Email Archiving & Compliance

How It Works

Step One - Message Capturing


Once the Archiving and Compliance solution is implemented for your MailStreet accounts, every electronic message in your organization is automatically captured by the MailStreet Exchange Server. This includes all incoming, outgoing, and internally sent email.

Step Two - The Message Archiver


Once the message is received, the "Message Archiver" confidentially captures, serializes, and duplicates all data to its database and securely processes this data.

The Message Archiver tracks "who said what, when", and provides you with a record of what versions, of which documents, were distributed to whom—and when.

Spam is automatically eliminated from common databases searches via the Message Archiver, by identifying common Spam recognition tags placed in email headers by Spam scanners.

Review the organizational structure details and permissions of each level.

Step Three - Secure Storage Processing


  1. The WRITE VERIFICATION PROCESS ensures that your email records are protected as they are first encrypted, and then written to the Primary Online storage systems and a Secondary NOS Storage Robot. Processed email records are then automatically compared with the originals before the originals are deleted (originals are stored in the buffer for 72 hours), to verify the quality and accuracy of the storage media recording process.
  2. FILE ENCRYPTION meets National Security Agency (NSA) standards by using AES encryption algorithms and secondary RSA encryption algorithms before being stored. The encryption (and decryption) process is transparent to users.
  3. PRIMARY ONLINE STORAGE systems preserve in real-time (simultaneously with the Secondary Storage Robot) a permanent copy of all email archived in the Message Archiver using RAID discs with write-verification.
  4. SECONDARY STORAGE systems preserve a second copy of email to the Storage Robot, our near-online storage (NOS) robotic tape libraries, using dedicated WORM (write-once, read-many) tapes and write-verification.

Step Four - Offsite Backup Storage


All messages get copied to an offsite backup storage every 24 hours (via backup tape rotation). This creates a secure archive and a permanent copy of email stored on the Primary and Secondary Storage systems. This is an extra level of protection for the purposes of disaster recovery and long-term storage.

Step Five - Compliance Reviewer


The Compliance Reviewer, integrated with the Messaging Archiver, uses custom rules configured by authorized users to flag keywords and phrases contained within email and attachments. An audit trail and reviewer action log is created and archived.

There are four organizational levels of access with different permissions to access data: Administrator, User, Reviewer, and Super Reviewer.

Click here to review organizational structure details and permissions of each level for compliance review.