Sunday, March 05, 2006

Comprehensive Notes Mail monitoring, via NotesTracker

The IBM developerWorks article Discover the power of Calendar Delegation in Lotus Notes shows you how to how to setup and use the Calendar Delegation feature in the Lotus Notes client to grant another Notes user access to your mail file and act on your behalf.

The article starts off:

"One of the most powerful tools in the IBM Lotus Notes client is the Calendar Delegation feature. Calendar Delegation allows you to grant another Notes user access to your mail file, enabling the delegated user to view and edit your calendar data, send email messages on your behalf, and act as a manager of your mail and calendar data. This scenario is typical in the case of an executive who employs an administrative assistant to schedule his meetings and appointments and to respond to non-confidential email messages. To allow the administrative assistant to manage his Notes mail file, the executive specifies the assistant as a delegate for the mail file. In turn, the administrative assistant may be responsible for managing several users' calendars, particularly if he supports several executives."

Naturally, the presumption here is that the delegate is trustworthy and this would generally be the case.

Nevertheless there exists the possibility of privacy or data security violation if a delegate for whatever reason, malicious or otherwise, mishandles or exposes the contents of your Notes Mail database.

One North American company justified the purchase of NotesTracker to extend the design of their Notes Mail design template so that all usage of a person's Notes Mail database can be monitored in detail.

As for any database being monitored via NotesTracker, they can audit each and every database document operation -- Create, Read, Delete, and Update (including every field value change).

Authorized people can view what everybody, including yourself, did to your Notes Mail database and keep an archive going back as far in time as required.

This sort of thing is quite simple to do and just "par for the course" with NotesTracker!

So if you have a Notes Mail monitoring or compliance requirement, you should consider using NotesTracker to implement a proven solution to this important need.

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