Archive Manager Exchange Edition Feature Details
No More Quotas: Unlimited Email
Archive Manager Exchange Edition is a very flexible product that helps with email retention and disposition at zero risk. It offers multiple options for email archiving:
- Archive email by age, size, type, or class
- Set retention and disposition criteria
- Set a threshold or maximum mailbox size limit
- Example: ‘at 90% of quota, archive the mailbox’
- Manage email quota
- Archive email until the maximum mailbox size is reached -- providing an unlimited email box!
- Set scheduled email archiving times -- usually before your backup runs
- Stub the email: remove it from Exchange and replace it with a link -- only the size of the stub goes toward the quota
PST Protection and Elimination
PST files are created by end users to store their emails and keep them accessible. These underground archives are not the best primary storage location for mailbox data for a variety of reasons. PST files:
- Need to be stored locally on users’ workstations
- Are not supported over the network
- Consume more drive space than equivalent content on an Exchange server
- Cannot support Single Instance Storage (SIS)
- Cannot be accessed from multiple sources simultaneously
- Lack strong security
Archive Manager Exchange Edition collects, uploads, and archives PST files to protect them and make them available, even when working remotely. All this is done without changing the end user’s Outlook folder structure. They believe they still have PST files but the administrator is working instead with an accessible and searchable archive of those files. This eliminates corrupted files, password-protected files and islands of information.
Single Instance Storage (SIS) automatically removes duplicates, which frees up large amounts of corporate storage space and stabilizes the Microsoft Exchange Server by eliminating unnecessary data. The PST process can be performed either manually or automatically, as needed. The administrator can also make the PST files read-only to prevent more email from being added and eventually delete them, as the content is fully protected and available from the archive.
User transparency and productivity
End users don’t see a difference in their Outlook or Outlook Web Access experience with Archive Manager Exchange Edition.
They have no knowledge of the back-end email archiving process and continue working just as before. The icon changes only if you elect to stub email.
End users simply click on the stubbed email to open it and it appears in Outlook, just like normal email. It doesn’t tax your server until it is forwarded, however.
End users can search through ALL the emails they have ever sent and received, then restore them from a single button on their desktop.
Disaster Management
Most clients protect their email archive as they protect Exchange.
Archive Manager Exchange Edition allows admins to archive parallel messages to two locations in real time, providing backup on the fly. Archived emails can be retrieved quickly from either location.
The product also supports continuous off-site replication for deploying data disaster recovery. Data replication creates a mirrored Microsoft Exchange server that continuously archives email onto storage media and offers instant retrieval. This archive can be connected to Microsoft Exchange servers that are local, remote, standby or new. The archived emails and attachments are accessible in seconds.
Should a Microsoft Exchange server environment malfunction, Archive Manager Exchange Edition's data disaster recovery function blocks all incoming and outgoing emails to ensure that they are not lost. All archived data is immediately accessed through the Archive Web interface, which provides continuity.
Lifecycle Management
Removing older email from Exchange means backups can be completed in half the time.
Archive Manager Exchange Edition captures, routes, stores, restores, migrates and deletes emails automatically with its Hierarchical Storage Management (HSM) archive engine. Its information management system controls the retention policy of each archived email. You can move the emails to less costly locations as their value changes over time. The emails are always accessible.
Short- and long-term email archiving allows admins to set retention categories for single messages, mailboxes, or distribution groups. Emails are moved to cost-effective long-term storage media at the set time. Once the retention time elapses, the messages can be optionally deleted unless they are on legal hold. The archive executes whatever terms your policy defines.
Some archived emails may need to be returned to the MS Exchange store. Archive Manager Exchange Edition’s restoration function makes this normally time-consuming task effortless. Stubbed Emails can be restored to the MS Exchange server at anytime, as if the archive never existed.
Litigation preparedness / e-Discovery
Archive Manager Exchange Edition allows special users to respond quickly to any investigation request.
Organizations need to know what electronic information they have and be able to produce it when investigators request it for both internal affairs like Human Resources or external matters such as a dispute with a client. The process of identifying content, protecting it from destruction, and producing relevant electronic information has a variety of names: e-discovery, early case assessment, compliance, governance, and litigation preparedness. Archive Manager Exchange Edition allows you to produce emails on demand without pulling your staff into a crisis projects. More importantly, it helps you protect your corporate brand.
Email searches take minutes with Archive Manager Exchange Edition and documents are found quickly with these important functions:
- Delegate searches: Special users can search the email archive for content ad hoc. Archive Manager Exchange Edition also offers a single Federated Search that goes beyond email to include files, SharePoint documents, etc. All communications are pre-staged in the archive so they are ready for repeated investigations and queries.
- No IT intervention required: Some IT organizations prefer to separate technical staff from the search process. Archive Manager Exchange Edition empowers investigators to do their jobs directly through an Outlook folder or via the web. It pre-stages all the archived information so it is ready to be searched online. No backup tapes need to be pulled.
- Focused search: Archive Manager Exchange Edition allows searches by name, date ranges, and specific words, among other fields. This search usually includes attachments.
- Tagging: Investigators often like to tag and/or add comments on the emails they find. Tags may include terms such as “Relevant,” “Non-Relevant,” and "Unknown.” Metalogix Archive Manager Exchange Edition lets you select from standard tags and add custom tag names quickly. You can also add comments to a selected item or items such as: “Susan, this email requires your review.”
- Legal Hold: Asimple drop-down tab includes the LOCK feature, which secures a set of search results, suspending disposition—or spoliation—on every email in that set (see Updated Rules of Federal Procedure). Archive Manager Exchange Edition suspends indefinitely those emails in a locked set that would otherwise be eligible for disposition at midnight, while disposing normally of items that are not on legal hold. When UNLOCKED, the emails revert to their original retention and disposition policy. It is common for certain emails to be in multiple LOCKED search results and those emails remain locked until the final lock is released. Archive Manager Exchange Edition does not create a separate copy of the email when a legal hold is executed. It simply overrides the permissions for that email “in place.” Copies of emails can be exported in PST or native format (see Export) to anyone the investigator wishes.
- Export: Investigators may need to export certain search results outside of the archive. Archive Manager Exchange Edition provides two formats—PST and Native—for these exports.
Remote User Productivity
An optional feature of the archive provides your remote users with a local copy so they can be fully productive when they are offline. Archive Manager Exchange Edition keeps a copy of all emails, even stubbed email, on the laptop so remote users can work as efficiently as if they were in the office. We call it offline folder synchronization.
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