Products > GFI MailArchiver for Exchange > Johnston Press plc case study

Mail archiving and meeting legal requirements with GFI MailArchiver
 
"GFI MailArchiver is really like an insurance policy intended to avoid the potential serious consequences of the company not being able to fulfill its regulatory or legal obligations in the future." - Graham Gould, Group IT Director at Johnston Press plc, UK

 
  Mr. Graham Gould
Johnston Press plc, a major UK-based publisher of quality newspapers and Internet sites, uses GFI MailArchiver for Exchange to archive emails and attachments.

In the light of recent regulatory, legal and internal research requirements, Johnston Press had been considering how best to archive documents, including email and attachments. As Mr. Graham Gould, Group IT Director at Johnston Press, highlights: "The British Data Protection Act gives data subjects certain rights which are difficult to fulfill if a company does not have appropriate systems for archiving and indexing documents. Employees and ex-employees may also have rights to request copies of personal data in pursuance of a grievance or an industrial tribunal."

Johnston Press needed an automatic solution that would work with Microsoft Exchange Server, as the company had opted to standardize on Microsoft Exchange 5.5 in 1999. The company's network of Exchange servers has expanded since then and currently consists of 13 Exchange 2000 servers, which are gradually being upgraded to Microsoft Exchange 2003. Compatibility with Exchange Server was therefore fundamental but, as Mr. Gould pointed out, the right archiving solution for Johnston Press also had to meet several other criteria, including:

  • Simplicity
  • Minimum impact on bandwidth between sites
  • Ease of searching and recovery
  • A single system for the whole group
  • Low maintenance costs
  • Low capital cost.

Smooth integration and great ease-of-use
Johnston Press opted for GFI MailArchiver for Exchange and purchased a version for 6,500 users. GFI MailArchiver for Exchange is an easy-to-use corporate email archiving solution that enables all internal and external mail to be archived into a single SQL database. This allows administrators to provide users with easy, centralized access to past email via a web-based search interface.

Thanks to its ability to leverage the journaling feature of Exchange Server 2000/2003 - a factor that provides unparalleled scalability and reliability as well as permitting great cost-effectiveness - GFI MailArchiver was a smooth fit into the overall solution employed by Johnston Press.

"Microsoft Journaling is enabled on all Exchange servers and the output is collected into a single mailbox in a dedicated mail store on a stand-alone Exchange server based in Leeds," Mr. Gould explained. "GFI MailArchiver extracts copies of all emails and attachments from this mailbox and stores the result in a database. This provides us with a database of recent emails which can be searched using the GFI search tools. Our in-house software extracts content from the database in batches of 4.2Gb which is then written to DVD media via the company's existing 600 platter DVD jukebox."

Mr. Gould revealed that in-house software developers provided added functionality to automate the housekeeping of the archive database and to move data on to DVD storage.

More than just an archiving/retrieving solution
Johnston Press views GFI MailArchiver both as an archiving and retrieving solution but also as a great help to meet regulatory and legal obligations, the benefits of which are difficult to estimate but which the company believes to be invaluable. Mr. Gould describes GFI MailArchiver as "an insurance policy intended to avoid the potential serious consequences of the company not being able to fulfill its regulatory or legal obligations in the future".

About GFI MailArchiver for Exchange
GFI MailArchiver for Exchange is an easy-to-use email archiving solution that enables all internal and external mail to be archived into a single SQL database. This allows administrators to provide users with easy, centralized access to past email via a web-based search interface, while enabling to easily fulfill regulatory requirements (such as the Sarbanes-Oxley Act). GFI MailArchiver for Exchange leverages the journaling feature of Exchange Server 2000/2003 and therefore provides unparalleled scalability and reliability at a competitive cost. More information and a full evaluation version are available at http://www.gfi.com/mailarchiver/.

About Johnston Press plc
Johnston Press plc is a major British publisher of quality local newspapers and local Internet sites, basing its publishing philosophy on local service to local communities. Its newspapers and sites are produced by local teams of people who have a dedicated commitment to producing local news and information that both inform and reflect the important issues of the communities they serve, thus encouraging loyal, committed and valuable readers and internet users. The company caters for over 140 very different markets all over the UK, from St. Andrews in Scotland to Portsmouth in Hampshire.

Johnston Press was first established in Falkirk in 1767 as F. Johnston & Co Ltd. Today Johnston Press has in its portfolio many titles that have been servicing local markets for over 200 years, with the Stamford Mercury celebrating 300 years in 1996. The group has grown through founding or purchasing individual local newspapers and, recently, newspaper groups. In 1988, F. Johnston & Co Ltd became a fully listed public company on the London Stock Exchange and changed its name to Johnston Press plc. Johnston Press is currently the 4th largest publisher of local and regional newspapers in the UK and hosts over 175 local Internet sites.

All product and company names herein may be trademarks of their respective owners.

 

June 2005