E-mail Archiving Selecting a Vendor Service
Background and Client Challenge:
C&A has conducted this analysis on behalf of registered financial services clients who
wish to implement email archiving as required under Investment Advisor SEC Rule 204-‐
2. Rule 204-‐2 covers record keeping requirements for the investment advisor. From a
broad prospective, the client must:
- Arrange and index the records in a way that permits easy location, access, and
retrieval of any particular record.
- Provide promptly any of the following:
- A legible, true, and complete copy of the record in the medium and
format in which it is stored;
- A legible, true and complete printout of the record; and
- Means to access, view, and print the records; and separately store, for
the time required
- Maintain and preserve the records, so as to reasonably safeguard them from
loss, alteration, or destruction.
- Limit access to the records to properly authorized personnel.
- Capturing electronic communications
- Search engine
- User experience – Compliance Department and end user
- Administrative Control Panel/Retention
- Service Quality Support
The scope and objective of the vendor selection process is to ensure that the preferred
provider meets or exceeds the requirements described in the e-‐mail archiving RFI.
The requirements for e-‐mail archiving were organized into several categories, as follow:
Results of Comparative Analysis:
C&A determined that one vendor in particular offered the technical capabilities and
service quality expected by the client. The rationale for our recommendation was based
on satisfying a set of business and technical requirements identified by the client with
C&A and summarized above.