The term "Email Archiving" defines the idea of preserving crucial messages on disk and indexing it for simpler access in future. Individuals and enterprises are now days adopting email archiving solution as a strategy to safeguard mission-critical data for retention, compliance, recovery, protecting intellectual & for eDiscovery purposes. The archived data acts as a backup that can be stored on magnetic tapes, disk arrays, or cloud (depending upon accessibility requirement). More than that, archiving is considered suitable because email metadata remain as it is.
Email for communication is used over decades and considering the importance of emails, a number of applications have been developed to manage them. Between this, a lot of consideration was given to clients and servers that store database on local machine so that a private messaging network is created. For example: MS Outlook, Mozilla Thunderbird, Apple Mail, Exchange Server, Incredimail etc.
There are a number of email archiving solution that offer built-in solution for email archiving. For example: MS Outlook has default archiving options available that automatically archive data as per user requirement into a different PST file. Such qualities prove useful to prevent data loss in scenarios if the production file encounters any problem. Although section of data will be unavailable but a large amount data can be accessed through the archived file.
On the other hand, if we talk about email clients like Outlook Express that does not offer potential options to archive emails. Following complicated procedures to backup DBX folders does not ensure integrity maintenance that is generally not an option for archiving at individual and enterprise level. In such scenarios, an urgent need of some free email archiving software occurs.
Email is the lifeline of many businesses and organization now a days implement a messaging environment as per their requirement. While some employees and other authorities choose to maintain the emails in the mailbox open-endedly, many companies follow the standard of deleting emails older than a certain number of days. These kind of retention policies require organizations to stay a little careful as a mail can help the company to avoid litigation proceedings or win a lawsuit.
For litigation and eDiscovery, it is important that data along with its metadata is available. MailPro+ not only provides advantage of archiving emails but also ensures email properties are retained that can help in thorough analysis of messages while investigation.
Email archiving is also considered as a part of business continuity. Consider an example: An employee discontinues his services in an organization. The archive of employee's mailbox can be given to his replacement so that he can continue to work with his records. More than this, a mailbox archive is also instrumental in getting back business-critical data at the time of disaster.
For maintaining business continuity through, MailPro+ helps archiving emails from files, even if they are physically damaged. Email data from popular clients and servers can be archived using the tool. Some of the mail applications and file formats supported by tool includes Outlook, Lotus Notes, Thunderbird, Incredimail, SeaMonkey, Outlook Express, MBOX, EML, IMM etc. For maintaining the work flow and access to the database in disaster, the emails can be archived to PDF, PST, MSG, EML, HTML, CSV, and TIFF format.
Every email contributes to the accelerating space on the storage device or cloud. More the number of messages, more is the time taken by the application to search, retrieve, and index the needed information. To maintain a flow and application performance, it is necessary to regulate the size of mailbox. Archiving not only help to preserve crucial part of the database but also help in optimizing the storage space.
For archiving selected items or folders from mailbox file, MailPro+ includes the facility of selective data export. This will help to manage the size of mailbox by archiving crucial data from the file so that the less important part can be deleted from the file.