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Attender Utilities® for Microsoft Exchange

Archive Attender space management & compliance retention for email

Why Archive?• Reasons to Archive:

• Comply with data preservation laws/regulatory requirements• Reduce Exchange server storage space• Eliminate/preserve hard to manage PST data• Search for critical business content and move it off of susceptible mail

servers

• Statistics show*:

• In the past three years, 81% of IT departments have been required to

search back-ups to retrieve one or more emails

• Almost 50% of organizations have been ordered by a court or

regulatory body to produce email

• 4 out of 5 users employ personal/local archives to store messaging

system data*based on Osterman Research findings

Why Compliance Archiving?• Adhere to ever increasing regulations (SOX, HIPAA, etc.)• Limit user access to archived dataArchive Attender can:• Archive for specific users/departments• Archive specific content based on keywords• Archive all incoming and outgoing messages from the journal

mailbox in native format• Search archived data for compliance reviews• Index archived messages and attachments for quick search results• Maintain audit trails of all activity within the archive• Enforce retentions on archived data so information is automatically

purged after its “useful” life

Compliance Archiving

Storage Archiving

Why Storage Archiving?• Reduce storage requirements on Exchange servers• Increase server performance• Reduce back-up/recovery time• Inbox is becoming a file repository and taking up valuable server space• Decrease legal liability by selectively archiving only critical business

documentsArchive Attender can:• Provide Administrators and/or users ability to archive messages• Provide Administrators, Compliance Officers, HR, Legal, and users

access to search and retrieve data• Display search results similar to web search engines for easy retrieval

PST Archiving

Why Archive from PST Files?• Hard to access/password protected• User-controlled• Possible corruption issues• Contain business knowledge• Occupy valuable space• Difficult to back-upArchive Attender can:• Access and archive content from PST files• Provide users access to search and retrieve data archived from PST files• Decrease the need for PST files since information is now stored in a

secure location

Exchange Limitations

• Exchange options available for archiving:

• PST Files are difficult to manage if not using a product like Mail Attender. Archive Attender allows elimination of PST files.

• Public Folders retain information in the Exchange Server database and do not alleviate any of the storage issues.

• Journaling copies incoming and outgoing messages to a Journal Mailbox, but does not purge messages from this mailbox. Archive Attender allows this data to be moved to a secure, storage location for preservation and searching.

Archive Attender Archiving Options

• Exchange Mailboxes• Messages• Calendar Entries• Contacts• Tasks• Journals • Sticky Notes

• PST Files• Journal Mailbox

The Admin Console

• Simple installation• Easy navigation• Set different policies for different

users/groups• Search all users archives

Exchange Journal Archiving

• Preserve original emails (sent and received)

• Comply with regulations to retain email

• Easy searching of archived information

PST Archiving

• Move PST data to archive locations• Users can access archived PST information

through stubs in their mailbox• Eliminate PST files

Targeting Users

• Include users based on Active Directory membership• Organize users in logical or physical groups• Automatically reflect changes in Active Directory

Selecting Data for Archiving

• Flexible archiving policies to meet compliance and storage requirements

• Archiving Criteria:– Quota: weighted

quota scale with age and size

– Subject– Sender– Size– Location– Keywords (Mail

Attender)– Attachment Types

(Mail Attender)

Archiving by Quota

• Archive based on user mailbox quota limitations

• Weighted message age and size determine which messages are archived to meet quota requirements

Scheduling

• Ongoing journal mailbox archiving

• Option to archive at off-peak times to allow maximum server performance

• Flexible scheduling window similar to Exchange

• Ability to process past the end of the scheduled window

User Archiving

• Administrator can provide users the option to archive their own messages

• No client installation required

Stub Options

• Multiple stub options to address varying needs

• Plaintext stub options to minimize space

• HTML stub options• Option to include original

body in the stub to support user searches in the Outlook client

• Search the archive and retrieve messages and attachments• Move to secondary/tiered storage: Hierarchical Storage

Management• Set retention policies on the archives to delete anything over

useful life• Prevent unauthorized access to data by securing the archive• Provide access to Corporate Security Officers for ongoing policy

enforcement and compliance monitoring

Managing the Archive Lifecycle

Administrator Archive Searches

• Administrator can search across all archives (messages and/or attachments)

• Allow Compliance/Security Officer to conduct searches across the archives

• Multi-threaded, simultaneous searching of individual indexes allows for faster responses

Searching from Outlook

• Web search engine style search results

• Users can search across own archives

• Individual indexes per user for faster searching, better reliability/performance, and quicker index building

Managing the Archive

• Hierarchical Storage Management- move older/less critical data to secondary storage

• Delete archived messages after retention period expires

• Exempt archived data for users on legal hold

User Management

• Administrator options can allow users to manage their own messages in the following ways:

– Archive their own messages

– Search their archived messages

– Restore archived messages to their mailbox

– Delete their own archived messages

Archive Attender Advantages

• Easy installation• Comprehensive PST file management eliminates PST files and

associated management headaches • No client installation• No installation required on the Exchange server• No additional database or hardware necessary• Archived information is stored in its native format for easy

retrieval

Complimentary Sherpa Products