Medical Supplies Company![]()
Selects Alchemy MailStore for Email Archiving
Email has become more than a vital communication tool for businesses. For many companies, email
correspondence is a written record critical to managing proper business practices. For them, it has
become increasingly important to archive email correspondence for several reasons. 1) To protect
against legal risks by pro-actively managing company email policies, 2) to offload the archive
requirements from their overloaded mail servers, and 3) in anticipation of compliance with government
regulations.
A leading direct-to-home provider of diabetes and respiratory medications and supplies with hundreds of
thousands of customers, many of whom communicate with the company via email, decided it was prudent
to keep a record of every internal and external email. But with millions of messages a year, this could not
be managed on its Microsoft Exchange mail servers.
Last year, the company invested in Alchemy MailStore for Exchange from Micrographics Ltd. MailStore automatically
archives email from Microsoft Exchange servers into a secure repository and provides easy retrieval,
sorting, and reporting capabilities.
"In order to manage company email policies and protect ourselves against potential legal action, we were
looking for a bullet-proof way to automate the archival of all the messages that go in or out of Exchange
into a secure and easy-to-manage repository," stated an official from the IT department. "MailStore does
that and also allows us to search messages in real-time by metadata or even the full-text contents of
messages and attachments."
Here's how it works. MailStore creates a copy of all inbound and outbound email messages that go
through the mail server and stores them in a separate, password-protected repository. The messages
and text attachments are indexed by their content, resulting in very fast and accurate search results.
When a senior manager needs to access any email correspondence, he or she can simply enter a
keyword and call up all related emails.
In addition, MailStore helps the company comply with internal company regulations for email use that
protect both employees and the company as a whole. For example, the privacy officer uses the tool to
search for unacceptable email correspondence, such as the chain letters that use up valuable bandwidth
or messages that might contain offensive language.
Before it deployed MailStore, the company did this within Microsoft Exchange, but the procedure was
awkward and time-consuming. The email messages occupied about 14 gigabytes of space on the
Exchange Server, and short of backing up every individual mailbox, the IT staff had no simple or efficient
method to archive and search the messages. It had to back up the entire Exchange database, a
procedure that took 8 hours. MailStore has replaced this procedure, freeing up valuable computing
resources and employee time.
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Our Document Management and Document Scanning solutions will ensure your project is a success. With over 30 years in the Document Imaging sector our knowledge of your needs and requirements is second to non.
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