How it Works – EMS Rapid Archive™
The EMS Rapid Archive service provides complete control over retention and deletion policies, Legal Holds, compliance and e-Discovery without the risk of data loss.
Deployed in a day
EMS Rapid Archive can be quickly installed for any number of users – a set of critical mailboxes or the entire organization. As needs change, EMS Rapid Archive can be easily expanded to provide historical email for any number of users for any length of time. Once installed, EMS synchronizes with the primary email system, populating users, distribution lists, calendars, etc.
EMS Rapid Archive is built on the unique Dell MessageOne™ Managed Services Platform™ that consists of minimal client side software installed at your site and the Dell MessageOne global network of top-tier disaster recovery centers. Linux® based, this architecture is immune to the viruses and malware that plague Windows® based systems and allows EMS to be deployed in a day.
Historical email can be imported into EMS to initially populate the archive from Exchange or .pst files. The EMS Outlook Extension is also optionally deployed via a centralized MSI installation onto all Outlook® mail clients to allow end-user archive search. If your needs change and there is a desire to return the archive to your internal systems, the entire archive can be securely exported back to your servers.
Secure data capture and retrieval
As email is sent and received within the primary email system, a copy of each unique email is compressed and encrypted for transmission to the EMS datacenter. Email and attachments are deeply indexed for rapid search and retrieval and are stored encrypted at the datacenter using EMS’ Store Once, Use Everywhere™ architecture.
Email is now available for search and retrieval until the scheduled retention/hold date. Administrators can search globally or they can delegate authority to users to perform as scoped reviewers with limited global access. Sub-second searches can be performed across headers, body, subject, file names, and over 370 attachment types.
EMS securely stores a single copy of each message for use in end-user archiving, legal discovery, policy compliance and optionally email continuity. Data is only synchronized for active users avoiding the server overhead of journaling systems. By capturing only a single copy of a message sent to multiple users, bandwidth and storage usage is further minimized. The complexity of managing multiple systems with competing retention and deletion periods is avoided and costs are lowered.
Complete retention and deletion policy control including flexible Legal Holds
Data is stored according to retention policies that can be changed at any time. Granular retention and deletion policies can be set and EMS Rapid Archive will make sure that messages are stored properly and deleted at the appropriate time. Multiple Legal Holds can be placed on any combination of mailboxes and these will also be applied to incoming mail meeting the legal retention criteria. EMS makes it easy to comply with the many regulations that dictate email retention.
EMS’ sophisticated and flexible policy engine is the only solution that enables companies to set retention policies and Legal Holds of any length, by user, group or server, and change them at any time to provide complete retention policy management. There is no need to lock-in retention policies before deployment; changes are recorded to provide a complete audit. Import email from Exchange and eliminate the need for users to store local .pst files.
- Set retention policies mailbox-by-mailbox, server-by-server, group-by-group, or user-by-user
- Integrate with Active Directory® to automate retention policy management
- Set retention policies in any increment of days, months, or years
- Implement changes quickly at anytime
- Changes do not require system re-architecting
- Create an unlimited number of retention policies
- No need to determine retention policies before implementation
- Pay only for the storage you use
- Automatically purge mail at the end of retention period
Complete any e-Discovery request globally over millions of messages in under a second
EMS makes it easy for authorized users or legal counsel to search selected mailboxes or the entire environment using any search criteria. Perform sub-second searches across headers, body, subject, file names, and over 370 attachment types. Bounded search authority can be delegated to legal staff to eliminate the costly delays common in alternative archiving solutions, that occur when counsel must repeatedly request and refine search criteria for execution by the IT staff. EMS Rapid Archive integrates with Active Directory® to find all aliases and distribution lists for search and Legal Holds.
EMS provides a distinct competitive advantage in legal discovery.
- Implement more effective searches with an easy to use interface or Boolean operations
- Uniquely delegate bounded search authority to legal or other staff to eliminate costly delays
- Users never need to leave Outlook to search, retrieve and restore messages
- Integrate with Active Directory (AD) to search across all relevant aliases
- Use AD integration to populate users and automatically set and modify retention policies
- Set Legal Holds by user or group covering all aliases and distribution lists
- Set Legal Holds which are both forward and backwards looking
- EMS on-demand services act as a tamper-proof, third party custodian for email archives
EMS’ unique recovery capabilities eliminate the risk of data loss after any outage or data store problem
EMS Rapid Archive can optionally generate a recovery archive for any time window based on server, storage group, user group, or any search criteria for quick restoration into the primary email environment. When your primary email servers are restored to normal operation, EMS fully automates the process of migrating email and data back into your primary environment. EMS retains all forensic information of messages such as folders, BCC recipients, and read/unread status, etc., and thus prevents the data loss windows of tape, replication, log shipping and vaulting.
Intelligently import messages stored in Exchange, local .pst files and legacy archive solutions.
Archives are only as useful as the messages they contain. To centralize search, discovery and retention management, EMS offers intelligent import capabilities to consolidate distributed email into a single archive.
EMS streamlines email archiving by ingesting distributed messages from three different sources:
- Microsoft Exchange – EMS harvests messages from Exchange for any set of users and retention periods. Unlike other solutions, EMS can easily be configured to import for diverse time periods for different classes of users. For example, seven years of messages can be imported for regulated users, five years for executives and 90 days for other users.
- Local .PST Archives – .PST files are local email stores that are convenient for users but risky for administrators. When litigation occurs, it can be expensive and time-consuming to find messages stored in local .pst files. EMS Email Archive is able to import messages stored in .pst files into the archive. Since .pst files do not include essential mailbox information and metadata, EMS Email Archive automatically associates .pst files with the correct mailbox, restoring metadata that is essential for e-Discovery, litigation holds and retention policy management.
- Legacy On-Premise Archives – Many companies are migrating from slow and expensive on-premise archives to SaaS solutions like EMS Email Archive. The Dell MessageOne advanced import capabilities streamline migration by importing messages directly into EMS. Many on-premise systems capture messages without important metadata needed to enable legal and end-user search capabilities. EMS Email Archive solves this problem by intelligently associating imported messages with the original mailbox metadata.
EMS is built upon the unique Dell MessageOne Managed Services Platform™ to lower costs and reduce complexity
The Dell MessageOne Managed Services Platform consists of the EMS data network, hosted by Dell MessageOne at top-tier datacenters and minimal client side software installed at your site. This architecture eliminates the many risks of on-premise enterprise solutions while providing the integration that is often lacking in on-demand services.
Unlike other on-demand services, Dell MessageOne Managed Services Platform provides rapid deployment and low total cost of ownership while meeting the broadest enterprise requirements for scalability, security, integration, and data privacy.
- Reduce complexity and lower costs – single day deployment, zero maintenance, and single instance storage
- Enterprise class data protection, scalability, and ease of use
- Integration with Active Directory and Windows Authentication®
- Start with any number of mailboxes and expand as needed with no hidden costs
- Priced like insurance yet is the only solution that is always available
How EMS Rapid Archive protects your data
EMS has been designed with many layers of security to satisfy the most stringent regulated businesses and the largest enterprises. EMS’ best-in-class security capabilities include: integration with Active Directory and Windows Authentication®, AES encryption of messages, SSL encryption for transport, and hosting within hardened, secure disaster recovery datacenters.
Dell MessageOne has taken the most diligent measures to protect customer data including multiple levels of disparate defenses and strictly controlled network access. Dell MessageOne employs a comprehensive security program that includes administrative, technical, and physical safeguards appropriate to the nature and scope of its services, designed to: 1) ensure the security and confidentiality of customer data to which it has access in the course of providing its services; 2) protect against any threats or hazards to the security or integrity of customer data that are, or should reasonably be, anticipated by Dell MessageOne; 3) protect against unauthorized access to or use of customer data; and 4) ensure that confidentiality and associated legal privileges are not compromised by the services provided by Dell MessageOne.
Dell MessageOne datacenters are designed to support and protect mission-critical operations. Dell MessageOne datacenters are top-tier, provide multi-level physical security features, and a rigidly controlled operating environment to protect valuable customer assets and operations. In addition, qualified, screened technicians are on-site 24 hours a day, 365 days a year, to perform routine and emergency maintenance/installation procedures. Access to Dell MessageOne datacenters is highly controlled. All entrances are monitored and have alarms for protection with security officers on-site. Physical visits are allowed by appointment only, and must be verified directly with Dell MessageOne and authenticated with a biometric ID. Dell MessageOne datacenters are built with robust fire protection systems that meet top industry standards.
Dell MessageOne datacenters have multi-zoned fire suppression systems, double wall service corridor perimeter, redundant environmental systems with 24/7 monitoring, intrusion detection monitoring, employee screening and access control, and many more physical security controls detailed upon qualified request.
Dell MessageOne datacenters only allow inbound connections from Web browsers via 128-bit SSL and Dell MessageOne software. All connection to the emergency email system is made using an HTTPS connection from the browser to ensure that email and customer data is protected from disclosure and remains tamperproof. All email stored by Dell MessageOne is stored in an encrypted format. Messages are only decrypted for authorized user access. All of the data servers in the Dell MessageOne network use redundant hard drive configurations that are hot swappable to ensure that no loss of service results when any drive is replaced. The architecture has redundant, load-balanced servers for high availability performance. All access is logged for reporting purposes. Customers are encouraged to discuss these and the multitude of additional security controls provided by Dell MessageOne with your sales representatives.
