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How Dell EMS Email Archive Works
Painlessly Solve your Email Archiving Needs
Dell EMS Email Archive provides comprehensive control over retention and deletion policies, legal holds, compliance, storage management and e-Discovery.
Deployed in as little as a day
Dell EMS Email Archive can be quickly installed for any number of users – a set of critical mailboxes or the entire organization. As needs change, Dell EMS Email Archive can be easily expanded to provide historical email for any number or users for any length of time. Once installed, EMS synchronizes with the primary email system, populating users, distribution lists, calendars, etc.
Deployed in as little as a day, Dell EMS Email Archive consists of minimal client-side software installed at your site and the Dell EMS global network of top-tier disaster recovery centers. Linux-based, this architecture is immune to the viruses and malware that plague Windows-based systems.
Historical email can be imported into EMS to initially populate the archive from Microsoft Exchange or .pst files. The EMS Microsoft Outlook® Extension is also optionally deployed onto all Outlook mail clients to allow end-user archive search within the Outlook interface. If there is a desire to return the archive to your internal systems, the entire archive can be securely exported back to your servers.
Secure data capture and retrieval
As email is sent and received within the primary email system, a copy of each unique email is compressed and encrypted for transmission to the EMS data center. Email and attachments are deeply indexed for rapid search and retrieval and are stored encrypted at the data center using the EMS architecture.
Email is now available for search and retrieval until the scheduled retention/hold date and can be accessed by end-users via Microsoft Outlook® or a web browser, as well as by administrators with a web-based console.
Comprehensive retention and deletion policy control including flexible legal holds
Data is stored according to retention policies that can be changed at any time. Granular retention and deletion policies can be set and Dell EMS Email Archive will make sure that messages are stored properly and deleted at the appropriate time. Multiple legal holds can be placed on any combination of mailboxes and these will also be applied to incoming mail that meets the legal retention criteria. EMS helps aid in compliance with the many regulations that dictate email retention.
EMS’ sophisticated and flexible policy engine enables companies to set retention policies and legal holds of any length, by user, group or server, and change them at any time to provide complete retention policy management. There is no need to lock-in retention policies before deployment. Import email from Microsoft Exchange and eliminate the need for users to store local .pst files.
- Active Directory integration automates policy management
- Set retention policies in any increment of days, months, or years
- Implement changes quickly at anytime
- Changes do not require system re-architecting
- Pay only for the storage you use
- Automatically purge mail at the end of retention period
Complete any e-Discovery request globally over millions of messages in seconds
EMS makes it easy for authorized users or legal counsel to search selected mailboxes or the entire environment using any search criteria. Perform searches across headers, body, subject, file names, and over 400 attachment types in seconds. Bounded search authority can be delegated to legal staff to eliminate the costly delays, common in alternative archiving solutions, that occur when counsel must repeatedly request and refine search criteria for execution by the IT staff. Dell EMS Email Archive integrates with Active Directory® to find all aliases and distribution lists for search and legal holds.
Reduce email data stores by as much as 80% with storage management
Attachments make up a high percentage of typical email stores and by replacing them with a stub and storing a single instance of the attachment, emails stores can be reduced by as much as 80%. When attachments are stubbed they are removed from the Microsoft Exchange data store but still are accessible via the archive directly from the original message. EMS can provide users with virtually infinite mailboxes, while helping to reduce backup times and email data storage costs.
EMS’ unique recovery capabilities virtually eliminate the risk of data loss after an outage or data store problem
Dell EMS Email Archive can generate a recovery archive for any time window based on server, storage group, user group, or any search criteria for quick restoration into the primary email environment. When your primary email servers are restored to normal operation, EMS fully automates the process of migrating email and data back into your primary environment. EMS retains all forensic information of messages such as folders, BCC recipients, and read/unread status, etc., and thus prevents the data loss windows of tape, replication, log shipping and vaulting.
Intelligently import messages stored in Microsoft Exchange, local .pst files and legacy archive solutions.
Archives are only as useful as the messages they contain. To centralize search, discovery and retention management, EMS offers intelligent import capabilities to consolidate distributed email into a single archive. EMS streamlines email archiving by ingesting distributed messages from three different sources:
- Microsoft Exchange
EMS harvests messages from Microsoft Exchange for any set of users and retention periods. Unlike traditional on-premise solutions, EMS can easily be configured to import for diverse time periods for different classes of users. For example, seven years of messages can be imported for regulated users, five years for executives and 90 days for other users.
- Local .PST Archives
.PST files are local email stores that are convenient for users but risky for administrators. When litigation occurs, it can be expensive and time-consuming to find messages stored in local .pst files. Dell EMS Email Archive is able to import messages stored in .pst files into the archive. Since .pst files do not include essential mailbox information and metadata, Dell EMS Email Archive automatically associates .pst files with the correct mailbox, restoring metadata that is essential for e-Discovery, litigation holds and retention policy management.
- Legacy On-Premise Archives
Many companies are migrating from slow and expensive on-premise archives to SaaS-enabled solutions like Dell EMS Email Archive. The Dell EMS advanced import capabilities streamline migration by importing messages directly into EMS. Many on-premise systems capture messages without important metadata needed to enable legal and end-user search capabilities. Dell EMS Email Archive solves this problem by intelligently associating imported messages with the original mailbox metadata.
How Dell EMS Email Archive protects your data
EMS helps protect your data with many layers of security to satisfy the largest enterprises. Security precautions include: integration with Active Directory® authentication, AES encryption of messages, SSL encryption for transport, and encrypted storage within top-tier disaster recovery data centers. All wireless traffic is 3DES encrypted between BES server and BlackBerry device via Research in Motion (RIM) protocol. Dell employs a comprehensive security program that includes administrative, technical, and physical safeguards appropriate to the nature and scope of its services.
