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Retain for Gmail

Need to archive Gmail email in G Suite? Look no further than Retain!

Retain provides enterprise-level archiving for Gmail, within G Suite. Retain archives Gmail messages, Gmail notes, files, attachments, appointments and calendar items (iCalendar only). This data is securlt archived in one central location, and can be accessed by end users and administrators directly through Retain’s Web Access Archive Viewer.

Unlike other archiving solutions, Retain integrates directly with Gmail. In fact, the Gartner Magic Quadrant for Enterprise Information Archiving states, “Retain is one of the few archiving solutions that offers native Gmail archiving support”

The Retain archive includes powerful tools to enable your organization to quickly access, search, and audit archived communication data. Easily place litigation holds, print, forward, save, redact, and export your message data. Retain reduces cost, mitigates risk, and manages complexity on prem or in the cloud.

Environment Options

Supported G Suite Plans

Retain supports Gmail archiving for G Suite Basic, Business, Enterprise and Education.

Unified Archiving

All messaging data, including Gmail messages, Gmail notes, files, attachments, appointments and calendar items (iCalendar only), is archived into one unified data archive. This gives you the ability to search, publish and perform eDiscovery from one central location.

Gmail Archiving

Retain authenticates to the Google Apps server through an IMAP connection. Once Retain is configured, it runs an initial dredge, which pulls all messages for a specified time frame (or all messages) for each mailbox and then archives those messages. Retain flags the last archive so that each subsequent archive only pulls new messages from the last time an archive “job” was completed.

Flexible Archive Access

The Retain Archive can be browsed and searched directly from multiple access points, including: the end-user email client, the Retain mobile app, the browser-based web access client, and the Offline Archive Viewer. Plus, archived data can be exported to a portable stand-alone archive viewer.

Policy-Based Unified Archiving

Retain provides fully configurable policies that allow you to define the Gmail messaging data you want to archive. These policies allow you to define what is archived based on mailbox type, message source, item type, message status, the age of the message, and attachments. You can also filter by folder and attachment type. In addition, Retain has the ability to implement retention policies for all archived data.

Platform-agnostic Archive

Retain archives messaging data in a platform agnostic format, meaning no matter what email system you are running, even mixed environments, Retain will support it. This also makes email system migrations easy.

Platform Migration

Archive all of your current messaging data to Retain, implement the new messaging system, and then connect Retain to your new system. All data will be accessible without down time or end user disruption in service.

On-Premise or Cloud Unified Archive

Choose how your data is stored. Archived data can be stored on-prem behind your organizational firewall—or in the GWAVA® cloud.

Complete Data Control

Whether your data is archived on-prem or in the cloud, you maintain control of your data, you will always know where your data is stored and only your named users have access to the data. When you need to access or export the data, you can do so easily and quickly.

Worry-Free Deployment

Whether you choose an on-prem or GWAVA cloud solution, GWAVA will walk you through the entire implementation process from beginning to end.

Single Sign-On

Retain provides single sign-on for users to access their archives.

eDiscovery, Access, Browse, Search & Export

Built-in eDiscovery

Retain’s eDiscovery tools allow organizations to easily place litigation holds, print, forward, save, redact, strikeout and export message data.

Complete Export Functionality

Export the data easily into either PST, PDF or stand-alone archive viewer formats. The exported file is fully indexed, searchable, and includes a table of contents for quick browsing.

Compliance & Control

Google Vault lacks critical capabilities that can put your organization at risk for data loss and compliance violations. Retain solves this by giving you an archive that is platform agnostic, allowing for archive policy control, supporting export to PDF, allowing archived messages to be restored to the mailbox, providing redaction on exported messages, prohibiting message alteration or deletion and you maintain complete control of your data. This helps to ensure your data archive is complete and compliant.

Web Access Archive Viewer

Only Retain offers an easy-to-use browser-based interface with powerful search tools that let you quickly access, search and perform eDiscovery on the archive.

Offline Archive Viewer

Users can browse and search the Retain archive without access to the web, with the Offline Archive Viewer.

SMTP and Secure FTP Forwarding

SMTP and Secure FTP forwarding of all messages is available based on the individual organization’s needs.

Built in Search and Browsing of Archived Data

Retain features a “Google” like search tool for quick and easy searches across all electronic communication data within one central archive. This removes the need to search multiple archives or vendor systems for each message type. The tool returns instant results as a user types in information, and includes suggestions for searches as the search terms are entered into the system (including subject, body, text, email address, tags, users, and other fields). The tool also supports limited regular expressions (REGEX) terms, allowing searches for terms such as social security numbers, credit card and others. Furthermore, the search tool removes duplicate records from the search, reducing the number of hits for a specific search. Retain also provides Advanced Search Feature technology to search and take action, and conduct eDiscovery activities across connected datasets not held within the archive repository. The search wizard allows for the creation of exact search criteria.

Redaction Control

Exported data can be redacted, ensuring that personal information, or other redacted items do not become part of the open records request.

Litigation Hold

To protect email that may potentially be involved in future litigation, Retain can flag an archived item to protect it from deletion or actions until the hold is removed.

Audit Trail

Retain creates a searchable audit trail of all administrators and users who have permission to search the archive, enabling you to have a record of all activity.

Smart, Confidential & Rule-based Tagging

Administrators and end users can create custom tags for messages within the archive. Auditors, administrators and other authorized users can mark archived messages as confidential. These marked messages can only be viewed or searched by users with granted rights. And messages can be marked as confidential or tagged while being archived according to set criteria, including regular expressions.These tags are searchable for easier eDiscovery.

Configurable Permissions

The Access Control List manages access for users, administrators, or others to the features and functionalities of the Retain system by granting customizable role based permissions.

End-User Mailbox Management

Easily search data with the Retain Web Access Archive Viewer. End-users have the ability to search, forward, print, access, and view messages in their original context without administrator support.

Email Message Restore

Retain allows for quick and seamless email message restore. End users can restore their personal archived messages directly to their live mailbox. Administrators and other named users have the ability to restore email messages to any mailbox.

Fast & Easy Retrieval

Retain contains a built-in Lucene® indexing engine or the Retain High Performance Indexing Engine (for larger deployments).

Retain High Performance Indexing Engine
Retain features the High Performance Indexing Engine to ensure fast and easy data retrieval. All messages archived in Retain are immediately available for access, search, and eDiscovery. There is near zero latency between the time a message is archived and when it is indexed and available to be searched.

The High Performance Indexing Engine is a clusterable, high performance index that has the ability to support an unlimited amount of search requests. The external engine is available in a load balancing format for increased performance, or in a failover format for redundancy. The engine can be used in the load balancing or failover format, or both, depending on an organization’s needs.

Storage & Reporting

Secure Storage

Retain archives messaging data with multiple layers of security whether deployed on-premise or in the cloud. Retain supports multiple databases, including MS SQL, MySQL, Postgres and Oracle. In addition to secure storage, with messages being archived using AES encryption, EMC Centera, or NetApp Snaplock storage, optional Windows server or Linux server encrypted partitions can be used. Plus Retain features native support for iCAS technology. And, when deployed in the cloud, the GWAVA Cloud features redundant and secure data centers, keeping your data safe and secure.

Third Party API

Allows for third party external integration within Retain. Information can be ingested into the archive while maintaining data fidelity.

Ongoing Storage Support & Upgrades

Worry-free with 24x7 support, ongoing upgrades, and maintenance

Increased System Performance

Retain ensures optimal performance of the messaging system by securely archiving messaging data. This keeps storage on the messaging server to a minimum.

System Statistics & Reporting

Monitor system performance. Reports can be viewed within a dashboard, emailed periodically or generated and saved in multiple formats including CSV, Excel, HTML, and PDF.