Case Study - Evalueserve.com

Company: Evalueserve.com
Location: Gurgaon, India
Industry: KPO Services
Mailboxes: 300
Products in use: GFI MailArchiver™

Quick Read

EVS is a leading provider of Knowledge Process Outsourcing (KPO) services in India. As a large organization employing 2,500 employees there were compliance issues that had to be addressed and audits to be carried out. In order to manage their email traffic and archiving effectively and abide by compliance regulations, and after looking at another two solutions, Evalueserve.com opted to install GFI MailArchiver, an email archiving and email management solution.

Challenges

EVS is a leading provider of Knowledge Process Outsourcing (KPO) services including custom market research, business research, analytics, investment research, intellectual property and legal process services, as well as marketing & sales support services from global research centers in Chile, China, and India. They also provide access to a global network of domain experts through their Evalueserve Circle of Experts. Ultimately the team covers multiple industries, across every continent, in more than 50 languages. 

With 2,500 employees and such a varied offering of services, email is a major means of communication both internally and externally. The growing importance of email coupled with a number of laws and regulations demanding that email is retained, meant that EVS needed a tool or product to maintain secure, yet searchable, archives of all their corporate email. This need is also maximized by the fact that EVS operates from three countries over two continents therefore email is often the chosen means of communication as it is instant and can be kept for future reference. The high flow of email traffic generated to and from the organization makes it important for them to be able to track and find past correspondence.

“From a compliance perspective it was a requirement to archive all emails (inbound and outbound and internal),” said Anuj Joshi, senior system administrator, “and therefore we set in motion the process to choose the most appropriate solution for the company.”

Implementation

EVS examined a number of email archiving products including heavyweights Symantec and Barracuda before deciding to implement and run GFI MailArchiver.

Explaining their decision to go for GFI MailArchiver, Mr. Joshi said that some other products “needed extra hardware thus increasing costs and were very complicated to set up and use. Besides that, they did not provide certain features such as installation on a separate box with no impact on the existing Exchange schema, they took a long time to install, there was no integration with existing database server, and they lacked auditing functionality and so on.”

Mr. Joshi said the company had clear requirements: it had to be easy to install, simple to configure and ultimately archived mail in a secure yet easy-to-find manner. “We decided to try GFI MailArchiver because of its good name, its excellent software, great features and the brilliant support facility that is offered,” said Mr. Joshi. “It has a very simplified setup, great documentation and smooth integration with the existing system. The biggest advantage is that it does not affect the existing setup in any way. It compresses email to such an extent that it takes minimum space on the archive box and retrieval of archived emails is very fast.”

The element of cost was also an important consideration, a factor that did not go unnoticed by EVS.

“From a financial viewpoint, we have saved a lot of money as other providers were expensive and did not match the exact requirements needed by our company. GFI met our needs and is exactly what we were after. So needless to say we are very satisfied with our choice of mail archiving software,” remarked Mr. Joshi.

Benefits

Whilst the features set, ease of implementation and financial benefits are all important aspects to the company, the actual intended solution that GFI MailArchiver seeks to provide was a priority: the ability to retain and archive their email documentation as required.

“Within minutes of implementation, email archiving was up and running and has been running well since then (two years now)”, he added.

“It has fulfilled our compliance requirements and we were able to present ourselves better during the auditing process. With GFI MailArchiver we have reduced the overhead of hundreds of PST backups. Furthermore, we no longer have to restore emails from Exchange because the users can do that themselves,” he explained.

Target reached

“We carried out an internal ROI and GFI MailArchiver proved to be a most beneficial product for us. It was also the most cost efficient solution that we found having tested other products on the market because it didn’t require any new hardware. It also proved to be the most time-effective answer as we no longer have to take backups of .PST files. Adding to that, we no longer have to take Exchange restorations of deleted emails either. Your product has all the features that we were after, at an affordable price, and the service have been excellent and above satisfactory.”

Links

For more information about GFI MailArchiver visit:http://www.gfi.com/mailarchiver

^{March 2009}