What is Email Archival powered by OpenText Secure Cloud?
DataComm Email Archival powered by OpenText Secure Cloud is a managed service that captures, stores, and protects your email and related business communications in a secure, searchable archive.
With DataComm + OpenText Secure Cloud, we deliver:
- Email Archival – Policy-based, tamper-resistant storage of messages and attachments
- Cloud-to-Cloud Backup – Secondary protection for Microsoft 365 and other supported cloud email platforms
- Email Continuity – Web and mobile access to mail during planned or unplanned outages
- Business Communication Archive – Retention of other channels (where applicable) such as Teams/IM and selected collaboration tools
Instead of relying on user mailboxes and ad hoc PSTs, you get a centralized, managed archive that supports legal, compliance, and business needs.
Why do organizations choose Email Archival?
Modern email and collaboration environments create several challenges:
- Legal and regulatory requirements demand long-term retention and defensible eDiscovery
- Users delete or misfile important messages, making investigations painful and slow
- Native cloud email recycle bins and retention features aren’t designed as full-blown archives
- Outages or account issues can disrupt access to critical communications
- Backups alone don’t solve for search, legal hold, or continuity
DataComm Email Archival powered by OpenText Secure Cloud helps you close these gaps with purpose-built archiving, cloud-to-cloud backup, and continuity—all managed as a service.
How DataComm Email Archival powered by OpenText Secure Cloud works
We combine policy-driven archiving with resilient cloud protection and continuity access.
Assess & Design Retention
We start by understanding your requirements:
- Identify regulatory, contractual, and internal policy retention needs
- Review your current Microsoft 365 or other cloud email configuration
- Determine which business communications (email, shared mailboxes, journaling sources, supported chat/collab tools) are in scope
- Define roles, access, and eDiscovery expectations (HR, legal, compliance, IT)
From there, we design a retention and access model that fits your industry and risk profile.
Deploy OpenText Secure Cloud & Integrate Email
Next, we implement OpenText Secure Cloud archiving and cloud-to-cloud backup:
- Connect your Microsoft 365 (or other supported platform) to the archive
- Configure journaling, capture, or connector-based ingestion for messages
- Enable cloud-to-cloud backup for mailboxes to protect against accidental deletion or account loss
- Set up user and admin access to the archive, with appropriate role-based permissions
Your email is continuously fed into a secure, off-platform archive independent of live mailboxes.
Enable Search, eDiscovery & Business Communication Archive
Once ingestion is running, we enable rich discovery and access:
- Index archived messages and attachments for fast searching
- Configure eDiscovery workflows for legal and compliance teams (search, export, legal hold)
- Extend the Business Communication Archive to other supported channels (e.g., selected chat/collaboration tools) as needed
- Define access rules for managers, auditors, and HR/legal reviewers
You gain a single, central place to search and export historical communications.
Provide Continuity & Ongoing Management
We then focus on resilience and long-term operations:
- Configure Email Continuity access so users can read and send messages via the archive during primary email outages
- Monitor ingestion, backup jobs, and archive health
- Adjust policies and retention settings as regulations and business needs change
- Provide regular reporting and support for audits, legal requests, and investigations
Your communications remain available, searchable, and protected, even during disruptions.
Key capabilities of DataComm Email Archival powered by OpenText Secure Cloud
We’ve designed our service around four core pillars.
Policy-based email archiving
We capture and retain what matters, for as long as it’s needed:
- Journaling or connector-based capture of inbound, outbound, and internal emails
- Policy-driven retention by user, department, or message characteristics
- Tamper-resistant storage with strong access controls
- Support for legal hold on individual users or sets of messages
You gain a defensible archive that supports both operations and compliance.
Cloud-to-cloud backup for email
We add a safety net beneath your primary cloud platform:
- Secondary cloud-to-cloud backup of mailboxes independent of your email provider
- Protection against accidental or malicious deletion of messages and accounts
- Point-in-time restore capability for selected mailboxes or messages
- Separation of duties between production email and backup/archive environments
Archiving + backup together give you both compliance and recovery options.
Email continuity for outages
When email goes down, business shouldn’t:
- Web-based access to recent messages through the archive during outages
- Ability to continue sending/receiving messages via continuity features (where supported in design)
- Reduced disruption during provider issues, migrations, or maintenance
- Peace of mind for leadership that communications can continue even during incidents
Email becomes a resilient service, not a single point of failure.
Business communication archive beyond email
Modern communication goes beyond traditional mail:
- Optional inclusion of supported collaboration/chat channels in the Business Communication Archive
- Unified search across email and other archived communications (where enabled)
- Consistent retention policies across multiple communication types
- Better context for investigations and compliance reviews
You see the full picture of business conversations, not just messages stuck in individual inboxes.
What you get with DataComm Email Archival powered by OpenText Secure Cloud
A typical engagement includes:
Who is DataComm Email Archival powered by OpenText Secure Cloud for?
This solution is a strong fit if:
- You operate in a regulated industry or handle sensitive business communications
- You rely heavily on Microsoft 365 or other cloud email with limited on-prem infrastructure
- Legal, HR, or compliance teams struggle to find historical emails quickly
- You’re concerned about email-related legal exposure or discovery costs
- Leadership expects robust continuity and retention beyond basic mailbox features
USE CASES
Explore the Possible Applications of Email Archival
Regulatory & Legal Compliance
You need to retain messages for specific periods and respond to audits:
- DataComm designs retention and legal hold policies in OpenText Secure Cloud
- Emails and supported communications are archived automatically and immutably
- Legal and compliance teams can search, hold, and export data without heavy IT involvement
Executive & HR Investigations
You need fast, discreet access to historical communications:
- Authorized personnel use the archive to search across relevant custodians and date ranges
- Messages are retrieved from the Business Communication Archive, not from user mailboxes
- Investigations proceed quickly with defensible, time-stamped records
Business Continuity & Email Outages
Your primary email service is disrupted:
- Users access recent mail through Email Continuity capabilities
- Key staff can continue sending/receiving messages while primary systems recover
- Leadership can communicate during incidents, migrations, or planned maintenance
FREQUENTLY ASKED QUESTIONS
Common questions
No. Native retention features help, but a dedicated archive like OpenText Secure Cloud provides independent, tamper-resistant storage, advanced eDiscovery, continuity, and cloud-to-cloud backup beyond what basic retention alone offers.
Typically, admins, legal, and compliance teams use the archive’s full interface. End users may have limited access (for continuity or self-service search) depending on your design and policies.
In most cases, yes. The archive and cloud-to-cloud backup reduce or eliminate the need for ad hoc PSTs and per-mailbox backups for compliance and recovery scenarios.
Yes. Multi-domain and multi-tenant scenarios can be supported and organized within the archive, subject to your design and licensing.
Retention is policy-driven. We’ll map your legal/regulatory requirements and business needs into specific retention policies (e.g., 7 years, 10 years, or custom durations) and configure them accordingly.
Next steps
To tailor DataComm Email Archival powered by OpenText Secure Cloud to your organization, we recommend documenting:
- Your current email platform(s) and retention practices
- Regulatory or contractual requirements related to communications storage and discovery
- Who needs archive/eDiscovery access (legal, HR, compliance, IT) and how they work today
Ready to harden your network against active threats?
Schedule an Email Archival & Continuity strategy session with DataComm to design a solution that combines archiving, cloud-to-cloud backup, email continuity, and business communication archive into a single, managed service.