Change your outlook With DocLook Reach emaiL aRchiving & ShaRing

©

INTRODUCTIONAutomated archiving of every email in an organisation and the ability to view and share emails amongst workgroups or project management teams all from within Microsoft Outlook is now available with DocLook Reach.

DocLook Reach will bring structure to a business by promoting the management of an organisation’s emails. Not only will it make the organisation compliant, it will save costs when retrieving emails (e-Discovery), reduce redundant data on servers, free up space on Exchange Servers and also Outlook Mailboxes (PST), improve back up time and support business with instant sharing of emails in a workgroup, project management team or when employees leave an organisation.

Implementing DocLook Reach brings great benefits to a business, all from within the familiar environment of Microsoft Outlook.

PRESERvINg BUSINESS EMAILSone of the key requirements of any email management system is the ability to archive company emails securely, where they are preserved until required. companies with no defined structure in place to secure and preserve emails are most at risk. this can be a worry for most companies especially when valuable information is stored inside these emails. Failure to retrieve important relevant emails can be detrimental to an organisation, in cases of litigation for example. With the global growth of e-commerce, companies are generating large volumes of information through email, and the ability to preserve this information is critical. With DocLook Reach all emails that are sent and received are archived automatically to the company archive by user, month and year.

©

DLR Archive Automated Process

We have added a powerful search function so emails can be retrieved instantly. Uniquely, search results can be copied to a client’s archive where they can be viewed instantly inside the client’s own outlook.

DocLook Reach Administration Search for the Server

©

ShARINg EMAILSemail sharing is an enormous problem for most businesses. emails stored in outlook are held inside a PSt file which only supports the storage of personal emails. the problem occurs when businesses require sharing of emails amongst workgroups, project management teams or even when employees leave the organisation. all their emails are locked away in their PSt file which prevents continuity in the organisation.

DocLook Reach addresses this problem by providing a seamless, unified experience, bringing an instant flow to required information, ensuring an efficient, productive and cost effective way of accessing emails.

Screenshot of DocLook Reach Shared Archive inside Outlook

add archive or search for archived emails1.

merged folder consolidates the inbox & outbox in one place for easy filing2.

DocLook Reach displays the archive as a microsoft outlook mailbox. 3. Drag & drop emails directly into the archive

Search the whole archive or individual folders4.

narrow the search results using the outlook search box5.

SEARChINg fOR yOUR BUSINESS EMAILS (E-DISCOvERy)one of the biggest issues facing businesses today is their inability to find emails that can be locked away in a user’s PSt file or hidden from an it manager through unstructured procedures. the facts are alarming; businesses need to be able to retrieve all emails in a timely manner that may be relevant to a case of litigation, or an audit.

DocLook Reach has fast search capabilities which will significantly improve the ability to retrieve emails quickly. the administration Search, which sits on the server, allows the administrator to search for any email instantly, while the client Search can be accessed from the archive inside outlook. From here users can simply right click the archive or the individual folders and apply a search by “Subject, Date & Sender”. the results are copied into the viewer where users can narrow the search results by key words using microsoft’s Search Results.

tel: +353 1 4773065 | email: info@recuerdoglobal.com | www.recuerdoglobal.com

“DocLook Reach has given me the ability to free up space in my client’s mailboxes and reduce the size of both PST files and the Exchange Server, solving a business problem that hitherto was never seriously addressed. I also have the added peace of mind knowing every email is secure and retrieved instantly when required. As an IT manager this takes away a lot of headaches for me.“eamonn tyrrell, canon Premium Partner, office technology

©

System Requirementsmicrosoft Windows ® XP microsoft Windows vista® microsoft Windows ® 7

fEATURESDocLook Reach is an extension to microsoft ✔

outlook

Preservation – all company emails are archived ✔

securely, meeting regulatory compliance requirements.

Sharing of emails amongst workgroups, ✔

departments or project management teams without leaving outlook

Fast Search of emails (e-Discovery) from the ✔

automated archive through DocLook Reach administration search on the server

Fast Search capabilities of emails from inside ✔

outlook across the shared archive

copy Search results from the automated archive ✔

to any user’s archive inside outlook

incremental Back up of emails ✔

inbox and outbox correspondence is merged ✔

into one folder to make filing and retrieval of email conversations easier

Drag and drop emails to an active archive or ✔

copy/move emails directly to a stored location

DocLook Reach can work with vPn or the ✔

cloud making it possible to share and view emails from anywhere in the world all from within outlook

Promotes email compliance ✔

complete email transfer when employees leave ✔

the company

eliminates redundant emails on the Server ✔

Frees up space in user’s inbox and reduces the ✔

size of your PSt File and exchange Server

BENEfITS Of EMAIL ARChIvINgCompliance and legal discovery1. – email records are being used more to incriminate or protect organisations. DocLook Reach is a comprehensive archiving solution that facilitates data management and search can help companies be better prepared in the event of a discovery process.

Storage management2. – DocLook Reach provides centralised storage for all email accounts, reducing backup time, hardware requirements, and media costs.

risk management 3. – archiving all emails in a central location enables organisations to quickly produce a paper trail to help resolve disputes and prevent litigation. Using DocLook Reach can also help to deter employees from using company email inappropriately, while eliminating the need for users to store email on personal media, risking the loss or theft of company data.

knowledge management 4. – archiving ensures that corporate knowledge is retained and stored in an accessible format while protecting the integrity of the database by preventing users from altering or deleting files.

employee productivity5. – archiving emails in a central, searchable repository saves search time and enhances competitiveness by providing instant access to the company’s knowledge base.

Disaster recovery6. – a centralised, automatic email archiving solution provides a consistent way to protect email data, as well as a more cohesive method for restoring emails in the event of a security breach, outage, or disaster.

organisational dexterity7. – integrating DocLook Reach to your organisation will create a standardised way for email to be stored, change poor use habits, eliminating the need for rogue databases & archives.

Microsoft Office Requirementsmicrosoft outlook® 2007 SP2 microsoft outlook® 2010