DataCove

Frequently Asked Questions   

Do I need a DHCP network or fixed IP?

Yes, you need a network with DHCP for initial set up. A configuration utility is provided to set up a static IP address, if desired.

How does DataCove integrate with my existing backup systems?

It runs independently for the single purpose of email retention and search/retrieval. It does not need to be integrated with your backup system. Installing DataCove will cause no disruption to your existing IT infrastructure.

Our mail server is backed up to NAS or TAPE. Why do I need DataCove?

Backup systems are for disaster recovery and are NOT COMPLIANT with Federal Rules of Civil Procedure. Back up systems do not provide the following key compliance requirements: Searchable Database Long-Term Archiving with Cataloguing Data must be saved to unalterable media Easy Third Party Access without Assistance or Physical Presence

Which mail servers are supported?

Microsoft Exchange, Lotus Notes, Novell Groupwise, First Class and any email server that uses either the IMAP or POP3 protocol.

Can one DataCove manage multiple domains?

Yes. You can configure multiple email servers to send all incoming and outgoing emails to a single email address. That address can then be used by DataCove to archive all emails.

Will DataCove restore my data in the event my mail server crashes and/or may mail server loses data?

YES. After mail server functionality has been restored, DataCove can export your archived data to you mail server using an EML file format.

Will DataCove work with web-based email?

The quick answer is NO. However, if you are using a webmail service with an internal centralized POP server in between, then DataCove will capture that mail through the internal server. If you are downloading the webmail to an Exchange server, DataCove will archive that mail. You must have a physical mail server in your organization with which DataCove can communicate.

Can I choose whether to save my email to disk or tape?

No. DataCove saves all email to both disk and tape. To be in compliance with Federal regulations, all of your email must be saved to unalterable media, which is the AIT WORM tape. Saving to disk enables very fast content searching and retrieval.

Does DataCove allow individual users to search for archived emails?

Yes, DataCove has two features by which users may search for their own archived emails. See Outlook Connector and Developmental Search below.

What is the Outlook Connector?

The Outlook connector is an Add-on software that provides the following services: Direct plug-in to the Outlook software client (does not support web-based Outlook). Allows users to search the DataCove archives for emails stored in their accounts only. Allows users to restore archived email to Outlook for their accounts only. Can be used with any Exchange, Groupwise, Domino, or POP3 / IMAP mail server. Outlook Connector uses DataCove's resources and search engine capabilities eliminating the need for long-term archiving on the main server. In an Exchange/Outlook server, client environment, DataCove can be used as a backup for all EMAILS (DataCove does not archive Calendar or Contacts and is not designed for disaster recovery.)

What is the Developmental Search Feature?

This DataCove feature allows all users to perform a web-based search of their own archived emails. It imports the user's database from the client's network using LDAP or through manual entry, so individuals can be set up to read their own emails only. Developmental Search is independent of the type of mail server/clients since it uses a web interface for access.

Can DataCove export email?

Yes. It can export email based upon a search result. The email message(s) are stored in a .zip file, which can be downloaded to a user's desktop. If this function is performed using the Outlook Connector the user can directly access the e-mail and forward, resend, retype, etc. the e-mail right in the Outlook console.

Why does DataCove use WORM tape to archive email?

Compliance regulations require that you write all data to a non-alterable storage medium. DataCove writes all data to disk and tape on a daily basis to provide real compliancy with federal regulations. Other systems only use RAID or NAS (Network Attached Storage) to archive data. RAID and NAS are alterable data storage mediums. Another reason DataCove uses WORM is to provide long-term data storage and allow for off-site backup storage.

How often are tapes created? Can they be scheduled?

Emails are recorded to tape based on a time or frequency that you specify (at least once per day). The emails are appended to tape, so on a single tape, there could be emails for one day, a week, a month, or a year, dependant on the volume of email being archived.

What is NorthVault?

NorthVault is a service that provides safe, secure, and environmentally controlled off-site storage location for your WORM tape archives. New federal compliance regulations require organizations to have off-site storage for long-term backups. Your annual updates fee includes the NorthVault services. Your data will be safe and accessible anytime you need it.

Is the disk drive or the tape drive removable?

No. DataCove will cease to operate if the tape drive or hard disk are tampered with or changed.

Does DataCove support data compression?

The Sony AIT-2 tape drive compresses in a ratio of 1:2.6. Since the device is compressing email (mainly text), the compression rate is high. Sony states that the nominal compressed capacity of each of its 50-GB AIT WORM tape cartridges is 130 GB. Note: The appliance stores only one copy of each email attachment - no duplicates-- on both the hard drive and tape.

Does DataCove have an activity log?

Yes. It maintains an audit log database that tracks every action taken by every user with regard to the DataCove appliance.

Does DataCove have the ability to set a static IP address?

Yes. The appliance is provided with a "Configuration Utility," which allows you to set a static IP address.

Will DataCove archive Instant Messaging?

Yes, the DataCove IM appliance will track and archive MSN Messenger, AOL Messenger, Yahoo Messenger and ICQ conversations.

What type network connectivity does DataCove have?

DataCove ships with 10/100/1000 Ethernet standard.

Can DataCove also be used as a file server?

No, DataCove is not designed to be a general file server in a network.

What type of security features does DataCove have?

DataCove uses only approved entry points via the web browser-based or internal Outlook Connection Interface. DataCove uses the HTTPS protocol for communication between the web browser front-end and the DataCove engines. HTTPS is http using Secure Sockets Layer (SSL). Secure Sockets Layer is an encryption protocol invoked on a web server that uses HTTPS. The DataCove administrator can also implement IP Access Controls and Authentication Controls. IP Access Controls are rules that allow or deny a request from an IP address. Authentication Controls are rules that automatically commit after a certain time, or after a certain number of tries.

Can I purchase two DataCove solutions for redundancy?

Yes, two DataCove servers can pull the same data if extreme redundancy or off-site redundancy is required.

Do you have an enterprise class edition of the DataCove?

Yes, two of our models are used in many enterprise class networks. The DC3000 and DC8000L. Both of these high end models provide enterprise level constuction and archiving performance. These units are also upgradeble allowing for additional storage and computing power modules to be added on easily. Please see the DC8000L in the models page for more information unique to these enterprise class editions of DataCove.

How do I receive software updates?

DataCove updates come standard with the support and maintenance contract. New features of the software are made available regularly via the internet and automatically delivered with a single click from the web browser interface within the product itself.

Are the units field upgradeable?

No. DataCove hardware cannot be upgraded when in the field due to compliance law regulations.

If my existing DataCove fails, can the tapes be used with a new appliance?

Yes. All DataCove products are backward compatible. The tapes created by the first generation of the product, and any subsequent generation, can and will be readable by future generations of DataCove appliances.

Does DataCove search attachments?

Yes. When you search with the DataCove will also go through Word, Excel, PDF, and basic text based files. The DataCove will also search through a ZIP file provided the contents are the text files listed above and the ZIP is not password protected.

Can I store and search email header information?

Yes, all headers are stored and fully searchable.

Does DataCove support LDAP?

Yes, you can have DataCove access your active directory using LDAP to find the appropriate administrators and access permissions.

Are there Mail Server systems that DataCove does not work with?

DataCove will work with any mail network except webmail like gmail, hotmail etc.

Will DataCove backup Calendars and Contacts in my Groupware Solution?

No, DataCove is designed to operate as an independent EMAIL DATA COMPLIANCE device. It is not designed for active backup of any groupware system.

Do I really need to have a COMPLIANCE protocol in place on my network?

Yes, many laws are now in place that are very strict on the issues of compliance. There is a tremendous amount of misinformation and lack of understanding of the laws in place today. Most organizations fall under the FRCP (Federal Rules of Civil Procedure). All major rules are already in place as of last year (FRCP, SOX, HIPAA etc.). See Compliance Laws Compliance regulations and laws can have criminal or civil penalties associated with them. The definition of what constitutes an effective compliance plan has been elusive. Most authors, however, continue to cite the guidance provided by the United States Sentencing Commission in Chapter 8 of the Federal Sentencing Guidelines. On October 12 2006, the U.S. Small Business Administration re-launched Business.gov which provides a single point of access to government services and information that help businesses comply with government regulations. For public institutions such as a CITY, TOWN, SCHOOL need to be aware of IT Governance. This is all about protection of the IT department. This is VERY IMPORTANT to any IT department involved with the public or organizations that full under public jurisdiction. Information Technology Governance, IT Governance or ICT Governance, is a subset discipline of Corporate Governance focused on information technology (IT) systems and their performance and risk management. The rising interest in IT governance is partly due to compliance initiatives (e.g. Sarbanes-Oxley (USA) and Basel II (Europe)), as well as the acknowledgement that IT projects can easily get out of control and profoundly affect the performance of an organization. The traditional handling of IT management by board-level executives is that due to limited technical experience and IT complexity, key decisions and control of highly sensitive data are deferred to IT professionals. IT governance implies a system in which all stakeholders, including the board, internal customers and related areas such as finance, have the necessary input into the decision making process. This prevents a single stakeholder, typically IT, being blamed or legally responsible for poor decisions. Incorporating a properly designed data compliance tool such as DataCove and setting up access to this data as recommended, provides an organization with the tools necessary to respond to any investigation, incident and public or legal inquiry in a compliant manner.

Is DataCove compliant with EU RoHS regulations?

California has passed SB 20: Electronic Waste Recycling Act of 2003, or EWRA. This law prohibits the sale of electronic devices after January 1, 2007, that are prohibited from being sold under the EU RoHS directive, and covers the four heavy metals restricted by RoHS. DataCove is manufactured in Silcon Valley, California and fully RoHS Compliant.

Is there a litigation hold feature?

DataCove can set a "retention" schedule for keeping emails active on the system for a set period of time, i.e., 6 months. However, if a court orders discovery on a particular email user, "DataCove" can be easily set up not to purge certain emails, i.e., Do not purge any correspondence To: or From: these email addresses. This is essentially a "litigation hold." Emails can also be appended with "Notes", so an HR or company attorney can add his or her own comments to the searched emails.