Hexamail Vault is an on-premises, centralized email archiving solution designed to automate email retention, index historical data, and ensure regulatory compliance. By acting as an SMTP proxy or connecting directly to your mailboxes, it automatically intercepts and preserves organization-wide communication without requiring manual backups from users. Core Architecture: How It Automates Ingestion
Hexamail Vault captures your organization’s email traffic automatically using three primary methods:
SMTP Proxy Routing: The software can sit directly in front of your existing email server. All inbound and outbound traffic passes through the proxy, where it is instantly archived before hitting the user’s primary mailbox.
Mailbox Journal Scanning: It integrates seamlessly with Microsoft Exchange and other servers to continuously monitor journal mailboxes for internal emails.
POP3/IMAP Ingestion: For external or legacy accounts, you can configure it to automatically log in and download messages on a custom schedule (ranging from 1 to 10,080 minutes). Automated Storage & Indexing Optimization
Unlike standard databases, Hexamail Vault uses optimized, native storage systems to process large volumes of text efficiently:
Compression & Low Overhead: Emails are saved with advanced compression algorithms to minimize your ongoing hard drive requirements.
Automatic Full-Text Indexing: The system builds a high-performance index of all email content and attachments as they arrive.
PST Disk Scanning: Administrators can point the vault toward local directories to automatically extract, compress, and index historical Outlook .pst files without needing Exchange running. Creating Automation Policy Rules
Automation is customized using the Archiver page within the Hexamail Vault Administration GUI.
Inclusion/Exclusion Rules: You can build rules to include or omit emails based on the sender, recipient, subject lines, or specific mailbox folders.
Retention Timers: Define how long specific classes of communication must be kept to satisfy your legal and regional corporate compliance requirements.
Preventing Double Delivery: When pulling from specific download sources, checking the “Do not deliver archived email” box ensures that historical logs safely reach the vault without clogging active user mailboxes. Search, Discovery, and Recovery
Once the email data is automatically archived, users and administrators can instantly interact with it via a built-in web interface:
Instant Discovery: Search across millions of segmented email strings simultaneously using full-text keyword queries.
MIME Redelivery: If a user accidentally deletes an old email, they can request the vault to instantly redeliver the original, verbatim MIME text straight back to their inbox.
If you are currently setting up the software, please let me know:
What mail server platform are you integrating it with? (e.g., Microsoft Exchange, Zimbra, or standard IMAP/POP3)
Are you looking to archive live ongoing traffic, or import historical backup files?
I can provide the exact step-by-step UI configuration instructions for your environment. Hexamail Vault –
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