Integration with Exchange and other email servers
GFI MailArchiver leverages the journaling feature of Exchange Server,
providing unparalleled scalability and reliability. Other email archiving
solutions actually replace the email with a link to their database – this
can be a point of failure and can bring down your entire email system. GFI
MailArchiver works in parallel and does not touch the way Exchange works.
GFI MailArchiver can be used with Exchange as well as other email servers
with the capability of polling emails from a mail server which supports IMAP
and Active Directory.
Automatically archive corporate email into one storage area
Your mail server is not the ideal place to store all organizational email:
Over time this will cause a severe decline in email performance. Moving old
emails into a database will keep your mail server performance high and email
stores compact. You may archive your email in:
Multiple database support and ‘automatic’ database management support
- A SQL database: Because email is stored in a standard SQL
database, it is easy to backup and restore; no special Exchange backup
tools are required. This setup is strongly recommended for high email
- Directly to an NTFS hard drive: You may store email in a
database that is located on an NTFS-formatted hard drive, saving you the
license costs of Microsoft SQL Server! This setup is suitable for low
email volume environments and for small enterprises intending to save on
license costs of Microsoft SQL Server.
It is possible to archive emails in multiple
databases – this overrides the problem of having one large database that
becomes slow and requires more maintenance. GFI MailArchiver allows you to
automatically archive emails to a new database after a specified time, for
example, every month or quarter.
Reduce email storage requirements
GFI MailArchiver compresses and decompresses
attachments on the fly, which results in considerable savings in terms of
storage when compared to storing attachments in the Exchange stores. In
addition, storing email in a database is more space efficient than storing
in PST files. An added advantage is that GFI MailArchiver archives only one
copy of attachments sent to multiple recipients.
End PST hell
Using GFI MailArchiver for Exchange eliminates
the need for users to archive their mail in PST files on local hard disks.
These PST files end up being very large and are difficult to backup and
search. Many users do not know how to organize their PST files properly.
With GFI MailArchiver, users can browse to the web search interface and
retrieve past email from the database, rather than having to dig through a
store of PST files on disk to find a particular email.
Migrate old PST files stored on client machines
Through GFI MailArchiver's agent-based PST
Exporter, you can archive emails processed by Microsoft Exchange prior to
the installation of GFI MailArchiver. The GFI PST Exporter uses the GFI
MailArchiver Import Service to transfer emails to an archive store without
any end-user intervention. Agents save extracted emails in a destination
folder and the GFI MailArchiver Import Service then imports the extracted
emails into a GFI MailArchiver archive store.
Set up email retention and categorization policies
Setting up an email retention policy is critical
and while email archiving is essential, retaining emails for an indefinite
time is costly! With GFI MailArchiver you can create rules to delete one or
more emails after a specific time, for example, you can delete all emails
sent by the Marketing Department that are older than 7 years. In addition,
GFI MailArchiver can help you to categorize emails by adding a label to the
emails that meet a particular condition. For example, emails sent from the
CEO, could be automatically labeled with [CEO].
Helps comply with Sarbanes-Oxley Act
By archiving all company email, GFI MailArchiver
helps organizations to meet regulatory compliance such as the Sarbanes-Oxley
Act. Under the Sarbanes-Oxley Act 2002 and Security and Exchange Commission
(SEC) rules, public companies must prove that their internal controls and
audit trails are sound and that their processes are capable of producing
certifiably correct data. Companies must retain all correspondence created,
sent, or received "in connection with an audit or review" of a public
company for a period of seven years, during which time these records must be
non-erasable and non-rewritable. This includes any "electronic records" such
as email, particularly relating to subjects, departments or individuals
involved in auditing procedures. Failure to comply is a crime, punishable by
up to 10 years in jail.
Helps to comply to other acts and regulations
GFI MailArchiver is also a valuable tool that
aids compliance with the following: E-Comm Act 2000, BS7799-2:2002,
Enterprise Act 2002, Decreto del Presidente del Consiglio dei Ministri (8
febbraio 1999) and more.
Give viewing rights and exempt users from archiving email
GFI MailArchiver allows you to grant a user
viewing rights to all email relating to a specific Active Directory Group,
for example, the Sales Manager would be able to view all emails sent or
received by his team. Also, if required, you can instruct GFI MailArchiver
for Exchange not to archive email to/from particular users, for instance it
is possible not to archive emails sent to/from the HR Manager.
Collect and archive emails in one geographical location
GFI MailArchiver provides the possibility of
centralizing email archiving to one physical location by polling emails from
multiple locations. For example, an organization that operates in the US, UK
and Australia may want to archive email of all offices centrally in one
location – the US office.
Audit your archived email to ensure they have not been tampered
GFI MailArchiver ships with auditing
functionality that ensures all archived emails have not been tampered with.
This is particularly important in industries and countries where regulations
require organizations to monitor user activity and keep audit trails of such
activity. GFI MailArchiver offers two types of auditing:
- Database activity auditing: Uses the tracing capabilities of Microsoft
SQL Server to record all activity affecting the GFI MailArchiver archive
- User interaction auditing: Record all users’ activity whilst they are
using the GFI MailArchiver web interface to browse email archive stores.