Email Archival


Over the past few years, e-mail has created numerous challenges for organizations; these have been represented by three “waves”: Storage, Compliance and Enterprise E-mail Intelligence. The storage wave was focused on managing the exponential growth of e-mail and the impact this had on email storage, and resulted in solutions that stored e-mail more efficiently than mainstream e-mail systems.

More recently, and driven by legislation, the compliance wave has highlighted the need to capture and provide easy access to e-mail messages. In addition to storage and compliance requirements, organizations also need to make use of their e-mail data on an ongoing basis. Knowledge needs to be shared across users and groups, while lines of business applications also need access to up-to-date e-mail data.

We call this Enterprise E-mail Intelligence. This third wave addresses all storage and compliance requirements, while providing a flexible platform for the future.

This approach delivers the following important benefits:

  • Improving performance and stability by reducing the storage volume of e-mails and the load on your e-mail servers.
  • Delivering return on investment by optimizing the storage of e-mail across your organization.
  • Reducing risk by addressing the governance and compliance requirements facing organizations today.
  • Leveraging and reusing the valuable knowledge within e-mail by searching across the entire e-mail store using easy to use search capabilities.
  • Integrating with other line of business applications, providing search and discovery of e-mail information from within your line of business applications.

Simple in concept, but highly functional in deployment, Enterprise E-mail Management automatically captures e-mail messages sent through your e-mail server, and intelligently stores them in a single, centralized e-mail archival and analysis system. It is also able to support multiple e-mail servers, and multiple types of e-mail servers, providing a single archive for the entire organization.

Once stored, it provides easy access to these messages, allowing permitted users to search and retrieve their own messages, or for managers and administrators to search across the entire organization. The software can be installed quickly, with minimal impact on your existing mail environment.

Why e-mail management addresses a lot of your company e-mail headaches ?

Compliance:

More and more countries have laws giving legal status to e-mails. Legislation and regulation is a dominating influence on how e-mail should be retained and managed. What is your policy? Will your procedures stand up in court? What would happen if you deleted the wrong email accidentally?

Mailbox Quotas:

How often do your employees receive those infuriating messages highlighting them to the fact that they have reached their e-mail storage limit? An archiving system can give e-mail users an unlimited mailbox size, thereby eliminating the frustration of reaching
e-mail capacity.

Administrative Overhead:

Backup and recovery times are greatly increased due to the growing size of the e-mail database. IT administrators could be saving time. The reduced burden on your e-mail server will improve the performance of the entire system. This will result in cost savings for your company because disk space will be reclaimed and backup windows dramatically reduced and easier and more economical maintenance and administration.

Knowledge Management:

E-mail was originally created as a communication tool but has rapidly developed into an organisation’s most information rich asset. How are you managing this data? E-mail management allows data that is saved to be centralised giving greater control, manageability and access across a business.

User Efficiency:

Do you pay your users to manage their e-mail in box or do you pay them to do their job? How much time is lost by employees who have to go through the time consuming job of deleting e-mails because their inbox is overflowing?

Centralisation:

Centralisation rather than distribution. Most organisations have e-mail issues and most of the issues reside with the users. The problem has been distributed to 100’s if not 1,000’s of users. An e-mail management system allows data to be saved in a centralised location giving greater control, access and manageability.

Journaling:

Leaving the users to archive what they want when they want is often not enough. Organisations may choose to enforce retention policies whereby all messages are archived coming in and out of that organisation. This bypasses the malicious or negligent user.

Archiving:

Archiving e-mail messages to inexpensive media eases significantly the load on an Exchange or Lotus notes server. This saves the expense of additional hardware or software on the server and the client. The integration with existing e-mail applications also means that there is no need for employee training.

Audit Trails :

Much legislation and regulation requires the demonstration of audit trails for e-mails which can implicate or absolve an organisation in legal action.

Mission Critical :

Is e-mail mission critical to your organisation? Which one application failure would severely disrupt your employees from going about their daily activities? Can you afford to lose your e-mail data and how long is an acceptable time for users to be without it? In today’s hectic business world, speed is king and businesses simply cannot afford to lose important e-mails.