Email Archiving

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

MailStore for email archiving

• Archive emails automatically
• Define corporate policies and filters
• Meet compliance legislation
• Reduce business risk
• Reduce email server load
• Give easy access to email content

What benefits will MailStore bring to Compliance?

• Aid compliance with SOX, and other legislation
• Improved email management
• Allow and their attachments Reduce storage costs
• Eliminate local mailserver policies Improve information access
• Coordinate CRM, ERP and other business applications
• Pro-actively manage email content: to email misuse
• Reduce legal discovery costs
• Quickly in the event of legal action Manage records
• Allow management ISO15489 best practices

MailStore 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.
• Full Audit of message lifecycle.

Email 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.

Managing Email by MailStore

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

Email 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
audit logs 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 audit trail facility is unique in its granularity.
Records and reports can be obtained easily for
legal disclosure or other tracking of information."

 Find out more about DCS solutions and services

For more information about Data Capture Solutions software and services please call us on 01753 616 720 or complete our contact form for a fast, tailored response.

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