Email Archiver

FULL DOCUMENT MANAGEMENT
AUTO-SAVING FOR EMAIL ARCHIVES.

An email archiver is a system or software solution designed to capture, store, manage and retrieve email communications for organisational use. Its primary purpose is to ensure the efficient management and long-term preservation of email data. Here’s a breakdown of its purposes and benefits:

Purpose of an Email Archiver

Data Retention and Compliance

Ensures that organisations meet legal, regulatory and industry-specific requirements for retaining email communications (e.g., GDPR, HIPAA, SEC or FINRA regulations).

Provides a reliable, tamper-proof archive to demonstrate compliance during audits or legal inquiries.

Centralised Storage

Consolidates all email data into a single, organised repository for easy access and management.

Avoids reliance on individual mailboxes or scattered storage methods.

E-discovery and Legal Readiness

Enables quick retrieval of specific emails in response to litigation, investigations, Subject Access Requests or Freedom of Information Act (FOIA) requests.

Offers advanced search capabilities for locating relevant emails based on keywords, dates or metadata.

Data Backup and Disaster Recovery

Acts as a safeguard against accidental deletion, server crashes or other disruptions.

Ensures that email data can be restored in emergencies.

Streamlined Email Management

Reduces strain on primary email servers by offloading old or infrequently accessed emails.

Enhances performance and storage efficiency of live email systems.

Benefits of an Email Archiver

Improved Efficiency

Reduces the time and effort required to search for and retrieve emails.

Automates the organisation and categorisation of emails, improving overall productivity.

Cost Savings

Lowers storage costs by reducing the need for expensive live server storage.

Minimises potential legal or regulatory penalties by maintaining compliance.

Enhanced Security

Protects sensitive data with encryption and access controls.

Reduces the risk of data breaches or loss owing to mishandled or unsecured emails.

Scalability

Supports growing email volumes without impacting performance.

Provides long-term scalability for organisations of all sizes.

Audit and Reporting Features

Offers reporting tools to track usage, access patterns or suspicious activity.

Simplifies audits by providing an easy-to-navigate historical record.

Preservation of Knowledge

Ensures that institutional knowledge and communication history are retained, even if employees leave or delete emails.

Supports Business Continuity

Ensures uninterrupted access to email archives during server outages or transitions to new email systems.

Email Archiver Confirmation Set-up

Email archiving can be aut0mated and take place in the background of information management and document management systems, in other words, unnoticed, until someone has a need to check the archiving logs, or system security.

However, the adminsitrator can also programme the archiver to send an email confirming batched email archiving.

Alternatively, if the email warrants particular attention, the adminstrator can template archiver emails to be sent to individuals or department heads.

Archiver Email Template

Subject: Archive Confirmation

Dear [Recipient’s Name],

This is an automated message to confirm that your files/items have been successfully archived by our system. The archived materials are securely stored and can be accessed through [link/system name] using your login credentials.

Please note the following details for your reference:

Archive Date: [Insert Date]
File/Item Name(s): [Insert Name(s)]
Access ID/Reference: [Insert Reference ID]

If you need assistance retrieving the archived files or have any issues, our support team is available at [support email/phone].

Additionally, for details on file retention periods or retrieval procedures, please visit [link to FAQ or guidelines].

Thank you for using our automated archiving service.

Best regards,
[System Name/Administrator Name]
[Your Organisation/Company Name]
[Contact Information]

Who Benefits from Email Archivers?

Businesses
To meet compliance standards, optimise IT infrastructure and protect sensitive communications.

Educational Institutions
To store and retrieve historical communications while complying with privacy laws.

Government Agencies
To manage transparency and legal requirements, especially for public recordkeeping.

Individuals
To safeguard personal or professional email histories and organise large volumes of data.

In short, an email archiver is a critical tool for organisations and individuals aiming to protect, manage and use their email data effectively while meeting regulatory obligations.

Why Are Email Archivers Needed?

Email servers are inefficient at storing information. The ever-increasing volume of messages and attachments makes email archiving a serious issue for all organisations.

Legislation is being enacted in many countries requiring organisations to retain more documents for tax authorities, to comply with Sarbanes Oxley or the UK’s FSA regulations.

At the same time the company intelligence contained in emails is increasing, but with no systematic and secure process for storing old messages and attachments.

Business processes which use the normal mail client for searching and retrieving messages from large email storage become overloaded. Without the correct tools it can take days or even weeks to locate information.

The Document Manager Email Management Solution

Document Logistix’s email archive provides a seamless and automatic interface into the Document Manager system, which operates in conjunction with Microsoft Exchange Server to copy email messages and their attachments into a secure repository outside the mail server.

Document Logistix’s email archive service sends a copy of each email to Document Manager at the point of sending or receiving.

This combination of software can manage all emails and all documents in a central, unified system with full indexing, searching and retrieval processes.

Mail server performance is not impeded since Document Manager’s email archive service can reside on separate systems.

Life-cycle management rules enable the administrator to optimize disk space on the mail server and to meet common compliance regulations protecting messages from deletion.

Features and Benefits

Document Manager’s email archive service does not reside on the mail server, only copies of emails are used
Document Manager’s email archive service is fully integrated with archived messages and attachments being stored in Document Manager databases
Administrators define manual or fully automated indexing
Associate emails to members of staff, customers or suppliers etc by matching with email addresses or domain names
Message and attachment searching and retrieval is fast and straightforward
Messages and attachments are kept in a secure repository outside the mail server Full security allows restricted access to specific emails

CUSTOMERS

Document Manager is an award-winning, end-to-end document management solution used around the world in departments such as Finance and HR, and sectors such as Logistics, Policing, Retail, Manufacturing and Education.

See Document Manager in Action >>>

Email Archiver vs Archiver Email

An email archiver is a specialised tool or software designed to capture, store and organise emails automatically for long-term storage, regulatory compliance and easy retrieval. An email archiver typically provides advanced search capabilities, ensures data integrity and complies with legal requirements for email retention.

Examples include enterprise-level email archiving solutions like Document Manager.

In contrast, an archiver email refers to an email that acts as a record of communication and is manually archived by the user. Archiver email may also describe an email account primarily used to store archived emails, without the specialised features of a professional email archiving solution.