Introduction to email archiving

ARCHIVING TECHNOLOGIES Have you ever considered the impact one, untraceable email can have on an organization or individual's career? With so much corporate information contained within email, it is not surprising that industries and governments worldwide are insisting that all email should be retained. Email archiving is no longer an option for organizations: undoubtedly it solves major problems that systems administrators face daily and it helps an organization fulfill its compliance and regulatory requirements, particularly those stipulating the retention of email for a period of time. The key to a successful implementation is choosing the right email archiving technology for that organization.
GFI | www.gfi.com | info@gfi.com Archiving technologies
Introduction to email archiving This white paper shall cover the following topics: ƒ What archiving is and how it integrates with Microsoft Exchange or a messaging solution ƒ What stubbing is and why Microsoft does not recommend the use of stubbing ƒ How Journaling in Exchange can allow efficient email archiving ƒ How does stubbing compare with Journaling? An email archiving solution addresses the need to retain a copy of all incoming and outgoing email traffic. With a proper email archiving solution it is possible to access email content at any time from a centrally managed location. Email archiving is the key to the following three needs: ƒ Manage email server resources efficiently ƒ Allow virtually unlimited mailbox storage ƒ Meet legal requirements, compliance and business needs
Email management The task of managing email is usually split between the system administrators and the end users. System administrators need small mailboxes which contain a limited number of email messages. Mailboxes with large attachments or a large number of email accounts can easily bring down an Exchange or email server. When a server is handling hundreds or thousands of email addresses, system administrators typically put a quota on each mailbox to limit the amount of information stored on server.
On the other hand, setting a hard quota on all mailboxes affects end users in a negative way. They often need to retrieve emails that are weeks, months or even years old. They sometimes need to be able to store emails with large documents. For example, some departments will make extensive use of PDF files for legal reasons or Microsoft Word documents. The file transfer medium of choice for these files is generally email. Additionally, these files need to be retained for a given period of time especially in the case of legal documents or in industries which require email to be retained for a minimum time frame.
Thus system administrators and end users have conflicting requirements. In many cases reaching a compromise is difficult to achieve and at times is simply not an option. To solve this issue one needs to use a proper system which satisfies the needs of both the system administrators and those of the end users. Email archiving can provide an excellent solution by shifting the bulk mail to the archive store. This virtually gives end users an unlimited amount of space while keeping the Exchange or email server clean.




GFI | www.gfi.com 2 Archiving technologies
Compliance Data retention is one of the most important communication issues facing companies worldwide. Many organizations have to comply with one or more regulations that require them to keep email communications available for a period of time.
The following are some of the best known compliance and regulations in the US that require retention of emails:
ƒ Sarbanes-Oxley Act ƒ SEC Rule 17A-4 ƒ NASD 3110 and 3111 ƒ Gramm-Leach-Bliley Act (Financial Institution Privacy Protection Act of 2001, Financial Institution Privacy Protection Act of 2003) ƒ Healthcare Insurance Portability and Accountability Act of 1996 (HIPAA) ƒ Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA Patriot Act) Member states of the Eu... [download for more]