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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 data

Archive 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

documents

Archive 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-up

Archive 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