NHS Email Archiving | Mailsafe

We Solve Email Problems
for the NHS

archiving - migration - storage

NHSmail - Microsoft365/N365 - Exchange - Microsoft Outlook

We Solve Email Problems
for the NHS

*archiving
*migration
*storage

NHSmail
Microsoft365
N365
Exchange
Outlook

Typical problems that we solve.....

Typical problems that we solve.....

Users fill their NHSmail or Exchange mailbox

Users rarely delete emails and like to keep them 'just in case' they might be needed in the future.

NHS mail accounts become full. Users can either delete emails to free up space, create PST files, or ask for more mailbox space - all of which are an administration headache!

Solution: Mailsafe's unique archiving features for NHSmail, N365 or Exchange keeps users within any quota you want to set, whilst giving each user full access to their archived emails.

Can't find an important email ?

Without a central archive, accessing important emails can be tricky and time-consuming for whoever is wanting to do the search, whether that be an individual, department or senior employee.

Being able to find emails quickly in response to a Freedom of Information Act (FOIA) request, other invesitgations or simply enabling users to get on and do their job, is incredibly important.

Solution: Mailsafe's optimised archive gives a user instant access to their emails via Outlook.

Need to find emails quickly?

With a scattered approach to email management (e.g. Mailboxes/PST files/No archive), finding emails is time consuming - for users, teams/departments or for responding to FOIA requests or investigations.

A structured archive means emails can be found in seconds, saving everyone time!

Solution: Mailsafe's centralised archive for all emails makes the information searchable in an instant., meaning you can always find the right emails straightaway - ideal for complying with the FOIA requirements.

Migrating to NHSmail or N365?

To prepare for your onboarding date, Mailsafe can archive emails from Exchange and PST files quickly, ensuring your organisation is ready for the switch over.

Did you know you can also migrate any contacts, calendar items, tasks and notes?

Solution: No matter how large your current Exchange server, or PST file problem, Mailsafe can quickly archive these emails using Virtual PC's to increase the ingestion rate. Be ready for your switchover date.

PST files

PST files are a risk but often contain important information, however, users love to create them!

PST files are a problem because they are prone to corruption, take up valuable storage space, and can be costly to backup and maintain.

In short they are your Information Governance nightmare!

Solution: Using our PST Discovery tool, quickly find out exactly where every PST file is, it's size, who it belongs to and import the them to Mailsafe. PST files can be deleted from their original location. Emails are quickly searchable by those that need them including POWERUSERS! e.g. Information Governance Director.

Legacy emails sitting in Exchange mailboxes

If you have moved to NHSmail or N365 (Office365) users will still want access to their old emails on Exchange Server.

Retaining your old email server becomes another headache for your IT team so, why not archive the mailboxes and decommission the server?

Solution: Sweeping up and archiving all emails from Exchange using our Mailsafe mailbox Management tool, means you can decommission the server and re-purpose the hardware.

Information Governance nightmare?

Emails are often scattered across many systems i.e. mailboxes, PST files, Patient Records, finance etc.

How do you know what has been sent and by whom? A central archive record gives you back the control you need.

Solution: A central copy of email correspondence is vital to give you back control of who sent what and when. Mailsafe's infrastructure and features simplifies the way your organisation can find email information in an instant.

Users fill their NHSmail or Exchange mailbox

Users rarely delete emails and like to keep them 'just in case'. NHS mail accounts become full.
Users can either delete emails to free up space, create PST files, or ask for more mailbox space - all of which are an administration headache!

Solution: Mailsafe's unique archiving features for NHSmail, N365 or Exchange keeps users within any quota you want to set, whilst giving each user full access to their archived emails.

Can't find an important email ?

Without a central archive, accessing important emails can be tricky and time-consuming for whoever is wanting to do the search, whether that be an individual, department or senior employee.

Being able to find emails quickly is vital.

Solution: Mailsafe's optimised archive gives a user instant access to their emails via Outlook.

Need to find emails quickly?

With a scattered approach to email management (e.g. Mailboxes/PST files/No archive), finding emails is time consuming - for users, teams/departments or for responding to FOIA requests or investigations.

A structured archive means emails can be found in seconds, saving everyone time!

Solution: Mailsafe's centralised archive for all emails makes the information searchable in an instant., meaning you can always find the right emails straightaway - ideal for complying with the FOIA requirements.

Migrating to NHSmail or N365?

To prepare for your onboarding date, Mailsafe can archive emails from Exchange and PST files quickly, ensuring your organisation is ready for the switch over.

Did you know you can also migrate any contacts, calendar items, tasks and notes?

Solution: No matter how large your current Exchange server, or PST file problem, Mailsafe can quickly archive these emails using Virtual PC's to increase the ingestion rate. Be ready for your switchover date.

PST files

PST files are a risk but often contain important information, however, users love to create them!

PST files are a problem because they are prone to corruption, take up valuable storage space, and can be costly to backup and maintain.

In short they are your Information Governance nightmare!

Solution: Using our PST Discovery tool, quickly find out exactly where every PST file is, it's size, who it belongs to and import the them to Mailsafe.
PST files can be deleted from their original location. Emails are quickly searchable by those that need them including POWERUSERS! e.g. Information Governance Director.

Legacy emails sitting in Exchange mailboxes

If you have moved to NHSmail or N365 (Office365) users will still want access to their old emails on Exchange Server.

Retaining your old email server becomes another headache for your IT team so, why not archive the mailboxes and decommission the server?

Solution: Sweeping up and archiving all emails from Exchange using our Mailsafe mailbox Management tool, means you can decommission the server and re-purpose the hardware.

Information Governance nightmare?

Emails are often scattered across many systems i.e. mailboxes, PST files, Patient Records, finance etc.

How do you know what has been sent and by whom? A central archive record gives you back the control you need.

Solution: A central copy of email correspondence is vital to give you back control of who sent what and when. Mailsafe's infrastructure and features simplifies the way your organisation can find email information in an instant.

1
NHS Sites
1 +
users /mailboxes
1 TB+
Archived emails
1 +
archived pst files

Key Features & Modules

All emails are archived with AES256 bit encryption which satisfies the NHS security requirement.  Emails are tamper proof and a true record.

The Mailsafe email archive is a single instance storage solution (SIS) meaning only one copy of an email is archived.   Furthermore, an average of 50% compression on emails also delivers significant storage savings.

All emails in the Mailsafe archive are private by default.  This means users can only search for emails where they have ownership of i.e. their email address appears in the TO, FROM, CC or BCC field.

A POWERUSER has the ability to search the entire archive and can be one or more people e.g. IT Director, FOIA Officer, HR Director.  Only accesible via a secure login, all POWERUSER searches are logged and recorded with details of the USER, MACHINENAME/IP, DATE, SEARCH CRITERIA providing a full audit trail.

 

The Alias feature enables certain sections of the archive to be made available to those with the the necessary privileges – in essence a User can be associated with more than one email address.  E.g. Employee1 leaves, Employee2 can be granted access to also search for Employee1’s emails from the archive.

This feature is invaluable when migrating to NHSmail as it enables users to look for archived emails in their old @nhstrust.nhs.uk emails AND their @nhs.net archived emails.

Users of Outlook can manually archive emails for safe keeping to an exact mirror-copy of their NHS mailbox Personal Folder structure in the archive. 

Email archiving is automatically done for the user.  A regular background routine (e.g. every minute) within Outlook can archive emails automatically whilst retaining an exact mirror of the user’s Personal Folder structure in the archive.  Users do not have to change the way they use Outlook continuing to drag and drop (file) their emails as normal into their desired folders.  Archived emails can be automatically deleted (if required) keeping them within any set mailbox quota. 

Perfect for departments, teams or all users, “Compliance-style” archiving is the ability to set the Automatic Archiving routine to archive all emails older than zero days every minute.  Mailsafe will archive all emails sent or received by each user which is as close to true Compliance archive as is possible within NHSmail or N365.  An additional feature to then delete emails in the mailbox older than ‘n’ days means they will always stay within their mailbox quota.

Mailsafe’s PST Discovery tool can locate and report on PST files on all client machines, servers, and drives to build the complete picture of what is currently being stored.  The tool will report on the machine name/IP, name and location of the PST file, size and the date it was last modified – these reports can be exported or printed for further analysis.

Once this discovery piece has been completed, selected or all PST files can be archived to Mailsafe.  Emails are imported into the archive and each PST file Personal Folder structure is retained for easy searching and finding by users in the future. 

The PST files can then be removed from your network to free up valuable storage space and reduce your backup procedures.

Mailsafe for Exchange Server offers compliance archiving via the Journaling feature, meaning a copy of every single email can be archived away.  
Additionally the Mailbox Management tool can target user mailboxes and archive historical emails.  Archived emails can be deleted automatically (of required) to ensure any user stays within a sensible mailbox quota.
These features are also useful tools for archiving Exchange emails prior to a migration to NHSmail/N365

The Mailsafe CCTN module will extract all Calendars, Contacts, Tasks and Notes to a secure, temporary folder within the Mailsafe archive.  Once on the new service (NHSmail/N365), users can re-import these into their new mailbox as full, editable items.  

This makes for a smooth transition to NHSmail with virtually zero effort required from the IT team or users.  

A web app interface to the Mailsafe archive is available and enables users to search and view their emails from a PC/MAC, tablet or smartphone web browser.  Requires IIS. 

Installation is via a remote access connection and is typically no more than 3 hours, even for a large NHS Trust.  Full installation, setup, and testing is included along with a technical handover session.

All sites are allocated a dedicated Mailsafe Technical Account Manager (TAM) who will be your key point of contact.  The TAM will perform the installation and hand hold you throughout your entire project, fully supported by our technical support team.  All our TAMs have strong experience delivering complex projects across the NHS helping you to deliver a fuss-free project.

Technical

The Mailsafe email archiving infrastructure is simple yet a secure configuration with a SQL Server, and separate filestore location for the physical emails.  A quick remote-access installation with full training, knowledge transfer, testing, and a dedicated Technical Account Manager to support you throughout your project!

Perfect for N365, Office365, or on-site Microsoft Exchange Server

Microsoft Outlook
2010, 2013, 2016, 2019

Exchange Server
2013, 2016, 2019

MICROSOFT SQL SERVER
2012, 2014, 2016, 2017, 2019

The Mailsafe email archiving infrastructure is simple yet a secure configuration with a SQL Server, and separate filestore location for the physical emails. 

Microsoft Outlook
2010, 2013, 2016, 2019

Exchange Server
2013, 2016, 2019

MICROSOFT SQL SERVER
2012, 2014, 2016, 2017, 2019

Pricing

Mailsafe has a low capital purchase pricing model on a per-user/mailbox, with a low cost Annual Support, Maintenance and License agreement (ASM).

The ASM includes all support, maintenance, enhancements and upgrades to Mailsafe, along with direct access to a dedicated Technical Account Manager for hands-on support throughout your archiving project.

For a no-obligation pricing guide, to arrange a discovery call, or organise a web demonstration, please complete the form below!

Pricing

Mailsafe has a low capital purchase pricing model on a per-user/mailbox, with a low cost Annual Support, Maintenance and License agreement.

For a no-obligation pricing guide, to arrange a discovery call, or organise a web demonstration, please complete the form below!

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