NEW! In GFi Mail
NEW! – Multi-lingual Support for indexing emails
The new version ships with multi-lingual support.
During installation of GFI MailArchiver,
administrators have an option to select the
language/word breaker to be used when indexing
emails. This is useful for customers or
organizations who receive emails in the following
languages: English, Dutch, French, German,
Italian, Russian, Spanish, Czech, Arabic, Hebrew,
Japanese, Korean, Traditional Chinese and Simplified Chinese.
NEW! – Integration with Exchange and other email servers
GFI MailArchiver leverages the journaling feature
of Exchange Server, providing unparalleled
scalability and reliability. Other email
archiving solutions actually replace the email
with a link to their database – this can be a
point of failure and can bring down your entire
email system. GFI MailArchiver works in parallel
and does not touch the way Exchange works. GFI
MailArchiver can be used with Exchange as well as
other email servers with the capability of
polling emails from a mail server which supports
IMAP and Active Directory.
NEW! – Outlook integration – with industry first non-stubbing technology
Integration with Outlook means that archived
email can be accessed from Outlook as if it were
in an Exchange mailbox or a local PST file. While
other products offer Outlook integration, GFI
MailArchiver does so without using stub files; a
method that is discouraged by Microsoft and which
creates problems for administrators because small
portions of emails are still left in the Exchange
Server store, thus having a negative effect on
server performance. GFI MailArchiver’s non-stub approach to
Outlook integration is an industry first and the software also
provides administrators with full real-time
synchronization of all folders/mails in the Exchange mailbox.
Automatically archive corporate email into one storage area
Your mail server is not the ideal place to store
all organizational email: Over time this will
cause a severe decline in email performance.
Moving old emails into a database will keep your
mail server performance high and email stores
compact. You may archive your email in:
* A SQL database: Because email is stored in
a standard SQL database, it is easy to backup and
restore; no special Exchange backup tools are
required. This setup is strongly recommended for
high email volume environments.
* Directly to an NTFS hard drive: You may
store email in a database that is located on an
NTFS-formatted hard drive, saving you the license
costs of Microsoft SQL Server! This setup is
suitable for low email volume environments and
for small enterprises intending to save on
license costs of Microsoft SQL Server.
Multiple database support and ‘automatic’ database management support
It is possible to archive emails in multiple
databases – this overrides the problem of having
one large database that becomes slow and requires
more maintenance. GFI MailArchiver allows you to
automatically archive emails to a new database
after a specified time, for example, every month or quarter.
Reduce email storage requirements
GFI MailArchiver compresses and decompresses
attachments on the fly, which results in
considerable savings in terms of storage when
compared to storing attachments in the Exchange
stores. In addition, storing email in a database
is more space efficient than storing in PST
files. An added advantage is that GFI
MailArchiver archives only one copy of attachments sent to multiple recipients.
End PST hell
Using GFI MailArchiver for Exchange eliminates
the need for users to archive their mail in PST
files on local hard disks. These PST files end up
being very large and are difficult to backup and
search. Many users do not know how to organize
their PST files properly. With GFI MailArchiver,
users can browse to the web search interface and
retrieve past email from the database, rather
than having to dig through a store of PST files
on disk to find a particular email.
Migrate old PST files stored on client machines
Through GFI MailArchiver's agent-based PST
Exporter, you can archive emails processed by
Microsoft Exchange prior to the installation of
GFI MailArchiver. The GFI PST Exporter uses the
GFI MailArchiver Import Service to transfer
emails to an archive store without any end-user
intervention. Agents save extracted emails in a
destination folder and the GFI MailArchiver
Import Service then imports the extracted emails
into a GFI MailArchiver archive store.
Set up email retention and categorization policies
Setting up an email retention policy is critical
and while email archiving is essential, retaining
emails for an indefinite time is costly! With GFI
MailArchiver you can create rules to delete one
or more emails after a specific time, for
example, you can delete all emails sent by the
Marketing Department that are older than 7 years.
In addition, GFI MailArchiver can help you to
categorize emails by adding a label to the emails
that meet a particular condition. For example,
emails sent from the CEO, could be automatically labelled with [CEO].
Helps comply with Sarbanes-Oxley Act
By archiving all company email, GFI MailArchiver
helps organizations to meet regulatory compliance
such as the Sarbanes-Oxley Act. Under the
Sarbanes-Oxley Act 2002 and Security and Exchange
Commission (SEC) rules, public companies must
prove that their internal controls and audit
trails are sound and that their processes are
capable of producing certifiably correct data.
Companies must retain all correspondence created,
sent, or received "in connection with an audit or
review" of a public company for a period of seven years, during which time these
records must be non-erasable and non-rewritable.
This includes any "electronic records" such as
email, particularly relating to subjects,
departments or individuals involved in auditing
procedures. Failure to comply is a crime, punishable by up to 10 years in jail.
Helps to comply to other acts and regulations
GFI MailArchiver is also a valuable tool that
aids compliance with the following: E-Comm Act
2000, BS7799-2:2002, Enterprise Act 2002, Decreto
del Presidente del Consiglio dei Ministri (8 febbraio 1999) and more.
Give viewing rights and exempt users from archiving email
GFI MailArchiver allows you to grant a user
viewing rights to all email relating to a
specific Active Directory Group, for example, the
Sales Manager would be able to view all emails
sent or received by his team. Also, if required,
you can instruct GFI MailArchiver for Exchange
not to archive email to/from particular users,
for instance it is possible not to archive emails
sent to/from the HR Manager. View screenshot.
Collect and archive emails in one geographical location
GFI MailArchiver provides the possibility of
centralizing email archiving to one physical
location by polling emails from multiple
locations. For example, an organization that
operates in the US, UK and Australia may want to
archive email of all offices centrally in one
location – the US office. View screenshot.
Audit your archived email to ensure they have not been tampered
GFI MailArchiver ships with auditing
functionality that ensures all archived emails
have not been tampered with. This is particularly
important in industries and countries where
regulations require organizations to monitor user
activity and keep audit trails of such activity.
GFI MailArchiver offers two types of auditing:
* Database activity auditing: Uses the
tracing capabilities of Microsoft SQL Server to
record all activity affecting the GFI MailArchiver archive databases.
* User interaction auditing: Record all
users’ activity whilst they are using the GFI
MailArchiver web interface to browse email archive stores.
Features for the user
Access emails from any location through a browser
GFI MailArchiver allows users to access their
emails from anywhere in the world by using a
browser. Emails that had been deleted may also be seen (and restored).
Advanced email search and 'Saved Search' capabilities
Having a central store of email enables users to
easily search through their past email and
attachments (Microsoft Word, Excel, PDF, ZIP and
many other formats). Once a search has been
defined, the user has the possibility to save the
search criteria for easy reference at a later
date, similar to Microsoft Outlook Search
Folders. For example, you may save a search that
displays all email correspondence with client X.
OneClick Restore a single email to a mailbox
By simply clicking on a button, the user or the
administrator can restore an email to a user’s
inbox in its original format. GFI MailArchiver
restores any archived email (even deleted email)
and these are resent to the user as an attachment.
* Printer-friendly support for printing emails