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Email Archiving

Need to archive email? Look no further than Retain!

Retain archives email for Microsoft Office 365, Exchange, GmailGroupWise, IBM Notes, and Bloomberg Professional. The email message data is archived in one central location, which can be accessed by end users and administrators directly through Retain’s Web Access Archive Viewer.

Not only does Retain archive email, it also includes powerful eDiscovery tools to enable your organization to quickly access, search, and audit archived email 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 Email Systems

Retain supports archiving for Exchange 2007 SP3, 2010 SP2 or higher, 2013, and 2016, Office 365 Plans E1 - E5, Google Apps paid and Education, GroupWise 7.0.3 HP1 or above, GroupWise 8, GroupWise 2012, GroupWise 2014, IBM Notes, and Bloomberg Enterprise.

Unified Archiving

All messaging data, including multi-platform email, appointments, files, and attachments, 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

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

Policy-Based Unified Archiving

Retain provides fully configurable policies that allow you to define the electronic 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, Retain has the ability to implement retention policies for all archived data.

Intelligent Archiving

Retain 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 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

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.

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.

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, Web Access, or GroupWise.

eDiscovery, Access, Browse, and Search

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

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 decision makers, 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

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.

SMTP and Secure FTP Forwarding

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

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).

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.

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.

Third Party API

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