E-mail archiving

With the pressure being put on organizations to comply with new regulatory statutes as well as to be able to retain an ever-expanding body of internal knowledge, organizations are forced to recognize and address the following types of issues:
· What kind of risks are involved in terms of the loss of company knowledge.
· What are the legal and regulatory considerations that need to be accounted for? And   what are the repercussions of personal or organization-wide use/misuse of e-mail   systems?
· How important is e-mail based information to daily operations, and what is the preferred   way to ensure its accessibility and long-term usability
· Will the archiving be done centrally or by individual users?

ZyLAB offers a full range of tooling to help you archive your e-mail:
· PST indexing for Outlook (for end users)
· XML conversion of Outlook files (for end users)
· Exchange Server information conversion to XML database (for server level archiving)

End-user Archiving

PST indexing for Microsoft® Outlook (ZyFIND for Outlook)
Microsoft® Outlook offers standard functionality to archive your e-mail in PST files (Personal Folders files). These PST files can contain a structure that you create yourself. One PST file can contain thousands of e-mail all stored in the PST in its original Microsoft® Outlook format. All the attachments are included in the original messages. ZyLAB's ZyFIND for Outlook software can index PST files in their native format and make all the e-mail messages searchable, including the attachments. The indexes that are created can be researched using ZyFIND or ZyFIND for Outlook. In addition, ZyFIND for Outlook adds ZyLAB's search program to the Microsoft® Outlook interface.

Features & Benefits:
· Fast search through e-mail (faster than the standard Find option in Outlook)
· Search attachments (supports for over 250 different formats)
· Search in multiple .PST files at the same time

Converting Microsoft® Outlook E-mails to XML (RMA Plug-in)
The RMA Plug-in is a great enhancement for Microsoft® Outlook because you can now easily store your e-mail, which is full-text searchable, in a ZyLAB archive. Using the "Archiving Option", your e-mail will be stored as a text file, HTML file, or RTF file. The standard e-mail information such as sender name, subject, and date are stored as key fields. Any attachments included in the e-mail are saved as well, and a link will be created between the original e-mail and the attachments.

You can find either the e-mail or the attachments when you search your archive. Because the RMA Plug-in stores the link between the original e-mail and the attachment, you can always open the linked file right away.

So, don't worry any more about e-mail archiving. Just install the RMA Plug-in, and all your important e-mail can be archived safely in an open file format, available on-the-spot with the ZyLAB software.

Features & Benefits
· Get to work immediately due to ease of installation
· Archive quickly with one-click archiving capabilities in Microsoft® Outlook
· Save your documents straight into the ZyLAB archive
· Include e-mail attachments with the archived e-mails
· Automatically extract key fields such as Sender, Date and Recipient for use in the ZyLAB   archive
· Automatically integrate e-mail properties such as sender name, subject line, and date

Server-based Archiving

Archiving Microsoft® Exchange Server info to XML repository (ZyIMAGE Exchange Connector)
The ZyIMAGE Exchange Connector enables you to archive all information from your Microsoft® Exchange Server into a ZyIMAGE XML Repository. All information that you want to archive, such as e-mails, newsgroups, and so forth, will be copied from the Microsoft® Exchange Server and stored as XML files along with any additional attachments. Storing your e-mail as XML guarantees compatibility with future systems without the need of expensive conversions. The ZyIMAGE Exchange Connector will automatically add information such as recipient name, sender name, date and time as key fields so that your archive is automatically structured. Using ZyLAB's advanced full-text retrieval engine, you are then capable of creating a searchable archive and retrieving documents quickly and easily.

Depending on your needs and infrastructure, the ZyIMAGE XML Repository can reside on the storage device of your choice, such as HDD, RAID or SAN.

From Stand Alone to Organization-Wide E-mail Archives
With the ZyIMAGE Exchange Connector, you no longer need to archive relevant e-mail according to the user; rather, all e-mail is archived directly from the server and is immediately searchable. Different scenarios exist regarding how the e-mail archive can be used:
· Stand alone - The e-mail that you archived can be searched and managed with a stand-alone ZyFIND Windows application, which will enable only authorized individuals to access the archived e-mails.
· Web based - With the ZyIMAGE Webserver or Enterprise Webserver, users can search and view e-mail through a simple web browser. Retrieved e-mails can also be reused in the Exchange e-mail clients for forwarding or replies.
· Web based and security - Using the ZyIMAGE Enterprise Server in combination with the Document Security Module creates an e-mail archive portal that allows users to log on and restrict searching to their own e-mail.

Features & Benefits
· Create detailed logs with extensive logging functionality
· Work more efficiently with browser-based maintenance and application controls
· Seamlessly integrate with the ZyIMAGE Enterprise Webserver
· Archive incoming and outgoing e-mail-including attachments-in XML files
· Archive newsgroups in XML
· Extract e-mail properties and archive these as key fields in ZyIMAGE
· Create archiving rules for individual mailboxes or groups
· Create archiving options for groups in Public Folders