Archival Systems
Boiler Bay's Email Consolidation and Retention System collects email from ALL of the email files in your organization, regardless of the size of your organization, how much email you need to consolidate, how selective you want to be about what you consolidate, what type of mailers are in place, whether or not the Exchange Server is in place, or whether all of your workstations are connected to an Intranet or some or all are remote laptops.

Our Process
First we help you decide how the email will be pulled in to our Consolidator. This depends on where your email is, what types of mailers you use, and whether or not you have the Exchange Server in place. How we pull in the email, also depends on your privacy issues, whether or not you wish to pull in every message, or select the appropriate email to be pulled in.

Next, we define any number of matching functions -- we call them Inquiries -- so that each message that should be held over for retention, is identified as it comes into the consolidator. There is no limit to the number of matching functions that can run at the consolidator, no limit on the number of messages that can be flagged for a given category, and no limit to the number of categories a given message can match. We bring in email with or without attachments, and there is no limit on the size of the attachment.

Once email has been pulled into our Consolidator, it is already categorized, and every word in every message has been added to our word index. The next step is to view the categorized email to ensure that the email you wish to retain is being caught. We can easily refine the matching criteria as many times as it takes in order to get the results you desire. Email that has already been consolidated is merely reevaluated against the changed inquiry terms.

When it has been determined that the email that should be retained is being appropriately identified, we setup relays to the Retention System. In nearly every setting, the Collection and Retention Systems are fully automatic, once they are setup. All that is needed is to setup an appropriate interval to close out one archive and open the next one, and to make adjustments to the collection process when new workstations are brought into the email community or when your selecting, collecting, or categorizing strategies change.

Freedom From Email Management Chores

If the Exchange Server is in use, we can free your organization from the chores required to keep the Exchange Server database from growing too large, because you can be confident that everything that must be retained is safely stored in the BoilerBase Retention System, you can employ simple routine cleanup tasks to keep the Exchange Server database as trim as you need it to be.

Or, if your organization does not use the Exchange Server, BoilerBase Double-Dip, Select, and Relay Systems can be deployed on each workstation and laptop to shadow the user mailer, so that users are completely freed from the tasks associated with organizing and retaining email. Each message they send or receive is automatically added to the local BoilerBase database and relayed to the Consolidator if it matches the selection criteria.

Accessible Archives

Whereas email is normally spread out over many user folders, stored redundantly many times over in the Exchange Server, and across your networked and laptop computers, Boiler Bay Consolidation and Retention systems eliminates all duplicates, allows deletion of all retained email from the Exchange Server, and provides a GUI with which to view the archives.

At any point in the future, when email is needed from the archive, users can run their local BoilerBase program and open the archive read only. Alternatively, they can copy the archive file to their desktop to view it and use the many category refinement tools.. Without recomputation, any category of email is instantly displayed, and special user-driven categorizations support efficient refining of the email sets so that any subset or merger of existing categories can be expediently created. If desired, new, refined subsets can be exported for use as: fodder for a special project, the response to an email subpoena, or the content of a specialized knowledgebase.