⚙️Functionality

Advanced Searching

• The Archive leverages Apache Lucene search, which supports wildcard, Boolean, proximity, and fuzzy queries.

• To use fuzzy matching, add tilde (~) after your keyword. For example a search for "user~" will return results for "users" "fuser" and "uses".

Encrypted Emails

• The Archive cannot search encrypted emails. This is because the encryption prevents The Archive from accessing the contents of the email.

Outlook Calendar Items

• The Archive can archive Outlook Calendar items. This means that you can search for and view Outlook Calendar items that have been archived.

Searching for Attachments by Extension

• The Archive indexes all content including attachment names and file extensions. This process splits words on punctuation characters; a file name like all_big-words.txt might be split into all + big + words + txt. Therefore to find attachments by extension a user can search for the extension ("txt" or ".txt" will both work) and filter by attachment count ("with attachment").

Litigation Hold

• The Archive supports litigation hold. This means that you can apply a policy to specified users' archives. This will prevent the emails in those users' archives (all mailboxes) from being deleted. The Archive does not prevent the user from deleting content from their live mailbox.

Email Deduplication

• The Archive deduplicates emails. This means that only a single instance of an email is actually stored when sent to multiple mailboxes.

Retention Period

• By default, all archived data is retained forever.

• The Archive has configurable retention periods. This means that admins can define the life span of data and have it automatically deleted with its age has exceeded a pre-defined time period.

• The Archive can archive emails indefinitely. Retention policies are configurable and flexible to suit each customer's compliance landscape.

Data from Inactive Users

• Data from inactive users is retained and accessed in the same way as data from active users. This means that you can search for and view emails from inactive users or delegate access to an inactive mailbox to an active user.

Mailbox Removal and Re-Addition

• Removing a mailbox by making it unavailable for journalling, deleting it from the mail server or the archive for that mailbox will be retained and continue to be available to any linked archive user accounts.

• If a mailbox is re-added, access to the existing archive for that mailbox will be restored.

Re-attaching Old Archives to New Accounts

• Permission to view emails is determined by the user’s primary email address, if that stays the same then they will automatically view their old emails. If their email address has changed, then an administrator can easily attach the archive of their old email address to their new email address.

Exporting and Importing Users

• Users can be automatically created from Office 365 or imported via .csv

• Administrators can create and delete new user accounts

• Administrators can add, edit, and delete email addresses to existing user accounts.

Mailbox Clean-up

• Archiving to The Archive does not affect the mailbox in any way.

• Policies regarding the deletion of emails from live mailboxes should be configured on the mail server.

• When deleting from the archive, privileged users can choose to delete the content from Exchange Online (Office 365) mailboxes. This will delete all copies of the content across all mailboxes in the 365 tenant.

Delegated Access

• The Archive supports delegated access where emails can be shared across the organisation based on the employees requirements. Individual employees can delegate access to their own mailbox and administrators can manage access between mailboxes.

BCC Information

• The Archive captures BCC information. This means that you can search for emails that have been sent to BCC recipients and emails will appear in the archive of a BCC recipient user.

• BCC recipient details do not appear on emails in the archive of other recipients.

Compression and Deduplication

• Data entering the archive is deduplicated, meaning only a single copy of a unique email (regardless of the number of recipients) or attachment is retained.

• Data in the archive is stored in a compressed state, reducing the amount of storage required significantly when compared with the raw data.

• Overall, we generally see a 40-60% reduction in data volume from a raw import. This varies based on the email data composition, for example a large service organisation sending emails to high numbers of recipients and re-using attachments will see a much greater reduction than a small architecture firm sending large unique 3D drawings to specific clients.

Does deleted data remain searchable and downloadable?

• Yes, emails which are deleted from the users' mailboxes will still be accessible (searchable and downloadable) within the archive, assuming the emails in question haven't hit the aforementioned retention period.

Are a wide range of file types archived and indexed, including video, audio, and image files?

• Yes, we will index anything which is presented to us, including video, audio, and image files. The attachments will be downloadable so a user can find the attachment and view/listen to the file in question using appropriate software on their workstation.

Are there limitations on the number of mailboxes per search, volume of results per search, or number of concurrent searches?

• There are no limitations on the number of mailboxes per search, volume of results per search, or number of concurrent searches.

What protocols are in place for data access, retrieval, and deletion to comply with privacy regulations?

All email data is segregated using the tenants unique company tag. The user interface uses the company tag to direct users to their information, permissions to view emails in the archive is governed by the sender / recipient addresses of emails. So users can only view emails they sent / received unless they are granted additional permissions to view other emails by a tenant administrator. No one other than users from the tenant searching the archive can access archived data (including our own personnel).

The Archive supports 4 user roles to support role-based access, and users can be assigned multiple roles. The roles are:

• Basic User – Access only to data for which their account matches a sender or recipient address.

• Privileged User – Access to the entire archive (by default, can be restricted by domain, addresses and/or date).

• Data Guardian – Access to user activity transcripts and requests (to approve deletions, legal hold, and retention limit changes). Only has access to content in transcripts and requests without being assigned another role.

• Administrator – Access to tenant administration settings to configure connections, manage users, and feature access. Does not have access to archive data without being assigned another role.

By default, only privileged users can request deletions or legal holds and only administrators can request changes to retention limits. All requests must be approved by another user with the Data Guardian role, ensuring a 4-eyes process. Additional approval steps can be enforced.

Content can be restored to the original mailbox, forwarded and exported by users and administrators can configure whether basic or privileged users can perform each of these actions.

Our Spaces feature enables content from one or more searches to be collected, collaboratively reviewed, managed, and collectively deleted, exported, or placed under legal hold. Spaces are the ideal solution to audits, investigations, and retrieval requests as they enable users to easily organize and manage archived content in bulk without the need to export first.

Awaiting Answers:

What usage statistics are available?

Sharing Cases (Spaces) with External Parties

How does your archive make it fast and easy to search and find all relevant data?