Email Archiving FAQ’s


  1. What is MailMeter?
  • MailMeter is a comprehensive Email Archiving & Compliance Solution that is helping to address multiple business problems for organizations that need to retain and retrieve email records for compliance requirements, that are suffering from overwhelming email volumes, or organizations that want to get a full understanding of their email communication, eliminate PST files, reduce email related helpdesk calls, reduce the amount of data storage required, optimize the use of your existing email server, reduce back up times etc. Our solutions are easy to install and easy to use & are competitively priced.  Essentially MailMeter will save you time & money.
  • MailMeter offers an easy to use, powerful email management solution that allows you to:
    • reduce storage consumption in your email server – improving backup times and recovery
    • meet compliance requirements for retention / review and for acceptable usage monitoring
    • provide a forensic search capability that saves you money in any investigative action
    • monitor employee activity, attachments, and enforce policy through its drill down reports


  1. Why would I want to archive my emails?

Reporting, full copy of all email transactions, e-discovery, ease of retrieval, audit trail, redundancy



  1. How is an archive different than a backup?

MailMeter email archiving captures a copy of every email that is sent or received through your email server in real-time and retains it in the archive.  This ensures that every email is captured and can be recovered if the email is purposely or accidentally deleted.  Emails that are deleted from the email server before a backup of the email server is done are lost and not in the backup. Backups are only snapshots of what was in the server at that time. So, if a user deletes an email during the day before the nightly backups, it could be potentially lost. Also, backups are commonly overwritten after a certain period, for example 2 weeks.


  1. Does Waterford Technologies’ MailMeter archive all emails?

Yes. All emails that go through the email server are archived, internal and external.


  1. How does your software collect the emails?

MailMeter collects the emails in 3 ways Exchange:

  • Historical capture. Point to the Exchange server and import (copy the data) all the emails into the arch This can be also done by time period (specific date range), user and folder. If you don’t want to pull in all emails you don’t have to. Many clients don’t import conference room mailboxes for example or “drafts” that haven’t been sent. From an implementation perspective, some IT directors give users an opportunity to “clean up their mailboxes” to ensure stuff they don’t want their manager to see potentially is not in the archive. On the flip side, you might not want to allow users to delete evidence if you are concerned about legal challenges. Similar to PST import the messages and attachments are de-duplicated on import to keep only one copy in the archive
  • PST import – see above
  • Journalling – Create a new mailbox on Exchange and turn on journalling This makes a copy of every email real-time and sends to the journal mailbox. MailMeter needs full administrative rights to pull emails from the mailbox. It’s a multi-step process where the email is grabbed from the journal, written to the database, and then deleted. The journal is just a conduit for collection and you will never see the mailbox get full.


  1. What is the advantage of a software email archiving solution over a hardware solution?

A few of the advantages of using a software solution over hardware include:

  • More flexibility for deployment: You can install software on any physical or virtual server. It’s really easy to back up virtual servers every night. You can install MM on one server, leverage an existing SQL server installation and point the archive volumes (where attachments reside) to any storage array If you upgrade or change devices it’s easy to copy data around.
  • Disaster recovery: If a server or hard-drive crashes you can quickly restore the data to a new device and your archive is quickly accessible Many clients replicate data to the cloud in case of building issues or even run the entire archive from the cloud. Sure, you can buy next day delivery protection (for a fee!), but imagine telling the end users or lawyers who search the archive that it will be 1-2 days before they can get to their data.
  • Space: with a software solution it’s easy to add disk capacity and you are not constrained by hardware limitation With hardware based solutions only the enterprise versions allow you to leverage external hardware if you run out of space. Or, you can always buy a bigger box – not a good option.


  1. Is it possible to upload an existing archive?

Yes. Waterford Technologies offers professional services for data migration.


  1. Does a full audit trail exist?

Yes. All messages are time and date stamped. The software also offers authenticity features which include a digital signature to ensure that the email or attachments have not been manipulated.


  1. Does the MailMeter solution require client software to be installed on every desktop?

No, MailMeter is a completely clientless product; all end users access their various modules via a web browser.


  1. Does MailMeter require a lot of IT support?

The Waterford Technologies suite of products were designed to be a very low maintenance/ light footprint on a network. One of its main benefits is the ease of installation, maintenance and use.


  1. Does MailMeter prove the authenticity of emails?

Yes, MailMeter applies a digital signature which can prove that an email in the archive has not been tampered with since the moment of capture allowing you to use MailMeter for compliance and legal purposes.


  1. How does Waterford Technologies’ MailMeter solution search and retrieve emails?

When a search is performed, the data is searched against the index based on your search query. With the Investigate module, you can find emails, decide what’s relevant and export any emails out to a standard PST file. Within the Individual Search module (ISR), the user can print or forward a copy back to themselves. This type of indexing allows for emails to be searched in a very quick and efficient manner. Waterford Technologies MailMeter software does message compression and single instance storage.


  1. Is it possible to delete messages from Waterford Technologies’ MailMeter?

Yes, it’s possible to delete messages as an administrative function. End users do not have the ability to delete messages from the archive. Administrators have the ability to set up retention that can range from date based to message specific to meet any litigation hold requirements. Any searchable criteria (message, key word, mailbox, etc.) can be used to set up a retention period.


  1. Is Calendar information captured by MailMeter?

Yes. Any calendar information sent through the email system will be captured.


  1. Does Waterford Technologies’ MailMeter solution impact the performance of the existing email server?

No. Because the software is non-intrusive, it has no impact on the performance of your email server.


  1. How can you eliminate my PST files?

With MailMeter, you simply point our software to the network location where the PST files are kept or to the individual PST files if they are disparate and import the data into the Archive. The archive will analyze the emails and attachments and only keep one copy in the archive, but accessible to any user that was on the email (sender, receiver, etc). For example, if 20 people kept the same email in each of their PST files, only one copy will be in the archive giving you great space savings. That 100 GB of PST files might be only 10 GB in the archive. Going forward if you want to disallow the use of PST files or tell users going forward there is all their data historical and real-time collected in the archive. MailMeter offers an individual search capacity – ISR – browser or Outlook add-in for end users to see any emails in the archive, which they sent or received. You can also import PST files for employees that are no longer with the organization and allow managers to see the emails if they need.


  1. How do I know that MailMeter is working?

MailMeter reports will be populated with latest data. You will receive an automatic notification if MailMeter is not working.


  1. Will I lose data if the MailMeter server shuts down?

No. Emails will remain in the journal mailbox until the MailMeter server is started back up.


  1. Does MailMeter use event viewer?

Yes. MailMeter will write any notifications or exceptions to the event viewer.


  1. Can I change user details within MailMeter in the event of a user changing their name?

Yes. MailMeter can be configured to map old & new user details.


  1. What do I need to back up in a MailMeter installation?

SQL database & MailMeter Archives need to be backed regularly.


  1. Can I install MailMeter on a Windows 2008 server?

Yes Windows 2008 & Windows 2012 are supported.


  1. Is MailMeter supported on virtual machines?

Yes. This is a common method of deployment.


  1. Can I migrate from an Exchange 2010 server to Exchange2013 server and still use MailMeter?

Yes Exchange 2010 server & Exchange2013 are both supported and the migration steps are very straight forward.


  1. Do I have to install MailMeter on each client?

MailMeter is a clientless install, making installation a quick and simple process


  1. Do I have to select which emails go into the archive?

Not at all. Once installed, MailMeter is pointed at the email system & does a history capture of old email on current mailboxes. MailMeter then captures all email thereafter as hits the Exchange/Domino box & seamlessly copies it into the archive with users accessing historic email via our easy to use portal.


  1. Who has access to the archive?

There are 2 forms of access to the archive. Administrator access allows the relevant personnel within an organisation run searches across all mailboxes for priority purposes. The 2nd is via our Individual Search & retrieval (ISR) module. This is a quick easy to use portal that allows employees to search within their own mini archive. The can only view & retrieve any email they have sent, received or been cc’d on


  1. Can I use MailMeter with Office 365?

Absolutely! The past 2 years has seen a number of our clients move their email platform into an Office 365 environment & still retain MailMeter as the reporting/retrieval mechanism for IT Admin & employees alike to locate and self-manage their email.


  1. Can I import my existing archive into MailMeter?

Sure. We have been involved in many projects where clients have left their previous email archiving supplier due to cost, poor technical support, limited functionality, etc. & replace it with MailMeter. All you need to be able to do is to export your current email archive to a PST & we will then import it into MailMeter. Contact us today to find out how.


  1. Can I have an on premise, hybrid or Cloud solution?

Of course!  We have versions of our email & file archiving solutions to work in on premise, Cloud or hybrid environments. To find out more give us a call today.


  1. What platforms are supported?

We support Microsoft Exchange, Microsoft Office 365, Lotus Domino, Ipswitch IMail, SeattleLab SLMail Pro, and many others.  The MailMeter and File Archiver software can run on Windows Server 2008 (x86, x64 and R2 x64) and above.


Knowing that some clients are still dependent on older systems, we still support Windows Server 2003 (x86 and x64).  MailMeter and File Archiver use advanced SQL reporting and the need access to an instance of Microsoft SQL Server.  SQL Server 2005, 2008 and 2012 Standard or Enterprise Edition


  1. Can I access my archive remotely from smartphone or tablets?

Yes, all users can access their personal archive via our ISR module on any device that has access to the web


  1. Can I access anywhere, any time?

Yes, using ISR any user can access any email they sent, received or deleted


  1. Are all mails captured in MailMeter? Sent Received etc.

MailMeter Archive is a software application that runs on a Windows Server, physical or virtual.  It collects all email from the standard journalling interface on your email server.  We support the ability to capture messages from the existing mailboxes through history capture and the import of personal archive files, PSTs and NSFs


  1. Can I get rid of PST’s?

MailMeter Storage Manager Software provides the instant solution you need. It reduces your email storage requirements dramatically by “stubbing” attachments (removing them from messages and replacing them with short cuts) without sacrificing your ability to access them. It allows bottomless mailboxes by archiving old mail from mailboxes and giving users MailMeter ISR, Individual Search and Retrieval, to search the archive from a browser or Outlook Add-in. With smaller mailboxes your users won’t have to maintain PST files. Put the messages back into their mailbox and let MailMeter Storage Manager shrink them down automatically. Old existing PST files can be imported into the MailMeter system and then removed. The need to use PST files is therefore removed.


  1. Can MailMeter help with eDiscovery and legal message holds?

Early case assessment is required when facing a legal challenge. MailMeter is modular and with these tools, you can search the email archive in minutes for any evidence relating to the potential litigation. Email can be reviewed by internal staff and only a subset exported for external counsel review. MailMeter Investigate gives powerful support to e-Discovery and for internal investigations. You can quickly gain insight into issues and have the evidence ready without effort.  MailMeter Investigate will save you huge amounts of time and money because it reduces the time to fulfil email retrieval requests and is less expensive than hiring outsourced firms to perform these tedious searches.  The results can be exported for use by legal firms and the courts. MailMeter Investigate is simple to use even for non-technical staff.

  1. How does MailMeter reduce storage on my Exchange server?

One module within MailMeter, Storage Manager is the only solution that truly reduces overall email storage in your organization by up to 80%, improving server reliability and performance, reducing back up costs and times, and giving your users access to any email they ever sent or received. In case of server down time, Storage Manager reduces email server restore time. Storage Manager dramatically reduces the size of your email databases by “stubbing” attachments on messages – inserting a link to the attachment that was automatically captured into the MailMeter repository – that meet your email management criteria (age of message, which folder it is in, type of attachment, or by size of attachment). You also benefit from Single Instance Storage – instead of having the same attachment in many mailboxes – there is one attachment linked to all relevant mailboxes. MailMeter indexes the body text and attachments to its archive database and stores compressed and encrypted copies of the rich text and attachments in separate archive volumes.


  1. What kind of businesses uses your service?

All types of organisations small, medium & large and across all sectors including; financial services, healthcare, engineering, pharmaceuticals, education, local government etc. would use our services.


  1. How much do your services cost?

MailMeter email archiving solution is priced per mailbox, so if you email sales & the number of mailboxes you have we can send you a pricing


File Archiving FAQ’s

  1. What is File Analyzer?
    • File Analyzer is a comprehensive reporting solution that allows you to use drill down reports to view your files by server, by owner, by size, by type, by name, etc. to pinpoint the usage and abuse of your storage. Find old files, unneeded files, duplicate files, across all servers and by existing folder structures. These reports give you the insight to free up space on your expensive storage devices.
      • Age Profile by modified date.
      • Age profile by creation date.
      • Storage report by server.
      • Storage report by file type.
      • Storage report by file owner.
      • The largest file top 1000.
      • The oldest file top 1000.
      • The newest files top 1000.
      • Space lost through duplication.
      • The most duplicated files.


  1. Why would I need to manage my files?

Proactive management of data stored on your file servers is crucially important from both an IT and business perspective. Data growth continues to explode year on year and un-managed data is going to cost you more in time, storage and infrastructure costs.  You cannot manage what you don’t measure, so you must have visibility of your data to understand your organizations growth levels, planning and budget purposes


  1. How is an archive different than a backup?

Archiving, updates the file reporting database every 5 minutes so you have an accurate depiction of your server. Archiving also makes it very easy to find and restore a file or even folder through a few clicks. Just search and restore.


  1. Does the File Archiver solution require client software to be installed on every desktop?

No, File Archiver is a completely clientless product and references file servers only.


  1. Does File Archiver require a lot of IT support?

The Waterford Technologies suite of products were designed to be a very low maintenance/ light footprint on a network. One of its main benefits is the ease of installation, maintenance and use.


  1. How does file archiving decrease my backup window?

File archiving allows you to shrink your back-up window in 3 main ways:

  1. Reporting – by having visibility into your files you can clean up older files that are no longer needed having less total data
  2. You can apply an “archive and delete” policy for older data (ex: employees no longer with the company) that you can still retrieve if you need back.
  3. By stubbing, the files are replaced with a 1k shortcut so instead of backing up large files you are just backing up small 1k files


  1. Can I move files from different servers using File Archiver?

Yes. File Archive has a comprehensive range of tools to use.


  1. How do I backup the archive?

There are 2 main data components of the product:

  1. SQL Server – This will be a small footprint because it’s just basic attributes of the f Any standard SQL backup utility will be fine.
  2. Archive Volumes – the files are written to 4 GB volu Once they are closed they will never change so you don’t have to back them up after the first full back-up. Every night you back up less than 4 GB, the last open volume.


  1. Can I use SQL Express?

SQL Express has a 10GB size limit and therefore can only be used for File Analyser reporting. A full version of SQL 2008\2012\2014 is required if using full Archiving component.


  1. What is the ratio of files – server to archive?

The SQL server will build at a rate of 1GB per million files and the archive volumes should be about half the size of your server, but this all depends on the amount of duplicate files.


  1. What types of archiving policies can be set?

The policies vary from all files older than a certain date – modified, accessed or created. You can add criteria such as files greater than a certain size, file types, owners and more.


  1. What is the most common archiving policy?

The majority of clients implement a simple policy like age then mix in criteria such as folders.


  1. How can you help me reduce the amount of time it takes to do a server migration?

We recommend stubbing files (1k shortcut), then moving the 1k files instead of the whole files. There will be the same number of files, but the size will be significantly less. Additionally, you can implement an “archive and delete” policy for older files to move less data. There is a recovery utility to restore files back (full or stubbed) to the main server or any alternative server.


  1. Does the file get re-stubbed if the file is accessed?

It depends on your policy. If you have an accessed policy then no, but we recommend last modified so if the files are pulled back they would get re-archived if they are accessed.


  1. Can I just buy file server reporting without buying archiving?

Yes, the software is managed via an electronic license key. You can start with reporting and layer archiving on later – no new installation is required, just a license key.


  1. How can FileArchiver reduce back-up times?

File Archiver reduces back up times significantly by first De duplicating file data which can account to up to 40% of data volumes. It then compresses the data & moves it from it’s current tier 1 location to a tier 2 location. File Archiver captures file data & writes it to 4GB increments. Once the mini archive reaches it’s 4Gb capacity File Archiver closes the increment & opens a new one. From a backup perspective this is significant because rather than a client have to back up the entire archive they just have to back up the 4GB increment currently open.


  1. How do I know what data is on my file servers?

Once installed & pointed at all or a selected number of file servers the administrators console within File Archiver gives IT personnel visibility of all data residing on the file servers in question. They can see how much data is on each server, where it is located, who owns it, are there multiple copies of files, what are the largest files, what are the largest file types, & much more


  1. Can I have an on-premise, hybrid or Cloud solution?

Of course. We have versions of our email & file archiving solutions to work in on premise, Cloud or hybrid environments. To find out more give us a call today.


  1. What kind of businesses uses your service?

All types of organisations small, medium & large and across all sectors including; financial services, healthcare, engineering, pharmaceuticals, education, local government etc. would use our services.


  1. How much do your services cost?

File Archiver is priced by the number of file servers & the amount of data on those servers.  Again please email sales for a quotation.


Cant find what you are looking for? Contact us