E-mail Archiving
Market reports from Gartner, IDC and other analyst groups regularly articulate the importance of e-mail as perhaps the most vital--or, at least, most readily used-- organizational communication tool. But with this importance comes the responsibility to not only manage and archive e-mail messages, but to also create a structure in which the information retained in these e-mails can be found and used quickly and effectively.
New regulatory statutes for compliance and retention of growing data populations add pressure to the situation. Organizations need to consider the following:
- What kinds of risks are involved in terms of the loss of company knowledge?
- What are the legal and regulatory considerations that need to be accounted for, and what are the repercussions of personal or organization-wide use or misuse of e-mail systems?
- How important is e-mail based information to daily operations, and what is the preferred way to ensure its accessibility and long-term usability?
- Will the responsibility to archive e-mail be managed by an appointed department or resource, or will individual users be responsible for their own e-mail?
ZyLAB's E-mail Archiving technology provides:
- Options for end-users to archive e-mail directly from their Microsoft® Outlook or IBM® Lotus Notes interface (platform)
- The Email-to-XML conversion of PST and NSF container files selected by the administrator
- Automatic, server-level conversion to an XML archive database
End-user Archiving Module: Send Microsoft® Outlook or Lotus Notes E-mails Directly to the XML Archive
The ZyLAB Archiving Module, which is included with the ZyLAB Information Management Platform, is a great enhancement for your e-mail client because it allows users to easily store e-mail, which is full-text searchable, in a ZyLAB archive. Using the "Archiving Option", e-mail will be stored as a text file, HTML file, or RTF file. The standard e-mail information such as sender name, subject, and date are stored as key fields. Any attachments included in the e-mail are saved as well, and a link will be created between the original e-mail and the attachments.
You can find either the e-mail or the attachments when you search your archive. Since the Archiving Module stores the link between the original e-mail and the attachment, you can always open the linked file right away.
With ZyLAB, archiving e-mail is a breeze. Just install the Archiving Module, and all your important e-mail can be safely archived in an open file format and made available on-the-spot with ZyLAB software.
Features & Benefits:
- The simple installation enables you to get to work immediately
- Archive quickly with one-click archiving capabilities in Microsoft® Outlook and Lotus Notes
- Save your documents directly into the ZyLAB archive
- Include e-mail attachments with the archived e-mails
- Automatically extract key fields such as Sender, Date and Recipient for use in the ZyLAB archive
- Automatically integrate e-mail properties such as sender name, subject line, and date
- End-users can add metadata to the e-mail
Email-to-XML Conversion Module for PST and NSF Container Files
The ZyLAB Email Conversion Module enables administrators to convert selected e-mail (PST or NSF) to the non-proprietary and digitally-sustainable XML format. This optional enhancement to the Archiving Module (above) helps IT organizations make their e-mail more uniform and easier to search and govern. Storing your e-mail as XML guarantees compatibility with future systems without the need for expensive conversions.
Server-based Archiving: Archive Microsoft® Exchange Server Information in a XML Repository
With the ZyLAB Exchange Connector, you no longer need to archive relevant e-mail on a user-by-user basis; instead, all e-mail is automatically archived directly from the server and is immediately searchable. The ZyLAB Exchange Connector enables you to archive all information from your Microsoft® Exchange Server into a ZyLAB XML Repository. All information that you want to archive, such as e-mails, newsgroups, and so forth, will be copied from the Microsoft® Exchange Server and stored as XML files along with any additional attachments. The ZyLAB Exchange Connector will automatically add information such as recipient name, sender name, date and time as key fields so that your archive is automatically structured. Using ZyLAB’s advanced full-text retrieval engine, you are then capable of creating a searchable archive and retrieving documents quickly and easily.
Different scenarios exist regarding how the e-mail archive can be used:
- Stand alone - The e-mail that you archived can be searched and managed with a stand-alone ZyFIND Windows application, which will enable only authorized individuals to access the archived e-mails.
- Web based - With the ZyLAB Webserver or Enterprise Webserver, users can search and view e-mail through a simple web browser. Retrieved e-mails can be managed (Forward, Reply, etc.) in the original Exchange e-mail client.
- Web based and secure - Using the ZyLAB Enterprise Server in combination with the Document Security Module creates an e-mail archive portal that allows users to log on and restrict searching to their own e-mail.
Depending on your needs and infrastructure, the ZyLAB XML Repository can reside on the storage device of your choice, such as HDD, RAID or SAN.
Features & Benefits:
- Create detailed logs with extensive logging functionality
- Work more efficiently with browser-based maintenance and application controls
- Seamlessly integrate with the ZyLAB Enterprise Webserver
- Archive incoming and outgoing e-mail (including attachments) in XML files
- Archive newsgroups in XML
- Extract e-mail properties and archive these as key fields
- Create archiving rules for individual mailboxes or groups
- Create archiving options for groups in Public Folders
