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Mail Attender® for IBM Notes

Email Archiving, Management and Compliance

Mail Attender provides total email management for the Domino mail files and archives within your environment. Whether you are looking to enforce email retention policies, reduce email storage usage or simply want your Domino servers to run more efficiently, Mail Attender can address your pressing business needs. Included within Mail Attender's email management capabilities are Notes email archiving, message deletion, attachment single-instancing, a replacement for the inherent quota management and many others. Mail Attender is non-invasive to your Domino architecture, is centrally administered and provides your Domino administrators with complete control over your email infrastructure.

Typical needs include the ability to:

  • Enforce email retention policies
  • Reduce email storage usage
  • Increase Domino server performance
Features Tech Specs Video Resources Screen Shots Customers

Features

Overview

  • Enforce retention policies on both active mail files and email archive databases
  • Delete or archive messages based on message age and location (e.g. Inbox, Sent, etc.)
  • Single-instance or delete attachments
  • Perform simulation without affecting any messages
  • Manage who is included or excluded on a granular basis
  • Archives in Domino (.nsf) format
  • Centralized administration with distributed processing
  • Non-invasive architecture and works within your current Domino environment
  • No additional hardware required

Message Deletion

  • Manage active mail files and/or archive databases
  • Specify the age of messages to be deleted using any of the message dates
  • Specify the location (e.g. Inbox, Sent, Personal folders, Calendar, etc.) of the messages to be deleted
  • Priorities used to allow one rule to supersede another
  • Varying retentions for the same folder/view for different users
  • Specify the users to be included or excluded using explicit user names, Domino group names or hierarchical values
  • Perform a simulation on what would happen without affecting the messages
  • Notify the users before and/or after the deletions occur
  • Provide the users with the ability to either view or protect the messages that will be deleted

Message Archiving

  • Manage active mail files and/or archive databases
  • Specify the age of messages to be archived using any of the message dates
  • Specify the location (e.g. Inbox, Sent, Personal folders, Calendar, etc.) of the messages to be archived
  • Priorities used to allow one rule to supersede another
  • Varying retentions for the same folder/view for different users
  • Specify the users to be included or excluded using explicit user names, Domino group names or hierarchical values
  • Perform a simulation on what would happen without affecting the messages
  • Notify the users before and/or after archiving occurs
  • Provide the users with the ability to either view or protect the messages that will be archived
  • Archive databases stored in Domino (.nsf) format
  • Archived messages accessible from a browser or mobile device
  • Place a customizable stub and link within the original message for easy access to the corresponding archived message
  • Archive databases can be locally replicated for mobile users
  • Archive databases can be located on any device to which the Domino server can connect via the OS (SAN, Network, etc.)
  • Archive the archive databases to secondary storage for full life-cycle management

Message Classification

  • Automatically classify messages within the active mail files
  • Allow user classification
  • Manage (delete/archive) the classified messages
  • Assign retention to each message classification
  • Display the assigned classification
  • Add views to the mail template to segregate the classified messages

Attachment Single-Instancing

  • Manage single-instancing of attachments in active mail files and/or archive databases
  • Specify the age of messages that contain the attachments to be single-instanced using any of the message dates
  • Specify the location (e.g. Inbox, Sent, Personal folders, Calendar, etc.) of the messages that contain the attachments
  • Priorities used to allow one rule to supersede another
  • Varying retentions for the same folder/view for different users
  • Specify the users to be included or excluded using explicit user names, Domino group names or hierarchical values
  • Perform a simulation on what would happen without affecting the attachments
  • Notify the users before and/or after the single-instancing occurs
  • Specify the location of the attachment archives (single-instance)
  • Place a customizable stub and link within the message that contained the attachment
  • Archived attachments accessible from a browser or mobile device
  • Leverage reader names to ensure each user can only see their attachments

Attachment Deletion

  • Manage deleting attachments in active mail files and/or archive databases
  • Specify the age of messages that contain the attachments to be deleted using any of the message dates
  • Specify the location (e.g. Inbox, Sent, Personal folders, Calendar, etc.) of the messages that contain the attachments
  • Priorities used to allow one rule to supersede another
  • Specify the users to be included or excluded using explicit user names, Domino group names or hierarchical values
  • Perform a simulation on what would happen without affecting the attachments
  • Notify the users before and/or after the deletion occurs
  • Place a customizable stub within the message that contained the attachment

Quotas

  • Quota is enforced programmatically
  • Enforce multiple soft quotas
  • Customizable alerts for any quota non-compliance
  • Enforce quota on local replicas
  • Automatic acknowledgement of user cleanup (no compact required)
  • Refine hard quota enforcement based upon document type (Memo, Reply, Calendar Entry)
  • Acknowledge template and/or folder/view index sizes when calculating database size

Out of Office

  • Schedule multiple Out of Office time in advance of leaving
  • One agent per server for all users
  • Specify the frequency of the Out of Office processing
  • Automatically forward messages to different users
  • Multiple customizable Out of Office replies based on senders
  • Automatically disable upon 'end' date/time

Reporting

  • Collect comprehensive and invaluable mail file information
  • Multiple views to display specific mail file information
  • Automatically alert administrators to specific problems
  • Create customized reports

Miscellaneous

  • Automatically alert administrators to specific problems
  • Standardize user preferences
  • Manage user mail rules
  • Send enterprise-wide announcements without invoking the router
  • Manage personal agents
  • Standardize database properties and replication settings
  • Context-sensitive administrative help

Tech Specs

Architecture

  • Runs on Domino 6.x, 7.x and 8.x
  • Runs on all Domino platforms
  • No Domino architectural changes required
  • Uses server-based LotusScript agents
  • No API code
  • Archived data is stored in Domino format

Installation

  • Easy Domino-based installation
  • Installed using a single Notes client
  • No physical server visit required
  • No client installation
  • No server cycle required

Videos

Mail Attender for Notes Customer Testimonial

Resources

Product Literature

  • Mail Attender for Notes Brochure
  • Sherpa Software Solutions for Enterprises Brochure

Best Practice White Papers

  • The Case for NSF - How Archiving in NSF Format Preserves Data Integrity Download
  • IT Governance in an IBM Lotus Software Environment Download
  • Solving Key Management and Archiving Problems in Lotus Notes/Domino Environments Download
  • The Importance of Archiving Your Organization's Email Communications Download
  • Enforcing Corporate Compliance Policies in Lotus Notes Email Download
  • IBM Lotus Notes Domino Compliance and eDiscovery Best Practices Collection Download
  • Four Questions Every Admin Should Ask About Email Retention Policies Download
  • Be on the Lookout for Email Hoarders Download

Screen Shots

Lotus Notes email archiving

Mail Attender interface

Mail Attender for Notes

Customers

Case Studies

  • Eastman Kodak
    Eastman Kodak, a name synonymous with photography itself, needed a solution that would enable it to comply with its legal department's request for more strict email management. Specifically, legal mandated that documents stored in end-user's email applications must be deleted after 45 days and that there should be quotas on the size of end-user's email files...Read More
  • PNC Bank
    The financial services market is highly regulated, and when PNC Financial Services noticed a need for quota enforcement and document purging within its Lotus Notes email environment, the company began to look for a scalable email management solution that would tie well into its existing Domino environment...Read More
  • Motor Coach Industries
    With over 1,400 email users across 14 servers, MCI was looking to have more internal controls over their information flow. "We needed to have better control over what type of information was leaving our system as well as control over what type of information was being stored within it...Read More
  • Whirlpool Corporation
    Whirlpool began to look for a tool that would bridge the retention gap and better manage quotas. "We needed to get a point where the users could do their own housekeeping and also insure that mail would still be received after users reached their quota limits...Read More
  • Alliance Coal, LLC
    With over 475 mailboxes, two clustered servers and 15 locations, Alliance Coal, LLC began looking for a solution that would assist them in addressing issues such as archiving, mailbox reclamation and centralized management. With roughly 12% of their users over 2G mailbox size, performance concerns were rising...Read More
  • Lincoln Electric
    Lincoln Electric was using a large amount of storage space on their servers to support mail files. In an effort to reclaim storage space, they began searching for a product that would allow them to identify and delete outdated emails. The product would also have to be capable of notifying users of the deletion process...Read More
  • Crowe Chizek and Company
    With over 1800 employees using email for client and internal communications, the company was having difficulty controlling the sizes of their mail databases. Moreover, since they provide financial services, document management is critical...Read More

Customer Testimonials

  • Sharon Albright, Lotus Administrator & Designer, Eckert Seamans
    Mail Attender has helped us reduce drive space on our mail servers and has allowed us to eliminate attachments that are non-business related - which saves us money. Plus removed those "pesky" emails that get sent around to EVERYONE (i.e. "Looking for", "Cake in Conference Room", etc).

LinkedIn Reviews

  • Senior Network Engineer at Insurance Provider
    We have been a customer for 4-5 years running Mail Attender for Notes. The product has done exactly as advertised, and done it very, very well. We use it for email compliance, Out Of Office, and for a fast & easy way to track user's mail file information. The sales & support have been phenomenal in getting answers we need. We look forward to continuing our relationship with them as they continue to improve on products that already exceed our expectations.
  • Domino Engineer at Large Utility Company
    We have been using the Mail Attender product for many years and has consistently provided a means to keep our mail file sizes in check. We implemented a mail policy that only allowed 60 days worth of mail and each Saturday Mail Attender will run and hard delete mail older than 60 days. Our Monthly average of Disk savings is over 200 GB.
  • Senior Systems Engineer at Consumer Packaged Goods Company
    Mail Attender for Lotus Notes has provided us the ability to de-duplicate and archive users mail attachments as well as provide us a tool to manage quarterly mail retention. There are so many different configurations you can do with this tool, it's amazing!
  • View more Mail Attender for Notes reviews on LinkedIn

Notes App Store Reviews

  • Domino Administrator at Construction supplier
    I have been a fan of Mail Attender for ten years now. It was very easy to install and set up. The technical people at Sherpa are always there to assist and listen when you suggest ideas to make the product even better. It is by far the best way to manage Lotus Notes quotas. No maintenance is required on an account when a user brings their file under the quota again. I am the Lotus Notes Admin for my company and this feature alone has saved me so much time. Quotas can be changed on the fly and are immediate. Mail Attender is defintely the product to buy for an add-on to Lotus Notes.
  • Lotus Notes Domino Administrator at Pharmaceutical Provider
    The interface is extremely intuitive. Mail Attender has performed exactly the way we expected it to and more. The most importent aspect was support. Sherpa has always responded in prompt manner and provided exemplary support.
  • View more Mail Attender for Notes reviews on the Notes App Store

Awards

KM World Knowledge Management Award Award - Sherpa Software

Our solutions for Lotus Notes and Microsoft Exchange have received numerous awards and recognitions throughout the IT community.
More Awards and Buzz