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Archive Manager delivers significant reductions in email storage and backup because of its unique single instance storage capabilities-both email messages and attachments are processed, and only a single copy of a message or an attachment is kept. Archive Manager can also utilize compression to achieve further storage reductions.
Archive Manager extends this concept of a single instance store by storing a single copy of any message or attachment that is processed through the system. Messages are stored only once, with each sender or recipient being given access to that message.
In the case of attachments, only a single copy of any attachment is stored-checks are made to determine if a file is unique and, if it is, it is stored; if it is not, then a link to the existing file is provided. To illustrate this, if a joke email with a large attachment is sent and received several times as it finds its way through the organization, that attachment is only stored once. Other messaging systems would store the attachment multiple times.
This results in significant storage savings. These savings are even greater when taking into consideration the use of personal store (or PST) files-when these are used, the same message, and attachment, will end up in even more locations.
Similarly, if multiple messaging servers are used within an organization, and a message is sent to recipients in three different servers, then at least three copies of that message and its attachments will be stored. Archive Manager is able to consolidate the message archive across multiple messaging servers; ensuring only one copy of a message and its attachments is stored.
Compression technology reduces the size of this storage even further. There is some compression of the email message and metadata that is stored within the Microsoft SQL Server database. In addition, attachments stored in the file store can also be compressed-the level of compression is dependant upon the type of document that is being compressed; for example Microsoft Word documents can compress further than a JPG graphic image, for example.
The result: A reduction in storage costs and the costs associated with managing this storage. The messaging system can also run more effectively, as it does not need to store as many messages.
In addition to capturing the messages in Archive Manager, the Archive Manager Exchange Store Manager service lets organizations manage the content of their Microsoft Exchange server.
While the recommended approach for capturing email is to use the standard journaling capabilities of Microsoft Exchange, which captures all messages being processed by the mail server, the Exchange Store Manager service lets organizations:
Archive Manager can also archive email messages stored in Microsoft Exchange public folders, providing access to these via the Archive Manager web-based user interface.
In summary, Archive Manager provides flexibility for organizations wanting to capture email from all or a subset of users, and in doing so creates significant storage improvements.
Regulations such as Sarbanes-Oxley impose rules around how email information must be managed; Archive Manager helps organizations to address these requirements.
Archive Manager works by capturing all internal and external, inbound and outbound messages and storing these in the Archive Manager repository.
Once a message is processed by the messaging server, a copy of the message is automatically placed in the Archive Manager repository. Archive Manager also provides users—security permitting—with the ability to quickly and easily search for messages (and message content) using a standard web browser.
The powerful search capabilities of Archive Manager ensure that discovery requests can be performed in a minimum period of time and these searches can be conducted by business managers, not technology staff, reducing the overall impact of any investigation.
Keyword matching is provided through the use of Archive Manager’s saved searches capability, which lets users and administrators easily perform searches based on specific criteria, including standard email metadata (e.g. sender, recipient) as well as content within either the email message or attachments. 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.
Further broad searches can be restricted, so an investigation can be limited to a particular set of user data, or the entire store if necessary.
Archive Manager’s custom mailbox capability lets users group batches of email messages together as part of a knowledge gathering or discovery exercise. These results can be made available to specific users, or output in a particular format, further assisting the discovery and information sharing process.
Retention capabilities let organizations manage the data in their email archive. A retention policy can be assigned to archived data and then this data can be purged from the archive at a pre-determined, configurable time. This helps organizations satisfy any legislation that requires messages not be kept for more than a specific period of time.
Legal hold can be applied during investigations or for other reasons to halt any retention rules which may be in place; this will prevent data which could be relevant for a case being deleted.
Many mobile devices allow only a finite amount of email data to be stored, while the search capabilities of these email clients are generally rudimentary, often frustrating users who want to access messages that are more than a few days old.
End users who want access to their archived email data can now access their email data through an easy to use user interface on their mobile device. Users can search their email data and attachments through their device, and then can access the messages which are retrieved as a result of the search.
Organizations can also be assured that while users can access their archived data remotely, no data is stored on the device itself, minimizing security risks.
Archive Manager supports a broad range of messaging servers, including:
Archive Manager can also work in a mixed platform environment, where two or more of these messaging servers are used.
Instant messages can be captured and archived into Archive Manager, enabling organizations to obtain a more complete record of communication.
Support for additional messaging systems will be provided in future releases.
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