Pre-Search™ Technology
Find messages that other systems miss.
InBoxer products have more than 30,000 hours of development time and are a proven solution for companies to meet their email, IM and Bloomberg regulatory archiving requirements, and legal and discovery needs.
However there is more. Knowing what you are archiving and managing to your corporate and regulatory policies is also critically important.
Since you’re required to hold on to all of your inbound, outbound and internal messages for 3-7 years or longer, it’s become more important than ever to enforce policies so you can prevent future problems that arise when a request for data in your archive is made. Here are a few examples:
- PCI compliance prohibits any employee from sending out personal, confidential information such as social security numbers, or credit card information.
- Brokerage firms need to monitor the language used by anyone involved in an equity or debt transaction. Words like guarantee cannot be used.
- The Freedom of Information Act and State Act’s have made all electronic communications sent by anyone in State, Local Government, and Public Education, accessible by the public upon request.
- The Federal Rules of Civil Procedure which governs all Federal Litigations has made electronic messages admissible as evidence and has put in a requirement to produce them when requested at the company’s expense.
- Most every company has a policy against harassment in the workplace, use of foul language, and guidelines for appropriate electronic communications. Thousands of lawsuits happen every year where an employee sues their employer for not enforcing these policies.
InBoxer’s unique Pre-Search™ technology is designed to help companies “know what they are archiving” and assist in making sure that corporate policies are being met by employees. InBoxer technology looks at every message, including the body text, headers, hidden text, and any attachment text using three techniques to categorize the message:
- Sophisticated proprietary language models
- Power Search with word lists
- Pattern matching
To develop the sophisticated, statistical “language models,” InBoxer assembled tens of thousands of messages from many organizations. InBoxer then built statistical models of these messages to create 80 distinct categories and measures.
When InBoxer processes a message, it compares the message to the language models and performs a complex analysis to see if it falls into 80 different categories and measures. Each message is analyzed in its entirety, not just for individual word matches. The analysis includes the message body text, headers, attachments, and hidden text.
InBoxer augments this process with additional methods. InBoxer created word lists and customer generated word lists to quickly find some more obvious problems. Sophisticated pattern matching finds privacy and several other violations, such as credit card number leaks. The result is a highly effective solution that finds messages that other systems miss.
Once the analysis is complete, the message is scored for each of the 80 categories and measures, including privacy, the presence of likely social security numbers, confidential information, user-defined categories, and potential harassment (offensive content). The relevant score for each message is compared to the threshold score for each category. When a message’s score exceeds the threshold, it is then placed into that category. System uses can search on any category and find specific messages or locate senders who frequently violate policies. This also speeds search the result, which reduces waiting time and labor costs.
Real-Time Alerts
InBoxer’s real-time alerts and scheduled reports provide an early warning system for potential problems. Once the message is categorized and within seconds of when a message was sent or received, InBoxer can send a custom email to the sender, recipient, administrators, the human resources department, security personnel, and/or a third party. Actions can be taken based on the following:
Rules are created that are based on categories or combinations of categories. For example, a rule may be created that would be triggered if a word from the word list was used (one category) and the message was from an external domain (another category).
Actions would be established for each rule. Such actions may include forwarding the message immediately to a third-party. Multiple actions may be taken for each rule. For example, a message may be forwarded to a human resources and a compliance officer. The sender may also be contacted. (Note that a message may be sent to any email address, including addresses associated with cell phones.)
The content of the forwarding cover message text and subject line can be pre-defined for each action and each category rule. For example, a message sent to the sender can be different than the one sent to the compliance officer. Each message may include variable content, such as the sender’s name and the message subject line.
InBoxer then sends the message as requested. All of this is accomplished within seconds. An example is an employee who send out a social security number. He receives an immediate alert that the messages was a potential policy violation.
As a result of this approach, urgent matters can be attended to, even if the email recipient is not present to receive the message.
Scheduled Reports
If immediate notification is not required, the InBoxer system can be set-up by any user to send a scheduled report on a daily, weekly, or monthly basis. Any search, including those that use a single word or those that use a complex Boolean expression, can be saved and scheduled.
Sample Categories
Confidential Information, Credit Card Numbers, Social Security Numbers, Email Abuse, Harassment, Large Messages, Many Attachments, Many Recipients, Medical Content, Offensive Words, Random Sample *, Supervise 10% *, Trading Terms*, Threats, Ethnic Slurs, Customized Categories. *Required for financial traders
To learn more please contact our sales team.