Policy-Based Email Archiving and eDiscovery

Preserve, Protect, and Discover Your Electronic Records

If you’re like most organizations, you receive, generate, and store growing amounts of information in your corporate email system. According to the American Records Management Association (ARMA), 90% of records created today are electronic, making your corporate email system the most important data repository in the organization.

That's why it is important for the productivity and security of your organization that the information stored in your email system is securely archived and easily searchable, which can be particularly challenging in environments using multiple email platforms.

Reduce the Cost and Complexity of Email Archiving and eDiscovery

Netmail Archive is an email archiving and eDiscovery solution for Novell GroupWise or Microsoft Exchange Server (2003/2007/2010) that intelligently preserves your email records while dramatically reducing the cost and complexity of archiving email across your enterprise and producing email messages during eDiscovery.

• FULL INTEROPERABILITY BETWEEN EMAIL PLATFORMS. Enables organizations to quickly archive all email, email attachments, and other electronic records from Novell GroupWise and Microsoft Exchange Server (2003/2007/2010) into a central repository.
• POLICY-BASED EMAIL ARCHIVING. Automates the archiving of email centrally for compliance purposes, eDiscovery, and internal investigations based on people’s identities and roles within the company.
• SIMPLIFIED EDISCOVERY WITH NETMAIL SEARCH. Allows for simultaneous searching across multiple locations for easy discovery and retrieval, featuring sub-second search results and refinements with guided navigation to let you drill down into millions of email records. By providing a central repository that is easily accessible through both web-based and stand-alone eDiscovery viewers, Netmail Archive allows you to search for email across the enterprise and easily meet legal discovery requests.
• SEAMLESS END-USER EXPERIENCE. Offers a seamless end-user experience by providing transparent access to archived email records through Microsoft Outlook, GroupWise WebAccess, and Outlook Web App.

Understand the issues driving the need for email archiving

Why You Need to Archive Your Email

The Drivers

Legal and regulatory requirements demand that your organization produce its email records in the event of litigation, an audit, or request for information.

Sarbanes-Oxley, Gramm-Leach-Bliley Act, HIPAA, and the rules of civil procedure require organizations to retain and protect the confidentiality of their electronic records because they are a prime source of information and evidence. In fact, email is subpoenaed in 75% of all lawsuits, and in some cases regulators can demand that old email records be produced in as little as 30 days.

The Problem

If you’re like most organizations, you can’t produce your email records "on-demand" because of outdated retention policies or archaic storage methods.

Email records get manually or systematically deleted within a 30- to 90-day period. Organizations that store email for disaster recovery purposes typically use back-up tape. The problem with backing up email is that previously saved emails are often overwritten. Back-up tape is also extremely time-consuming and expensive to search through, costing organizations $1,500 to $2,000 to restore each tape.

The Consequences

You organization will pay a high price if you can’t produce your email records on time, and an even higher price if you fail to produce them altogether.

The average lawsuit costs organizations $1.5 million, with 30% of the cost associated with IT-related tasks such as searching for emails. Failure to produce email records altogether during legal discovery means organizations don’t have the evidence needed to defend themselves. And if the courts determine that an organization has destroyed its email records, it can be slapped with a hefty fine and/or imprisonment. In fact, 84% of all e-discovery fines are due to email destruction.

The Solution

Your organization must automate the archiving of its emails and their end-of-life destruction, and be able to instantly retrieve them as needed.

Netmail Archive from Messaging Architects manages the lifecycle of your emails by intelligently preserving and destroying them as required by record retention laws and the roles and responsibilities of individuals within your organization, while driving down the cost of IT and e-discovery.

The Benefits

By archiving your emails with Netmail Archive, your organization will:

• Enforce proper email retention policies
• Comply with record retention laws
• Reduce the time and cost of e-discovery
• Preserve the authenticity of your email records
• Reduce your email storage costs

Learn More About Netmail Archive’s Features & Benefits

Scalable Enterprise Email Risk Management Platform

Netmail Archive is designed to provide organizations with a robust solution that is scalable and fault tolerant.

• Configured to automatically detect additional nodes and cluster together for maximum performance and uptime.
• Monitors and identifies system nodes that may be overloaded and impacting performance before redistributing the workload to better utilize system resources.

Full Interoperability between Email Platforms

Netmail Archive is an easy-to-deploy, stable, reliable solution that can be seamlessly integrated into current messaging and collaboration systems without compromising the existing stability or scalability of the environment.

• Enables organizations to quickly archive all email, email attachments, and other electronic records from Novell GroupWise and Microsoft Exchange Server (2003/2007/2010) for compliancy purposes and the ability to quickly respond to eDiscovery requests.  
• Supports the deployment of mixed email environments for organizations where both GroupWise and Exchange co-exist. 
• Allows organizations to make a gradual transition to a new email platform as their business needs dictate.
• Guarantees compatibility with any future messaging system by archiving into the system-independent XML file format.

Enhanced Migration Tools

Netmail Archive includes enhanced migration tools to help organizations migrate between email platforms.

• Decreases the risk and complexity of email system migrations by reducing the volume of the message store prior to migration.
• Provides organizations with the ability to provision users and distribution lists between email systems.
• Eliminates the need to purchase third-party migration tools at a substantial one-time usage cost.

Netmail Search

Netmail Search is an advanced web-based eDiscovery tool that allows authorized users to intelligently search, retrieve, view, manage, and export their archived data in a timely and cost-effective manner. The benefit of Netmail Search lies in its advanced search features and guided navigation.

• Advanced search features allow for word list usage, exact phrase matching, forbidden term searching, approximate spelling matching, and more!
• Case management features allow auditors to create specific cases where search can be saved and tracked. 
• Enhanced query builder allows users to submit multiple aggregated queries.

---

Netmail Archive and Netmail Store

Netmail Archive helps administrators enforce flexible email policies without breaching privacy and freedom of information rights, while Netmail Store helps tackle the nightmare of exponentially growing volumes of electronic data.

• Supports the storage of a single copy of any archived message attachment through Single Instance Storage to allow administrators to better control the flow and management of email attachments.
• Frees up storage space and reduces overall storage requirements.
• Provides a greener IT environment by lowering energy consumption, cooling requirements, data center space, and associated costs.

---

Seamless End-User Experience

Netmail Archive is designed to offer a seamless end-user experience.

• Provides web-based search and administration interface, email client integration, and Outlook, Outlook Web App, and GroupWise WebAccess integration.
• Allows end users to perform federated searches across online and archived email seamlessly with Outlook and GroupWise 8 email clients.

View Netmail Archive’s Technical Specifications

Technical Specifications

Netmail Archive Master or Worker Node Server Requirements

While all nodes are active in archiving and running jobs, the Master Node is responsible for overseeing a number of Worker Nodes and performing load balancing among them. (Note: This server may be virtualized; however, note that each instance of virtual server must be given the equivalent of the resources and capabilities described below.)

• Server-class Dual or Quad cores CPU (may be single CPU with Dual or Quad cores)
• 8 GB RAM
• 200 GB available on local disk (if disk not used as archive repository)
• Single IP address or teamed IP ports
• Microsoft Windows Server 2008 Standard version (64-bit) or better
• Outlook Client 2007 SP1 or 2003 SP3 + subsequent hot patches (32-bit version only)
• 64-bit OS on the node where the SAN luns are attached or archives are stored
• .Net 3.5 Framework

Index Server Requirements

The Index Server is responsible for the data-intensive classification of all archived items, including messages and attachments. Multiple instances of this server can be deployed based on total expected load. (Note: This server must not be virtualized.)

• Server-class Dual CPUs with Quad cores
• 32 GB of RAM
• 50 GB available on local disk (if disk is not used as index repository)
• 6 Hard Drives; Server-class, 15k RPM disks (may be internal RAID, SCSI or SAS drives, or external Fiber Channel)
• Single IP Address or Teamed IP Ports
• Windows Server 2008 Enterprise version (64-bit)
• Microsoft .Net 2.0 64-bit Framework
• Visual C++ 2005 SP1 64-bit patch
• JAVA 5.0 64-bit Client

Novell eDirectory

• eDirectory 8.7.3 or higher

Active Directory

• Active Directory for Windows Server 2003 or 2008.

GroupWise Requirements

• GroupWise 6.5.6 or 7.0.1 (or higher) or 7.03 (or higher) for SOAP support
• GroupWise 32-bit Client

Exchange Requirements

• Microsoft Exchange 2003 or 2007 or 2010
• Microsoft Outlook Client 2003 SP3 (and subsequent patches) or 2007 SP1 or 2010

Corporate / Personal Archive Viewer Requirements

• Internet Explorer 7 or higher
• Windows XP or higher
• Java Runtime Environment 5.0

GroupWise WebViewer / WebAccess Requirements

• Internet Explorer 7 or higher
• GroupWise WebAccess 7.0.3 or higher

Outlook Web Access / Outlook Web App / Netmail Search Requirements

• Internet Explorer 7 or higher
• Outlook Web Access 2003, 2007 or Outlook Web App (2010)

Discover What’s New in the Latest Release of Netmail Archive

Release 2010.1

Netmail Archive 2010.1 addresses the needs of organizations that are migrating to Microsoft Exchange 2010 by providing advanced email archiving and eDiscovery features.

• Enhanced migration tools. Netmail Archive’s enhanced migration tools help organizations migrate from GroupWise or Exchange 2003/2007 to Exchange 2010.
• Multi-language Support. Netmail Archive now provides support for French to facilitate archiving and eDiscovery in large organizations with offices in various geographic locations.
• PST Management. Netmail PST Radar is a discovery tool that detects and locates PST files across the organization’s network. Integrated with Netmail Archive, Netmail PST Radar allows organizations to archive and manage all PST data in a centralized email archive.