Barracuda Message Archiver

Cloud-Connected Archiving for Efficiency and E-Discovery
Free Trial Barracuda Message Archiver

Frequently Asked Questions

Can't I just use PST files or backup my email server?

Using email server backups and PST files (Outlook archive files) instead of true archiving poses a number of challenges:

  • No global searches: PST files stored on users' computers and email stored in backup systems result in distributed systems being searched separately, instead of one search of one central archive. Using a tape backup system further increases the difficulty and time involved in retrieving messages.
  • Not all messages are retained: Neither email server backups nor PST files help you comply with regulations or legal requirements for retaining all emails. Emails can be deleted before being stored in a PST file or being backed up.
  • Inefficient storage and difficult retrieval: Individual users storing emails in PST files results in duplicate messages that waste disk space. While email server backups can reduce redundant use of disk space, retrieving emails from backups can be extremely time consuming.
  • Hidden costs: Primary storage and backup storage is filled up with PST files creating longer backup windows along with additional disk/tape requirements.

The Barracuda Message Archiver is able import, index, deduplicate, and compresses mail from PST files. The Message Archiver then stores them in a central location purpose-built to preserve all messages over time. This makes global message search and retrieval quick and easy in support of regulatory and litigation requirements, regardless of how old the messages are. This comprehensive approach to archiving optimizes storage at the same time.

How does the Barracuda Message Archiver index email?

The Barracuda Message Archiver fully indexes email based on sender, recipient, received date, created date, subject line, size, attachments, importance, words and phrases in the message body, and contents of attachments. Email can be tagged for in-depth searches for legal discovery, regulatory compliance, or for efficiently sorting large repositories of email.

How does the Barracuda Message Archiver monitor policies?

The Barracuda Message Archiver ships with a standard set of policies for monitoring content such as foul language, personal ID information, job search web sites and other categories. Administrators can also create custom policies to monitor use of selected keywords. Upon installation, administrators can immediately begin monitoring for content policy violations and store offending email for auditors if desired.

Auditors can also create custom policies to address specific requirements. For instance, a physician's office may need to personalize a standard policy to fully comply with the HIPAA. The Barracuda Message Archiver can also conduct ad hoc searches using the archive search tool.

Does the Barracuda Message Archiver help with litigation holds or discovery requests?

When involved in litigation, legal counsels request a "litigation hold" on all paper and electronic communications related to the case so they can produce documentation during the proceedings. Similarly, in a discovery request, corporate legal counsel and the opposing party will request that all paper and electronic documents pertaining to the case be shared for full disclosure.

By using the Barracuda Message Archiver's powerful index and tag search features, auditors and administrators can easily search an organization's complete email archive to compile relevant email based on keywords, dates, and sender/recipients to create an exported file. The Barracuda Message Archiver also lets administrators and auditors track access records and create policy alerts that indicate if a litigation hold or other custom policy related to the litigation has been violated.

How do users access the Barracuda Message Archiver?

Users access the Barracuda Message Archiver through the web interface using their normal network access information through Active Directory or any other LDAP-compatible directory servers. In the web interface, users can search their personal email archives, view email in the archive, and forward email to their active mailboxes. Users are able to access their archived mail seamlessly via the Outlook Add-in. They can view, reply, forward, or redeliver the message. Barracuda offers mobile applications for Android and Apple devices, allowing secure access to user archived mail from mobile devices.

How does the Barracuda Message Archiver reduce storage on Microsoft Exchange?

The Barracuda Message Archiver uses journaling, PST collection, and historic import to collect all user email including attachments. This allows organizations to implement smaller user mailbox limits reducing the information store size. Once mail is archived, users can access their historic mail through the Outlook Add-In, web interface, and mobile applications. The Barracuda Message Archiver can stub attachments and entire messages from the Exchange Server leaving a small pointer to the Message Archiver, greatly reducing storage. Stubbed items are easily accessible from Outlook and OWA with no end-user intervention. Note that stubbing is a scheduled task that can be defined by the organization based on age, folder, size, and mailbox.

For answers to additional questions, please contact Barracuda Networks at +1 888 268 4772