ProofPoint - email Archiving - Features

Proofpoint Email Archiving

SaaS Solution:
Email
Archiving

Proofpoint Email Archiving™ is an on-demand email archiving solution that addresses three key challenges-email storage management, legal discovery and regulatory compliance-without the headaches of managing an email archive in-house. As a Software as a Service (SaaS) solution, it can be deployed in days, with minimal upfront costs and planning. And because Proofpoint takes care of everything from storage to security issues, the archive can be easily managed by your existing messaging IT staff. Proofpoint Email Archiving can be used by any enterprise that uses the Microsoft Exchange email server.

Benefits of Proofpoint Email Archiving

Easy-to-deploy SaaS/hybrid email archiving solution solves a variety of today's most pressing email challenges.
Always be ready for litigation and regulatory audit requests with Proofpoint Email Archiving's centralized, searchable, policy-based archive.
Easily create and enforce legal holds during eDiscovery; easily comply with SEC and FINRA regulations related to email.
Email end-users are more productive-and have an essentially unlimited email inbox-with easy, self-service access to historical email.
Improves email system performance and simplifies email system management through automated removal of large attachments ("stubbing") and PST file elimination.

"Our research shows that the vast majority of enterprise IT organizations have been required to search through backups to retrieve one or more email messages in the past 3 years. Companies of all sizes should be archiving email, so they are prepared to meet the legal discovery, supervisory and retention requirements that impact them. On demand email archiving services are ideal for organizations that want to quickly deploy a solution without large upfront investments of capital or internal IT resources."

- Michael Osterman, President, Osterman Research

- Proofpoint Email Archiving Datasheet

Proofpoint Email Archiving:
SaaS/Hybrid Architecture

Screenshot: Friendly, Outlook-
inspired interface

Screenshot: Search
archived email

Proofpoint Email Archiving securely archives a copy of every internal and external email in Proofpoint’s state-of-the-art data centers, and provides customers with easy access to their messages at all times.

The Convenience of SaaS, the Security of On-premises Email Archiving

The Proofpoint Email Archiving solution consists of two components—an on-premises appliance and Proofpoint’s network of secure data centers. By combining on-demand storage with an on-premises appliance, Proofpoint offers the convenience of SaaS while providing the highest levels of security and integration available. The Proofpoint Email Archiving appliance sits inside your network, connecting directly with your Microsoft Exchange and Active Directory servers. DoubleBlind Encryption™ means your data is fully protected, then fully protected again. Messages are first encrypted on-site, on the Proofpoint appliance, before being sent to a secure offsite data center. Since only you have the encryption key, only you can access your archive.

Tight Integration with Microsoft Exchange

The Proofpoint Email Archiving appliance provides tight integration with your existing messaging infrastructure. Taking advantage of Microsoft Exchange journaling, the appliance logs into Exchange and retrieves a copy of every email at configurable time intervals before clearing those messages from the journaling mailbox. Unlike other managed solutions, the Proofpoint appliance pulls messages from the journaling mailbox, so email will never be lost, even if the appliance or your network goes down.
The appliance also allows Proofpoint Email Archiving to leverage data from Active Directory (AD). The result is greatly simplified management because any changes made within AD are automatically reflected in the archive. Proofpoint Email Archiving does not impact your Active Directory settings and does not require schema changes.

On-Demand Access to Real-time Search

Proofpoint is the only email archiving vendor that offers a search performance guarantee, ensuring reliable access to archived data. Unlike in-house solutions that can experience serious search degradation and require ongoing hardware upgrades as the archive grows, Proofpoint provides access to hundreds of servers, on demand. Since the cost of search performance is shared between customers, access to real-time search remains cost-effective regardless of how large the archive grows or how often searches are required. This high level of search performance is achieved using a distributed, grid storage architecture with parallel search technology similar to that used by major search engines.

Easy-to-Enforce Retention Policies

Proofpoint’s policy engine allows you to create, maintain and—most importantly—enforce a clear corporate retention policy for email. A basic policy template is provided to get you started—from there, you can customize the solution to enforce even the most granular policies. All administration is performed from an easy-to-use, browser-based interface, allowing your compliance or legal staff to manage the process without the help of IT.

Enforcement of the policy is automatic—a single click from the user interface is all that's needed to make the policy active. Every policy change is tracked in an unalterable audit trail, ensuring an accurate record of your organization's policy changes.

Advanced Searches for Easy Legal Discovery

Proofpoint Email Archiving provides advanced search features that meet even the most stringent legal discovery and review requirements. Using a web-based interface, your legal or IT team can easily conduct a full-text search across the message header, message body and contents of more than 250 types of attachments. Search results can be saved in folders where duplicate messages are automatically removed. From there, you can print the results, retrieve them to your own mailbox, or export them into PST files for online download or delivery on removable media.

Easily Enforced Litigation Hold

To adequately enforce a litigation hold, IT must ensure that every email is kept indefinitely, until the matter is closed. With Proofpoint Email Archiving in place, the litigation hold process is simple and complete.

In the case of impending lawsuits, Proofpoint allows you to define a litigation hold for each legal case, which temporarily exempts messages from their assigned retention period. Using the web-based user interface, legal counsel or IT can search for relevant messages and copy them to a hold folder where they remain for as long as the hold is required.

Reduced Exchange Store with Stubbing

Stubbing features allow you to optionally manage mailbox sizes by removing storage-intensive attachments from Exchange while keeping those attachments easily accessible to Outlook users. With stubbing in place, users are able to access their attachments seamlessly through their existing Outlook folder structure-even though attachments are retrieved from the archive rather than Exchange.

Since up to 80 percent of email data is stored in attachments, removing them from Exchange can result in virtually unlimited mailboxes for end-users, making it easy for them to stay within their mailbox quotas.

Eliminate PST Use with End-User Access to Archives

Without deploying any additional components, Proofpoint Email Archiving can automatically create a special folder within Outlook that allows users to search through all their archived email in real-time. When a user clicks on the folder, the Proofpoint Email Archiving search screen appears in the main Outlook window, allowing users to quickly and easily perform advanced searches.

With real-time searching of archived messages by end-users, IT can eliminate the use of PSTs, and reduce exposure to risk at the same time. IT doesn't have to spend time recovering lost or accidentally deleted messages, since users can do it themselves. Overall end-user productivity goes up, and the burdens on IT are decreased.

Supervision for Regulatory Compliance

Proofpoint Email Archiving makes it easy to meet even the most stringent regulatory compliance demands by archiving all email according to SEC-compliant email storage policies. Easy access to search and real-time email retrieval makes the compliance audit process painless. Supervision review features in Proofpoint Email Archiving allow compliance staff to systematically review email sent by employees. Messages that are selected for review-either as potential policy violations or through a random sampling process-are placed in a queue for review by authorized users. Those users can quickly review the messages in the queue, "passing" messages that are not of concern and "failing" messages that require further review or escalation.

Insight through Detailed, Easy-to-Access Reports

Proofpoint Email Archiving provides numerous reports to help you properly assess email patterns and behavior. Authorized users can get immediate access to detailed reports that on a wide variety of subjects including: storage growth and email usage over time; the amount of email storage usage by user groups and individuals; the amount of email sent internally versus externally; supervision reports; and risk assessment reports indicating policy adherence.