Software companies should not insist that you should keep those records. In
fact I would be concerned for those claims. YOUR legal department should be
able to define policies and rules that apply to your environment. This is a
perfect scenario where IT will have to work closely with Legal and HR on
defining these polices.
The rules you describe reinforce what Simon stated earlier with GFI.. YMMV.
Martin
----- Original Message -----
From: "Stephen Reboulet" <[EMAIL PROTECTED]>
To: "Exchange Discussions" <[email protected]>
Sent: Wednesday, January 17, 2007 9:41 AM
Subject: RE: Best value for money exchange archiving
That is one of the major questions our users and
managers have been asking/screaming about: "Why
can't WE (company) decide what we want to keep?"
As an Admin, one of the biggest complaints is
from users going through and seeing Spam in their
archive area, especially ones that falsify the
date, so that it looks like it was sent December
31, 2011, so it's right at the top of the
list. One user in another of my discussion
groups had an issue where someone filed a
complaint to HR because of an email containing
one of George Carlin's 7 Dirty Words would greet
her as the first email every time she searched
her archive, and wanted it removed and was told it couldn't.
I understand the software companies insistence
that if you're archiving mail, it's should be a
permanent record if you're trying to adhere to
the regulations of Sarbanes-Oxley, and others,
but I just want something easy and cheap so users
don't have to use Exchange as their own personal
holding store for every email and attachment
they've ever gotten, and a way to ensure we have
emails from employees after they leave.
At least make a tool that lets the Admin remove
emails that they want removed, and if they want,
have it make a record somewhere that "Email X was
removed by Admin Y at Date and Time Z" (1). This
way you can satisfiy both users bases: those who
need a 'absolute' record, and the 'we just want to save some email' group.
(1) GFI does allow you to create rules as to
mail retention, such as "don't archive emails
from user B", or "anything with 'free pizza'
shouldn't be archived", but they only apply to
emails archived after the rule is created, it
does nothing to the emails already added to the store.
-stephen-
At 12:17 PM 1/17/2007, Schwartz, Jim wrote:
"Once an email is in, you can't remove it."
Somewhere a few lawyers have started salivating. A few more just keeled
over in fright.
Retaining email for the sake of retaining it is asking for issues.
Retaining emails that are required by law or contain business records is a
good thing. In order for it to be a record, it must not be able to be
changed by the user and it should have a age limit for destruction. The age
limit can be until the stars burn out, but at least you can show the
attorney's that you purge certain information as part of your normal
business process.
I personally think that where many of the "archival" products fall down is
in managing the records. You can archive and keep emails, that's great. How
do I make sure that when I don't need to keep it, that it goes away? [1]
[1] I can't be 100% sure, but I should be reasonably sure.
-----Original Message-----
From: [EMAIL PROTECTED]
[mailto:[EMAIL PROTECTED] On Behalf Of Stephen
Reboulet
Sent: Wednesday, January 17, 2007 10:15 AM
To: Exchange Discussions
Subject: RE: Best value for money exchange archiving
In our test setup:
*We started archiving all emails using Journaling to a special mailbox that
GFI MA 'read' and pulled into archive.
*Using the GFI MA EEWiz utility, we had it go into the mailboxes and grab
copies of all emails up to the date we started the Journalling
archiving. We were able to tell it that any
emails prior to 2006, should go into a separate database. We did not have
to archive all the users' accounts to a PST file, so that was a nice touch.
*We then set a cap on the test group, and setup their accounts to
auto-purge anything over 3 months old.
For our purposes the program worked quite well:
*It allows the users to search their own archived mail, forward or restore
as needed; *It allows group leaders to view and search the emails of their
groups. Useful for times when a client has sent an important email and
someone on the team is out. No more running to us asking us to search all
the email accounts singularly looking for said email *It allows IT to
search all email accounts for an old email sent to 'someone in the
company'.
*It keeps the emails of past employees, helpful for the time when someone
say's 'oh John Smith told me..' and we check his email account that we
backed up on the day he left and find it's empty...
It's not perfect however. Once an email is in, you can't remove it. That
means spam, emails that someone regrets sending, all those emails with
MP3's, are all archived. It won't reduce your store size itself, it's up
to you to purge and then compress the store. Users have to use a web
interface access their archived mail.
For our needs, and it's price range, it was a good solution.
Your mileage may vary.
At 06:12 AM 1/17/2007, Simon Butler wrote:
>You do know that you are comparing apples to oranges with GFI Mail
>Archiver and Enterprise Vault?
>
>I personally do not feel that you can compare them, because they do two
>different jobs.
>
>GFI Mail Archiver is a journaling application.
>It uses the journal feature of Exchange to take a copy of every message
>as it passes through the Exchange server.
>It will do nothing to reduce the size of the store, as it does not
>remove items from the database. If you want to reduce the size of the
>store with that product, then you have to extract the content from the
>mailbox using exmerge then import the PST file.
>On an ongoing basis users need to actually delete email from their
>mailbox themselves, GFI cannot do that for you.
>I use GFI MA for sites that need to keep a copy of messages for
>compliance reasons.
>
>Enterprise Vault on the other hand, while it can do the above, it is
>also able to extract content from the Store and leave a stub behind so
>that the user can get access to the item without actually having to
>move to a different interface to get hold of it. It is a much more
>complex application than GFI MA. GFI MA is basically an SQL database
>with a fancy front end and an POP3 or IMAP client (cannot remember
>which one it uses right now) to populate the database.
>
>The difference in complexity is demonstrated by the difference in the
>cost of the application and the install time required.
>
>Simon.
>
>
>--
>Simon Butler
>MVP: Exchange,
>MCP, MCSA, MCSE,
>Amset IT Solutions Ltd.
>
>e: [EMAIL PROTECTED]
>w: www.amset-it.com
>w: www.amset.info
>
>
>
>-----Original Message-----
>From:
>[EMAIL PROTECTED]
>[mailto:[EMAIL PROTECTED] On Behalf Of
>Neil Doody
>Sent: 17 January 2007 09:21
>To: Exchange Discussions
>Subject: RE: Best value for money exchange archiving
>
>I'm not just looking for pricing, though it has to be included in my
>report, my report is around 95% technical analysis the pricing comes at
>the end I just don't want to get sales people hounding me.
>
>-----Original Message-----
>From:
>[EMAIL PROTECTED]
>[mailto:[EMAIL PROTECTED]
>On Behalf Of Chris Scharff
>Sent: 16 January 2007 16:30
>To: Exchange Discussions
>Subject: RE: Best value for money exchange archiving
>
>Don't like to deal with sales? Create an RFP and send it to them with a
>deadline.
>End.
>
>If you don't have enough in terms of
>requirements or needs assessment to create an RFP then you're doing
>yourself and your company a disservice by skipping the sales weasels
>and just looking for pricing. Pricing alone is a poor way to select a
>product/vendor/service.
>
>
>
> > -----Original Message-----
> > From: [EMAIL PROTECTED] [mailto:bounce-
> > [EMAIL PROTECTED] On Behalf Of Neil Doody
> > Posted
> > At: Tuesday, January 16, 2007 9:41 AM Posted To: swynk
> > Conversation: Best value for money exchange archiving
> > Subject: RE: Best value for money exchange archiving
> >
> >
> > Is it possible for people to give me some indicitive prices for the
> > different solutions they went with? So far I've found that quest
> > archiver manager to be around £30 per mailbox, GFI Mail Archiver is
> > clearly stated as $1950 for 100 mailboxes. I have seen a site that
> > lists enterprise vault at aroudn $5000 for 500 mailboxes though
> > there are suggestions of acquiring different modules what would I
> > require bassline and how much is it?
> >
> > Can anyone tell me prices for mimosa?
> >
> > I appreciate that this information is what you would normally
> > contact the vendors with but trying to get through the thick mud
> > they call sales persons is really quite
hard to get some form of bassline costs.
>
>
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