Today business documents such as contracts or invoices are quickly and simply sent by e-mail. However the e-mail route, from the inbox of the receiver into a safe e-mail archive, is still labour- and time-consuming. In addition, enterprises have to ensure the legal requirements of archiving business-relevant e-mails and their attachments.

Fabasoft Folio provides a safe, reliable and uniform e-mail archiving service for business-relevant e-mails and their attachments. Whether server or client-side archiving, Fabasoft Folio supports enterprises and users during e-mail archiving and leads to efficient e-mail management. Additionally storage costs are saved by the use of the Single Instance Content Repository.

Client-side e-mail archiving

With Fabasoft Folio the user is able to archive e-mails to Fabasoft Folio and to connect e-mails to the relevant business context. With the import of e-mails in Fabasoft Folio, available meta tags e.g. reference, date of receipt, sender, receiver etc. are taken over automatically.

Fabasoft Folio allows for client-side e-mail archiving from within different mail clients:

• Microsoft Office Outlook e-mails are archived to Fabasoft Folio from within the Microsoft Outlook mail client using a button (COM-Add-in). Thus e-mails can also be imported easily into Fabasoft Folio via drag-and-drop.
• IBM Lotus Notes e-mails are archived to Fabasoft Folio from within the IBM Lotus Notes mail client using a menu entry. A user can choose to copy the e-mail to the archive (the e-mail remains in Lotus Notes) or to move the e-mail to the archive (the e-mail is deleted in Lotus Notes). If the e-mail is copied to the archive, the e-mail attachments are eliminated from the mail server and replaced by links. Archived e-mails are marked in Lotus Notes.

In Fabasoft Folio, archived e-mails can be simple restored by double clicking. This allows a user to immediately forward or reply to the e-mail. Archived e-mails can be opened as PDF allowing users to view e-mails even if no mail client is installed. Further Lotus Notes e-mails archived in Fabasoft Folio can be restored as MIME e-mail with a standard mail client (e.g Microsoft Outlook, Mozilla Thunderbird).

E-mail synchronization with the local mail client from Fabasoft Folio with IMAP4 also allows the handling of archived e-mails on a notebook. The user can access e-mails over the standardized IMAP protocol everywhere and at any time.

Server-side e-mail archiving

Fabasoft Folio includes an e-mail archiving service for incoming and outgoing e-mails from a mail server to the content repository based on e-mail archiving rules. E-mail archiving rules can be configured e.g. rules can determine which mail inboxes and / or mail classes are archived. E-mail archiving with Fabasoft Folio also allows archiving based on an e-mail life cycle. This configurable life cycle can determine e.g. e-mail retention and disposition schedules. This mechanism ensures that e-mails are managed in a systematic way based on an organization's compliance and governance policies.

Fabasoft Folio allows for server-side e-mail archiving from different mail servers:

• Microsoft Exchange.
• IBM Lotus Domino.

To discharge the mail server and inboxes of users the e-mails can be reduced after a certain period. Therefore e-mail attachments are eliminated from the mail server and replaced with links to the business object archived in Fabasoft Folio. The user will not notice this process and if the user opens an e-mail attachment in a mail client the content will be opened in the product´s content repository. Thus a user can open the attachment even if the e-mail is reduced without any obvious difference and storage is saved.