MailStore Server Sales Guide. Archiving ediscovery Compliance Backup Data Loss Protection Lower IT Costs

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1 MailStore Server Sales Guide Archiving ediscovery Compliance Backup Data Loss Protection Lower IT Costs

2 Introduction For most companies, is not only the most important way of communicating, it is also the most valuable information resource. Information sent by is generally not stored anywhere else, but simply remains in the mailboxes. Over the years, an overwhelming repository of information builds up. At the same time, poses the biggest challenge to companies: IT must manage ever-increasing amounts of data securely and efficiently. Overloaded mail servers and complex backup and restore processes make this task more and more difficult. s are deleted or lost due to technical problems. This causes the company to lose important data every day. In order to meet operational needs for litigation readiness and ediscovery, for compliance reasons or end-user liability, companies must implement an retention policy and ensure the centralized, tamperproof, and storage of all s. Employees need fast, complete, and mobile access to their . MailStore Server enables SMEs, large companies, public institutions, and educational institutions to easily meet this challenge. With over 10,000 customers, MailStore Server is one of the world s leading solutions and combines powerful technology and ease of use with low cost. Main Advantages Meet regulations on compliance, ediscovery, and other legislation Never lose again Permanently reduce the workload of mail servers Simplify backup and restore Backup PST Files Eliminate mailbox quotas Search extremely fast Product Features Software solution (Windows based) for companies of all sizes across all sectors Over 10,000 customers in 60 countries For most systems Integrated storage technology that does not require a SQL server Low cost and system requirements Easy to set up and intuitive to use 2

3 Selling Archiving to Customers Regulatory Compliance & ediscovery MailStore Server helps companies meet a growing number of regulations on compliance, ediscovery, and other legislation. MailStore Server is also an important tool that helps these companies protect themselves against general legal risk or customer complaints. Total Protection Against Data Loss can be lost due to technical errors such as corrupt PST files, or deleted by users. Users often delete their entire inbox when they leave the company. MailStore Server can eliminate these risks completely. One-Click Restore for All Users Users can restore from the archive with a single mouse click. The administrator no longer has to go through the time-consuming process of recovering them from the backup. Reduce IT Costs Overloaded servers, increasing storage costs, and complex backup and restore processes place an enormous strain on the IT department and its budget. MailStore Server reduces these costs permanently. Furthermore, it shields against financial risks stemming from data loss or legal conflicts. Control over PST Files PST files are prone to error and difficult to manage. PST file archiving with MailStore Server allows you to solve this problem easily. Fast Search Increases Productivity s are an important and very extensive knowledge resource. MailStore Server enables all users to access their easily and extremely fast, increasing productivity within the company. Simplify Mail Server Backup and Restore By reducing the mail server s data load, it can be backed up much more easily and restored faster in the event of failure. Moreover, s are still available in the archive if the mail server is out of service. Lower Storage Requirements MailStore Server was designed for the secure and efficient management of very large data volumes and reduces storage requirements by means of single-instance technology and compression. Reduce the Workload of Mail Servers can be deleted from the mail server s mailboxes according to a rule-based process once they have been archived. This allows the workload of the server to be maintained at a consistently low level. Procedures such as transferring to PST files and mailbox quotas become redundant. Centralization of Distributed s s are often distributed across various mail servers, the computers of different users, or external service providers. MailStore Server enables all in the company to be stored in a central location and searched. 3

4 The Difference Between Archiving and Backup While backups are designed for the purpose of disaster recovery, archiving can help to realize completely different objectives. The IT strategy of security-minded companies shouldn t fail to include both approaches. Objective Backup Archiving Reduction of server load and simplification of backup and restore processes by outsourcing Elimination of mailbox quotas Elimination of PST files Reduction of storage requirements with single-instance storage Complete archiving of all For example, can be deleted immediately after being received and therefore before Tamper-proof archiving of all Full-text indexing of s for fast searches Simple and fast restoration of lost s Backups must first be restored by IT technicians at great expense of effort. Users can restore s using one-click restore technology. Meet legal requirements 4

5 Selling MailStore Server to Customers Comprehensive Compliance Concept In addition to regular certification in accordance with international standards, a comprehensive technology (e.g., AES256 encryption, retention policies, auditing, and legal hold) ensures that companies using MailStore Server are able to comply with regulatory requirements at all times. Search s Extremely Fast Users can access their by means of seamless integration into Microsoft Outlook or Web Access, or on mobile devices such as tablets and smartphones, and run extremely fast and powerful full text searches (including any file attachments). The archive can be integrated into an client through MailStore s IMAP server. Easy, -Risk Setup MailStore Server can be installed in just a few minutes on any Windows PC and tested immediately. All of the components you need are already integrated. changes will be made to servers or s while archiving. Low Cost With its low acquisition cost, minimal system requirements, integrated storage technology (that does not require an external database server), and efficient use of system resources, the MailStore Server solution offers excellent value for your money. Integrated Storage Technology At the core of MailStore Server is a highly sophisticated and scalable storage technology that does not require external databases and is available immediately after setup is complete. In practice, this allows for installations that support more than a thousand archived mailboxes and the users who access them. Alternatively, external DBMS such as Microsoft SQL Server can be used. Supports Many Systems MailStore Server supports Microsoft Exchange Server (incl. Office 365), MDaemon, Kerio Connect, and IceWarp as well as all IMAP or POP3 compatible mail servers. from webmail services, local clients, and many file formats (e.g., PST) can also be archived. t a One Way Street MailStore Server is not a one way street. All can be restored from the archive in standard formats at any time. This guarantees companies independence over the long term even if you move to a new system. Proven on the Market With over 10,000 customers, MailStore Server is one of the world s leading archiving solutions. MailStore Server is used by small and mediumsized businesses from all sectors as well as large and global companies. Moreover, countless public and educational institutions rely on MailStore Server. 5

6 Possible Customer Concerns and Answers I am not interested in potential legal issues. Compliance with legal requirements is often just a secondary benefit. Generally the technical benefits; the protection from data loss, and the increase in productivity are the key focus. MailStore Server also reduces IT costs and provides a rapid ROI (return on investment). My company is not subject to any specific legal requirements. Even if a particular business is not subject to any specific regulations, it may still want to implement an retention policy to protect against general legal risk or customer complaints, and to take advantage of the operational benefits offered by the centralized and complete archiving of all . Why MailStore Server? There is a long list of pros and specific benefits. However, one thing stands out in particular: As a company, MailStore is exclusively specialized in archiving and invests all of its energy in the ongoing improvement and upgrading of its products. For most other companies, archiving is just a small part of a large product portfolio. We can t afford it. MailStore Server reduces IT costs, increases employee productivity, and shields against financial risks stemming from data loss or legal conflicts. With the money saved, the low acquisition cost of the archiving solution are generally paid off in no time. We re too small for it. Small companies are often the ones most vulnerable to the consequences of data loss or potential legal conflicts. archiving can provide effective protection in these cases. The fast search is also extremely useful for all employees. For precisely these reasons, MailStore Server is used by thousands of companies with fewer than ten employees and offers a fair licensing model at a low, entry-level price. We re looking at it for the future. MailStore Server is inexpensive and can be set up very fast. Every day without archiving costs money to the company, wastes IT resources, and involves the risk of data loss and legal conflicts. We are planning to replace our system. MailStore Server will be able to archive the current system as well as the new one. From a technical standpoint there is no reason to wait. On the contrary: Many customers use MailStore Server for precisely these kinds of migration scenarios. Old s are simply archived before the system change and therefore do not need to be migrated to the new mail server. We are using a DMS and want to keep using this system to archive s in the future. Many DMS providers have integrated archiving into their solutions as an additional feature. But there is a fundamental problem with this approach: Unlike scanned pages or office documents, is a transient means of communication that is specially composed of MIME entities. An archiving solution that ignores this fact and treats s as documents will quickly reach its limits. Many DMS providers have recognized this and have integrated specialized archiving solutions from third-party suppliers (OEM) into their solutions. Our mail server already has an integrated archiving feature. Mail servers often have a so-called archiving feature that copies s into a special mailbox. However, this is generally not the same as a modern, fully developed archiving solution and cannot meet important criteria such as integrity and tamper-proof security. It does not provide benefits such as reducing the workload of the mail server, increasing productivity through fast search access, or compliance with legal requirements. Many mail server providers such as MDaemon and Kerio officially recommend MailStore Server to their customers. 6

7 Market Overview The archiving solutions market is constantly changing, lacks transparency, and involves many different providers, which is why we do not provide a list of individual competitors. If you find yourself competing directly with providers of other solutions, your customer should take the following points into consideration when making a decision. System Houses with In-House Development IT service providers such as system houses often develop an archiving solution within the scope of a customer project and then decide to offer it to other companies. Such solutions are generally unable to match the quality of a standard software application available on the international market that has been successfully tested by thousands of customers. These projects are often discontinued after a few years. Customers who need to store their over long periods of time and update the software cannot take this risk. Rapid Growth For years, the market for archiving solutions has experienced strong growth. Worldwide revenue already reached one billion US dollars in In October 2010, Gartner, the global market leader in IT research and analysis, forecast that the market will grow by 23 percent per year until In 2011, the Radicati Group projected even higher growth, predicting global revenue for archiving solutions to reach $5 billion in Major Software Makers Major software makers offer archiving as part of a broad range of products. In these cases, the archiving solution is often just a fraction of their entire revenue and is not a priority for the company and its employees. On the other hand, MailStore is specialized in archiving. DMS Providers For archiving purposes, scanned pages and office documents are not the same as s. It is difficult to integrate a solution for efficiently archiving large volumes of as an additional feature into a DMS designed for documents. This approach is often ineffective and will reach its limits over time. For this reason, many DMS providers integrate OEM solutions from third-party suppliers for archiving. 7

8 MailStore Server in 25, 50 and 100 Words In 25 Words Businesses of all sizes can benefit from the legal, technical, and financial advantages of modern and secure archiving with MailStore Server. In 50 Words Businesses can benefit from the legal, technical, and financial advantages of modern and secure archiving with MailStore Server. MailStore Server combines powerful technology with low cost, minimal system requirements, and user friendliness. Over 10,000 companies of all sizes across all sectors currently rely on MailStore Server for archiving. MailStore Software GmbH Cloerather Str Viersen Germany Phone +49-(0) Fax +49 (0) In 100 Words Businesses can benefit from the legal, technical, and financial advantages of modern, secure archiving with MailStore Server. The software creates 1:1 copies of all s in a central archive to ensure the security and availability of any amount of data for years to come. Users can still access their using Microsoft Outlook, MailStore Web Access, or mobile devices such as tablets or smartphones, and search through them at breathtaking speed. MailStore Server combines powerful technology with low cost and user friendliness. Over 10,000 companies of all sizes across all sectors currently use MailStore Server for archiving. 8