Centralized Email Archiving System

Introduction:

This document is about the newly introduced central archiving system which is designed to archive emails of
all our corporate mail users, in our central servers. The previous system of using archives on respective local
machines, i.e., individual desktops and laptops, is being phased out.

Users will now be able to access mails which have been archived by the central archival system, from any PC
with network access, and authorization, to our mail servers. Users may use either the web-based or the PC
software based (Lotus Notes software) approach to read, retrieve, forward, reply and send from the
respective online central archives.

Accessing our corporate mailing system via Lotus Notes:

The image below shows a sample mailbox in Lotus Notes mailing software with mails which have been
centrally archived. These mails show yellow envelope icons next to them. To facilitate in
understanding, these have been outlined in two red rectangles.

Fig. 1.1
Replying and forwarding (within our corporate mail domain:@simplexinfra.net):

Replying and forwarding of emails is no different from what it was before. For emails which show no yellow
icons against them – that is, not centrally archived, the usual methods of replying to, and forwarding are the
same.

Emails which have been centrally archived, can also be replied or forwarded without any
additional steps – provided, however, they are from our corporate mailing domain – that
is, @simplexinfra.net.

Fig. 1.2

The above image is of an email which has been archived using the new central archival system. The date
and time of the archival is shown. A “Click for Preview” button is provided to view the body of the email in a
separate Lotus Notes native browser tab/window.
Previewing an archived email:

Clicking on the “Click for Preview” button seen in Fig. 1.2 results in what is seen in this image.

Click on the button (which says “Yes” - to proceed) outlined in red to get the preview.

Fig. 1.3
Replying and forwarding (to external email addresses):

Before replying or forwarding any email which has been centrally archived, to an email address not of our
corporate mail domain, the following action needs to be performed.

Actions
IBM Content Collector
Restore

The following image illustrate how such an email is to be restored first from the archives prior to reply or
forward.

Fig. 1.4
Viewing attachments without restoring an email (in Lotus Notes):

This section contains images explaining procedures on how to open / view / save attachments in an email
which has been centrally archived.

The process discussed here is unique, as it does not involve restoring the whole email and, thereby,
consume user's mailbox space.

Fig. 2.1

The red arrows invite attention to the distinct features of this email in the above image. The first arrow on

the top right indicates towards the icon which indicates that this email has been centrally archived.

This email contains an attachment which has been shown by the bottom two red arrows.

In order to proceed to viewing the attachment, one may either click on the red circled “Click for Preview”
option, and then undertake the step as explained on the subsequent page. Or, alternatively, double click on
the links pointed by either of the bottom two arrows.
Click on the button “Yes” as shown by the red arrow in the image shown below.

Fig. 2.2
Click on the buttons as shown in the dialog box, as desired to either open, save or cancel the attachment.

Fig. 2.3
Once the user has finished with the attachment, the navigation tab may be closed by clicking on the “x”
provided on the tab as indicated by the red arrow illustrated in the image below.

Fig. 2.4
Accessing our corporate mailing system via web browser at
http://www.simplexinfrastructures.net :

Open your mailbox as you would normally on a web browser.

Fig. 3.1

This sign indicates that the mail has been archived centrally.

Fig. 3.2

The signs circled in green and show up as check boxes with tick marks in them, represent mails which have
been retrieved from the central archiving system and restored in the user's mail database file.
Replying and forwarding (within our corporate mail domain: @simplexinfra.net):

It is not necessary to restore an email should the recipients belong to our company's mail domain, i.e., have
“@simplexinfra.net” in their email address.

Replying and forwarding (to external email addresses):

Before replying or forwarding any email which has been centrally archived, to an email address not of our
corporate mail domain, the following action needs to be performed.

Fig. 3.3

Fig. 3.4

Restoring of an email is usually marked by a change of icon from to .

Once an email has been restored, it can be forwarded to any email address regardless of whether it belongs
to our company's mail domain or otherwise.
To view attachments without restoring an email:

This section contains images explaining procedures on how to open / view / save attachments in an email
which has been centrally archived.

The process discussed here is unique, as it does not involve restoring the whole email and, thereby,
consume user's mailbox space.

Fig. 4.1
To view the attachment, click on the name of the file which appears as a link, and is pointed by the red
arrows in the following image.

Fig. 4.2
As the following image shows, one may now either choose to open, save or cancel the attachment.

Fig. 4.3