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Archiving Email & More in the Cloud

Retain Cloud Archives Office 365, Exchange, Gmail, and GroupWise, along with social media, and mobile communication data for case assessment, search, and eDiscovery in the cloud.

The Cloud Unified Archive is accessible by end users and administrators directly through the Web Access Archive Viewer. This enables your organization to quickly access, search, and audit archived communication data. Easily place litigation holds, print, forward, save, redact, and export your message data. Cloud Unified Archiving reduces cost, mitigates risk, and manages complexity in the cloud. Leverage cloud services to reduce maintenance, reduce hardware costs, and free up resources to work on strategic business initiatives.


Five Unique Features of Retain Cloud Archiving

  1. Retain provides customers a private cloud within our data centers, through our Cloud Providers, or Public Cloud Infrastructure. These options are available globally to meet geographic specific standards and requirements for data storage.
  2. The Retain Archive can be accessed, browsed, and searched directly within the end-user’s email client, the Retain mobile app, through a browser-based web access client, through the Offline Archive Viewer. Additionally, archived data can be exported to a portable stand-alone archive viewer.
  3. Retain Cloud Archiving offers enhanced granular archiving by taking advantage of the Microsoft Recoverable Items Folder and is not just limited to journaling.
  4. eDiscovery and case management is built-in, and is not an add-on or additional cost.
  5. Built-in Smart, Confidential & Rule-based Tagging, allows for custom, searchable message tagging from within the archive.

Retain Cloud Features

Comprehensive Data Protection

GWAVA’s secure and redundant data centers keep your messages fully protected and backed up, removing the risk of loss due to onsite server failure.

Private Data Storage

Your data is never stored with other organizations’ data, ensuring no one gains access to private information. The archive includes mirrored SANs for redundant protection.

Worry-free Deployment

Archive electronic communication without worrying about disk-space. Eliminate storage quota headaches by archiving all of your electronic communication and with powerful search technology, you can quickly and easily recover messages.

Implementation by GWAVA

Be it a new system, migratory or multi-tenant, GWAVA will walk you through the entire implementation process from beginning to end.

Zero Limitations

Unlimited hardware, data storage and processing power all on-demand.

Ongoing Support & Upgrades

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

Data Center

GWAVA and its partner or vendor cloud  data centers meet or exceed national standards for cloud infrastructures. GWAVA offers 99.99% uptime guaranteed. The cloud data centers feature the following:

  • SAS 70 Type II certification
  • HIPAA compliance
  • Multiple redundant centers for immediate failover
  • 24/7 monitoring & security
  • 24/7 support and maintenance
Disaster Prevention

GWAVA and its partner or vendor data centers meet or exceed standards for disaster prevention and redundancy roll-over access including the following features:

  • Zone 4 earthquake standards
  • Climate-controlled filtered air
  • Under flooring power and cable distribution
  • Multiple fiber-optic network providers
  • Fire suppression (double interlocked, pre-action, dry pipe)
  • Class A data centers

Retain Cloud Archiving Features

Multi-platform Unified Archiving

All messaging data, including multi-platform email, social media and mobile is archived into one unified data archive. This gives you the ability to search, publish and perform eDiscovery from one central location.

Mixed-environment Unified Archiving

Cloud Unified Archiving provides simultaneous support of a mixed messaging platform environment. View your cloud archive of Exchange, Office 365, Gmail, GroupWise, social media, instant messaging, web search and mobile data from one central location.

Supported Platforms

Cloud Unified Archiving supports Exchange 2007 SP3, 2010 SP2 or higher, 2013 and 2016, Office 365 Business Essentials, Premium, Enterprise E1, E3 and E5 plans, Google Apps paid and Education, GroupWise 7.0.3 HP1 or above, GroupWise 8, GroupWise 2012 and GroupWise 2014. Supported social media platforms include, Facebook, Twitter, LinkedIn and Yammer. Instant messaging supported platforms are Microsoft Lync, Google Hangouts, Yahoo! Messenger and AOL IM (AIM). Google, Yahoo!, Bing, Wikipedia and YouTube web searches are also supported.

Email Plugin

Archived messages can be accessed and searched directly from within Outlook, Web Access, and GroupWise. Retain provides the ability to cache archived data 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.

Policy-based Unified Archiving

Retain Cloud Archiving provides fully configurable policies that allow you to define the specific email, mobile, and social media communication 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, GWAVA Cloud Archiving has the ability to implement retention policies for all archived data.

Intelligent Archiving

Retain Cloud Archiving 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.

Message Deletion

Retain Cloud Archiving includes message deletion policies to reduce storage space, and server load on your Exchange, Office 365, or GroupWise 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

Cloud Unified Archiving stores messaging data in a platform agnostic format, meaning no matter what email system you are running, even mixed environments, Cloud Archiving 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.

Social Media Archiving & Oversight

Retain Cloud Archiving for Social Media provides archiving, monitoring, and data insights. This enables organizations to perform eDiscovery, review messages in context and help determine the tone of all posts and pictures for Facebook, Twitter, LinkedIn, Instagram, Flickr, Pinterest, and Google+. Plus, you get archiving for all YouTube and Vimeo videos and comments.

Messaging Threading

Social media messages are archived in their original message string, allowing messages to be easily searched and viewed in their original context.

Website/URL Filtering & Blocking

Cloud Archiving for Social provides real-time monitoring, alerting, and blocking of internet traffic to further protect your organization’s network.

Mobile Communication Management

Cloud Archiving for Mobile archives encrypted SMS/Text messages and dedicated business phone number electronic communication data for iOS and Android, as well as SMS/MMS and phone call logs for Android and BBM, PIN, SMS/MMS and phone call logs for BlackBerry devices. This means there is no need to tether or sync the device and archiving is done in real time. Cloud Archiving for Mobile also features policy-based mobile call recording and archiving Cloud Archiving for Mobile is the only enterprise-ready archiving solution for iOS, Android and BlackBerry devices.

Single Sign-On

Cloud Unified Archiving provides single sign-on for users to access their archives whether using Outlook, the Outlook Web App, the GroupWise Client or GroupWise WebAcess.

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.

Compliance & Control

GroupWise, Gmail, Exchange, and Office 365 programs allow auto purge and automatic deletion of messages, by the end-user--and without prior approval by an administrator. To assure that no messages are deleted or purged without the knowledge of decisionmakers, Retain can be configured to disable auto-purge, and supports SmartPurge. This provides total archive policy control by prohibiting message alteration or deletion. These features help ensure archived data is complete and compliant.

Web Access Archive Viewer

Cloud Unified Archiving offers an easy-to-use browser-based interface with powerful search tools that let you quickly access, search and perform eDiscovery.

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.

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.

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, GWAVA Cloud Archiving can flag an archived item to protect it from deletion or actions until the hold is removed.

Audit Trail

The Archive features 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.

Message 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 Cloud Unified Archiving Web Access Archive Viewer. Give end users the ability to search, forward, print, restore, access, and view messages in their original context without administrator support.

Fast & Easy Retrieval

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

Storage & Reporting

Single-Instance Storage

Cloud Unified Archiving stores only one copy of a message and attachment. This is critical functionality as Exchange 2010, 2013 and Office 365 do not support single instance storage thus driving up your storage costs exponentially.

Third Party API

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

Increased System Performance

Cloud Unified Archiving 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

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