Teamware Mail Archiving

A back-end archiving server for long-term mail storage

Incoming, outgoing and local messages are automatically archived
All end users need to access archived messages is the Mail client
Archive has a single-instance, compressed database to minimize storage space
A service is provided for setting up the archive server and archiving existing email

Long-term email retention is becoming more and more important. Reasons for email retention are varied. The need to access old mail, as well as the simple need to reduce the volume of data held inside an active mail system which may affect performance are typical examples for reasons why organizations wish to archive email. Some organizations may also be required to archive email for regulatory reasons.

Teamware Office Archive Server is a Java-based archiving server that connects to Teamware Mail server to automatically store all messages for long-term storage. Archived messages are indexed for free text search.

Together with Teamware Mail Server Teamware Office Archive Server allows mail traffic in a Teamware Office installation to be captured and copied to a back end archiving database. End users access their archived messages directly from the Mail client.

Functionality

Teamware Office Archive Server accepts all incoming and outgoing messages and messages sent locally within a Teamware Office installation from the Mail Server and saves them for long-term storage. Mail archiving is a user-based service defined in the user account profile.

Messages are indexed when they are stored to the archive.

The Archive Server supports single-instance storage and compresses the database to minimize storage space.

Messages cannot be deleted manually from the Archive by end users or administrators. A defined retention rule determines the length of archiving. When messages expire according to their age, an automatic pruning procedure deletes the oldest messages from the archive.

Access to archived messages
End users can access their archived messages directly from the Mail client. No additional authentication or external clients are needed.

A powerful free text search automatically searches both online and archived message. Archived messages are indicated with special icons in the search results.

Users do not need to restore messages to their mailbox. Replying and forwarding archived messages is done directly from the archive.

Some of the functionality available for online messages is, however, not available for archived messages. For example, archived messages have limited status information, cannot be deleted or annotated. As messages are archived immediately when they appear in the Teamware Office system, archived messages do not include information of folders where they were stored online.

Draft messages and auto-replies are not archived.

Security
Messages are archived in non-readable, compressed format. Users can access only their own messages. Authentication and access rights are checked.

Delegate users of a mailbox can make archive searches.

Technical information
Teamware Office Archive Server runs as a web application on the standard Apache Tomcat servlet container.

System requirements
System planning should take into consideration the server load implications of archiving locally sent messages.

Teamware Office Archive Server requires Teamware Office 7.4 Ed 1 or later Mail server and client.

Related services
Teamware Group also offers services:

needs and requirements analysis
planning
installation and startup
archiving existing email messages.

Data Protection
Customer shall ensure that it is under applicable law authorized to store the messages. It is recommendable that the customer drafts internal guidelines on the data access and investigation.

03/06/09 15:21

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