Email archiving is a stand-alone IT application that integrates with an enterprise email server, such as Microsoft Exchange or Lotus Domino. In addition to simply accumulating email messages, these applications index and provide quick, searchable access to archived messages independent of the users of the system using a couple of different technical methods of implementation. The reasons a company may opt to implement an email archiving solution include protection of mission critical data, record retention for regulatory requirements or litigation, and reducing production email server load. Email archiving stores emails in their original format which, in order to meet compliance regulations, cannot be altered. Email archiving is a systematic approach to saving and protecting the data contained in email messages so it can be accessed quickly at a later date. Email Archiving is the process of capturing, preserving, and making easily searchable all email traffic to and from a given individual, organization, or service. Email archiving solutions capture email content either directly from the email application itself or during transport. The messages are typically then stored on magnetic disk storage and indexed to simplify future searches. Solution approaches come in three general categories: 1. Dedicated appliances installed on the internal network 2. Packaged software installed on the internal network, leveraging existing shared storage hardware 3. Software as a service In addition to email and attachments, some email archiving software can also archive additional aspects of a mailbox including public folders, pst files, calendars, contacts, notes, and associated metadata and context. There are many motivations for enterprises or end-users to invest in an Email Archiving solution, including: • Regulatory compliance • Litigation and Legal Discovery • Email backup and disaster recovery • Messaging system & storage optimization • Monitoring of internal and external email content (Email retention policy)
Regulatory Compliance As industry and government alike grow continually more reliant on information system, particularly email, these information become more valuable. To protect this valuable information, standards and government regulations have been enacted that require certain retention and timely response to legal and information queries. A proper email archiving system allows companies to meet regulatory, and/or business records retention requirements by enabling compliance officers to easily search email stored in the archive and perform periodic reviews.