Email Archiving Data Sheet - Omniquad · email archiving needs. This solution is a fully managed, web based service providing the advanced benefits of exporting all and selected emails

Email Archiving Data Sheet

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Table of Contents

1. Introduction ................................................................................................................................. 4

2. Email Archiving Methods and Details .......................................................................................... 4

3. Omniquad Hosted Email Archiving .............................................................................................. 5

4. Key Benefits of Using Omniquad Hosted Email Archiving............................................................ 5

5. Mailwall Web Interface: Exchange Archiving and Disaster Recovery ......................................... 5

6. Exchange Archiving Server ........................................................................................................... 6

7. Outlook Archiving Client .............................................................................................................. 8


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1. Introduction Email archiving has become a requirement for any business security and with the increase in volume of mail traffic growing every day, email archiving plays an important role in retaining all/old email transactions for future references, for businesses of all sizes and also, in order to comply with regulatory requirements and for e-discovery requests.

Omniquad's Email Archiving Service is a complete and reasonably priced solution designed to meet your email archiving needs. This solution is a fully managed, web based service providing the advanced benefits of exporting all and selected emails in a ZIP or PST format via email.

2. Email Archiving Methods and Details Omniquad Archiving is issued for compliance and recovery. When a user deletes a message, it can be always recovered. It includes the following:

Journaling

Policy Based Upload Plug in

The email archiving options are described in the table below:

Item No. Choices Compatibility

1 Journaling Exchange 2003 & Higher

2 Policy Based Upload Plug-in Exchange 2007 & Higher

How email archiving works


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3. Omniquad Hosted Email Archiving The Omniquad hosted email archiving accepts and archive emails (both internal & external) that originate from Mailwallremote user’s Exchange Servers and the archives are stored at Omniquad Mailwall data centers.

4. Key Benefits of Using Omniquad Hosted Email Archiving

The key benefits of using hosted archiving are described below:

The archived emails could be accessed onsite and offsite using Mailwall web portal with

personal login,

Omniquad Hosted Email Archiving enables its users to have an unlimited mail storage,

Allows the user(s) to access archived messages effortlessly and quickly, to their archived email

directly from MS Outlook,

Flexible policy based plug-in.

5. Mailwall Web Interface: Exchange Archiving and Disaster Recovery

Archived messages (selected/all mails) are accessed via the MWR web portal using advanced search options and can be exported via the MWR web interface to your email address, in .zip or .eml format.

Mailwall web interface - Exchange Archiving and Disaster Recovery section


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6. Exchange Archiving Server The Exchange Archiving Server window shown below is a Mailbox security for the administrating selected days as well as daily archiving options. After the archiving policy settings/changes have been defined, using this GUI email, administrators can archive/stub messages by clicking Run Now.

The details are described below:

Run Now: Starts archiving/stubbing messages

As per the below diagram, messages are archived/stubbed based on your policy every day at 9pm and in case of emergency/if required, messages can be archived/stubbed by using Run Now button.

Configuration: Enables defining Archiving/stubbing policy settings

Sever side setup is one time process and user can be added/removed/updated at any given point of time under configuration GUI Using this button, and policies too can be set/modified at any instance, as per your need/choice.

Update Mailbox Security: Upon policy changes

This need to be executed, each time a mailbox is added to your policy or after any policy changes to take effect.

Server side setup for exchange archiving – Main configuration GUI

You can archive/stub messages on Daily or on specific days, for instance you may not wish to archive/stub

during weekends.

Option Never could be used, incase if you prefer to do manual archive/stub using Run Now when required.


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Server side setup – configuration

The Exchange Archiving Server window shown below enables administrators to define policies. This includes configuring your account, SQL server details, the Alt. Temp folder and the email archiving policies, as shown in the window below.

The system supports the following archiving policies:

Archive and Stub Messages

Once archived, a local version of a message is replaced with a link (referred to as a “stub”), saving resources on your exchange server and workstations. By offloading the disk requirements into a cloud solution and you get some extra storage space on your exchange.

For instance, you may wish to Archive and Stub Messages older than 365 days.

Archive and Delete Messages

Messages are archived and deleted from your exchange into the cloud solution.

For instance, you may wish to Archive and Delete messages sized >20MB.

Archive Messages

This option would be helpful to archive all messages on regular basis, in order to comply with regulatory requirements and for e-discovery requests.


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7. Outlook Archiving Client The Outlook Archiving Client window shown below displays the Account details.

This window is displayed from the Outlook client, by clicking the Archive tab, and then selecting

Configure . The account/credentials are automatically configured and to enable ECRS Mail

Support the user must select the Enable ECRS Mail Support checkbox and click OK.

Outlook client plug-in:

One time: outlook client plug-in installation and Auto-Configuration setup is automated.

ECRS Plug-in:

With Enable ECRS Mail Support ticked User can access their external messages (sent/received) while their

exchange is down for some reason, via their MS Outlook client.


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The Omniquad policy based upload plug-in the archiving solution enables you to archive Exchange mail remotely to the Omniquad Archiving Service based on your policy criteria. Once archived, a local version of a message is replaced with a link (referred to as a “stub”), saving resources on your exchange server and workstations. When a user selects these messages in Outlook, it is downloaded transparently without any additional steps by the end user. Messages can be additionally searched and read using the web interface.

The searching and retrieving is performed by entering the search criteria in the following fields, to retrieve Archived messages (you can perform wildcard searches as well):

Senders

Recipients

Subject

Body

The following sample windows display the search and retrieval capabilities in Outlook with the Mailwall web interface displaying the Email contingency and recovery service (ECRS) section. It is possible to perform these actions in offline mode.

Outlook Plug-in client – archive search


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Mailwall web interface - Email contingency and recovery service (ECRS) section

ECRS Outlook Plug-in client – while exchange is down pull messages from MWR on end user PC


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Using ECRS Outlook plug-in and while your exchange is down for some reason, your users can still access /forward/send new messages on their outlook, and no need to logon to MWR web portal…this is the advantage of accessing mails via Outlook while your exchange is down/off.

Please note: Outlook plug-in, which in event of downtime, will transparently connect to ECRS and show messages in users’ inbox.

How to test if ECRS Outlook plug-in client is working:

So technically you can just unplug Exchange (or stop Microsoft Exchange Information Store from services window of your exchange) during off peak hours or at any time the end user should not be aware that Exchange went down (there’s even no need to be setting up any backup mailboxes etc – all you need to do is install the outlook plug-in and it should no interaction from end user).

Documents

Email Archiving Data Sheet - Omniquad · email archiving needs. This solution is a fully managed, web based service providing the advanced benefits of exporting all and selected emails