4.23.5 Email compliance

Source – taken from existing site

Status - Final

Email Compliance

Your number of company email accounts is increasing, as is your average number of email messages sent and received by each account and the average size of each message. Your employees may be able to limit their text messages to 160 characters, but they regularly send emails with huge spreadsheet or PDF attachments, graphics and rich text formatting. The storage burdens on your email servers are becoming more and more difficult to meet with each passing week.

It would be natural to consider dumping the oldest email files and attachments to reclaim server space, but you know better than to neglect compliance with the ever-increasing requirements for email retention that emanate from regulators, legislatures and courts. The only solution, it seems, is to spend more and more money on email storage media. Email compliance issues combined with the explosive growth of your email files is choking your company.

Email Compliance and Storage Savings Go Hand-in-Hand with MailMeter

Well, that's the situation today. If you act now to begin the installation of our industry-standard MailMeter email management and compliance solutions, tomorrow will be a new day, and a much better day, at your company. Full MailMeter installations are remarkably affordable, take less than a day to complete and begin earning back their cost immediately in ancillary savings such as storage costs.

We don't use the word "solutions" lightly. MailMeter will archive every email that passes through your servers so that your email retention compliance issues are fully resolved. Meanwhile, the graph of those climbing storage costs will take a dramatic u-turn and begin dipping down toward much earlier levels.

MailMeter Archive- Capture emails to lower cost storage

Compliance, Storage Savings, E-discovery

MailMeter is a comprehensive, yet easy to use, affordable and robust email archiving solution that captures and pre-indexes email real-time to provide a complete, unalterable and secure email archive.

  • Regulatory compliance and policy enforcement
  • Email storage management
  • eDiscovery and litigation support
  • Monitoring email
  • Email records retention and retrieval

Optimize Your Email Server!

  • Archive from Expensive to Low Cost Storage- There is no reason to have expensive storage for emails that are rarely accessed.
  • Get in Compliance- capture all messages before any user can delete them.
  • Reduce back up times- and potential recovery time. Users want to save every email. Use MailMeter Archive to give them a low cost, "bottomless" mailbox with the optional MailMeter ISR, Individual Search and Retrieval.
  • Automatic Storage Optimization- Replace attachments on older messages using the MailMeter Storage Manager.
  • No More PSTs- use MailMeter Archive as a central data repository where users can access their own email easily. Only keep a minimal amount of email in your server.

Archive Searching

The base MailMeter Archive includes a powerful search capability to search by email address, domain, date range, message body text, attachment text or type, and word lists using wildcard, Boolean and proximity searching.

How MailMeter Archive Works

MailMeter Archive is a software application that runs on a Windows Server (real or virtual). It collects emails from the standard journaling interface on your email server (Microsoft Exchange, Lotus Domino, IpswitchIMail, SeattleLabSLMail Pro) and deletes them when they are secured in the archive. There are options for capturing messages from the existing mailboxes (History Capture) and from PSTs and NSFs (PST / NSF Import).

All components of a message - header, recipients, message body, and attachments are captured into the MailMeter Archive SQL database and Archive Volumes. The SQL database must have full-text indexing activated.

Archived messages and attachments are de-duplicated, compressed, encrypted, given GUID names then stored in Archive Volumes (Windows folders) that can be located on any low cost, storage device - local disk, SAN, NAS, USB, etc. The Archive Volumes are managed to a size of 4G. New ones are created automatically as needed. Archive Volumes only need to be backed up once when they are full and closed (contents don't change).

Messages are secured and protected in the MailMeter Archive. The administrator can delete emails by date for record retention. There is also an optional Retention Manager for a more granular control over message destruction by mailbox and by individual messages.

Requirements

  • MailMeter server
  • Windows Server 2003 (x86 and x64) or Windows Server 2008 (x86, x64 and R2 x64)
  • CPU: 2 or 4 processors
  • Memory: 4 to 8 GB
  • Disk: Temporary work area = size of largest mailbox
  • Disk: Archive Volumes = any local, SAN or NAS device
  • SQL Server
  • Windows Server 2005 or 2008
  • CPU: 2 or 4 processors
  • Memory: 8 to 32 GB
  • Disk: Database = 40% of data collected