E-mail archiving with dg mail
To keep e-mailing costs reasonable, an e-mail infrastructure must be ready and able to accommodate a continual and rapid growth in volume. In fact, the demand for managed storage, high performance disk space for e-mail is now increasing by up to 30% annually and as a result, mail server architectures based on Microsoft® Exchange or IBM® Lotus Notes are rapidly reaching their limits, requiring a constant stream of additional investment. Putting aside the costs for additional hardware and licenses, the costs for IT administration and IT help desk alone are helping to balloon costs dramatically.
Stability and compliance for your e-mail
E-mail infrastructure costs are rising annually by 30%, i.e. they double every three years
System stability declines as mail volume increases
Postbox sizes and administration time for each postbox and employee increase also
As a result, help desk mail quota management and restoration efforts also increase linearly as the e-mail traffic continues to grow
2011
2012
2013
2014
+30%
+30%
+30%
Keep it simple with easy integration
E-mails and their attachments are stored in a highly-tested archiving system designed to ensure the revision-safe status of all data to enable long-term and very long-term archiving. As a result, very small reference files is the only thing that needs to be stored in the mailbox itself. The integrated single- instancing functionality automatically eliminates archiving duplications. The result:
drastically reduced storage requirements. The volume on the mail servers drops by an average of 70%. The number of mailbox items is considerably reduced by an innovative three-phase archiving process. The result is a far more stable e-mail infrastructure which can also handle sustained, long-term, rapid growth to accommodate the deluge of e-mails.
dg mail is integrated with the existing e-mail infrastructure on the server side.
The software archives all e-mails and attachments. You determine how it’s done.
Installation and startup generally take only one day. dg mail is fully integrated with Microsoft® Outlook. Microsoft® Outlook Web Access, IBM® Lotus Notes, Novell GroupWise and other e-mail system formats are supported as well.
Microsoft® Outlook
Outlook Web Access
Microsoft® Exchange Server
Storage Infrastructure
E-mail is fast. E-mail is convenient. And should remain that way. However, the
phenomenally fast growth of e-mail communications represents a challenge for
the IT sector.
Compliance in e-mail communication
Information is more than bits and bytes. Today they have legally binding
document status and must be saved permanently.
The regulations are overwhelming. There are numerous national legislative measures, local tax legislations and international regulations such as Basel II or the Sarbane-Oxley Act that stipulate extensive require-ments for the long-term archiving of documents, files, data and e-mails, possibly in addition to a company’s internal compliance guidelines. The introduction of suitable IT systems for secure and long- term archiving has thus become a necessity. The vast number of requirements is already bewildering for small companies. How should IT prepare itself for the job?
Compliance fulfillment – get it right from the first day
Enterprise IT should concentrate on the essentials: Satisfy compliance guidelines
and legal requirements by introducing a company-wide archiving and compliance
infrastructure.
In fact, from the viewpoint of IT, compli-ance requirements can be summarized into two key points:
Build a secure and long-term archiving infrastructure of enterprise-wide e-mail communications with the capabilities of executing high-performance data search and retrieval. dg mail is the optimal solution for this purpose. dg mail automatically
and completely archives all incoming and outgoing mails and can optionally do the same for all e-mails sent internally as well. Private e-mail traffic and spam are controlled by approved procedures. Right from the first day, you have the security you need to comply with pending fiscal audits or legal proceedings. Functional or department-specific procedures for storing information can be successively
introduced, once the initial requirements have been specifically formulated for a fundamental, enterprise-wide archiving policy. In addition to the storage benefits, archiving gives you an additional critical advantage: relevant information can be found faster, more securely and more completely by the powerful search functions.
Responsibility of the specialists:
work proceedings, installation and revision
Responsibility of IT:
archiving and search
E-maIl ComplIanCE InfRaSTRuCTuRE
GDPdU SOX WPHG ...
SOX SEC 17-A4 GoB FOIA EUDPD FSMA 2000 MiFID HIPAA ...
Core
requirements
Compliance
Basel II J-SOX
Article L 102 B
AML/ CFT laws BPCP
National legislation
Local legislation in target markets Function-specific guidelines Self-defined guidelines Industry-specific guidelines
– technically superior
Three-phase archiving permits a typical 70% drastic reduction of mailbox size
Virtually unlimited mailboxes allow you to reduce mail quota management needs
Integrated high-performance search technology Integrated OCR engine for full text search or scanned
attachments such as contracts or fax documents Staggered control concept for automated archiving Easy management of e-mail lifetimes in the archive Zero footprint policy on the e-mail server ensures stability
and performance
Rendition capabilities guarantees long-term readability even if the mail system is changed
Offline ability for laptop archives
Archive volume controls enables efficient backup Automatic deployment without needing administrative
support
Support of all memory media and storage platforms Lean Access Management: access rights are transparently
taken over by the e-mail system High-performance administration tools E-mail classification using x-headers
no change for the user
At first glance, nothing seems to change for the e-mail user since dg mail inserts
itself seamlessly and intuitively into the e-mail environment.
When needed, specific e-mails can be located anytime – even after years – without difficulty due to simple-to-use search functions. Central default settings enable every user to immediately benefit from the automated e-mail administration and archiving advantages without having to readjust their way of working.
All e-mails, including attachments, are securely archived in the original format
Simple and intuitive operation guarantees user acceptance without additional training
With one click, archived e-mails can be immediately restored in the original format
Intelligent reconstruction functions also permit the user to restore larger quantities of e-mails including their original directory structure
In addition to standard search fields such as sender, receiver, subject, date etc., dg mail allows full text search of both e-mails and attachments
Older e-mails can be found significantly faster than be-fore
Increased security, decreased costs, compliance fulfilled
Solve three problems at once with dg mail: Secure the performance of your
e-mail infrastructure, reduce costs and satisfy existing and new compliance
requirements.
You can relieve and stabilize your e-mail infrastructure to ensure the future performance of your e-mail system.
You can reduce storage and hardware costs while reducing the drain on administrative and help desk services.
IT is prepared to meet the legal guidelines and company-internal compliance guidelines.
You can rapidly search and reproduce subject-specific e-mails and attachments if necessary.
You can condense the e-mail volume per user by employing a central e-mail archiving system that organizes the mail boxes. You can easily implement specific archiving structures for departments or functions.
You can classify your e-mails to simplify processing and filing. You can easily and centrally control data conservation duties and times.
dg mail delivers practical functionality combined with forward-thinking capabilities: revision-safe e-mail archiving within a lean, efficient, secure IT structure for e-mail traffic that enables significant cost reductions within your organization. With dg mail:
fIlE/SToRagE
DAS, NAS, SAN, CIFS, NFS, NTFS ...
ShaREpoInT
MS-Office, MS-SharePoint ...
ERp
JD Edwards, MS-Dynamics, SAP ...
oThER appS
CRM, Legacy, PPC, TPS ...
MS-Exchange, IBM Lotus Notes ...
unIfIEd aRChIvIng baCKbonE on pREmISE EdITIon Cloud EdITIon
SToRagE laYERS
SImplE SToRagE
Optical, Disks, NAS ...
Cloud SToRagE RETEnTIon aWaRE SToRagE
EMC Centera, Fast LTA, IBM TSM, NetApp Snaplock ...
dataglobal is a global technology leader for analyzing, classifying, managing and archiving information enterprise-wide. The dg products are a benchmark for Unified Storage and Information Manage-ment and include the revolutionary Unified Archiving approach. Unified Storage and Information Management helps customers perform high-perfor-mance analysis and efficient management of large files and information resources specifically across heterogeneous file server and storage infrastructures. dataglobal also pioneered file classification of unstructured, heterogeneous storage environments. The dg product family includes modules that 1) analyze and classify data and information, 2) perform intelligent hierarchical storage management, 3) implement legally compliant long-term archiving and 4) enables storage con-sumption charge back based on real world usage tracking.
The dataglobal product family is fully integrated and supports a wide range of platforms.
dataglobal’s Unified Archiving established a new generation of archiving solutions, making it possible to solve all archiving issues within an enterprise with a central-ized and unified infrastructure. Typical applications include the archiving of e-mails, documents, files, records, ERP data, file servers and sharepoint- objects as well as the unusual capability to integrate such items as voice recordings with the archive. Compliance requirements, e-Discovery and retention management can be easily fulfilled, significantly decreas-ing storage and management costs.
dataglobal has 25 years of experience in data management and digital archiving. More than 1,800 successful installations in over 40 countries worldwide are
a testament to the performance of dataglobal’s products. Customers include 3M, AUDI, E.ON, the German Stock Exchange Group, Knorr-Bremse, Mars and Voestalpine. dataglobal is headquartered in Heilbronn with branches in Hamburg, Los Gatos (USA) and Cluj-Napoca (Romania). dataglobal also maintains a global network of successful implementation partners.
The innovative archiving solution specialist
dataglobal gmbh
Im Zukunftspark 1 74076 Heilbronn | Germany
