Save Your Emails! How to Add Email Archiving to Your Microsoft Exchange Server 2003 and 2007

SafeAsking your team to delete old emails to save space on your server can come back to haunt you if you’re pulled into an audit or civil litigation.

Since most business communication is done electronically, email archiving is considered an IT best practice, even for small businesses. By storing your email correspondence in a central database, electronic discovery (eDiscovery) is a much simpler task when you need to locate digital evidence.

Microsoft Exchange Server 2010 offers built-in email archiving functionality, but many businesses are still chugging along with older versions. If you’re one of these companies running Microsoft Exchange Server 2003 or 2007, and you just don’t have the capital to upgrade, Red Earth Software offers an email archiving solution to get you compliant with recommended standards.

“Although SMBs are becoming more and more aware of the importance of archiving their data, most have not yet implemented an archiving solution because current offerings are simply too expensive or too complicated to implement and manage,” said Mike Spykerman, CEO of Red Earth Software. “Policy Patrol Archiver now offers a solution that is affordable and manageable for companies of any size.”

If we compare costs, Microsoft Exchange Server (Standard Edition) will run you about $699 for the software license, plus an additional $67 per user.

Policy Patrol Archiver offers different price plans based on users. A 10-user license will cost you $145, plus a $29 per year maintenance fee. The maintenance fee covers technical support and product upgrades. (A 50-user license costs $395, and $79 per year for maintenance.)

The software runs as an add-on to Microsoft Exchange Server 2003 or 2007, and stores the data on a central Microsoft SQL Server database (2005 or 2008).

All your sent and received emails will be archived, even if a user deletes it from the inbox or sent folders. Data is stored in the original and unchanged format, so as to meet eDiscovery and compliance standards.

For ease of use, admin and users can search and access archived emails through their web browsers. Different roles can be assigned to different users, and an auditor can be granted access to specifically marked files.

To reduce Exchange Information Store size and allow for emails to be accessed quickly, Policy Patrol gives you the option to “stub” emails. Instead of fully archiving data, stubbed emails remain in user accounts, but the email content is replaced with a link that allows the user to restore the message when needed.

With its Life Cycle Management feature, Policy Patrol Archiver allows you to set when old archives can be safely erased from the server.

Policy Patrol Archiver offers a 30-day free test drive of its product. For more information visit

(Photo credit – mathteacher…)


About Joseph Mutidjo

Joseph is a writer at Smallbiztechnology. His first taste of home computing was the Tandy 1000. He continues to be fascinated with how technology makes life easier and more efficient.