What is Mail Auditor for Lotus Notes Domino?

Mail Auditor for Lotus Notes enables Compliance Officers, Auditors, Security Managers and other authorized personnel to easily and quickly audit, track and search all messages sent or received through the Lotus Notes messaging system. Enabling them to respond to legal requests and easily prove the system’s compliance with regulations and security policies, without any assistance from the Lotus Notes Administration team.

The solution also allows real time detection of non compliant usages of the messaging system through legally acceptable monitoring, respecting privacy constraints regarding employees’ use of the mail system.

Compliance reports can be configured to be automatically generated and sent by email to auditors (and other recipients), saving time for Compliance personnel and Lotus Notes Administrators, and reducing the cost of compliance.

Mail Auditor for Lotus Notes Domino is complementary to Compliance Archiver, Cooperteam’s solution for compliant and legal archiving of Lotus Notes Messaging Systems.  

Who is Mail Auditor intended for?

Those responsible for System Compliance (Board of Management, Security Manager, Compliance Officer, Legal Counsel) needing to:
Establish compliance for the electronic messaging system for the business.
Have the capacity to produce proof of exchanges made using the electronic messaging system, in cases of litigation, enquiries, prosecution, and audits etc..., while at the same time respecting the personal privacy of the employees.

Company Directors needing to:
Comply with regulations regarding records retention
Perform legally acceptable monitoring of email exchanges, in anticipation of the legal and financial risk associated with the use of the systems.

Management responsible for email systems needing to:
Guarantee to the Board of Management the legal and regulatory compliance of the systems under their control

Implementing Mail Auditor enables Compliance Officers, Security Managers and others responsible for compliance issues to:

Establish the REGULATORY COMPLIANCE of the electronic messaging systems:

Guarantee all email exchanges are tracked.

Manage data retention policies

Track queries (who queried for what?)

Track data requests (who looked at what?)

Configure automated alerts to warn of breaches of compliance with the standards and rules in operation in the business (Security Regulations, “Use of Information Systems” Policy, ISO Quality Systems, SOX, etc...). 

Identify inappropriate uses of the system

Compatibility with open storage formats

Improve e-discovery processes:

Quickly search large quantites of messages and retrieve email envelopes in seconds to respond to requests for proof in cases of litigation, judicial enquiry, audits, etc...

Automate Audit reports:

Configure automatic reports to prove system compliance and analyse messaging system usage (based on statistics)

Automatically send the reports to Auditors, Managers on a per week, per month basis

Supervise the messaging system usage is compliant with business rules and regulations:

Configure real time alerts to notify non-compliant usages of the messaging systems

Without assistance from the Lotus Notes Administration team!

Features and Architecture

Mail Auditor for Lotus Notes Domino gathers and provides secure storage of the mail envelopes of all emails entering, leaving and circulating within the organisation.
These data are captured before any modification is possible and stored in a secured space to ensure its security and integrity.

The reduced size of the mail envelopes, stored on the Mail Auditor server in .txt format, enables compliance personnel (e.g. Compliance Officer, Security Managers, Auditors, etc...) to process e-discovery searches and reports on thousands of emails and obtain results in seconds,

Access to this data, secured through authentication, is reserved for those authorised personnel (e.g. Information Systems Compliance Officer, Director, Auditor, etc...) who can make use of it with the searching, selective alerting and reporting functionalities.

Architecture: