The commercially available email archive solutions perform the basic task of collecting email and storing them in an indexed database for fast search and retrieval. The data collection methods used by email archival solutions determine the breadth of information retained and the impact on Exchange Servers.

Challenges of Traditional Email Archiving Applications

At a basic level, commercially available email archiving applications provide an indexed database to catalog records, search and retrieve them, and apply security. Archiving applications reduce the burden of managing old email and allow users to access the archive for search and retrieval instead of querying the messaging server. Typical comparisons of email archiving products delve into the details of storage, search, and security and pay little attention to what method is used to collect data from the messaging servers. The data collection methods vary by the richness of message information they collect and the extent to which they impact Exchange performance.

Simple Mail Transfer Protocol (SMTP) Data Collection is a favorite method of email archival service providers. SMTP Data Collection intercepts email at the gateway server, while the message is in SMTP format. This method has the advantage of collecting email at a single point. And because SMTP is compatible with all message servers, it supports all the popular email types (e.g., Microsoft Exchange and IBM Lotus Notes). All data collection processing is performed on the gateway and does not burden the messaging server.

The drawback of SMTP Data Collection is that it is either limited to inbound or outbound messages only or it forces all internal messages also to be relayed through the gateway, thereby increasing the load on the messaging server. SMTP also contains only basic information for date, time, from, to, cc, subject, body, and attachment. Beyond this basic content information, there exists rich information that relates to the context and lifecycle of the message, such as folder location, flags, rich text, settings, replies, forwards, edits, opens, deletes, and folder changes.