MailStore Cloud

SOLUTION OVERVIEW

Today, email in business is not only one of the most important means of communication, but also one of the most versatile and valuable sources of information available to a company. Managing this resource and ensuring its security can have a decisive impact on a company's success, but it can also be challenging.  A solution that creates a central and secure vault for key information in an organization is ideal for these needs. Often, the problem is ensuring that there are sufficient resources to set up such an archive, but there is a solution for this too, namely MailStore Cloud. It is a simple and effective solution for archiving e-mails in the cloud, meeting legal requirements for data security. All messages are stored in a central archive in their original form for any length of time, ensuring their security and availability for years to come. The solution reduces the load on mail servers, allowing you to lower costs and avoid investing in additional hardware or software. With central access, precise permissions, and full-text search functionality, MailStore Cloud facilitates teamwork, eliminates data silos, and increases employee productivity.

The system architecture is very simple and is illustrated in the graphic below. Customers can access their organization and its archives via two MailStore Cloud portals: webaccess (regular users and auditors) and admin access (administrators). All you need to do is log in to the instance from your web browser. Administrators manage all users in MailStore Cloud or automatically synchronize users, groups, mailboxes, and domains from servers or other services.

Supported email systems:

• Microsoft Office 365 (Exchange Online)
• Microsoft Exchange Server 
• Google Workspace
• Gmail
• Generic IMAP and POP3 Server

FEATURES

The capabilities of MailStore Cloud largely overlap with those offered by the well-known Server version. The main distinguishing feature is that you do not need to have your own resources for your archive. It is a solution designed for the cloud. It is not a local application hosted on virtual machines. It is a completely redesigned version of the currently available MailStore applications.

In terms of service availability: management is carried out by OpenText, 24 hours a day, 7 days a week, 365 days a year, with high availability of 99.9% per month.
In terms of privacy and data protection: the cloud infrastructure is highly protected against unauthorized access and data loss, data is available to the customer at any time (e.g., for backups), and the application's features make it easy for administrators to manage data in accordance with GDPR, while ensuring full access to privileged user roles (compliant users).

Key information about the tool:

• Cloud-based email archiving service for small and medium-sized businesses with up to 500 users.
• Hosted and managed by OpenText (SAAS)
• No hardware, software, or maintenance required
• Virtually unlimited resources
• Security ensured by encryption of all data in the archive and during transport
• ISO-certified hyperscaler data center located in Germany, i.e., within the EU
• Cost-effective and predictable archive maintenance prices
• Registration in 5 minutes, easy management, operation, and access (with MFA enforcement option) from a web browser
• Supports almost any email system and various archiving methods
• GDPR compliance certificate

Licensing

MailStore Cloud is licensed per user. A user refers to an end customer employee who has access to the MailStore Cloud organization or whose emails are archived. Each user license includes a specific number of archive mailboxes and storage space for email archiving. A MailStore Cloud organization refers to a single MailStore Cloud instance.

• The minimum user license for a single MailStore Cloud organization is 5 users.
• Each user license includes the ability to archive 5 mailboxes.
• Each user license includes 10 GB of storage space for the archive.
• The space can be dynamically expanded by another 10 GB without the need for any action.

1 user - 5 archived mailboxes - 10GB of storage

Summary

MailStore® Cloud, a tool specializing in email archiving, offers small and medium-sized businesses protection for their key data stored in email. Quick and easy implementation and flexibility in terms of scalability allow you to archive all emails and define rules for retention periods. This ensures compliance with regulations regarding the storage of business-critical email data and personal data protection regulations. In addition, features such as legal hold, auditor access, and eDiscovery provide excellent support for litigation and other legal proceedings, while the self-service feature allows employees to access their email archives independently. The full-text search function, combined with a folder structure that mirrors the user's email client, helps simplify work in the archive. Choosing this solution ensures that no message will be accidentally or intentionally deleted and that we will always be able to access and use them from anywhere. That's MailStore Cloud!