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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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Fortis Email Management for Exchange


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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


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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


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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  • Fortis Email Management provides the stub link so users can access info that has been archived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


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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


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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


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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


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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


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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


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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


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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.


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Archiving Options

  • Exchange Mailboxes

    • Messages

    • Calendar Entries

    • Contacts

    • Tasks

    • Journals

    • Sticky Notes

  • PST Files

  • Query Active Directory

  • Journal Mailbox


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The Admin Console

  • Easy installation

  • Easy navigation

  • Set different policies for different users/groups

  • Search all users archives


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Journal Archiving

  • Preserve original emails (sent and received)

  • Comply with regulations to retain email

  • Easy searching of archived information


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PST Archiving

  • Move PST data to archive locations

  • Users can access archived PST information through stubs in their mailbox

  • Eliminate PST files


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Targeting Users

  • Include users based on Active Directory membership

  • Organize users in logical or physical groups

  • Automatically reflect changes in Active Directory


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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)


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Archiving by Quota

  • Archive based on user mailbox quota limitations

  • Weighted message age and size determine which messages are archived to meet quota requirements


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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


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User Archiving

  • Administrator can provide users the option to archive their own messages

  • No client installation required


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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


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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


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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


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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


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Archive Search Thru Fortis Portal


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Managing the Archive

  • Hierarchical Storage Management- move older/less critical data to secondary storage

  • Delete archived messages after retention period expires


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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


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Mail Attender Option


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The Admin Console (Installation)

  • Easy installation

  • No Exchange server installation

  • Easy navigation

  • Centrally managed


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Policy Enforcement - Retention

  • Flexible policy management criteria

  • Folder level management

  • Customize reports

  • Multiple levels of deletion


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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


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Moving Data to Other Locations

  • Export data to secure locations

  • Leaves message stub for archived messages

  • Drive archiving from Fortis Email Management rules


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Statistical Reporting

  • Automatically collect statistics from Mailboxes and PST files

  • Understand total email storage

  • Track history for proactive enforcement


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Active Directory Support

  • Query Active Directory (AD) for mailbox and user details

  • Apply rules based on AD Groups


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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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