ELO e-mail archiving
Advantages of ELO e-mail archiving
While e-mail systems have evolved into central communications platforms, they are still unsuitable for storing and managing large quantities data over several years. As the consequence of increasing levels of e-mail traffic, companies have to battle with overflowing mailboxes and worsening system performance. A way around this dilemma is provided by the ELO archive server components. These are able to store e-mail message text and attachments, as well as index files, in a powerful SQL database. Mailboxes then simply contain basic data and a link to the archived message. Efficient search mechanisms allow users to access their archived documents and data from within the e-mail system at any time. In addition to reducing the workload on the e-mail database, the advantage is in the central and quick access to content that is urgently needed in team or project work. The system is also able to replicate user groups and authorizations. In addition, for internal work processes, the ELO graphical workflow solution can also be implemented. Through this system, users are informed of their activities and tasks via messages sent using the e-mail system. ELO Workflow is a an easy-to-use control component for the e-mail platform, with which users can consistently keep an eye on the status of their work processes using the e-mail system with which they are comfortable.
Optimal resource management
Server storage entails high costs, especially for larger systems. This is not simply due to the high cost of hard disk drives for RAID or SAN systems, but also because of the ongoing maintenance and administration costs. These systems are simply too expensive for data that has to be stored because it might just be needed. Such data can be managed at considerably less expense using an archiving system, which is specialized in managing large amounts of data and documents cheaply. A quickly realizable solution is to implement an automated, server-based e-mail archiving system. Attachments are automatically separated from e-mail messages, archived and replaced by a link in each message. The whole process is completely transparent for the user. An automatic duplicate checking routine also ensures that no document is stored more than once unnecessarily, saving costly storage space. A powerful replication component also ensures that the ELO archive server can be configured in a distributed environment, similarly to e-mail servers.
Fulfilling tax legislation requirements
Example Germany: Since 1 January 2002, the new GDPdU (Principles on Data Access and Auditing of Digital Information) directive requires companies to keep e-mail messages that refer to tax issues for a period of six years, using electronic means. ELO Archiving allows such e-mail messages to be separated easily from those that do not refer to tax affairs, and to be archived in accordance with the legislation. The system also provides the powerful functions for document encryption and qualified digital signing, which is provided as additional functionality in the ELO environment, in order to meet legal and security requirements. Powerful e-mail integration is available for all well-known e-mail systems (such as Notes, Outlook/Exchange, GroupWise, SAP Office, Tobit, etc.).