Veritas™ AdvisorMail User Guide

All Folders - The All folder is your entire email archive. Every email AdvisorMail has archived can be searched for and located in this folder.

Search all of the messages which were received or sent from a specific user, independent of the action or the final destination folder.

Post Review - Contains emails with compliance rule violations. These emails have been delivered to intended recipient(s).

This type of supervision is the most common. The Auditor reviews emails and attachments containing violations to determine the context and next steps.

Pre Review - Contains emails with compliance rule violations. These emails are held for approval before delivery to intended recipient(s).

This level of supervision is the most stringent. Auditors are required to quickly review all quarantined emails to prevent unnecessary delays in sending them to intended recipient(s). This level of monitoring is important for the companies that are concerned with data leakage or users under investigation who are closely monitored.

Random Sample - Contains emails that are diverted from the Compliant, Post Review, Approved, and Trash Can folders based on a specified percentage of total emails received daily. These emails have been delivered to intended recipient(s).

This level of supervision is employed to reduce the number of emails that need to be reviewed, while still meeting regulatory guidelines.

Reviewed - Contains emails originally placed in the Post Review folder and then reviewed by an Auditor.

An Auditor reviewed the Post Review emails.

Rejected - Contains emails that were originally placed in the Pre Review folder and then manually rejected by an Auditor. Or because an email rule was set for a user or domain that automatically rejects emails.

Setting the Reject email rule for a specific user that left a company prevents emails from being sent that may contain proprietary information. If an Auditor determines an email violates company policy, manually rejecting the email prevents its delivery.

Manually Approved - Contains emails that were originally placed in the Pre Review folder and then subsequently approved for delivery by an Auditor. Upon approval, emails are immediately delivered to intended recipients.

Auditor reviews an email that contained compliance rule violations and releases it for delivery because the contents did not violate company policy.

Random Sample Reviewed - Contains emails originally placed in the Random Sample folder and reviewed by an Auditor.

A percentage of emails from the Compliance, Approved, and Post Review folders are sampled for review and then reviewed by an Auditor.

Approved - Contains emails that were automatically approved and may or may not contain compliance rule violations. These emails have been delivered to their intended recipient(s).

An Auditor can reduce workload by diverting internal emails to this folder or other email correspondence that doesn't require supervision but does requires archiving.

Compliant - Contains emails that successfully passed the Compliance Rules testing. These emails have been delivered to their intended recipient(s).

Most emails captured in AdvisorMail fall under this category.

Auditor Response - Contains a copy of every Auditor Response email that an AdvisorMail Auditor created.

An Auditor creates an Auditor Response email to deliver a message. For example for guidance, for admonishment, or for support to an intended recipient regarding the content of an archived email.

Privileged - Contains emails deemed sensitive or proprietary that may or may not contain compliance rule violations but do require limited access. Only Auditors with permissions to view Privileged Folders can see them. All folders except Pre Review and Trash allow items to be moved into the Privileged folder.

An Auditor takes this Action to move an email containing confidential information to a secure location. Some AdvisorMail users often place emails to and from their legal department into this folder.

Trash Can - Contains emails that were automatically diverted or manually moved to this folder. These emails may or may not have compliance rule violations. They are marked as "Trash" and not deleted from the archive.

Oftentimes spam, unwanted newsletters, advertisements and emails unrelated to your business are moved to this folder.