With email one of the principal culprits in the proliferation of unstructured content, document management vendor DocuLex (news, site) has spent considerable money and effort chasing after that content. This week, it has announced that the WebSearch component of its ArchiveStudio document management suite can now pull email out of Exchange 2010.
The result is that for companies that have deployed Exchange 2010 and are using WebSearch, compliance issues around email, email storage and email retention are all but resolved.
WebSearch and Exchange 2010
The functionality pulls email from the server and keeps it, depending on criteria established by administrators, but it still maintains personal privacy in that access to the email is still based on sender-recipient relationships -- those who have been given access rights.
The email is then logged and retention management governed by the WebSearch records management component, while email deletion is no longer available.
Not only does it now pull and save email, though, it also uses Exchange 2010 integration functions themselves and actively captures incoming and outgoing invoices and all other related documents, pushing them into the enterprise workflow using data from MS Dynamics GP, Quicken or other accounting packages.
There’s always an issue around email and email management in companies -- especially around the thorny subject of privacy -- but enterprises will argue that enterprise email messages are, in fact, business documents (note, we didn’t say records) and, as such, the enterprise should and does have access to them.
In the current compliance-crazy business world, there’s no real argument against this, as the number of regulatory bodies that enterprises have to please is growing almost daily and includes the SEC, FINRA HIPAA and Sarbanes-Oxley.
DocuLex and Email Management
However, this is not the first foray by WebSearch into email management, and DocuLex has always been particularly attentive to that component of the suite -- which covers just about everything a company might need for managing document life cycles, including security, retrieval, collaboration and storage of electronic files either on-site or as a SaaS solution.
WebSearch has two different, but complementary, elements: document management and email management. Along with standard email capture functionality that works with many email systems, it also includes:
- Ability to capture all circulating emails, organize them and their attachments, and archive them, and managing the life cycle
- dtSearch options, which offer more than two dozen search options by search specialist dtSearch, including Unicode support for hundreds of international languages and the ability to store more than a terabyte of data in one index.
DocuLex’s WebSearch Grid
This is not the only upgrade that DocuLex has added to WebSearch in recent weeks. In January, it added WebSearch Grid, which allows multiple, geographically dispersed installations of WebSearch to work as one WebSearch browser-based portal, providing scalability as needed to maintain performance for higher demands on processing tasks.
The program was developed for use throughout a business's operations to regulate and streamline the flow of documentation and secure content access from any location, anytime.
WebSearch Grid provides support for increased performance through database replication. It distributes the database processing load by spreading database queries across replicated WebSearch databases.
DocuLex has been developing and building ArchiveStudio WebSearch for a long time, adding incremental improvements as the market dictates. It comes as both an on-premise and SaaS deployment and is scalable to needs.