Automation lays foundation for smooth archive changeover for Rottendorf Pharma GmbH

• Decision to switch to a new archiving system
• High manual effort required to switch without data loss

Core requirement: Automated reattachment of archived files from the archive to the corresponding e-mails

• Use of "ArchivUsers" as a tool developed in-house by TIMETOACT on the basis of Notes
• Automated recovery of original mails with low manual effort and transparency

• Full service by TIMETOACT
• Reattachment of attachments from the Notes archive to the corresponding e-mail in the mail system
• Report of successfully recovered attachments and attachments that cannot be recovered (error listing)
• Low manual effort on the part of Rottendorf Pharma GmbH

When using e-mail archiving, attachments to mailings are stored in a separate archive system and made accessible by means of a link. In addition to meeting legal requirements, companies also protect themselves against e-mail data loss and save storage space on the mail server. Rottendorf Pharma GmbH uses the "ContentManager" archive for this purpose, which contains file attachments from the mailboxes of over 800 users. Communication between the e-mail system and the archive is ensured by the product CommonStore for Lotus Domino (CSLD).

As part of a newly established digitization strategy, the pharmaceutical company decided to switch to a different archiving system. The problem: When switching, the interface between the e-mail system and the archive is lost, and with it the connection of the archived file attachments to the corresponding e-mail. To prevent this loss of data, a high level of manual effort is required.

The experts at TIMETOACT GROUP have already mastered the challenge of reattaching all attachments from the archive to the corresponding e-mails in numerous customer projects. For this purpose, the tool "ArchiveUsers" was specially developed on the basis of Notes for the automatic recovery of the original e-mails with a comfortable administration interface. The interface enables both the developers of TIMETOACT GROUP and the customer to keep an eye on the progress of the project.

What is ArchiveUsers?

ArchiveUsers is an in-house development for mail migration from Notes. The toolset serves as a basis for a new customer situation and is then adapted to the customer's individual requirements. The tool enables batch processing of mail databases and ensures error-free and complete mail migration.

TIMETOACT GROUP took over the support and control of the entire process. With the help of the "ArchiveUsers" tool, all file attachments were reattached to the original emails without data loss. Successfully recovered data was deleted from the archive, which on the one hand resulted in more space being available again in the archive memory, and on the other hand made it possible to check whether all attachments had been transferred. Due to the many years of experience on the subject of e-mail archiving, the full service also included the processing and solution of any problems that arose. Since there were some documents that could not be reattached with "ArchiveUsers", employees of the pharmaceutical company occasionally had to decide manually which file attachments were still needed.

In summary, the following were implemented as part of the project:

• Reattachment of attachments from the Notes archive to the corresponding email in the mail system.
• Report of successfully recovered attachments
• Report of attachments that could not be recovered (error listing)
• Overview of mailboxes and number of archived and recovered attachments
• Automatic error correction in case of errors in the database and in the archiving software
• Automatic e-mailing to users with a list of documents to be manually cleaned up