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 E-Mail Archiving
Email archiving is a stand-alone IT application that works with an email server to help manage an organization’s email messages. It captures and preserves all email traffic flowing into and out of the email server so it can be accessed quickly at a later date from a centrally managed location.
Many businesses now conduct the vast majority of their communications through email. Email is widely
accepted as valid documentation of agreements, orders and approvals, with attachments that include
formal contracts, invoices and receipts. An archiving solution such as ArcMail Defender with fast search
and restore functions enables one to access data quickly and immediately use stored information as a
competitive advantage.
Enterprise Benefits
With ArcMail email archiving solutions an organization can realize the following
benefits:
Knowledge Management
- Maintain a complete, secure, real-time archive of every incoming, outgoing and internal email and attachments.
- Users can access archived emails and attachments but can’t alter or delete content
- Search archive in seconds by Sender, Recipient,
- Subject, attachment name and file type, date range and full text of messages and attachments
Storage Management
- Centralized, storage for all email accounts
- More efficient, cost-effective media utilization than tape backups
- Reduce network backup time, hardware requirements and media costs by keeping old email off of mail servers.
Risk Management
- Access to complete “paper trail” quickly resolves disputes and prevents litigation
- Deters employees from inappropriate use of company email and offensive content
- Eliminates need for users to store email on personal media and the accompanying risk of misplacement and theft
Improve Mail Server Performance
- Eliminates need to keep old mail on server
- Reduce requirements for mail server capacity
- Prevents email blockages caused by users being over mailbox storage limits
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Improve Employee Productivity
- Eliminates need for users to manage mailbox sizes by downloading and filing email on their PCs — an “underground archive” that is rarely backed up
- Users can quickly search and restore without tech support
- Saves time and enhances competitiveness by giving employees fast access to the company knowledge base that resides in email
Business Continuity
- Archive serves as real-time backup for all email and attachments
- Automatic archiving of all employee email ensures that the company retains access to email when employees leave
- Prevents email-storage growing pains
Compliance and Legal Discovery
- Restore emails on demand to comply with Sarbanes-OxleyAct, HIPAA, the Gramm-Leach Bliley Act, the Freedom of Information act (FOIA), the USA Patriot Act, Securities and Exchange Commission and other regulations
- Comply with new Federal Rules of Civil Procedure
- Avoid fines, penalties, and expensive, time consuming restores of backup tapes
- Demonstrates a commitment to best practices that earns the confidence of customers, employees and investors
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Individual User Benefits
Defender lets end-users search their own mailboxes
When signing on as a single user, only mail sent from or to the user’s mailbox can be searched and viewed. The mailbox being searched is displayed at the top of the search screen as “Restore To Address”.
Ability to search on multiple fields
Mails can be searched by from, to, cc, subject name, attachment name, email or attachment text, and date.
Full Text Search
Typing a word or words in the Text Contains fi eld will cause Defender to search through all the email and attachment text
looking for the search word(s).
View Mail
An email can be viewed from Defender by selecting “view” from the search results screen. |
Restore Mail
An email can be restored to a users Outlook mailbox by selecting “restore” from the search results screen or the view email
screen. All emails from the search can be restored at once using the “Restore All” button.
Ability to do “wildcard” searches
Can search on part of a name or text or entire name or text without having to type any special characters.
Ability to search for Word, Excel, PDF, or other attachments
By typing in an attachment suffi x (pdf, doc, xls, etc.) a user can locate emails with those attachments. |
Partners in this solution
Our partners for this solution include ArcMail. Below are links to additional information:
Next Steps / How we can help
Let’s schedule a conference call with one of our consultants to discuss your needs.Click here to schedule the call:
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