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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

Attender Utilities® for Microsoft Exchange

Sherpa Software

…your guide through email terrain

Archive Attender

space management & compliance retention for email

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, 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

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
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
  • 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

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.

Archive Attender Archiving Options

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

The Admin Console

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

Exchange 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

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

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

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
archive attender advantages
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