A "healthy" Exchange server can be achieved by automatically archiving and then "hard" deleting emails that are older than a specified number of days. This will result in an Exchange server that has a relatively constant size with stable backup space and timings.
Email archiving takes up approximately half the space that emails use in Exchange by using single instance archiving and 50% compression.
A global setting can be set, e.g. 365 days, whereby any email that's older than this timeframe will automatically be captured into Mailsafe's single instance email archive. The user's Personal Folder structure will be maintained in the email archive.
Individual users can set their own "older than number of days" setting as long as it's less than the global setting.
Archived emails are accessible by users who can search and find their own emails or "Powerusers" who can search all emails for e-discovery purposes.
Email compliance is where every email that is sent or received is automatically archived in a secure manner together with any attachment e.g. security is provided with AES256 encryption together with compression. Fast, searching and retrieval from the email archive is provided in Mailsafe's Outlook add-in for e-discovery either by the users or as a "Poweruser".
You have a choice of two methods for email compliance the first is when an Exchange feature called "Journaling" is turned on so that a copy of every email that is sent or received is captured in the Journal. Mailsafe immediately absorbs the emails from the Journal into its secure, single instance email archiving system.
The second method Client Side Compliance that's unique to Mailsafe that doesn't rely on turning on the Journaling feature. With Client Side Compliance the emails are captured as they are sent from or received in Outlook and then absorbed into the secure, single instance email archiving system.
Both methods create forensically sound copies of original emails that have not been edited or tampered with and they permanently reside in the email 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 opened"?
PST files might be spread all over the network on different drives 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 emails 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.
Users can self select which emails they want to archive and which Group of users they want to share access to the archived emails.
The user's important emails can be securely archived and then deleted from their Mailbox.
This is not an email compliance solution.
Mailsafe users can search, find and view archived emails when they away from their desktops by using Mailsafe's web app that supports smart phones, tablets and PC/MAC browsers.
For Trusts that retain Exchange, NHS Digital's publication relating to Secure Email Standards specifies that non-NHSmail sites must have email archiving and that a CLAS consultant (CESG Listed Adviser Scheme) can advise on accreditation at a price. Mailsafe satisfies the required email archiving standards.
Any health and care organisation wishing to operate its own email systems securely and connect it to other secure email services such as NHSmail must meet the published standard by the end June 2017.
You can reduce the amount of emails that you migrate from your Exchange server to a more current version of Exchange by first archiving all emails that are either "old" or relate to users who are no longer employed in your organisation and then deleting them from Exchange.
Mailsafe has all the "tools" to enable you to succeed in archiving emails to "on premise". Access to archived emails is from an Outlook add-in.
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.