manage portal access. Facebook Monitoring Application The Retain Social Facebook app monitors the corporate profile and protects it from unwanted or malicious posts and comments, according to set policies. Workstation Agent for off-network monitoring and archiving This agent communicates with the Retain Social Compliance Proxy and ensures that the corporate policy is enforced for remote users. Available for Windows and Mac OS X.
- Archiving Features: All messaging data, including email, social media, mobile communication, and web search content is archived into one unified archive, which gives you the ability to search, publish, and perform eDiscovery from one central location. Intelligent Threading Archived social media and instant messaging communication data uses intelligent threading, which means that messages to be easily searched for and viewed in their original context. Regulatory Compliance Retain Social helps organizations comply with retention laws and regulations, regarding social media, including: FINRA 10-06, SEC 17a-3 and 17a-4, NASD 300/3110 FRCP HIPAA and HITECH Ensure that your organization will be ready for open records requests for social media, instant messaging, and web search content. Messages and search logs are securely archived for later review and cannot be modified or deleted. Retain helps you ensure compliance, protect your organization's reputation, enforce company policies, and reduce the liability of social media usage. Retain Unified Archive Retain provides multi-platform unified message archiving of all email, social media, IM, mobile communication and web search data for case assessment, search, and eDiscovery. Retain reduces cost, mitigates risk, and manages complexity on prem or in the cloud.
- Now let me show you some of the functionality of Retain. Here, in this screenshot is an example of blocking. If the content of the Facebook post (including Wall posts, status updates, messages, friend requests, likes & events) contains something that violates policy, a pop-up will appear telling me that this post violates policy and it will not be allowed. And this pop-up appears as though it came directly from Facebook, so it is seamless to your end users. Furthermore, a notification is sent to the administrator stating that a policy-violating post was attempted and the message is archived in Retain.
- Now, let’s look at the Rules that can be applied for real-time monitoring. These rules can be applied across all platforms, or enabled only for specific systems. Retain Social comes with a number of default rules, which are enabled based on the industry you chose in the general settings. These suggested rules can be can be customized specifically for your organization according to compliance regulations and organization policy. Here are some examples of the default rules; Dangerous attachments by name, spam, internal virus, external virus, job search or headhunting risk, racism, sexual discrimination, profanity, staff welfare, drugs, information leakage and exaggerated claims. And here is how you create a rule. From here you can enable the rule by clicking the check box and you can name the rule. And as you can see you can select and action for when the rule is triggered. These actions can be one of the following; stamp the message mark as unwanted content mark as a virus report the message block the message block, alert and report the message and alert and report message.
- As you can see, there are many options for the criteria for each rule. These include: text search, pattern matching, sender details match, client IP, message transfer protocol, service type, application type, attachment name type, attachment type detection, message size, virus detection, number of recipients, invalid message encoding detection, SPF check, number of message parts, time of day, group match, and match all. Each rule applies to different platforms, so depending on the rule you choose, it will apply to the platform.
- Here is a view of how you would set up a policy, based on pattern matching. Retain includes a default database for what types of messages will be blocked. These include post that include aggression, eating disorders, profanity, SEC and FINRA terms, anti-corruption, predatory, racist, self-harm, drug, religious slurs and sexual or gender slurs. If the messages or posts match the pattern matching terms you can apply the rule. And in this screen, you can also choose to ignore certain specified strings and add additional strings to search.
- This view shows text search. Text search allows you to monitor content based on text that you specify. This text can be anything from a company name to a specific keyword. In other words, you can create rules to monitor and filter any type of word or combination of words that you do not want your employees posting online.
- And here is a view of the application type. If you leave all of the boxes unchecked, the rule will apply to all of the platforms. By selecting a specific application type, you can specify a rule that will only apply to that application. For example, if you do not want your employees posting on Facebook about your company, you would simply configure the text search for your company name and then choose to apply that for the application of Facebook. Then you would specify the action if the rule is triggered For this case let’s choose block alert and report. Now anytime an employee within your network tries to post to Facebook using your company name, it will be blocked, a dialogue box will appear stating that the message was blocked due to policy violation, as you can see here, and an administrator will be notified. Also, even though this message was not posted, the attempted message will be archived in Retain for review and action.
- Now let’s look at Access Policies. From here you can view and create policies, test policies, block activity, blacklist, and view and add URL overrides. To create a policy, simply click on “New Policy”. As you can see you can specify who this policy applies to, if you want to exclude, the CEO from the policy you can. You can also specify when the policy should apply. And finally you can specify what the policy includes. his can be URL categorization, Web applications, protocols, network applications, destination IP, and destination port. Let’s take a look at URL categorization. As you can see, Retain has a number of website categories and sub-categories, some of which include; adult, aggressive, malicious, sports, and others. And you can create custom categories as well. By applying these policies, you can help ensure that your employees are not accessing websites that are harmful or violate company policies.
- Another item of note is the Corporate Social Media Access Portal. This portal allows your employees to access and post to corporate social media accounts, without having to login to that account. This is done here, in the Social Media screen. By enabling this feature employees can access the corporate social media account, based on their group membership without having to provide each user a specific password. Groups are managed in the user and group section of Retain. All activity within the portal is specifically logged to each user as they access and post messages.
- Now let’s take a look at the archiving with Retain Social. As stated before, all of these messages are monitored and archived directly in Retain. This includes social media posts for Facebook, Twitter, LinkedIn and Yammer, as well as instant messaging for AOL, Yahoo! Google Talk and Microsoft Lync, plus all web searches on Google, Yahoo, Bing, YouTube and Wikipedia are archived.
- Messages can be easily searched from within the archive. When a search is done, all messages that pertain to that search are returned, including social media, instant messages, web searches, email and mobile messages. End users have access to their personal archive and can perform functions based on the rights they are granted, such as restore, forward and export. Other named users, such as administrators, HR, auditors or others can be granted access to the entire archive and can perform other functions, such as place delete, restore, forward and print. Retain also features powerful eDiscovery tools, including search, export, litigation/legal holds, message tagging and redaction. With Retain Social’s monitoring and archiving capabilities, you can ensure that you and your organization are protected from the risks associated with the new forms of collaboration and ensure that your organization is compliant with the rules and regulations for electronic communication
- All data is archived in using intelligent threading, meaning all messages are archived and can be searched in context.
- Product Positioning Social Compliance Proxy expands current Unified Archiving Capabilities Additional functionality like DLP and real time threat management Expandability is easy Regulatory compliance. HIPAA, GLBA, PCI-DSS, FISMA, CIPA, SOX, NERC, FFIEC User Identity for Active Directory, eDirectory, Apple Open Directory ICAP interface to GWAVA Customer Benefits Protection of Company profile Full compliance archiving of user activity Transparent real time updates and protection Retain is a Unified Archive. Social Compliance Proxy is a Unified Threat Management solution (UTM) Data Loss Prevention (DLP) Remote agent for Windows and OSX App for Facebook
- Retain Social has a number of options for deployment. The Retain Social Compliance Proxy integrates with your firewall to monitor, filter and block traffic. This applies to internet traffic and web content. Retain communicates directly with the Retain Social Compliance Proxy for archiving. Monitoring and archiving can be done off the network, via the Workstation Agent. This agent, which is available for Windows and Mac OSX, communicates with the Retain Social Compliance Proxy and ensures that the corporate policy is enforced for remote users. No matter what way the solution is deployed, all messages are archived in the central archive of Retain. This archived data can be easily accessed, searched and published.
- Retain can be deployed on-prem behind your organizational firewall, or in the cloud. The cloud solution, which we call GWAVA Cloud Archiving, delivers the same unified archiving from The Cloud as Retain does on-premise, but without all of the hardware, administration, maintenance and system support costs. In fact, on average cloud services save over 35% over on-premise solutions—and the system is scalable, you only use - and pay for - what you need, when you need it. Don’t ever again worry about maintaining or administering your software - all support, upgrades and maintenance is done by the experts at GWAVA or through a certified GWAVA Cloud Partner.
- In Summary: Retain Social Retain Social provides real-time monitoring and archiving of social media, instant messaging, and web search data. All data is archived in using intelligent threading, meaning all messages are archiving in context. In addition, all archived data can be instantly searched, retrieved and reviewed from one central location enabling a complete picture in content of all social media, mobile, IM, search and email communication. An investment in archiving is one that is made for the next 10-15 years, not 2-3 years. Retain is the only solution that supports all of today’s collaboration tools and is flexible enough to grow and expand as new collaboration tools emerge in the future. I cannot stress this enough as this is Retain’s key value proposition and what makes Retain a better solution and a better approach to archiving than the competition.
- I wanted to keep this presentation very short and to the point. I know you are busy and I appreciate your time. We would appreciate the opportunity to discuss Retain with you more and to earn your business and trust. It’s easy to take the next step, you may contact our sales team directly at 866-GO-GWAVA. Also, if you want to try out Retain for yourself. We offer a free 30 day trial, visit www.GWAVA.com/download to download it now!