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Retain for Office 365

Need to archive Office 365 email? Look no further than Retain!

Retain provides enterprise-level archiving for Office 365 email, on-prem or in the cloud. Retain securely archives Office 365 email, appointments, files and attachments, and now includes archiving Skype for Business instant messages. This data is archived in one central location, which can be accessed by end users and administrators directly through Retain’s Web Access Archive Viewer.

Don’t pay for the added functionality of E3 just so you can archive email. Retain archives Office 365 Business Essentials, Premium, Enterprise E1, Enterprise E3 and Enterprise E5 plans. This allows your business to reduce costs by only paying for the Office 365 plans your end-users need, and not having to purchase E3 plans to archive email, as required by Microsoft’s built-in solution.

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.

retain unified archiving adds value to Office 365 email archiving & ediscovery

Environment Options

Supported Office 365 Plans

Retain supports archiving for Office 365 Business Essentials, Premium, Enterprise E1, Enterprise E3 and Enterprise E5 plans.

Unified Archiving

All messaging data, including email, tasks, folders, notes, calendar items, shared calendars, appointments, files, deleted items and attachments, is archived into one unified data archive. This gives you the ability to search, publish and perform eDiscovery from one central location.

Policy-Based Unified Archiving

Retain provides fully configurable policies that allow you to define the email 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.

Intelligent Archiving

Retain Cloud offers intelligent, granular archiving by taking advantage of the Microsoft Recoverable Items Folder, or by using EWS impersonation, archiving is not limited to journaling. Retain can also archive via journaling, if required.

Skype for Business Archiving

Maintain oversight and compliance for Skype for Business/Lync communication. Retain archives Skype for Business messaging in one central archive, along with email, social media and mobile communication. Once archived, Retain gives you the ability to browse, search, perform eDiscovery and have oversight on Skype for Business/Lync communication data.

Message Deletion

Retain includes message deletion policies to reduce storage space, and server load on your Office 365 system. Policies can be set to delete email from the server after being archived in Retain, or after exceeding its retention age.

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 (such as Office 365), and then connect Retain to your new system. All data will be accessible without down time or end user disruption in service.

Office 365 Journal Archiving

Retain archives all incoming and outgoing messages directly from the Office 365 Journal mailbox. Manage the size of the journal by allowing message deletion from the journal once it has been archived. Retain can archive all messages from single or multiple Office 365 Journals and funnel them to a single mailbox in Retain.

Outlook Plugin

Archived messages can be accessed and searched directly from within Outlook and OWA. Retain provides the ability to cache that has been archived, based on specified criteria for offline access.

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.

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.

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 whether using Outlook or the Outlook Web App (OWA).

SMTP and Secure FTP Forwarding

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

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

Office 365 lacks critical capabilities that can put your organization at risk for data loss and compliance violations. As a result, the standard archiving functionality of these systems is not enough for the enterprise. With Retain, you have an archive that is platform agnostic, you set and control archive policies, you have the ability to export to PDF, you can perform redaction on exported messages, you can reduce the load on your Office 365 system and you maintain complete control of your data. This helps to ensure your data archive is complete and compliant.

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.

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.

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

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.

Single-Instance Storage

Retain archives only one copy of a message and attachment. This is critical functionality as Exchange 2010, 2013 and 2016 do not support single instance storage thus driving up your storage costs exponentially.

Ongoing Storage Support & Upgrades

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

Increased System Performance

Retain increases the performance of the messaging system by enabling archived messages to be deleted from your email system, and reducing data storage needs.

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.

Third Party API

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