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
  Softwares 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 quotas
• 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  users can access info that has been archived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 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