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Fortis Email Management for Exchange

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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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what is fortis email management
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
what is mail attender option
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
what is mail attender option4
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  • Fortis Email Management provides the stub link so users can access info that has been archived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
why archive
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


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

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
pst archiving
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
pst management
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

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

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.

Archiving Options

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

The Admin Console

  • Easy installation
  • Easy navigation
  • Set different policies for different users/groups
  • Search all users archives

Journal Archiving

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

PST Archiving

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

Targeting Users

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

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)

Archiving by Quota

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


  • 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

User Archiving

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

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

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

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

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

Managing the Archive

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

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

The Admin Console (Installation)

  • Easy installation
  • No Exchange server installation
  • Easy navigation
  • Centrally managed

Policy Enforcement - Retention

  • Flexible policy management criteria
  • Folder level management
  • Customize reports
  • Multiple levels of deletion







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

Moving Data to Other Locations

  • Export data to secure locations
  • Leaves message stub for archived messages
  • Drive archiving from Fortis Email Management rules

Statistical Reporting

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

Active Directory Support

  • Query Active Directory (AD) for mailbox and user details
  • Apply rules based on AD Groups
fortis email management advantages
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