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Archive Manager 5.9.3 - Product Overview

Introduction

Email has become such a mainstream form of communication that organizations of all sizes now consider email a mission-critical application—they could not survive without it. And with this dependence has come increased usage.

Research indicates that more than 70% of an organization’s intellectual property is contained within its email system. Most organizations do not have a strategy to capture, analyze or leverage this knowledge. Executives know that if sensitive or top-secret documents are being transported using email, either intentionally or unintentionally, the company can be sued, confidential information can be leaked, or the organization is at risk for major liability.

These issues are compounded by the weaknesses of current email systems. These systems do not provide the ability for email messages to be managed effectively in the long-term, and trying to work around these weaknesses is expensive, time-consuming and risky. As a result, most of an organization’s key stakeholders are unable to meet their obligations:

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IT Managers and systems administrators are struggling to find enough storage, the business-critical messaging server is continually strained by the volume of messages going through it, and it can take weeks to find a message someone has deleted and wants to retrieve.
Business Impact: IT Managers spend their valuable time trying to keep systems up and running, and purchasing additional storage space to hold new messages. Days can be consumed trying to restore deleted messages from back-up tapes.
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Risk Managers cannot be certain they keep all messages, nor are they able to find them easily in order to comply with legislative or discovery requirements.
Business Impact: Penalties can be imposed on companies who do not comply with legislative requirements, while the cost of compliance using existing systems can run into the millions of dollars. Companies need to not only prove an email was sent; in many cases they need to prove that an email message was not sent.
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Knowledge Managers are unable to effectively manage the knowledge contained within email messages and attachments, and systems such as document management systems place onerous duties on users, resulting in non-compliance.
Business Impact: Organizations miss out on the valuable information contained within email messages, by not being able to find them, or when the information is deleted.
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End users are constrained by limits on the size of the email messages they can keep, so they end up storing messages elsewhere, out of the view of the company, or simply delete them, potentially losing valuable corporate information.
Business Impact: Users spend hours each week managing email messages to remain within storage guidelines, while the business runs the risk of having valuable information deleted.

In short, the current email systems do not meet the needs of key stakeholders and their weaknesses expose the organizations that run them.

Features and benefits

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Features and benefits overview
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Search and retrieval capabilities
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Email storage management
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Email compliance
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Mobile support
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Multiple server and platform support
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Rapid installation
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Minimal risk to environment
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Flexible access options
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Security and auditing
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Integration platform

Features and benefits overview

Archive Manager lets email become a true asset for the organization. Archive Manager has been specifically designed to meet the needs of these key stakeholders by enabling organizations to automatically capture, retrieve and analyze all messages and attachments that are processed by the email system.

Archive Manager ensures organizations are able to take maximum advantage of email by:

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Capturing all messages sent to or from an organization, ensuring organizations can meet their compliance requirements, retaining knowledge contained with the email message and its attachments, and removing the burden placed on users—they no longer need to worry about managing emails.
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Archiving most non-email Outlook item types (for Exchange systems and Office 365). In addition to email messages, Archive Manager also captures: calendar appointments, meeting invitations, tasks, task requests, sticky notes, contacts, and personal distribution lists.
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Protecting messages in a tamper-proof store. Users are unable to modify messages and attachments once in the Archive Manager system, ensuring an accurate record of all content is maintained.
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Providing the ability to search across all messages and attachments. Managers, administrators and users can use a Google-like search to search across all messages and attachments to which they have access. Information can now be found within minutes, where in the past it would have taken hours to find.
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Indexing all meaningful fields of non-email items—meeting locations and times, contact Company names, and so forth—to make them available to text searches as if they were parts of a message body.
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Installing with minimal risk. No software needs to be installed on the production messaging server, or on the user’s PC, reducing implementation and support costs.
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Storing only a single copy of all messages and attachments, in a centralized store, reducing the storage space required to store email messages. Compression technology reduces the size of this storage even further. In addition, Archive Manager can directly manage the mail server store, using policies to manage what email messages remain in this store.
The result is a reduction in storage costs and the costs associated with managing this storage. The email system can also run more effectively, as it does not need to store as many messages.
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Enabling users to easily access email through a web user interface that uses familiar concepts such as Google-type searches and Microsoft Outlook-compatible folders, or seamlessly through the Microsoft Outlook application. Users can get up and running quickly, reducing training costs.
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Importing all messages. In addition to capturing messages that are processed after Archive Manager has been installed, messages stored on backup tapes or within personal store (PST) files can be imported, ensuring a complete record and further reducing the storage burden through a reduction in the number of duplicated messages that are stored in multiple locations.
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Working with multiple email systems. In addition to Microsoft Exchange and Office 365, Archive Manager works with Novell GroupWise and will support other systems in the future. Archive Manager can also archive instant messages, delivering an even broader archiving value proposition.
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Mobile device support. Business users are increasingly mobile, requiring access to data wherever and whenever they want. With Archive Manager, users can now get access to their archived email data through a mobile device, increasing productivity and customer satisfaction.
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Integrating Archive Manager with other applications to provide data and content from email and attachments to other systems. Archive Manager can be easily integrated with other systems; a customer relationship management application, for example, can now easily access all email messages sent to or from a customer.

Archive Manager addresses the dual drivers of effective management and storage of email, and to facilitate compliance and legal retention, while delivering a platform that lets organizations share their email information among users and applications.

By capturing all email messages, corporate knowledge is retained and accessible—to approved personnel—reducing the cost of administration and empowering users throughout the organization. Simple in concept, but highly functional in deployment, Archive Manager automatically captures email messages sent through an messaging server, and intelligently stores them in a single, centralized email archival and analysis system.

Archive Manager supports multiple messaging servers, and multiple types of messaging servers, providing a single archive for the entire organization, should multiple servers be employed.

Once stored, Archive Manager 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. All these functions are performed using a standard, familiar browser interface.

Search and retrieval capabilities

Authorized users can quickly search for archived messages using the built in search tools. Full text searches can be performed across both messages and attachments. As a result, requests for information can be conducted in minutes, not hours or days.

Archive Manager not only lets users perform searches within both message metadata and the content of messages and attachments, it also extends these capabilities.

Standard email metadata can be searched, including the To:, From: and Subject fields, across both internal and external email messages.

Message content and attachments can be also searched using a standard keyword search. Users can enter a keyword or combination of words, and the message and/or any attachments will also be searched. Date ranges can also be used to refine searches further, enabling users to search between nominated start and end date parameters.

Unlike many other products, all standard formats of attachments (e.g. Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe Acrobat) can be searched using the built-in search filters. The search engine utilizes standard Microsoft iFilter technology, so additional third party filters can be incorporated to search additional document formats such as Sun StarOffice and OpenOffice, compressed Zip files, and Autodesk document formats. Once a message is captured in the Archive Manager repository, the content of the message, as well as any attachments, can be searched.

Email messages sent to, or received from, specific address domains can also be quickly located, so messages from particular sites or PCs can be easily identified.

Searches can be saved, so that users can reuse frequent searches without having to enter the same criteria each time. For investigators, this means that commonly-used search criteria can be stored, and a search using these existing criteria can be initiated at the click of a mouse button.

Archive Manager extends its standard search functionality by also making use of RSS (Really Simple Syndication) standards. A saved search can output RSS-compliant data, so that an RSS-compliant client application can be used to regularly run this saved search and then notify the user when there have been any updates to the messages found using the saved search. This provides for ongoing, proactive monitoring of the Archive Manager repository.

Archive Manager also features a unique attachment view, whereby particular types of attachments can also be identified and searched. Archive Manager lets users locate attachments within the system, and identify who has sent or received them. This lets users and administrators quickly locate the most recent version of a document, and understand who sent and received the document.

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