• Four stage migration plan

    What are your plans for your legacy email data when you migrate to NHSmail?

    We'll manage the ingestion of all legacy emails from Exchange and PST files into the email archive before a user migrates to NHSmail.

    The user and Group selection and "on boarding" of NHSmail email addresses and mailboxes is yours/Accenture's responsibility.

    Select the users who will continue to have email archiving when they're on NHSmail and we'll configure Mailsafe for you.

    As soon as users start using their NHSmail mailbox they can click a button to populate their Personal Folders, current emails e.g. 30, 60, 90 days etc, Calendars, Contacts, Tasks and Notes. This will almost be a seamless migration, where they have their current emails in their NHSmail mailbox and have access to their archived emails via our Outlook add-in.

    • Stages

    • Preparation Stage

      Preparation Stage - archive all emails from Exchange and PST files into Mailsafe's email archive whilst also creating NHSmail email addresses for users.

      Archive all emails from Exchange and PST files into a Mailsafe email archive so that they are safe, secure and accessible. The on premise email archive will be outside of NHSmail. This Preparation Stage needs to be completed before migrating mailboxes over to NHSmail.

      The "legacy email archiving"operation, using multiple temporary virtual PCs, is a background process that doesn't interrupt the day to day usage of Exchange by users or the IT Department.

      We will organise and run the whole of the above for you whilst you'll provide the virtual PC's. We will ensure that no email is ever lost or mislaid.

    • Create NHSmail email addresses for users

      Use TANSync to populate NHSmail with new NHSmail formatted email addresses. You will need to prune any "dead wood" from your Active Directory and it's better for you to take responsibility for this process.

    • Select users who will need to continue archiving NHSmail emails

      Some users who are high volume NHSmail email users or who need email compliance may also need email archiving. A range of options exist in Mailsafe that will satisfy all requirements, many of which are automated and unique to Mailsafe.

      One aim for "heavy" email users is to keep them below the 4GB NHSmail mailbox size limit so that there's no need to purchase additional mailbox space. By automatically archiving emails that are older than for example twelve months and deleting them from the user's mailbox this will keep their mailbox at an even size i.e. below the 4GB limit. Archived emails are still accessible from Mailsafe's Outlook add-in and stored outside of NHSmail.

    • What do users want in their new NHSmail mailbox?

      Infrequent email users can start afresh with a blank NHSmail mailbox when migrating from Exchange. Other users may want just their Personal Folder structure replicated in NHSmail and a blank Mailbox. For more frequent email users the most popular option is to retain their old Exchange Personal Folder structure in NHSmail and to have these populated with recent emails e.g. up to 30, 60, 90, 120 days old etc. This will provide seamless continuity between users using Exchange and moving to NHSmail.

      All NHSmail users as standard will have access from an Outlook add-in to their historic Exchange and PST filed emails that are stored in the Mailsafe email archive.

  • How long will it take to archive you existing legacy emails?

    Your legacy emails will be in your Exchange or in PST files. Therefore the first thing to know is how big your Exchange is and also how much space your PST files take up.

    With Mailsafe, virtual PC's can be used to archive legacy emails from both Exchange and PST files to the Mailsafe archive. You can have just one virtual PC or as many as you can set up. With more virtual PC's commissioned and running the archiving process as a background process the less time it will take.

    We've created a simple calculator that you can use by clicking here where you can try out different mixes of variables to give you an accurate guide regarding the length of time it will take to archive your legacy emails.

    Click on the link and try it out, it's very easy to use.

  • Migration Pricing

    Mailsafe pricing for migration to NHSmail is based on an all inclusive low Annual Renewable Licence price. The price includes installation, all software, support and maintenance, enhancements and upgrades as well as Mailsafe consultancy throughout the project's lifecycle.

    As an alternative the above can be purchased on a Capital Purchase basis together with Annual Support and Maintenance.

    The Annual Renewable Licence price will cover all of our Mailsafe related activity in relation to the email archiving from Exchange and PST files as well the onward seamless migration to NHSmail. When first opening their NHSmail mailbox the most popular option for users is to have a blank mailbox, some users may also want their Personal Folder structure whilst other users want and can have a pre-populated mailbox with the last 90 days of current emails, together with Personal Folders, Calendar items, Contacts, Tasks and Notes.

    Included in the price, all users will have access to their own archived emails from Mailsafe's Outlook add-in and "Powerusers" will have access to all archived emails for e-discovery purposes.

    Due to the larger mailbox sizes in NHSmail, it is anticipated that a minority of NHSmail users might want or need email archiving when using NHSmail. There will be no additional per user charge for this ongoing NHSmail email archiving facility. It will enable users to select and add NHSmail emails to the email archive and thereafter have access to them.

    To request an official quotation please use the contact form

  • User options when first populating the NHSmail mailboxes

    Any of the following can be applied on a per user, individual group or overall basis.

    NHSmail mailbox is blank.

    NHSmail mailbox is blank but Personal Folder structures are imported from Exchange mailbox.

    NHSmail mailbox is populated with 30, 60, 90 days etc emails in their Exchange Personal Folders.

    All the above can have migration of Calendar, Contacts, Notes and Tasks too.

    When running NHSmail "live" there are further archiving settings that can be applied to the above as follows:-

    User Side Compliance, where all emails are automatically archived from Outlook as they are sent or received. This is a unique feature to Mailsafe and requires no user involvement and is available from 1st January 2017.

    Users self select which emails they want to archive.

    Automatic client side "sweep up" and archiving of emails older than "nn" days together with deletion from the user's mailbox. This will keep mailbox sizes below any price sensitive limits and needs no user involvement.

  • User and Poweruser search, view and retrieval of archived emails

    Users can search, find and view their own emails in the email archive from an Outlook add-in by using powerful, fast searching criteria. The email address formats for Exchange and NHSmail differ, but Mailsafe automatically combines the two formats into one single search criteria. There's no need to do two different searches from two different applications for the two different email address formats.

    Searched for and found emails can have an exact copy in .MSG format together with any attachments returned to the user's mailbox. The original email and any attachments remain together in the secure email archive.

    "Powerusers" can have access to search, find, view and return any emails from the email archive whenever there's an e-discovery request. Searching and retrieval is fast and powerful based on SQL server searches, and all "Poweruser" searches are logged for audit purposes.

  • Automated archiving of NHSmail mailboxes to reduce mailbox sizes

    Mailsafe has a facility whereby emails from NHSmail mailboxes can be automatically archived that are older than a specified number of days e.g. 30, 60, 90 days etc. This takes any human activity out of the process whilst keeping the size of mailboxes at a relatively even level. Archived emails can be searched for and viewed from Mailsafe's Outlook add-in.

  • Mailsafe’s Alias feature

    Mailsafe has a unique feature called the "Alias feature". This feature enables users to be associated with more than one email address and to be able to search for those emails from the archive. It was originally designed for the Secretary/Director relationship whereby the Secretary can be associated with the Director's email address so that the Secretary has access to the Director's email archive.

    This feature is invaluable when migrating from Exchange to NHSmail as Mailsafe is able to collect a user's Exchange format email address as well as their new NHSmail format email address and apply them to a single user. This means that when a user searches the archive they can be sure of seeing their old Exchange emails as well as their archived NHSmail emails combined together in the one set of search results.

  • The case against outdated stubbing in email archiving

    Mailsafe does not use the outdated "Stubbing" or shortcut technique for email archiving instead it relies on single instance archiving, a SQL database and a lean, secure and compressed mailstore. User interface is always through a Mailsafe Outlook add-in. Alternatively, for mobile searching and viewing of archived emails a Web App is used.

    A stub is just a small file that points to a copy of the original message in the archive (residing in a different location) and presents numerous challenges, so Mailsafe does not use "stubbing".

    Item count is what drives Exchange performance, not mailbox size therefore over time the NHSmail servers will become full of millions of "stubs" and performance will be affected.

    Searching for emails based on a small "stub" file is limited because it doesn't contain the full and complete email text. Potentially emails that match the search criteria could be missed because the text is not present in the "stub".

    According to research conducted by YouGov and OfCom, 58% of workers in the UK use a mobile device, so having mobile access to an email archive would seem logical. In the TechNet article however, Microsoft explain that if an email archiving solution uses stubbing, users will not be able to retrieve emails from the archive when they are on a mobile device, as the mobile device does not have a plugin to read the pointers.

    If your archiving solution uses stubbing, migrating can prove difficult as well. If you had 5 years' worth of stubs in each users Mailbox within your company, the dramatic increase in temporary Exchange space that you will need to restore all of the stubs for migration could potentially be crippling.

    In 2008 Microsoft explicitly stated: When deployed, these [archiving] solutions should be configured to move the email content out of the mailbox without retaining stub files in the mailbox.

    "Stubbing" presents many more challenges than it solves and is not considered as a viable email archiving proposition in our opinion.

  • Accessing the email archive when “on the move”

    Mailsafe users can search, find and view archived emails when off site by using Mailsafe's web app that supports smart phones, tablets and PC/MAC browsers.

  • Email compliance for NHSmail

    Exchange's "Journaling" feature cannot be used for email compliance for NHSmail users because Accenture correctly do not want it to have an impact on their Exchange servers.

    Mailsafe, however, does have a unique alternative method for email compliance that doesn't use Journaling which is Client Side Compliance Archiving (CSCA). Every time an email is sent or received in Outlook Mailsafe immediately captures a copy of the email and archives it to its email archive. No email is missed and all are archived.

    The capturing process is transparent background process and does not affect Outlook's performance in any way.

    Client Side Compliance Archiving may not be needed for all users, therefore, it can be easily deployed to groups of users or individuals.

    Users can search and find their own archived emails or a "Poweruser" has access to all emails for e-discovery purposes.

  • Email archive can be split over several mailstores

    For larger sized Trusts, Mailsafe's email archive mailstore can be split over multiple storage drives. You can pre-define a storage limit for any single drive e.g. 2TB. Mailsafe service will monitor this location and when the storage reaches within 80% of the 2TB limit then the Administrator is automatically notified by email to add an additional drive, and so on.

    Mailsafe will happily exist with multiple mailstores with no detriment to the user's ability to quickly search and find archived emails.

    It is worthwhile noting that mailstores that hold "older" email archived data can be migrated to less expensive servers because the frequency of accessing older emails is normally a lot less.

  • PST Discovery and PST Archive

    PST Discovery is our own software product that answers the IT Managers questions "Where are all of our PST files located, how big are they, who owns each file and when was it last accessed"?

    PST files might be spread all over the network on different servers or they can be saved to local hard disk drives. PST Discovery displays comprehensive reports so that a complete "picture" is obtained on all PST files.

    Discovered PST files can be selected and their emails together with Personal Folder details are absorbed into the email archive where they can be easily searched for and found.

    The overall aim is to discontinue the use of PST files because of their size limitations and tendency to corrupt, by replacing them with an email archiving system. Savings can be made on storage, backup, Information Governance, security etc by using an email archiving system instead of PST files.

  • Reduce email archive back up times

    "On premise" or "Cloud" email archive backup times are considerably reduced by using Mailsafe.

    Mailsafe's email archive Mailstore has been designed so that you only need to back up the most recent changes to the current archiving folder and not the whole mailstore.

    The original email together with any attachments are kept together as a permanent record and no changes can be made once archived. You will only need to back up currently archived emails which is a great time and resource saving facility when compared with Exchange's back up procedures.