Bligh Voller Nield Case Study

Bligh Voller Nield Case Study
“Through the integration of MAILsweeper for SMTP, CaptureMail
for MIMEsweeper and ManageEzy as our email scanning and
archival system, we have been able to address the difficult
issue of risks associated with electronic correspondence with a
manageable and easy to use solution”
James Peet – National IT Manager, Bligh Voller Nield
www.bvn.com.au
PRODUCTS DEPLOYED:
• MAILsweeper for SMTP
• CaptureMail for MIMEsweeper
• ManageEzy
DATE OF INSTALLATION: May
2001
NUMBER OF USERS: 250
REASONS FOR CHOOSING THE
SOLUTION:
• The need for policy based archiving
to archive a large amount of
business related email entering and
leaving the organization
• The ability to integrate the archiving
policy from within the content
security policy of the business
• The simplicity of extracting the
archive to DVD for safe, offsite
storage
Overview
Bligh Voller Nield is a national
architectural practice with a major
presence in the eastern seaboard
capitals and over 75 years of
experience. It is one of Australia’s
largest architectural practices.
The firm’s portfolio covers a wide and
varied client base. Recent examples
include:
• National Australia Bank
Headquarters, Docklands
Melbourne
• Telstra Stadium (formerly known
as Stadium Australia) *
• Sydney International Tennis
Centre
• Terminal 2, Sydney Airport
(formerly Ansett terminal)
• St Vincent’s Hospital
Redevelopment, Sydney
• Lavarack Barracks, Townsville
• Projects in Athens and Beijing for
forthcoming Olympic Games
* by Bligh Lobb Sports Architecture, a joint
venture between Bligh Voller Nield and Lobb
Sports
Challenge
After the implementation of company
wide email, email became a crucial
communication tool to Bligh Voller
Nield. However, the potential for
increased litigation risk was high due to
direct correspondence between staff
and clients, consultants or contractors.
What was needed was an archival
solution that captured all business
related emails as well as project
centered email repositories to
encourage communication and
collaboration between team members.
An essential consideration of the
solution was the ability to eliminate
viruses, spam and other non-work
related emails from the archive. It was
critical to maintain an effective control
over the archive’s content and size to
avoid an unmanageable amount of data
from complicating the retrieval process.

Bligh Voller Nield Case Study
Solution
According to James Peet, Bligh
Voller Nield’s National IT
Manager, Clearswift’s
MAILsweeper for SMTP
implements the gateway content
security policy. This ensures
viruses, spam and unwanted file
types are appropriately managed
before they enter the company.
Then, true work related emails
that require archiving are
“captured” by CaptureMail for
MIMEsweeper. CaptureMail for
MIMEsweeper then submits those
emails to the archive.
Redmap’s ManageEzy is then
used to index, store, search and
retrieve emails from this library of
correspondence. Email can very
easily be retrieved by searches
based on a variety of email
attributes including sender,
recipient, date, subject, body,
attachment name(s) and the e-
mail’s original MAILsweeper
classification. This flexibility allows
the search request to be
customized to meet the searcher’s
exact requirements.
It’s important that while continuing
to expand, the archive does not
grow to an unmanageable size.
“The archive currently grows by
5Gb of email per month” James
emphasizes.
To assist, each month a number of
circulate DVD’s are created which
are securely stored offsite for safe
keeping. Each individual DVD
contains both the data and a search
engine allowing full text searching
of the DVD content from any DVD
capable computer.
ManageEzy makes the organization
of this huge amount of data truly
manageable. Using the circulate
function, data sets of predetermined
sizes can be easily
created, making the separation of
data across multiple media types
easy and manageable. “Through
the integration of MAILsweeper,
CaptureMail for MIMEsweeper and
ManageEzy as our email scanning
and archival system, we have been
able to address the difficult issue of
risks associated with electronic
correspondence with a manageable
and easy to use solution” says
Peet.
Implementation
With MAILsweeper for SMTP
already installed, there was
confidence that Bligh Voller Nield’s
email policies were being enforced.
Because the MAILsweeper server
also acted as the archive server,
both CaptureMail for MIMEsweeper
and ManageEzy were installed on
the same server. Additionally an
SQL database was also required.
The archiving policy was then
implemented and from then on, all
emails were archived.
Results
The seamless integration between
MAILsweeper for SMTP,
CaptureMail for MIMEsweeper and
ManageEzy has resulted in an
effective email archiving solution.
With the archive sanitized by
MAILsweeper to contain only
relevant email, Bligh Voller Nield
has been able to implement a
process to ensure maximum email
retention and minimum exposure to
risk. With ManageEzy’s simple to
use interface, email searches can
accurately be translated into
efficient retrievals, resulting in only
the required email(s) being
returned back to the user.
Database size and database
exports are being controlled by
ManageEzy’s circulate feature,
ensuring offline storage and email
backup policies are being adhered
to.