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Sherpa Software

Attender Utilities ® for Microsoft Exchange. Sherpa Software. …your guide through email terrain. Archive Attender space management & compliance retention for email. Why Archive?. Reasons to Archive: Comply with data preservation laws/regulatory requirements

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Sherpa Software

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  1. Attender Utilities® for Microsoft Exchange Sherpa Software …your guide through email terrain Archive Attender space management & compliance retention for email

  2. 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

  3. Compliance Archiving • Why Compliance Archiving? • Adhere to ever increasing regulations (SOX, HIPAA, etc.) • Limit user access to archived data • Archive Attender 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

  4. 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 • Archive Attender 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

  5. 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 • Archive Attender 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

  6. Exchange Limitations • 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 database and do not alleviate any of the storage issues. • Journaling copies incoming and outgoing messages to a Journal Mailbox, but does not purge messages from this mailbox. Archive Attender allows this data to be moved to a secure, storage location for preservation and searching.

  7. Archive Attender Archiving Options • Exchange Mailboxes • Messages • Calendar Entries • Contacts • Tasks • Journals • Sticky Notes • PST Files • Journal Mailbox

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

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

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

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

  12. 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)

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

  14. 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

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

  16. 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

  17. 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

  18. 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

  19. Searching from Outlook • 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

  20. Managing the Archive • Hierarchical Storage Management- move older/less critical data to secondary storage • Delete archived messages after retention period expires • Exempt archived data for users on legal hold

  21. 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

  22. Archive Attender 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

  23. Complimentary Sherpa Products

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