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Fortis Email Management for Exchange

Fortis Email Management for Exchange. What is Fortis Email Management?. “Best-of-breed” solution powered by Sherpa Software’s Archive Attender product Fortis Email Management consists of a server-side Microsoft Exchange level archiving tool

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Fortis Email Management for Exchange

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  1. Fortis Email Management for Exchange

  2. What is Fortis Email Management? • “Best-of-breed” solution powered by Sherpa Software’s Archive Attender product • Fortis Email Management consists of a server-side Microsoft Exchange level archiving tool • Option of adding Mail Attender to support email manipulation, logic and quota’s • Provides back-end, transparent archiving of Exchange email accounts to Fortis or other UNC paths • During archive, system can • Create a stub of a message with a link to Fortis Portal or web-based retrieval interface • Leave original email message intact • Remove the email message

  3. What is Mail Attender Option? • Fortis Email Management addresses Exchange or Lotus Notes level archiving into Fortis Mail Attender option allows for: • Mail Attender option manages content as it is "at rest" in MS Exchange • Mail Attender option enforces policies on information within Exchange • Mail Attender option can gather robust stats on your entire Exchange environment • Fortis Email Management removes info from Exchange that has met a determined criteria and places it in the archive

  4. What is Mail Attender Option? • Fortis Email Management can enforce retention policies and search the archives NOT live Exchange • Fortis Email Management provides the stub link so users can access info that has been archived • Mail Attender option is for generating reports on the Exchange environment • Mail Attender option can manage desktop PST files • When the two products are used as a bundle, your criteria for which messages can be archived is well over 70

  5. Why Archive? Reasons to Archive: • Comply with data preservation laws/regulatory requirements • Reduce Exchange server storage space • Eliminate/preserve hard to manage PST data • Search for critical business content and move it off of susceptible mail servers Statistics show*: • In the past three years, 81% of IT departments have been required to search back-ups to retrieve one or more emails • Almost 50% of organizations have been ordered by a court or regulatory body to produce email • 4 out of 5 users employ personal/local archives to store messaging system data *based on Osterman Research findings

  6. Compliance Archiving • Why Compliance Archiving? • Adhere to ever increasing regulations (SOX, HIPAA, FERPA, etc.) • Limit user access to archived data • This solution can: • Archive for specific users/departments • Archive specific content based on keywords • Archive all incoming and outgoing messages from the journal mailbox in native format • Search archived data for compliance reviews • Index archived messages and attachments for quick search results • Maintain audit trails of all activity within the archive • Enforce retentions on archived data so information is automatically purged after its “useful” life

  7. Storage Archiving • Why Storage Archiving? • Reduce storage requirements on Exchange servers • Increase server performance • Reduce back-up/recovery time • Inbox is becoming a file repository and taking up valuable server space • Decrease legal liability by selectively archiving only critical business documents • This solution can: • Provide Administrators and/or users ability to archive messages • Provide Administrators, Compliance Officers, HR, Legal, and users access to search and retrieve data • Display search results similar to web search engines for easy retrieval

  8. PST Archiving • Why Archive from PST Files? • Hard to access/password protected • User-controlled • Possible corruption issues • Contain business knowledge • Occupy valuable space • Difficult to back-up • This solution can: • Access and archive content from PST files • Provide users access to search and retrieve data archived from PST files • Decrease the need for PST files since information is now stored in a secure location

  9. PST Management • Why Manage PST Files? • Difficult to locate • Hard to access/password protected • Lack of central management/user-created • Possible corruption issues • Contain proprietary business knowledge • Occupy valuable space • Difficult to back-up • Fortis Email Management can: • Locate all PST files (network and desktop) • Report on PST files and their location • Access and manage content within desktop and network PST files • Export information out of PST Files • Enforce corporate policies within PST file and mailboxes files concurrently

  10. Exchange Limitations • Limited policy enforcement options – no granularity • PST files - no central management within Exchange • Poor reporting and trending capabilities • “Black hole” for storage – always expanding Exchange storage • Limited options to manage journal emails

  11. Exchange Archiving Options • Exchange options available for archiving: • PST Files are difficult to manage if not using a product like Mail Attender. Archive Attender allows elimination of PST files. • Public Folders retain information in the Exchange Server and does not alleviate any of the storage issues. • Journaling copies incoming and outgoing messages to a Journal Mailbox, but does not move messages which is required for regulatory compliance. Archive Attender allows data to be sent to a secure, storage location for preservation and searching.

  12. Archiving Options • Exchange Mailboxes • Messages • Calendar Entries • Contacts • Tasks • Journals • Sticky Notes • PST Files • Query Active Directory • Journal Mailbox

  13. The Admin Console • Easy installation • Easy navigation • Set different policies for different users/groups • Search all users archives

  14. Journal Archiving • Preserve original emails (sent and received) • Comply with regulations to retain email • Easy searching of archived information

  15. PST Archiving • Move PST data to archive locations • Users can access archived PST information through stubs in their mailbox • Eliminate PST files

  16. Targeting Users • Include users based on Active Directory membership • Organize users in logical or physical groups • Automatically reflect changes in Active Directory

  17. Selecting Data for Archiving • Flexible archiving policies to meet compliance and storage requirements • Archiving Criteria: • Quota: weighted quota scale with age and size • Subject • Sender • Size • Location • Keywords (Mail Attender) • Attachment Types (Mail Attender)

  18. Archiving by Quota • Archive based on user mailbox quota limitations • Weighted message age and size determine which messages are archived to meet quota requirements

  19. Scheduling • Ongoing journal mailbox archiving • Option to archive at off-peak times to allow maximum server performance • Flexible scheduling window similar to Exchange • Ability to process past the end of the scheduled window

  20. User Archiving • Administrator can provide users the option to archive their own messages • No client installation required

  21. Stub Options • Multiple stub options to address varying needs • Plaintext stub options to minimize space • HTML stub options • Option to include original body in the stub to support user searches in the Outlook client

  22. Managing the Archive Lifecycle • Search the archive and retrieve messages and attachments • Move to secondary/tiered storage: Hierarchical Storage Management • Set retention policies on the archives to delete anything over useful life • Prevent unauthorized access to data by securing the archive • Provide access to Corporate Security Officers for ongoing policy enforcement and compliance monitoring

  23. Administrator Archive Searches • Administrator can search across all archives (messages and/or attachments) • Allow Compliance/Security Officer to conduct searches across the archives • Multi-threaded, simultaneous searching of individual indexes allows for faster responses

  24. User Archive Searches • Web search engine style search results • Users can search across own archives • Individual indexes per user for faster searching, better reliability/performance, and quicker index building

  25. Archive Search Thru Fortis Portal

  26. Managing the Archive • Hierarchical Storage Management- move older/less critical data to secondary storage • Delete archived messages after retention period expires

  27. User Management • Administrator options can allow users to manage their own messages in the following ways: • Archive their own messages • Search their archived messages • Restore archived messages to their mailbox • Delete their own archived messages

  28. Mail Attender Option

  29. The Admin Console (Installation) • Easy installation • No Exchange server installation • Easy navigation • Centrally managed

  30. Policy Enforcement - Retention • Flexible policy management criteria • Folder level management • Customize reports • Multiple levels of deletion

  31. PST PST PST PST PST PST PST Management • Manage all (network and desktop) PST files • Apply the same rules to mailboxes and PST files alike • Locate and gather statistics on all PST files and mailboxes

  32. Moving Data to Other Locations • Export data to secure locations • Leaves message stub for archived messages • Drive archiving from Fortis Email Management rules

  33. Statistical Reporting • Automatically collect statistics from Mailboxes and PST files • Understand total email storage • Track history for proactive enforcement

  34. Active Directory Support • Query Active Directory (AD) for mailbox and user details • Apply rules based on AD Groups

  35. Fortis Email Management Advantages • Easy installation • Comprehensive PST file management eliminates PST files and associated management headaches • No client installation • No installation required on the Exchange server • No additional database or hardware necessary • Archived information is stored in its native format for easy retrieval • Efficiently priced licensing with volume discounts available

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