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Version: 7.3

Email Archive

Introduction​

contentACCESS Email Archive provides long-term, compliant storage for company emails, addressing the growing need to retain accountant and other business-critical documents for periods defined by country- and company-specific regulations. The solution offers easy search through the contentACCESS Portal and reliable retrieval capabilities, while reducing the storage load on the Exchange server.

Email Archive supports processing from local Exchange servers as well as from the cloud (Microsoft 365), including the archiving of public folders. Archived items can be accessed, restored, or recovered when needed, either automatically through scheduled jobs or manually by the user.

This page describes:

  • the supported storage types;
  • the available archiving methods and processing types;
  • the mandatory settings required before configuring an Email Archive job;
  • how to activate Email Archive for the first time.

Supported storage types​

contentACCESS Email Archive currently supports the following store types:

  • Disk Store
  • inPoint
  • iTernity
  • Easy
  • Perceptive

contentACCESS can also archive emails into other supported or third-party implemented storages, making it a flexible solution for long-term email archiving.

Archiving methods​

There are two main methods of archiving available with contentACCESS Email Archive:

  • Archiving by scheduled jobs: The archiving process is configured in contentACCESS Central Administration and runs in the background according to predefined settings.
  • Manual archiving/restore directly from MS Outlook: Performed using the contentACCESS MailApp feature (for Exchange 2013 or higher) or the OWA 2010 extension (for Exchange 2010).

Processing types​

The following processing types are available when archiving from the Exchange server:

  • Archive with keeping the original item: Keeps the item in its source location. This method is generally used to archive emails younger than 1 year.
  • Archive with shortcutting method: Replaces the archived item with a shortcut — a transparent shortcut when MS Outlook is used, or an HTML shortcut when MS Outlook is not available (for example, in OWA). Shortcuts are typically used for mailbox items older than 1 year but younger than 2 years, allowing easy access without needing to search the archive, while also saving storage space.
  • Archive with delete method: Removes the mailbox item from the source location, generally used for items older than 2 years. The item remains stored in the archive for the required retention period.

Configure email archive settings​

The mandatory Email Archive settings are configured directly from the Email archive tab, in the Settings group.

Required settings in email archive Screenshot A: Required settings in email archive.

Before configuring an Email Archive job, complete the steps described in Important settings before creating an Email Archive job. This section walks you through the settings that must be in place prior to job configuration.

Activate email archive​

When navigating to the Email archive tab for the first time, activate Email Archive by clicking Activate.

Activate email archive Screenshot B: Activating Email Archive.

This action automatically creates a provisioning job, which performs the necessary synchronizations in the background.