Creation/Receipt
 Indexing
 Search & Restoration
 Document Management

1. How does the software index the mail? Do you support SMTP or POP3?

Our capture solution can work in various ways to process the mail and store it in the repository. The methodology used depends on the mail server you use and its implementation. The following methods are possible:

- Watch directory

You can use our solution to watch a directory and as mail is copied into it we take the mail, extract tags from the mail header, such as Sender, Recipient etc, and file it. During filing the content of the email, and its attachments, are also extracted and stored for simple and quick searching.

- SMTP

You can configure the mail server to push the mail to our solution via the SMTP protocol. The Redmap solution listens on an IP address within the network. It then behaves just like a mail server, receives the mail and processes it the same way as described above.

- POP3

This is by far the most popular method with our Exchange users. You can configure the mail server to journal all the messages into a single mailbox. This mailbox is setup primarily for archiving purposes. Redmap is configured to pull the mail down using the POP3 protocol and process it the same way as described above. The real advantage of this method is that mail can be archived into a central location from several mail servers that are not located in the same location.

2. Does indexing happen in real-time?

Yes the writing of the information to the solution happens in real-time.

Also, the email is written to a third source, often on a different server, in real-time. This has a real back-up benefit, particularly for those businesses that have a lot of mobile email users.

3. Where is it the email stored?

The email can be stored on any storage media that is supported by a Windows server.

5. Do I need to keep my PST files?

PST files are generally used to archive emails from the mail server because there is no other option. Once your emails are stored in Redmap and are searchable via a simple web browser, then the reliance on PST is eliminated at the business compliance level. They are certainly no longer the main source of email retention and management.

6. Do the emails stay in the users’ inboxes?

Email is delivered to both the end user and the archive simultaneously. Having access to the archive via a web search, effectively removes the need to keep emails in the inbox. It is then possible for the business to implement a strategy to limit the mailbox size for users. The users can delete their own emails with the knowledge that they can search and retrieve them via the Redmap solution.

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