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.
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:
Use policies to manage the Exchange store. Messages within the Exchange store can be "stubbed," replacing the content of a message with a "shell" which, when accessed, loads the message from the Archive Manager server instead of the Exchange server. Message stubbing alone can result in storage improvements of 90+%.
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.
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.
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.