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.

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.

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 Stubbing and Developmental Search below.

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.

Is the disk drive removable?

Yes with hot swap models. This allows for easy hard drive change in case of a failure.

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 "Desktop 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. DataCove also uses Digital signing of archived information (ETSI TS 101 903 XAdES digital signature standards)

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 DC5000 and DC8000. Both of these high end models provide enterprise level construction and archiving performance. These units are also upgradable allowing for additional storage and computing power modules to be added on easily. Even larger editions with more storage are available. Please contact sales for more info.

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.

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.