- Do you have hard time searching and accessing old email
records?
Do you rely on each and every employee to
archive their own email?
Do you think backing up Exchange Server is good
enough to protect email?
Do you think you organization is too small to
implement mail archiving solution?
If you think regular backup of Exchange Server is good enough, wait till you
need to search and retrieve an old email? Backup is just not the same as
archiving. To better protect corporate email for faster search and access, you need
a good mail archiving solution.
There are two main methods for deploying and managing email
archive solutions:
A hosted solution in which the
archive is maintained at a third party’s offsite data center, and a
completely in-house solution.
Hosted solutions can get up and running pretty quickly without the
up front investment in hardware, software, and IT staff. Upfront unning costs are low since new
capabilities and all upgrades are implemented by the hosting service
provider. In hosted solutions, a software application located on your
corporate email server, captures email and migrates it offsite via the
Internet to a the offsite hosting service provider for archiving. Authorized users can subsequently access
the data stored offsite using a Web browser or compatible email client.
Hosting solution is simply and with little investment upfront. Yet most companies will prefer in-house message archiving solution. They feel
more confident when storing sensitive corporate data in-house rather than on
third party servers outside the company.
Organizations also consider the possibility of a provider going out of
business or failing to provide a service compliant to the statutes. In such
an event, the company will be forced to switch service supplier or must
switch to an in-house archiving solution. In either case, the archiving
service will be disrupted and extra money must be spent.
An in-house email archiving solution involves having your email
repository on a server within the corporate building. The main advantage of
in-house archiving is that your company's sensitive information is stored
behind the corporate firewall and is handled by your own internal staff.
This ensures better control over data integrity and confidentiality, and can
therefore assess its compliance status at any time when request occurred.
Companies that manage their own email systems have the final say on when
things get done whilst with a hosted system the company's priorities compete
with those of the service provider.
What features should an email archiving solution have?
• Minimal user intervention/automation – Company emails have to be
archived automatically and with the minimal human intervention possible.
• Indexing of records and search capabilities – Archived emails
should be indexed, especially the text content, so that search facilities
will enable the quick extraction of records to support regulatory audit
requests and legal discovery.
• Data retention policy control – The system must include
configuration features through which the company can define its archiving
criteria. These features should at least allow archiving of specific
mailboxes and messages from specific domains or email addresses. In such a
way, unnecessary contents such as spam and other informal correspondence is
automatically excluded from the archive.
• Security/tamper-proofing – An email archiving system must be
capable of protecting records from loss, damage or misuse. Record
authenticity (i.e. preservation of a record in its original state) is one of
the key requirements in many of the content regulations imposed by the laws.
In addition, archiving programs must include access restriction features.
• End-user and management access to archives – This feature allows
a company to use its email archive as a central knowledge repository from
where authorized users can extract information required during productivity.
One further benefit is that it enables authorized users such as compliance
officers to access the information contained in the archive themselves
without the need for support by IT staff.
• Support for multiple messaging platforms – The archiving system
should support all major messaging platforms to ensure standards
compatibility.
GFI MailArchiver for Exchange provides easy-to-use corporate email
archiving, enabling you to archive all internal and external email into one
or multiple databases, heavily reducing reliance on PST files. This allows
you to provide users with easy, centralized access to past emails via a
web-based search interface and the ability to quickly restore emails through
a OneClick Restore process. GFI MailArchiver also aids you to meet the
requirements of your email retention policy and helps you to fulfill
regulatory email storage requirements such as the Sarbanes-Oxley Act.
Why consider GFI MailArchiver?
- The first email archiving solution that offer integration with
Outlook without the need for stub files.
- Outlook integration allows for fast and
easy access to archived emails by employees
- Archive emails centrally for compliance
purposes, recovery and internal investigations
- Backup emails in a way that they can be
easily searched and restored in original format
- Off load emails from MS Exchange Server
and increase server efficiency
- Reduce maintenance associated with PST
files
- Tested and proven: used by tens of
thousands of IT administrators
Everyone in your organization can benefit from GFI MailArchiver.
Management benefits from GFI MailArchiver most:
- Quick access to emails if required for investigation and email
compliance purposes, internal inquiries and employee monitoring
- A safeguard in customer lawsuits
- Auditing functionality that guarantees stored emails are genuine and
have not been tampered with
- A complete and secure archive of all company email.
Network administrators can also benefit from GFI MailArchiver:
- Allow end users to access their emails from Outlook but without the
problems associated with stub files on Exchange.
- Reduce your message store size and improve Exchange performance
- Reduce reliance on cumbersome PST files
- Archive past, present and future emails into one or multiple
databases and avoid complex backup plans to copy PST files from each
employee's workstation
- Intuitive to setup and fine-tune email retention policies.
Employees can benefit from GFI MailArchiver too:
- Instantly and easily access archived email directly from Outlook or using the MailArchiver Web interface.
- Retrieve old and deleted emails on demand – with full thread and
conversation
- Use advanced email search and 'Saved Search' capabilities to find
and access email quickly and easily.
From a legal or management perspective, GFI MailArchiver ensures that all
corporate emails are stored safely, are tamper proof, and are accessible
within minutes making it easier for the company to provide the necessary
data and also defend itself in a court or prove it is compliant with
government regulations. With GFI MailArchiver, management can also keep tabs
on employee’s emails if individuals are suspected of using company email
abusively or with malicious intent.
GFI MailArchiver software license starts from as little as 25 mailboxes.
You can go with a block of 50, 100, 200, 300, 400, 500, and 1000 mailboxes.
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Email has become an
integral part of the
business workflow,
and has become a
primary channel of
business
communication over
the past few years.
Majority of
inquiries, price
quotes, purchase
orders, and other
business
correspondence are
done through email
now.
All information
being passed on
through email
constitutes a
record.
Consequently, email
must be retained for
a minimum period of
time, often
established by
statutes.
If you still let
end users manager their
own email, you will
soon have to face
hard drive space and
backup problems.
First, email
build up on Outlook
and that not only
eat up local hard
drive space, but
also slow down the
PC. Second, End
users either don't
know or don't have
time to do regular backup.
If the PC crash for
any reason,
everything is gone.
Regularly backing
up of Exchange
server is still not
good enough. Going
back to backup tape
for a 2 year old
email is almost like
trying to find a
needle in a
haystack.
The best way for
storing e-mail is
through archiving
with a SAN or NAS. A
copy of the e-mail
plus any attachments
can be sent to a
centralized,
reliable, high
capacity storage
network. When a user
wants to permanently
save the e-mail from
customers,
suppliers, or
coworkers, a stub
can be left in the
user’s inbox as a
link to the
centralized storage network.
This system can be
designed with
flexibility, at
least enough
storage space to
archive e-mails for
as long as
necessary.
Why archive
company email?
Compliance
and
Regulatory Requirements:
Governmental
agencies and other
regulatory
organizations, have
established
requirements for
message retention,
accessibility, and
security. To be in
compliance,
organizations must
establish archiving
systems to retain
electronic
communications and
assure that
requested materials
can be retrieved and
presented in a
timely manner.
Better
Protection: It
allows administrators
to setup access
restrictions. These
restrictions secure
and protect
intellectual
property rights as
well as ensure data
integrity and
confidentiality in
compliance to the
statutes. It also
provides additional
protection against
accidental or
intentional deletion
of emails by end
users.
Improve
Business Continuity
and Disaster
Recovery:
Organizations
require secure
long-term storage of
email
communications. With an archiving
solution, an
organization can
continue to access
its complete message
record even when its
mail servers or
local data systems
become unavailable.
Legal Precautions:
Organizations must
be able to retrieve
relevant messages in
the event of legal
discovery, audits,
and business
investigations. An
archiving solution
assures that
evidentiary-quality
records are
systematically
stored in a central
repository, and with
security in place to
guard against issues
of tampering.
Better Storage
Management:
Archiving solution
reduces the amount
of online email and
offload storage from
email servers. This
helps ensure that
email server
performance is
maintained,
minimizes storage
costs.
Email
archiving also
eliminates the need
to search for
personal archives on
each and every local
machine whenever
litigation support
is requested.
Better
Search Capability:
Emails stored in a
local hard disk of a
PC or removable
media is rarely
beneficial to your
company. Apart from
the high cost
involved to search
every single PC in
an organization
during a discovery
request, it
represents a
security and
intellectual
property risk for
the company. Without
an effective email
archiving system,
finding an email
record on a local
hard disk of each
and every PC is
worse than trying to
find a needle in a
haystack.
Improve Productivity:
Effective searching
capability
eliminates
interruption to end
users and IT staff,
fee up their time
and so
improve
productivity.
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