Email Archive Module

MailStore is an email archiving solution that enables organisations to capture, manage and analyse their email related information.

What benefits will MailStore bring to our company?

• Compliance: Aid compliance with SOX, FSA, Internal Audits and other legislation
• Improved email management: Allow fast access to emails and their attachments
• Reduce storage costs: Eliminate local PST files, set active mailserver policies
• Improve information access: Coordinate email access with EDM, CRM, ERP and other business applications
• Pro-actively manage email content: Alert compliance managers to email misuse
• Reduce legal discovery costs: Quickly produce evidence lists in the event of legal action
• Manage records: Allow management of information to ISO15489 best practices

What does MailStore Do?

Capture

MailStore automatically captures email messages, and their attachments, sent through your email server, and automatically files them in a single, centralised email archive system.

Once emails are captured they can be accessed from FileStores.Net web client interface along with any other business documents. Other email archive solutions have their own web interface but MailStore integrates emails and their attachments seamlessly with all of your other business information such as scanned documents, faxes and MS Office files.

MailStore can capture messages in a number of ways based on:

• Specified user mail boxes
• Subject or Content keywords
• Person To/From
• Data
• Domain

Emails can also be captured from the email client software allowing user driven archiving to take place as well as the archive of local PST files. This adds even greater flexibility of use.

Benefits

• Allows specific filtering/ archiving of email according to pre-set business rules
• Transparent to end users
• Works with MS Exchange 2000 or later server. Other platforms due shortly
• Can capture at BOTH server and client

Manage

Once captured, MailStore compresses the emails and their attachments to as much as 1/100th of their original file size. They are then automatically filed in a secure MS SQL database and full text searched for later search access.

Emails are normally filed with security restrictions based on the people/ mailboxes originally sent to, but additional access can also be allowed to specified users emails for senior managers or compliance managers based on pre-defined company rules.

Emails are accessed by a .Net based web browser client which gives platform independence and allows access from any location. If FileStore EDM and records management solution is used then emails and their attachments can be accessed in the same way as any other business documents enabling users to search for any information from one web based user interface.

Searching is fast and can be performed on one or more search fields and/or the full text searchable contents. Even the attachments are searchable*. Scanned document attachments or faxes are also searchable by using OCR technology.

Emails can also be automatically migrated from the email server to MailStore based on 2 main stages:

• Emails are archived instantly on receipt or sending into MailStore. They are delivered as normal to the mail client.
• After a pre-set period, emails are 'flagged' in the email client and only their header information is retained in the mail client.
• After a second pre-set period, emails are removed from the mailserver and are only accessible from MailStore.

This process can be configured on the server to fit in with corporate records management policies and helps support best business practice such as ISO15489. If emails require re-instating to the email client (eg. To compose a reply from a very old email) then this can be done by an authorised user or administrator.

Benefits

• Secure storage of multiserver information
• Fast and easy access for users
• Integration with other data stores such as EDM, CRM, ERP
• Implement records management policies quickly

Compliance

Many email management requirements are driven by compliance which is increasingly becoming more onerous.

Both legal, mandatory industry and internal procedures all require full auditlogs to be retained of what happened to an email, when and by whom. MailStore keeps a full audit log of everyone who has received, sent or even viewed specific emails and the audit log cannot be changed.

The optional FileStore active compliance module can also be used to watch for 'trigger' keywords or phrases in content which perhaps relate to misuse. This allows compliance officers to be instantly notified of any potential issues and actively address them before damage is done.

Benefits

• Records and reports can be obtained easily for
• Full audit trail to prove compliance
• Secure access and traceability
• Proactive management and monitoring of company email policies

Features

Message Capture

• Automatically stores and archives all email messages and attachments.
• Flexible filtering rules to match business policies.
• Captures attachments and retains links to email message.
• Integrates with FileStore EDM to deliver single enterprise record management.

Access and Search Capability

• Flexible index and search capability of messages, including header fields, content and attachments (including scanned documents & faxes).
• Fast and efficient access to email information, including original message, using standard browser software.
• Multi-mailbox, multi-mail server, searching for administrators or authorised personnel.
• Users can save common searches.
• Ability for users to Forward, Reply or Reply All to located messages.
• Search for attachments and associated emails.

Flexible for Enterprise Needs

• Easy installation and configuration which reduces setup costs and time.
• Works in combination with existing email platforms and tools, including virus checkers and spam filters.
• Support for Microsoft Exchange and other mail server platforms.
• Can be integrated with Outlook web client.

Features

Secure

• Multiple levels of security enable organisations to store emails from particular users or groups, and access and view only those emails that they are permitted to view.
• Enterprise-class Windows Server 2003 security models are used to protect the integrity and security of this valuable data.
• Integration with Active Directory and other LDAP sources via Directory Connector.
• Integration with Active Directory and other LDAP sources via Directory Connector.

Administration and Reporting

• Web based administration console available to authorised personnel allows for full range of message administration and archiving functions.
• Flexible reports provide core information, while additional management reports can be added through customisation.

System Requirements

MailStore Server Requirements

• Microsoft Windows 2000 Server with Service Pack 2 or later
• Microsoft Windows 2003 Server
• Microsoft Internet Information Server 5.0
• Microsoft .NET Framework 1.1
• Microsoft SQL Server 2000 with SP2 or later

Client Requirements

• Microsoft Internet Explorer 5.5 or later 2 or later

Supported Email Environments

• Microsoft Exchange Server 5.5, 2000, 2003
• Novell GroupWise (Coming Soon)
• IBM Lotus Notes & Domino (Coming Soon)