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Home ECM Expertise Email Data Management
Email Data Management PDF Print E-mail

Email archiving includes business-critical and legal documents. Good archiving of this documents becomes a more and more important topic.

80% of all emails is inactive


Archiving documents is mainly done for the following reasons:

  • Legal regulation: from the tax authorities it is necessary to keep relevant business information for at least 7 years (including email!).
  • Relieving the email server: 80% of all emails on the mail server is inactive and is almost never used. All these email creates unnecessary load on the server.
  • Managing all corporate email: the email server is not designed as a backup and archiving system. And standard backup systems (tape/DVD) are not searchable.
  • Set up or enforce email usage rules: you can prevent that certain file types can be sent via email (as MP3).

When archiving email, attachments are splitted and all text in the emails and attachments will be indexed. The archived files are then compressed. The software is installed on a Windows server. This can be the email server. 

email_data_management

Benefits for your organization

  • Reduce email data from 50 to 80%
  • Users are still able to work with the normal email client
  • Quick search in emails and its attachments
  • You can save up to 15 minutes a day, because you will find your emails faster
  • Payback time is under 3 months
  • Reduction of data in the email servers
  • Better control over email traffic
  • Ability to monitor or enforce email usage agreements
  • Ability to retrieve important email messages

Well suited for

Organizations who receive and/or sent a lot of email, but who want to spend their precious time on more important tasks and to-do's instead of cleaning up their mailbox.

Everybody needs the right intelligence to act upon with confidence.


Core capabilities

  • Cleaning Outlook backup files (so called PST's)
  • Email archiving based on journaling: all email is archived in relation to compliance
  • Email archiving based on policies: through user-defined rules it will be determined which email can and can not be archived
  • Extensive search functionality to find, copy, move or delete specific email