Additional Information...

Full Features of Managed Email Archival

• Journal Archiving
  
• Takes a copy of every email sent and received through your company domain names at the time each email is sent or received.
• Ensures copies of all emails are stored centrally and securely
• Utilises “Envelope” journaling which means that all recipients of an email are recorded, including BCC and fully expanded Distribution List members.
• Each night all users’ mailboxes are scanned and the appropriate ownership associations are made between each user’s mailbox and the Archive Store.

• Storage Management
• Based upon customer definable Mailbox Archive Policies the Hosted Email Archival service takes selected emails from a Microsoft Hosted Exchange mailbox and places a copy of them in cost effective long term Archive Store
• A “stub” of the original email is left in the mailbox on the Exchange server. This “stub” contains all of the text of the original email, in plain text format, and provides a pointer to the full message in the Archive Store. Each “stub” is typically only 1-2Kb in size. As the “stub” contains all of the original email text full text searching of each mailbox via Outlook or Outlook Web Access is still possible.
• As a result, the size of each archived Exchange mailbox is greatly reduced, typically by around 50-60%. This space saving is achieved because all of the attachments and images are kept in the Archive Store rather than in the Exchange mailbox for archived messages. As the older each email becomes the less frequently it gets accessed, as a result the small delay experienced in opening an “stubbed” message is surpassed with the increased benefits of knowledge management, information discovery, content control and reduced cost of storage.

• Cross Archiving Searching
• This allows users and nominated Administrators to search across all emails and associated attachments within the Archive.
• Email access privileges as defined within the Hosted Exchange service are maintained during Cross Archive Searches for standard users. Nominated Administrators have permission to search all emails within the Archive Store.

• Seamless Retrieval

• With an Outlook plug-in, a single click is all that is required to retrieve the original email from the Archive Store seamlessly . Users may experience a short delay whilst the full content of large emails is pulled from the Archive Store compared to opening messages from Outlook with Cached Exchange Mode. An Offline Archive Cache is available to mitigate any such delays.
• Outlook Web Access is also updated so that users can view the contents of the stub in the preview pane. As in the full Outlook client when you open a stubbed email, the original content is pulled from the archive. Users with an archived mailbox will access Outlook Web Access via a separate URL.

• Secure Remote Access
• Access to the Email Archive is through the same clients used for the Microsoft Hosted Exchange Service. Secure access over the internet is provided allowing users to gain access regardless of time or location. The supported access methods are:
• Microsoft Office Outlook® 2003. The full text of the email is available through the archive “stub” which can be seen in the Preview Pane within Outlook. An Outlook plug-in[MF1] is required to allow the retrieval of the original email from the Archive Store and for it to be displayed in a standard message window. An Offline Archive Cache is available for mobile users who need access to old archived emails when not connected to the internet.
• Outlook Web Access (OWA). By default the archive “stubs” are displayed in the OWA Preview Pane. The OWA interface is updated for Email Archival users so that when an archived message is opened the original message content is pulled from the Archive Store and displayed in a standard message window.
• Outlook Mobile Access (OMA). As the full original text of the email is left in the archive “stub” OMA users still have access to the full text of all emails within their mailbox.
• Windows Mobile Devices. Windows Mobile device users are able to see the full text of the emails within Pocket Outlook. The archive “stubs” are synchronised with the mobile device via ActiveSync in the normal manner
• BlackBerry Enterprise Devices. BlackBerry users are able to see the full text of the “stub” left in their Exchange mailbox via the BlackBerry Enterprise Server.