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SonaVault Email Archiving & eDiscovery Software Solutions

Email is regarded as a document. Email archiving is the act of preserving these documents for future reference, eDiscovery needs, and regulatory compliance. An email archiving software solution offloads the email server, often a Microsoft Exchange Server, or the hosted/cloud storage, often Microsoft Office 365, and stores the email in a different server. A quality solution seamlessly integrates the archived email with the current email.

SonaVault 5.0 Email Archiving Software helps today’s businesses continuity needs as they place an increasing reliance on email. Organizations conduct almost 97% of business communications via email. Email serves as an essential communication tool at every level. Emails today contain a host of valuable and highly sensitive information that needs to be stored, retrieved and viewed on demand. Email archiving is used to systematically record and save information contained in email correspondence to meet these requirements. Email archiving delivers a host of benefits including storage email management, regulatory compliance support, eDiscovery requirements as part of litigation requests and litigation hold to achieve regulatory email compliance and operational excellence. Core to the success of small enterprises is an integrated email archiving management strategy, which can be deployed quickly with minimal impact to the existing network environment.

SonaVault 5.0 Features and Solutions Video

SonaVault 5.0 is a stand-alone, email archiving software solution for Microsoft Office 365 and Exchange Server 2007, 2010, 2013, and 2016. SonaVault enables organizations to compliance archive, search and retrieve emails to achieve regulatory email compliance and operational excellence. SonaVault Provides seamless access to messages using standard policies, enabling administrators, auditors and end-users quick retrieval of any email stored in Archive with flexible export options.

SonaVault 5.0 provides roles-based web interface for controlled access. This allows every operation to be fully audited to monitor the usage of the system. Extensive reporting capabilities provide email compliance, storage, data leakage and auditing information.

SonaVault for Email Archiving uses built-in Microsoft SQL Server technology to secure and archive all emails sent or received through an Exchange Server and/or Microsoft Office 365. It has been designed to facilitate secure email archiving and retrieval for storage email management and eDiscovery.

SonaVault 5.0 Specializes in Several Key Areas

1. Storage Email Archive Management

Microsoft Office 365 and Exchange Servers are deployed worldwide in many countries and organizations. It is not only used as an email server but also as a system to store and manage documents. This places an ever-increasing demand on the server which can result in performance degradation or increased storage costs in the cloud. SonaVault for Email Archiving delivers a fully integrated portfolio of features and tools to lighten a data encumbered Microsoft Exchange Server and free up storage on the cloud. The resultant effect is an improved efficiency, performance, and better storage email management solution.

SonaVault 5.0 uses stub technology without any client side component (plugin) installation to reduce the size of the Microsoft Exchange Server or reduce the storage size of the cloud. In this process, message contents including attachments are removed from the email and a pointer namely stub is created in the email body which has a small footprint compared to the actual message size. This is transparent to the end-user who access emails through Outlook (both client and Office 366) in the usual fashion. Stubbed emails when replied or forwarded, retrieve contents from the SonaVault Store instead of the Microsoft Exchange Server or cloud, seamlessly to the end-user.

In addition, SonaVault 5.0 archives messages in Single-Instance-Storage form while message attachments are in compressed format. SonaVault’s stub technology reduces and keeps Microsoft Exchange Server Storage from growing out of proportion. This reduces Microsoft Exchange Server backup cycle and faster recovery in the case of a crash resulting in an operational excellence. It also reduces storage costs of the cloud.

2. Outlook-like Folder File View in Email Archive

End users can view their archived email with a Microsoft Outlook-like look and feel. SonaVault 5.0 Email Archiving and eDiscovery Software automatically will synchronize the folder structure in the archive to match the same view as the end users’ Microsoft Outlook mailboxes for both Exchange Server and Office 365 environments. When end users create new folders or make other file structure organizational changes within their Outlook client, SonaVault will replicate those updates within the archive interface. SonaVault’s folder-file view feature will assure IT managers that even the most technically challenged users will have no resistance to adopt and search their own archive, and it also guarantees that zero training resources are needed to roll out SonaVault Email Archiving to an organization. The Outlook-like Folder File View Feature is exclusively server-side. Absolutely, no plugins or set up resources are required.

SonaVault’s archive is absolutely secure. The folder-structure view is only a tool that allows end-users to view their archives. If an end-user deletes a folder in the user’s Outlook client or Office 365, all the emails that were in that deleted folder are still secure in the archive. A simple search in SonaVault by an administrator or end user still will produce those emails.

[ See it now. SonaVault Outlook-like Folder Structure. ]

3. Non-Proprietary Archive Stores – Microsoft SQL Server Standard Edition

Sonasoft's Email Archiving Software includes a genuine license of Microsoft SQL Server
Sonasoft’s Email Archiving Software includes a genuine license of Microsoft SQL Server Standard Edition at no extra charge.

All features and functionality in SonaVault 5.0 are standard. No extra modules need to be installed. SonaVault uses non-proprietary archive stores (Microsoft SQL) to facilitates easy integration with third party tools. Our archiving solution includes an appropriate number of Microsoft SQL Server Standard Edition Client licenses.

4. Continuous Email Archiving Compliance

When used in conjunction with Sonasoft’s email archiving software, continuous email archiving can be achieved without the loss of emails even after the Primary Exchange Server switches over to the Standby Exchange Server. This is due to the fact that the Standby Exchange Server is always online with a pre-configured archiving agent which will start archiving as soon as it assumes the primary active – role.

With competing solutions, the standby server does not go online until ‘active’ is taken offline. In these cases, when the standby server becomes the online server, archiving needs to be configured. As a result, no emails will be archived during this ‘gap’ period. With SonaVault’s email archiving software solution, all emails are archived and no ‘gap’ period exists when the Primary Exchange Server is switched over to the Standby Exchange Server.

5. Secure and Guaranteed Email Archiving – Enterprise Feature

The SonaVault 5.0 Email Archiving Solution employs reliable safeguards to ensure that the email is tamper-proof without the possibility of being altered. Our secure archiving solution is achieved through hash calculations to determine the tampering of emails. SonaVault 5.0 uses Microsoft’s Journaling mechanism to extract and archive messages. This ensures that every message which goes out and enters an Microsoft Exchange Archiving Server is archived even if the message is deleted by the user from his or her mailbox.

In Office 365 environments, SonaVault creates a journal-like mailbox that captures all outgoing and incoming email and hosts them in a secure email account in the cloud. (Admins have full control over this account.) SonaVault then archives every email in this journaling-like mailbox that ensures that all email are archived.

Furthermore, SonaVault extracts messages out of the journal mailbox, digitally signs them and then archives these emails into SonaVault archive stores. Once these messages are successfully archived, they are deleted from the journal mailbox.

6. Archive Existing Emails and PSTs

SonaVault provides the ability to archive existing emails on the Microsoft Exchange Server and migrate all existing personal store (PST) file data into the archive repository. This will enable organizations to eliminate PST file proliferation across their environment, thus resulting in better email and data storage email management.

7. Multi-Domain Email Archiving and Access

One archive server can be used to archive emails from users in multiple domains (from a child or completely different domain). Users from different domains can be authenticated and provided login access to the SonaVault web console. This unique capability is extremely useful in situations where companies are acquired or spun off and operates as a separate domain where emails are stored on different Microsoft Exchange Servers. No other email archiving solution has this feature.

8. Installation is Fast, Transparent, and Simple

SonaVault 5.0 Email Archiving Software is designed from the ground up for easy installation, for organizations of all sizes which utilize physical and/or virtual servers and/or Office 365. In fact, the average installation time is less than one hour with servers running the most current Microsoft software. Moreover, since there are no client-side plugins, email archiving will begin immediately. There is no delay. The change will not be noticed by end-users who will continue to operate without interruption as the automatic archiving occurs. The end-users also will be able to access their archived email seamlessly.

The average install time for SonaVault 5.0 can be quantified in three steps:

  1. Installing SonaVault archive and archiving new emails: 20 minutes
  2. Setting up organizational policies for archiving of existing emails and
    offline PST files: 20 minutes
  3. Setting up the email archiving stubbing policy: 15 minutes

9. Seamless Microsoft Office 365 Compatibility

SonaVault 5.0 is Microsoft Office 365 compatible
Easy setup to Office 365; seamless integration; achieve full compliance.

SonaVault 5.0 offers native support to Microsoft Office 365 that is easy to implement. SonaVault will create a Journaling-like Mailbox that will capture every incoming and outgoing email from Microsoft Exchange Online and seamlessly send it to a specific secure SonaVault email account that is in the cloud. SonaVault will then archive all the ‘journaled’ email into the on-premise SonaVault archive. The SonaVault solution eliminates the need to have an on-premise version of Microsoft Exchange Server to journal all email. This straightforward solution also allows admins full control over their email, which includes the SonaVault ‘journaling’ mailbox in the cloud.

SonaVault 5.0’s stubbing feature works seamlessly with Microsoft Office 365. With just a few mouse clicks, admins can designate that email attachments to reside on the on-premise SonaVault archive. This reduces online storage costs and achieve full compliance. SonaVault’s Office 365 stubbing is seamless to the end user. Attachments can be viewed, saved, and forward as if they were still in Office 365.

Microsoft Office 365 users also will be able to view their SonaVault archive in the same folder structure view as their Outlook. The ease-of-use of SonaVault’s Outlook-like folder structure to Office 365 view will save organizations resources to find emails from ‘search-adverse’ users. Power users still can search their own email archive and utilize SonaVault’s array of power search tools.

10. Powerful eDiscovery Tools – Enterprise Feature

In a court of law, there is little differentiation between paper-based documentation and email being used as admissible documentation. Electronic discovery (eDiscovery) refers to the process in which electronic data in required with the intent of using it as evidence. SonaVault 5.0 delivers a practical solution to retrieve tamper-free emails on-demand using simple and advanced search mechanisms. In addition, searches can be customized using a state-of-the art Query Builder which further aids in the process of locating specific emails. Powerful search features include ‘keywords’, ‘Boolean’, ‘regular expressions’, and ‘phrase searches’. All eDiscovery is accomplished through sampling, content identification, and review management, as well as support of the write once read many (WORM) drive. SonaVault 5.0 also offers an exclusion list New! that allows email that is protected by client-attorney privilege to be excluded from being exported during an eDiscovery.

Additional resources regarding SonaVault’s eDiscovery solutions and tools:

11. Regulatory Email Compliance Requirements

SonaVault 5.0 Email Archiving Software for Exchange helps meet a wide variety of regulatory email compliance requirements such as Sarbanes Oxley (SOX), Health Insurance Portability and Accountability Act (HIPAA), Financial Industry Regulatory Authority (FINRA), SEC requirements, Federal Information Security Act (FISMA), The Federal Rules of Civil Procedure (FRCP), Basel II, Gramm-Leach-Bliley Act (GLBA), and many more worldwide governmental regulations.

The resultant effect of an integrated and flexible solution translates into an increase in employee and company efficiency. This coupled with high-performance and a fully functional feature set, results in streamlined email management and a reduction of the burden placed on IT staff. SonaVault 5.0 from Sonasoft provides the user with more control over corporate email while reducing cost, complexity, and risk.

12. Content Identification, Sampling & Review Management – Enterprise Feature

SonaVault 5.0 provides tools to quickly and efficiently identify relevant information for various purposes. Content can be flagged automatically or manually based on defined policy by using keywords, phrases, or search results. Organizations have the option to utilize tools that would flag email content to be reviewed by an administrator.

13. Support of WORM Drive – Enterprise Feature

SonaVault can archive multiple copies of the emails, one copy is stored in Microsoft SQL Server and the second copy is stored in a daily folder on the file system which can be easily copied to the write once read many (WORM) drive to meet government regulations like Financial Industry Regulatory Authority (FINRA), Federal Information Security Act (FISMA), Sarbanes Oxley (SOX),  The Federal Rules of Civil Procedure (FRCP), Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley Act (GLBA), Basel II, SEC requirements, and other compliance requirements.

14. Role-based Access with Active Directory Credentials – Enterprise Feature

Access to every screen and granular functions on SonaVault 5.0 can be controlled through a role. This role can be assigned to an individual or group of users to limit their access to the system based on their needs, role, or function. Admins can use the Active Directory (AD) support to populate the credentials and then modify them as needed.

15. Assign New Employees Full Access to Former Employees’ Archived Mailboxes 

Losing key employees is a difficult challenge. Important accounts might not receive the attention and detail that are needed. Business operations suffer until a qualified replacement is found. It usually takes a while for new employees to get up to speed. During this ‘drift’, vital customers could be lost to competitors as well as other operational losses may occur.

Fortunately, SonaVault 5.0 makes it plain simple to assign new employees, as well as their managers, full access to old employees’ archived mailboxes. This creates a full knowledge base (KB) of all written communications sent by email. New employees can search, then read the email, access the attachments, and forward the email back into their own inboxes as needed. This access to old email greatly accelerates the learning curve to get new employees up and running. SonaVault 5.0 makes it a little easier to say goodbye to old employees and still keep an organization’s productivity on high.

16. Auditing – Enterprise Feature

Every single operation of the email archiving software console is fully audited to ensure the proper usage of the system. It keeps track of users to ensure unauthorized policy changes or searches on the system do not take place.

17. Reporting – Enterprise Feature

ful and rich user-friendly reporting tools are provided to monitor the usage of the system. These reports include email statistics, email compliance, data leakage, storage email management, and much more.

18. Archives Public Folders with Granular Access New!

Unlike many of the competing solutions, SonaVault archives all content in the public folders, but administrators can set granular access to these archived public folders. This achieves regulatory compliance while still preventing most users access to the archived confidential information or inappropriate content that never should have been posted in the public folders.

Sonasoft’s Compliance Solution

SonaVault is designed to meet operational excellence, Storage Email Management, Mailbox Email Management and regulatory email compliance needs such as Sarbanes Oxley (SOX), Health Insurance Portability and Accountability Act (HIPAA), and National Association of Securities Dealers (NASD), now known as the Financial Industry Regulatory Authority (FINRA). SonaVault 5.0 captures all incoming, outgoing and internal emails and stores them in archive databases as a Single Instance Store (SIS). Also, by use of stubbing message contents, including attachments, will be saved in the archive database leaving behind a small pointer, namely stub in the body of the email. This approach can reduce the size of the Microsoft Exchange Server by up to 80%. SonaVault 5.0 seamlessly supports Microsoft Exchange Server 2007, 2010, 2013, and 2016. SonaVault provides the ability to migrate all existing PST file data into the archive repository. This will enable SMB’s to eliminate PST files proliferation across their network, resulting in improved email management.

Note: Sonasoft’s email archiving software solution for Microsoft Exchange Servers was originally called SonaSafe. It has now been rebranded as SonaVault 5.0.