Messaging Solutions LLC

Archive One Policy Manager

OVERVIEW

Archive One Policy Manager manages email retention policies, reducing mailbox size, storage costs and improving email user productivity.  Archive One Policy Manager can create tailored email archiving processes while better managing resources for improved productivity.

Many organizations are unregulated or unsure as to which email archiving rules prevail. Archive One Policy Manager allows the creation and enforcement of archiving policies specific to your organization and integrated with your storage strategy.

Archive One Policy Manager selects and archives information from mailboxes, PST files or Exchange public folders automatically and invisibly, using the criteria based on your organization’s e-policy.  The locations, types and retention periods of the archives are flexible and selectable by administrators.

Archive One Policy Manager replaces long messages on email servers with a short summary and a link to the archive.  Users are able to access archived email directly from their mail client software, and the email is reinstated to original status seamlessly.
                        
Archive One Policy Manager improves productivity for email users.  It provides them with seemingly unbounded storage removing the hassle of selecting old messages for deletion and other mailbox maintenance. 

FEATURES AND BENEFITS

Features

• Content specific selection criteria
  Policy Manager provides a wide range of options for archiving email information. Forty six different selection criteria are available with twenty three choices of Boolean logic options giving thousands of combinations to meet any organization’s requirements.
• Multiple policy configurations
  Policy Manager is designed to run multiple policies so that groups of users, mailboxes and PST files can each be treated according to the requirements of specific roles, departments or project teams within the organization.
• Exchange 2007 Unified Messaging recognition
  Administrators can select archive actions based on the types of message in the Exchange 2007 stores.  For example it may be appropriate not to archive voice mail could be stored on the Exchange 2007 server. 
• Automatic indexing
  Policy manager uses a sophisticated rules engine to index the email automatically prior to archiving.  This index is also placed into the archive to enable high speed search & retrieval of email.
• Archiving repositories
  The Policy Manager repositories are individual logical storage databases, specified by the administrator. The repository architecture provides a highly flexible and portable set of storage containers, easily configured to meet dynamic organizational archiving needs.
• PST archiving
  Policy Manager searches for PSTs on local disks and the network.  Once found, the emails in the PST can be archived automatically, using central criteria, reducing the PST size.  The archived emails are then included easily into a back-up processes.
• PST Migration
  A full PST migration is provided for those organizations that do not wish to make use of PST archiving but would rather force users not to depend on PST files at all. 
• Storage compression
  To save storage space all information is compressed using standard algorithms as it is placed into archive.
• Optimized storage with SIS PLUS
  Policy Manager offers advanced Single Instance Storage (SIS) technology applied to attachments, saving the same attachment used in multiple emails with different content once, bringing additional storage savings over first-generation SIS.
• Archiving to any storage media
  It is easy to move the archive from one set of storage media to another at any time.  Policy Manager archives to a variety of storage media, including WORM devices, either directly or through storage management software such as CA BrightStor ARCserve Backup, HP OpenView Storage Data Protector, PowerFile, or QStar HSM. Policy Manager also integrates with EMC Centera.
• Multi-criteria search & retrieval
  Pre-indexing technology enables rapid search of the archive stores.  Searching and retrieving messages is easy through selectable, user or administrator driven, web or Outlook based interfaces.   Additional features such as proximity searching make it even easier for the administrator and other users to retrieve the information they require.
• Messages restoration
  Once retrieved, Policy Manager decompresses, rebinds attachments and restores archived messages to their original format.  Restored messages can be replied to, copied, forwarded and treated in the same manner as prior to archiving.
• Wizard based implementation
  The wizard driven installation process, along with clear MMC based management GUI with intuitive management node groupings, reduce implementation and adoption timescales. 
• Pre-set Polices
  Example policies are provided to help organizations in health, education, government and business sectors to implement their own specific email archive solutions smoothly.
• MMC interface
  Policy Manager is driven via a standard Microsoft MMC interface so that administrators can start immediately without specialist training.  This reduces configuration times and results in low on going running costs.
• Graphical Reports
  A range of core statistics are presented in graphic form, including bar charts, pie charts and line charts to give administrators an indication of day to day archiving operations at a glance. 
• Scalable structure
  Policy Manager works with tens to thousands of users. The combination of powerful archiving engine, multi repository based storage architecture and administrative hierarchies makes the Policy Manager architecture fast and reliable for both small and large organizations.
• Remote & offline access
  Policy Manager automatically maintains selected synchronized copies of users’ archives on laptop so users have access to their archived emails when off-line.  Such users automatically connect through to the full archive store when back on line.
• Client or clientless Operation
  Policy Manager runs without adding any additional software to users’ computers.
• Outlook Web Access support
  Policy Manager provides the same full access to the archived messages and search tools to users of Outlook Web Access as it does to Outlook mail client users without any additional software.
• Support for Pocket IE
  Handheld device users can obtain access to their archived email whilst on the move.
• Deletion options
  Policy Manager can allow administrators to exclude messages from searches and even delete them if they should not be in the archive.
• Enhanced administrator security
  Senior administrators are able to implement tiered delegation for specific tasks, allowing lower level operators to perform their duties without jeopardizing the security of the whole archive and the sensitive information therein.
• Integration framework
  Policy Manager has a multi-dimensional integration framework which provides smooth connections with third party software such as application control, file management, records management or messaging systems.
• IM, SMTP, RSS feeds and Bloomberg messaging
  Policy Manager supports Instant Messaging, SMTP mail, RSS web feed web data and Bloomberg data by storing data within the archiving repository system.
• Enforces e-policy
  Selects and archives email and other data from mailboxes, public folders and PSTs according to your organization’s e-policy.  Specific user group, department or project team archiving requirements are met by creating multiple internal policies.
•  No database (SQL Server) requirement
  Archive One has embedded data management technology and does not require the use of a database (SQL Server). 

click to enlarge what does the Outlook user see

click to enlarge simple user search of the archive

click to enlarge detailed user search of the archive

click to enlarge results of the archive search

BENEFITS

• Improves performance
  By reducing the volume of messages on the Microsoft Exchange Server the email system responds more quickly.
• Removes the need for mailbox quotas
  Automating mailbox size management removes a workload from email users, allowing them to access old email while freeing up email server space.
• Enhances email search and retrieval
  Administrators and email users can use intuitive multiple search criteria, making it quick and easy to find a lost email or specific correspondence and all related data.
• Is easy to implement, maintain and manage
  Quick wizard-guided install, simple admin controls and standard interfaces minimize the Total Cost of Ownership.
• Reduces storage volumes
  Archived email is compressed to save on storage space.  Archived volumes are reduced further by saving duplicated attachments only once.
• Saves on storage costs
  Policy manager supports a wide range of storage media and will archive your data to the best value and most appropriate devices.
• Enables remote and offline access
  Users maintain full access to the archive from remote locations.  Even offline users can access archived messages.
• Reduces downtime
  Email archiving reduces the amount of data on the live mail server, saving back up and reducing restoration time.
• Archives more than just email
  Instant Messages, SMTP mail, Bloomberg messages and information from RSS feeds can all be placed into the archive.
• Prepare for upgrades and migrations
  Increase the speed and reduce the risk of upgrading your mail system by archiving first. 
• Enforces e-policy
  Selects and acts on email and other data from mailboxes, public folders and PSTs according to your organization’s e-policy.  This can enable organizations to search for email information rapidly and meet disclosure orders.  Specific user group, department or project team archiving requirements are met by creating multiple internal policies.
• No database (SQL Server) requirement
  Archive One has embedded data management technology and does not require the use of a database (SQL Server).

Product Architecture

Archive One Policy is a retention and retrieval management application for Microsoft Exchange. It is designed for mid- to large- sized organizations that need an effective, robust system that assists them to meet requirements for selective e-mail retention.

Architecture

Integration with your storage infrastructure.

Built with low Total Cost of Ownership as a prime objective, Archive One Policy supports the existing email and storage architecture to protect your investment to date, allowing these to form the basis for email archiving. Archive One Policy can archive to a wide variety of near-line or offline storage media as appropriate, either directly or through industry standard storage management software such as HP OpenView Storage Data Protector, QStar HSM, CA BrightStor ARCserve Backup and PoINT Jukebox Manager.

SPECIFICATIONS 

Software requirements

• Policy Manager requires Windows 2000 SP4, Windows XP, or Windows 2003 (Professional and Server Edition).
• A single Policy Manager server can process multiple Exchange servers in the same Exchange Site or administrative group

Support specifications

Policy Manager supports:

• Microsoft Exchange 2000, 2003 , 2007
• Outlook 2000 or later
• Outlook Web Access
• Windows Mobile 5.0 / 6.0

Hardware requirements

• Minimum of a 3.5 GHz machine with 40 Gb disk space (plus storage space for the archives).
• 1 Gb of free memory

WORKS/CERTIFIED WITH

Storage Management Software  Qstar HSM, Qstar Manager, QStar Data Director, PowerFile, HP Data Protector, CA BrightStor ARCserve Backup, BridgeHead HT Filestor,

Storage Solutions PowerFile PSA, Storageflex,  EMC Centera,  Plasmon DVD Libraries,  Pioneer DVD Libraries 

RESOURCES

View Product Datasheet

View datasheet - "Archive One Storage Repositories"

View Archive One Policy Quick Start Guide