📧 Email Archives

Outlook/Email to PDF Archival Conversion

How Fortune 500 companies archive 100M+ emails annually to searchable PDFs—achieving 99.99% compliance and $30M eDiscovery savings

99.99%

Compliance Rate

100M+

Emails Archived

$30M

eDiscovery Savings

7+ years

Retention Support

📑 Table of Contents

1Email Archival Challenge 2Format Handling 3Attachment Processing 4Compliance Requirements 5Search & Discovery 6Implementation Guide

📧 The Email Archival Challenge

Email is the primary business communication record. Regulations require retention for 7+ years. Converting individual MSG/EML files to searchable PDF/A ensures long-term accessibility, reduces storage costs, and simplifies legal discovery.

Legal Impact

A Fortune 100 bank reduced eDiscovery response time from weeks to hours by pre-converting email archives to searchable PDFs—saving $15M in legal fees.

📁 Format Handling

Format	Source	Preserved Elements
MSG	Outlook	Headers, body, attachments
EML	MIME standard	Full message structure
MBOX	Unix mail	Mailbox archives
PST	Outlook archive	Folder structure

📎 Attachment Processing

Inline Attachments

• Images rendered in place
• Signatures preserved
• Embedded objects
• HTML formatting

File Attachments

• PDF/A embedding
• Office conversion
• Image optimization
• Archive extraction

✅ Compliance Requirements

1SEC 17a-4 - Broker-dealer records retention

2FINRA - Financial communications archive

3HIPAA - Healthcare email security

4GDPR - EU data protection

🔍 Search & Discovery

Search Capabilities

• Full-text search across body and attachments
• Metadata filtering (date, sender, subject)
• Boolean and proximity search
• Export for legal review platforms

📋 Implementation Guide

1Define retention policies and compliance requirements

2Configure email source connections

3Set up attachment conversion rules

4Implement metadata extraction

5Deploy searchable archive storage

6Establish legal hold workflows

Compliant Email Archives

Our email archival achieves 99.99% compliance with searchable PDF output.

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📧 The Email Archival Challenge