Regulatory Compliant Archiving Solutions

Automate your email archiving to meet regulatory & legal challenges.

Assuring Regulatory Compliance

Firms across the world who use email to communicate with customers, prospective customers and partners face a long and ever-growing list of privacy and data access compliance requirements. Failure to meet these data security and privacy mandates can cost a firm dearly.

Every single day of the year Dropsuite helps protect thousands of firms around the world who must meet strict regulatory and legal compliance requirements for data protection and archiving.

Our state-of-the-art Cloud Backup for Office 365 solution complies with a broad variety of regulatory laws including:

FINRA – Financial Industry Regulatory Authority
FRCP – Federal Rules of Civil Procedure
GDPR – General Data Protection Regulation
HIPAA –Health Insurance Portability and Accountability Act
NIST – National Institute of Standards and Technology (SP 800-53 and SP 800-171)
SEC – Securities and Exchange Commission (17a-3 and 17a-4)
SOX –Sarbanes-Oxley
Australia Corporations Act s286 and s262A
And more

As an example of how Dropsuite helps firms meet compliance, consider FINRA. The FINRA requirement mandates that certain financial services firms must backup all their communications. In addition, FINRA requires these firms to ensure none of that data can be deleted. Dropsuite’s Email Backup solution does not allow deletion of individual emails.

For NIST compliance which requires security and privacy of data, we utilize United States Government approved servers to safely and securely protect and preserve data.

GDPR Compliance and the Law

Any firm, no matter where they are physically located, must comply with GDPR (General Data Protection Regulation) if they are having email communications with European Union prospects, customers or partners. The potential cost of not being compliant is up to €20 million, or 4% of the worldwide annual revenue of the prior financial year, whichever is higher – a number that has garnered attention of everyone impacted by the law.

Ensure your client and customer GDPR compliance with Cloud Backup for Office 365 by Dropsuite. We take great pride in providing the most advanced and secure solution for safeguarding user information, ensure data availability and maintaining business email continuity.

Provide Maximum Data Security

Backup and Archiving: Bundled single-pane-of-glass solution interface
Regulatory Compliant: Meets GDPR regulatory requirements
Secure Data: Military grade AES 256-bit data encryption in transit and at rest
Cost Effective: Low cost-per-seat, unlimited storage and flexible retention options
Advanced Search: Makes discovering a user who wants to be forgotten, easy

GDPR Use Case

Q: We are a manufacturing company headquartered in Montreal, Quebec. We do a lot of business with partners in the EU. Can Dropsuite help us easily locate Jane Doe’s data within Office 365 if a right to erasure request is served upon us?

A: Yes, Cloud Backup and Archiving by Dropsuite helps data controllers to enable EU citizens to exercise the right to be forgotten. By law, once a erasure request has been received, the recipient data must be erased without undue delay (maximum one month normally).

The data controller also must communicate erasure to each recipient, so speed is critical. Dropsuite’s advanced “super search” tool makes searching email communications a snap!

We do more than simply allow controllers to search the sender/ recipient and subject of an email message; we allow for searches across the Office 365 ecosystem. Outlook or Exchange emails, files, attachments, calendars, tasks, SharePoint files and OneDrive files can all be searched simultaneously.

We allow Boolean searching (AND/OR/Include/Does Not Include/ etc.) to help narrow down searches even more granularly, which can be especially useful in GDPR compliance-based searches.

Once found in our archives, a controller can enter Office 365 and remove the end user’s personal data so that your GDPR erasure request is fulfilled.

GDPR compliance begins with an email backup and archiving solution to systematically store your data in a central cloud repository with state-of-the-art security and advanced search features.

This maintains compliance while guarding against data loss, quickly complying with data access requests and meeting GDPR regulatory requirements.

Cloud Backup and Archiving by Dropsuite was tailor-made for the rigid GDPR security requirements that customers demand from a SaaS partner.

GDPR Protection in the Cloud

HIPAA Regulations Compliance with Secure Email Backup

According to the Health & Human Services of the United States, the HIPAA Privacy Rule protects most “individually identifiable health information” held or transmitted by a healthcare entity or its business associates, in any form or medium, including electronic communications such as email. The Privacy Rule refers to this information as protected health information (PHI). There are two parts to HIPAA (Health Insurance Portability and Accountability Act of 1996) that impact any firm collecting, transferring, storing or using PHI (Protected Health Information). Those parts are:

Privacy Rule – set of privacy standards to protection PHI
Security Rule – set of security standards to protect PHI

The Privacy Rule, or Standards for Privacy of Individually Identifiable Health Information, are a set of national standards for the protection of certain health information.

The Security Standards for the Protection of Electronic Protected Health Information (the Security Rule) are a set of security standards for protecting certain health information that is held or transferred in electronic form.

Dropsuite HIPAA Compliance Features:

Dropsuite provides state-of-the-art, secure and compliant email backup and archiving to ensure HIPAA regulations are met while data is securely protected. Advanced features in our product include:

HIPAA compliance
eDiscovery
Journaling
Tamper-proof audit trail
Advanced search
Legal hold
Set retention periods
Secure 3rd party access
Permission level management
Automated data backups (3X daily)

HIPAA Use Case

Q: We’re a small community hospital located in Upstate New York. We’re debating whether or not we should place email management offsite in the cloud. Does Dropsuite Cloud Backup and Archiving for Office 365 meet the high quality and security standards of HIPAA?

A: Yes, Dropsuite is fully HIPAA compliant and we employ military-grade encryption in transit and at rest. When we were designing our backup and archiving solution, we spoke to medical firms to better understand their regulatory requirements. For example, we saw that a significant amount of communication amongst physicians, patients, laboratories and their staff transpired through email. Email became a critical focus point for our product — and we delivered a powerful, yet elegantly simple user interface that has received rave reviews from our customers. To this date, Dropsuite has never had a serious data loss event and we serve many healthcare and medical related organizations throughout the world.

Complying with HIPAA regulations is important, but not enough. In addition to meeting HIPAA compliance needs it’s critical to protect your data from ransomware, accidental deletion, employee sabotage, and data breaches. Dropsuite safeguards you for HIPAA compliance while also providing the highest-level of protection from all types of unexpected data loss.

Why HIPAA Compliance Is Not Enough

Compliance Email Backup and Archiving Features

Automate Backups

Setting up automated backups for compliance or just to "set and forget" is easy with just a few clicks of a button.

Insights BI Analytics

Advanced analytics toolkit that enables you to find patterns of usage, identify issues and recommend optimizations.

Military-Grade Encryption

Dropsuite uses military-grade AES 256-bit encryption and TLS/SSL to ensure your data is protected in transit and at rest.

Incremental Backups

Our solution finds and backs up only changed files which means your backup time is fast, and your storage is minimized.

Single Pane of Glass

Our dashboard makes it simple to set-up, administer, manage user access, restore files and much more.

Granular Restore

We provide granular restore so you can easily find and restore a single email, or a mailbox, or the entire email ecosystem.

Importantly, we won’t nickel and dime you for this critical regulatory compliance. There are never hidden fees or cumbersome set-up requirements with Dropsuite.

Our compliance solution includes:

No set up fees
No minimum purchases
No ingestion fees
No user agent to download and install
No limits to storage or retention periods

“Now, thanks to Dropsuite, if our customers do become compromised or something happens to their data, it doesn’t represent serious data loss or a security incident for them.”

Daniel Johnson

CEO, machineLOGIC

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