Email Archiving

Overview

Avanan Archiving is a cloud-based archiving solution for preserving email communications. Archiving provides organizations with a variety of tools for one or more of these reasons:

  • Business continuity and disaster recovery
  • Email Backup and recovery of emails deleted by end-users or because of technical malfunction
  • Regulatory compliance and records management
  • Litigation and Legal Discovery
  • Prove chain of custody and keep the authenticity of emails.

Archiving can be processed in two ways:

  • Archive emails sent from and received by a protected user’s mailbox.
    A protected user’s mailbox is any mailbox that is assigned a license for Avanan. For more information on assigning licenses, contact Avanan Support.
  • Import emails to archive from external sources.

Archived emails will be stored up to 7 years (depending on the email's age) in the data region of your tenant in the Avanan Portal. After Archiving, from the Archive Search screen, administrators can easily explore, filter, view, and export the archived emails.

Activating Email Archiving

To activate Archiving, contact Avanan Support.

After activation, Archiving starts archiving all the emails sent from and received by the protected user’s mailboxes (users that are assigned Avanan license).

If required, administrators can import the archive from an external source. See Importing Emails to Archive.

For more information on assigning licenses, contact Avanan Support.

Deactivating Email Archiving

To deactivate Archiving or to delete the archive storage, contact Avanan Support.

Viewing Archived Emails

From the Archive Search screen, administrators can use filters and search for the required emails. The Archive Search screen gives a detailed view of all the archived emails (whether they have been archived or imported from an external source).

Note - After the emails are archived, it takes up to 48 hours for the archived emails to appear in the Archive Search.

Importing Emails to Archive

Administrators can import emails to the archive from any external source. Archived emails will be stored up to 7 years (depending on the email's age) and can be filtered using the Archive Search screen.

Before importing the emails, divide your archive into ZIP files containing emails (EML files).

Notes:

  • The maximum file size allowed for each ZIP file is 15 GB.
  • The maximum size allowed for the archive (sum of all the ZIP files) is 150 GB.
  • If the archiving file size exceeds 150 GB, contact Avanan Support.

To import emails to archive:

  1. Go to Archiving > Archive Search.
  2. Click Import archive.
  3. In the Import Emails to Archive window that appears, click Get credentials to receive credentials to a temporary upload path.
    Note - This upload path and credentials are valid only for 7 days.
  4. Using the generated credentials (Host name, user name and password), log in to SFTP.
  5. Upload the ZIP file(s) to the uploads folder.
  6. After uploading all the files, click Done uploading.
  7. Click Confirm to initiate the import.
    Note - After importing the emails, it takes up to 48 hours for the archived emails to appear in the Archive Search.

Exporting Emails from Archive

If required, administrators can export the archived emails from Archive. Each archive export creates encrypted ZIP file(s). If the export file size exceeds 10 GB, then the export is divided into multiple files with each file size not exceeding 10 GB.

To export archived emails:

  1. Go to Archiving > Archive Search.
  2. Using filters, refine the search criteria for the required emails.
  3. Select the emails to export, and click Export.
  4. In the Export Archive Emails window that appears, enter the required Export Name and Passphrase for the archive export.
  5. Click OK.
    After the export process is complete, the administrator who initiated the export process receives an email notification.
  6. To download the archive export file(s), go to Archiving > Archive Export.
  7. Click Download for the required export file(s).
    Note - The link to download the exported file(s) will only be available for 7 days after the export is completed.

Auditing

Avanan audits all the archive search, archive import, archive export, and archive download actions and adds them to the System Logs (Audit > System Logs).