Microsoft Exchange Hosted Archive - Broker Dealer
Recordkeeping and supervision of electronic communications. To address the explosive growth of email and instant messaging as critical business communication tools, SEC Rule 17a-4 and NASD Rules 3010, 3013 & 3110 require Broker-Dealers to implement a compliance archiving & monitoring solution to archive and supervise all electronic communications such as email, attachments, IM (AOL, MSN, Yahoo, LCS etc.) and BloombergŪ.
Microsoft Exchange Hosted Archive Service is a complete and thorough Broker-Dealer product which meets and exceeds the stringent compliance requirements of the SEC, FINRA and the various Exchanges in connection with electronic business communications, including:
- Record Keeping
- Supervision
- Audits
- SEC Filings
Record Keeping
Microsoft Exchange Hosted Archive compliance system, captures and archives an authentic and complete record of all electronic business communications in a secure but easily accessible offsite storage system. Compliance features include:
- Message Capture of email, attachments, IM & Bloomberg
- Archives messages for 3 year SEC term (or as defined by your own company policy, up to 10 years available)
- Access includes web-based instant access for all employees to their messages
- Tamperproof protection of data on dedicated WORM (Write Once, Read Many)
- Indexes & serializes messages, Bcc & Distribution Lists, metadata & audit trails
- Search & retrieval of any message in seconds
- Security & encryption of systems, networks & messages
- Migration of legacy data (.pst files) & to archive with new messages
- Letter of Attestation
- Retention Term flexibility for Litigation (Court) Holds & SEC investigations.
Supervision
Microsoft Exchange Hosted Archive has a monitoring system, which provides Broker-Dealers with a turn-key, flexible, online supervisory system with advanced monitoring, filtering and eDiscovery features enabling enforcement of your firm's email & IM policies for compliance, proper usage and corporate governance. Compliance features include:
- Scan & Monitor email, attachments, IM & Bloomberg from online Archiver
- Content Filtering with company-defined rules to identify prohibited content
- Random Sampling of each rep's messages customized by percentage & user
- Keyword Search results are highlighted within the message for quick discovery
- Full Review of messages & attachments, or bulk review of headers only
- Reviewer approval, rejection, escalation based on action icons & defined notes
- Multi-tiered Review structure for review escalation to Super Reviewers
- Access Rights of authorized Reviewers governed by customized security rules
- Notifications of compliance violations by email or IM
- Audit Trail with detailed time history of reviews and related actions taken.
- Web-based Control Center to modify surveillance & monitoring procedures