Archive your emails using Acrobat
In Acrobat 7, we introduced a PDF based solution for email archiving that could be used to convert emails and entire folders from MS Outlook into searchable PDF files. Since then we have continued to invest in this solution by adding support for Lotus Notes and providing advanced auto-archiving capabilities. It is a scalable, easy to use and reliable solution for ad hoc archiving of emails on the desktop. More after the break…
Some of the reasons we’ve heard why users might need to archive their emails include:
- Compliance with Regulatory or audit Requirements:
- Companies in certain industries (e.g. healthcare, legal, financial services) are required by law to archive specific records, including email, for specific time periods.
- All electronic data including emails is subject to the discovery process. When required by law, you are required to share all your emails with investigative agencies.
- Line functions like Finance, Admin are required to save certain type of email communication like approvals etc for audit purpose. They resort to printing these emails and filing them in absence of a robust solution.
- Archiving emails related to a project, case hearing etc.
- After completing a project before moving on to another project, users can archive their project related emails to a secure archive and upload to a shared folder/document management system. If required, they or any team member (with valid access) can access these mails anytime in future.
- An employee moving to a new project or company can convert his emails to an archive and hand that over as part of transitioning his responsibilities.
And PDF can be an excellent format for archiving your email:
- PDF being an open format eliminates the dependency on proprietary mail formats.
- PDFs are platform independent and can be viewed/printed on any computer having free Adobe Reader which is widely available.
- Once converted to PDF, you can work on your emails in Acrobat in conjunction with other PDF documents.
- You will still be able to open PDF mail archives created today many years from now.
Here are some of the highlights of the Acrobat email archiving solution:
- Intuitive and Easy to use interface for archiving emails. You can convert selected emails or entire folders to PDF in a single click, using the menu option:.
You can also set up automatic archival of specific folders using the Automatic Archival feature. This feature incrementally archives the newer emails present in the specified folders at every scheduled run.
- Support for Outlook and Lotus Notes: Acrobat 9 supports MS Outlook XP, 2003 & 2007 and Lotus Notes 6, 6.5, 7 & 8 for email archiving.
- Advanced search functionality: PDF emails include the complete mail header info for the emails. These emails (including non PDF attachments) can be quickly located using Acrobat’s advanced search functionality.
- Rich consumption experience: Acrobat 9 includes a flash based UI for users to easily view/print/search their archived emails. For more details, you can look at Rick Borstein’s video demonstration in his blog posting here.
So what are you waiting for? Start archiving your emails using Acrobat and share your experience with us. We look forward to hearing from you.
Aman Deep Nagpal, Acrobat Product Manager