 SchoolSpan Email on Demand Features
Easy Web Access - SchoolSpan email provides users the option of accessing their email from a dedicated computer or via standard web access.
They can access email and shared files using web-based email or Outlook Web Access, or locally accessed with Microsoft Outlook.
Anti-Spam/Anti-Virus - Built-in software on SchoolSpan's remotely hosted servers identifies
and blocks most spam and viruses before they ever reach the user's desktop.
Administrative Control Panel -A school's authorized contacts can manage user accounts, loading up batch files and changing user
settings as needed - all through a web-based interface.
Email Archive Vault -An email archive vault is the most secure way to accurately capture and securely store copies of every email
sent and received to/from school district employees. SchoolSpan has bundled both its standard email and Microsoft Exchange hosting accounts
with the email vault for full compliance with Federal regulations.
* Frequently Asked Questions
- What do the laws require?
According to new Federal rules that went into effect Dec. 1, 2006, school districts are required to archive all email and other
digital communications produced by their faculty and staff. Electronic communications should be preserved with the same
care and diligence as other business-related documents, consistent with local open-records laws. Failure to provide such
records upon legal discovery or FOIL demand may violate state and Federal record retention laws, and in regards to litigation
matters, may place the school system in contempt for destruction of evidence.
How does the email vault work?
An email archive system makes copies of every email sent and received by every user through SchoolSpan mail servers.
Each message (and any attachments) is duplicated and stored on a separate storage area network to prevent intentional
and/or accidental deletion or tampering in any manner. If a school or district needs to search its email records
(whether the result of a Freedom of Information or lawsuit discovery demand), authorized personnel can search
the vault using the built-in search functionality in Microsoft Outlook. The select user is granted access to search the vault by date, user or key words.
Why use the Symantec Vault?
Symantec Enterprise Vault software provides a flexible platform for email archiving, discovery, and file system archiving.
The Vault simplifies management and retrieval of emails by enabling users to search records by date, sender/recipient,
or key words. Not only does the Vault provide powerful search and discovery capability, but also complements these features
with specialized client applications for corporate governance, compliance, risk management, and legal discovery.
What about email that is already stored?
If schools currently run Microsoft Exchange, their existing server may store copies of sent and received email.
Those running a standard POP email service typically store those files on the desktop computer of each user in a Personal Storage
Table (PST) file. Enterprise Vault software allows organizations to migrate all existing PST file data into the archive repository.
Restoring user search and accessibility to this data enables the organization to effectively achieve PST eradication. By migrating
existing archived data onto SchoolSpan's servers, all school email archives are stored in one place, making searches quicker and more accurate.
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Introduction