• Ensure compliance with industry regulations for archiving emails
  • Ease the e-discovery process: quickly retrieve emails on court order
  • Track policy violations: recover any purposefully deleted emails.
  • Increase productivity: allow users to search and retrieve their own emails.
  • Decrease storage needs and boost Exchange Server performance.
  • Meet auditor requirements: produce requested emails with ease.
  • Centralized storage: No more PST headaches

Email Archiving for Exchange

Policy Patrol Archiver stores emails and attachments in a central Microsoft SQL database. Since Policy Patrol Archiver archives emails when they are sent and received, even if a user deletes an email from his or her inbox the email will still be in the Policy Patrol archive.

Intuitive Web Interface

Users can access their archived messages and documents through a user-friendly web interface. They can retrieve messages by searching on message body, subject, recipient, sender, attachments, file name, file content and tags.

Advanced Searches and eDiscovery

Full text searches can be performed on the message body and most attachments – including Microsoft Word, Excel, PowerPoint, PDF files and many more. Searches can include multiple criteria using operators such as AND, OR and NOT. Searches can also be saved and re-used at a later date.

Life cycle management

Compliance officers can set life cycle periods so that messages and attachments are deleted when they reach a certain age.

Restoring emails

Users can search and restore emails from the intuitive Policy Patrol Archiver web interface, offloading IT Administrators from having to search for emails on backup tapes.

Decrease Exchange Store Size

Policy Patrol can ‘stub’ emails (email body is replaced by a link that allows the user to restore the message) and/or remove messages from Exchange Server entirely reducing the Exchange Information Store size, decreasing backup and restore times as well as boosting performance. Since you can set different intervals for each, you have the flexibility to for instance ‘stub’ messages older than 90 days, and remove messages older than 1 year.

Role-based access to the archive

Policy Patrol Archiver allows you to assign different roles to different users to determine their view and restore permissions. Only users assigned as compliance officers are able to view other users’ messages and can delete data. Managers can also view emails of subordinates.

Meet eDiscovery requirements

For eDiscovery and compliancy reasons, it is important to be able to prove that archived data is original and unchanged. Policy Patrol stores emails and attachments in their original format and uses Windows authentication to control access to the application and database. In addition, Policy Patrol will perform an integrity check when a stored email, or attachment is opened to ensure that the content has not been tampered with.

Auditor role

When an Auditor asks for access to electronic records, they may request a copy of the files on a disk, or they may request you to provide this information on site. Policy Patrol can accommodate both requests: You can export the relevant files or provide access on the system by marking the relevant files as accessible to the Auditor. This avoids giving access to more information than required and allows the Auditor to work more effectively.

Single instance storage & compression

Policy Patrol Archiver uses single instance storage and compression to keep the archives as compact as possible.

Knowledge Management

Since Policy Patrol effectively archives a company’s electronic data in a single repository, it can also function as a Knowledge Base for all the organization’s information.

Email liability prevention

By using Policy Patrol Mail Security with Policy Patrol Archiver, you can filter emails on words, links, company names and attachments, and stop potentially dangerous messages from entering or leaving your organization’s mail server. This prevents ‘smoking guns’ such as offensive or discriminatory emails, or other potentially harmful content from ending up in your archive.

Spam free archive

Policy Patrol Archiver can prevent your archive from getting clogged up with spam, or other irrelevant content, by not archiving the contents of specific folders such as junk mail or RSS feeds. In addition, Policy Patrol Spam Filter can be used to block spam at the gateway level and thereby also prevent junk from ending up in the archive.

Include legal disclaimers in archive

It is important that any legal disclaimers that were added to emails are also included in the email archive, providing you with proof that the disclaimer was added. Many email disclaimer solutions that operate at the Exchange Server level do not update the email in the Exchange Information Store. Policy Patrol Disclaimers updates emails in the Exchange Information Store with any email signatures and email disclaimers that were added, ensuring that your archive is correct and complete and providing you with proof that the disclaimer was added.

System requirements

• Microsoft Exchange Server 2003, Exchange 2007 or Exchange 2010
• Windows Server 2008, 2003 or SBS 2011
• Microsoft SQL Server 2005 or 2008
• Microsoft .NET Framework 4.0 (if you do not have this installed the Policy Patrol installation will download this for you)