GS Link Warden for Worksite

GS Link Warden ensures that documents are only stored as a single instance in Worksite. No additional copies are held as attachments in Emails, or as stubs in Email Archiving solutions.

Benefits

• Increased compliance and retention management
• Reduce Worksite storage by 50%
• Reduce Exchange Storage by 90% without utilising expensive Email Archiving Solutions
• Simpler user process
• Improved Audit Trail
• Easier access to documents for  remote users through all mobile devices and Outlook Web Access
• Flexible

Solution

Sending Documents

Click here for a video demonstration of sending an email attachment with Link Warden

Receiving Documents by Email

Documents received from external parties are automatically saved into a secured workspace and replaced with a Worksite link before reaching users.  The Worksite management controls are initiated immediately, thus reducing risk and ensuring compliance.

When users file the email at a later date, the document is automatically moved into the appropriate folder within that workspace.

Click here for a video demonstration of receiving an external email attachment with Link Warden

Remote Users

Users working away from the office, using Outlook Web Access or mobile devices, such as Blackberries, have always presented a challenge when receiving email links.  A simple, but brutal workaround employed by some firms, has been to always send document copies, rather than links, with convenience overriding compliance and storage implications. GS Link Warden overcomes this by providing a “Document Request” function.  Any user receiving a link, can forward the email to a service account “DocRequest” and they will automatically be sent a copy of the document, with security and audit maintained.

In fact, a user can request any document providing anytime, anywhere access to documents, while maintaining security and audit. 

Benefits in more detail

Increased Compliance and Retention Management

Single instance of document held in Worksite, so that all access is audited, security is maintained, and retention policies are manageable, as there are no additional copies of the documents held as email attachments or archived stub files.

Worksite now provides an effective journal of all documents emailed to and from the firm.

Reduce Worksite storage by up to 50%

Emails sent to clients with attachments should also be stored back into Worksite to maintain a record. Thus each client document sent or received is effectively stored twice (at least).

Reduce Exchange Storage by 95%

Email attachments account for up to 95% of Mailbox storage. These are the mail items that users are encouraged to delete or file to maintain quotas. Link Warden does not act as a journal or archive for all emails received, but it does take care of any documents transmitted by email. No documents are stored in Exchange or Archiving systems, but become stubs to the document management system.

Simpler user process

Users no longer need to decide whether to send a link or a document, and when they receive a document from clients or colleagues, the link takes them straight to the document, rather than a copy in Outlook. No more modifying client copies or losing edits by saving into Outlook folders.

Increased Audit Trail

When documents are sent to clients, the current document history only offers a single “mailed” entry, with no indication as to whom it was actually sent to. All documents sent or received using GS Link Warden will have full details of senders or recipients.

Access for Remote User

Users can simply email the “DocRequest” Service to get immediate delivery of documents through all mobile devices and Outlook Web Access.

Flexible

GS Link Warden has configurable settings that allow flexibility and control on how components are deployed.