Email Archiving Features

Our Email Archiving service includes search and restoration features, storage and capture features, Admin features, and Office 365 integration. Read on for more information on our features!

Search and Restoration Features

Easy, Flexible Searching

→ Three different search methods (simple, wizard, advanced)

→ Search using filters, wildcards, advanced Boolean, fuzzy logic and/or proximity logic operators

→ Search full text of all email and attachments

→ Tagging capabilities let you identify content accurately and quickly

→ Add notes to connect results to specific investigations

→ Implement a “legal hold” to identify, segregate and preserve relevant data found during an eDiscovery operation

Robust Recovery Options

→ All user data is stored in a central repository to allow admins to perform a single search across every mailbox in your account

→ Recover messages back to administrator’s mailbox

→ Categorize results before exporting them

→ Export options include PST, SF, EML, HTML, PDF and other formats

Storage and Capture Features

Capture Messages

→ Data capture of emails and attachments

→ Includes full indexing and extraction of more than 400 different file types

→ Stored data is replicated to geographically dispersed datacenters in real-time

→ Capture emails and attachments that are sent and received on virtually any device, including smartphones and tablets

→ Capture emails sent and received through Exchange, IMAP or POP email platforms

Rely on Our Infrastructure

→ Stored data is auditable

→ Data is encrypted both in transit and at rest

→ Archived data is housed in geographically disparate datacenters (separate from our Exchange datacenters)

→ Our datacenters are SSAE 16 audited, ISO 27001 and PCI compliant, and FISMA Moderate certified

Help Reduce On-Premises Storage Costs

→ Offload message storage from your corporate servers to the cloud

→ Unlimited storage growth automatically matches your mailbox/data growth with no investment or installation on your part

→ Give every mailbox unlimited archive storage for a small monthly fee

→ Simplify restoration options in the event of an on-premises failure

→ Add as many mailboxes as you need, you’ll never out grow it

Administrator Features



It leverages the user and device permissions you’ve already configured for your other Office in the Cloud services. Get full administrative control from a simple-to-use interface that’s accessed from Matrix Communications’s HostPilot control panel.

→ Accessibility permissions. Grant different levels of accessibility to the archive

→ End-user permissions. Allow employees to access their personal archives to retrieve emails, attachments or files belonging to them.

→ Implement blanket retention policy. You can implement a single, global blanket retention policy based on your regulatory verticals or storage needs.

→ Reduce end-user requests. Admins generally no longer have to address requests from end users who have lost their email.

→ No local installation of hardware or agents. You can be fully configured, capturing email and performing discovery searches within minutes.

→ No hardware or software licenses to buy.

→ Reporting. Build reports based on the archive activity by date, user, UI action, mailbox and more to review the activity in your archive.

→ Archive the right users. Admins have the flexibility to deploy archiving to all mailboxes within an organization—or to just specific ones.

→ Retain data regardless of employee behavior. In certain circumstances, employees may attempt to erase their personal data. Email Archiving keeps their records immutably stored regardless of attempts to alter or delete it.

→ Better storage management. If your current email provider enforces a mailbox quota, Email Archiving reduces your storage burden.

Office 365 integration

If you’re using Office 365, you face a number of business and regulatory risks in regards to email protection.

→ You may have storage limits. Some Office 365 archiving plans limit storage and retention for archived email. That means you could reach a point where your emails aren’t being preserved.

→ You’re only indexing 50 attachment types. Office 365 archiving supports indexing and data extraction for just 50 types of file attachments. This limits your ability to find information during a compliance audit or litigation discovery request.

→ Emails can be removed from your archive. Unless a legal hold is placed on an email, it can be permanently deleted by a user. Office 365’s archiving service doesn’t fully prevent data loss and exposes your business to additional risk.

→ The life of the archive is tied to the life of the mailbox. If you delete a user’s mailbox, the archive is lost as well. So when an employee leaves your company, Office 365 forces you to make an expensive choice: remove the user and lose the archive, or keep the archive—and keep paying for a user who no longer exists.

Because of these limitations, if you’re using Office 365’s archiving and you operate in a regulated industry, you may not be compliant with HIPAA, FINRA, SOX and other regulations.

Add Tamper-Proof Email Archiving to Office 365

Email Archiving from Matrix Communications integrates with Office 365 to provide unlimited archiving of emails, with support for over 500 file types.

It facilitates compliance and speeds eDiscovery by featuring WORM-compliant (Write Once Read Many) tamper-proof storage, 100% data capture across all devices, and ultra-fast search capabilities.

Unlike Microsoft Office 365’s archiving service, Email Archiving from Matrix Communications helps you avoid litigation costs, manage regulatory compliance, and protect and recover critical business data.

Consider Moving to Matrix Communications’s Office in the Cloud

When Matrix Communications powers your email, Email Archiving adds even greater value to your cloud deployment. Here’s why:

→ Simple pricing. It adds a simple per-mailbox monthly fee to your bill.

→ One vendor and one bill. Your budgeting and auditing processes remain simple and straightforward.

→ One source of support. No need to remember more phone numbers, account numbers or passwords.

→ Direct integration between email provider and email archive. You never have to worry about incompatibilities.

→ Ensure new users are compliant. You can configure HostPilot to automatically provision archiving for every new user.

→ Plan flexibility. Unlike other providers, you can assign Email Archiving to specific mailboxes, instead of being forced into a one-size-fits-all solution.