Email Archiving

Overview

Email Archiving provides automatic long-term storage of all emails sent through SSAdmin. This feature ensures compliance with regulatory requirements and provides a complete audit trail of all communications.

How Email Archiving Works

Automatic Archiving

All emails sent through SSAdmin are automatically saved:

1. Email is sent to recipient
2. Email copy is saved for your records
3. Email information saved for search
4. Email becomes available in archive

No Manual Action Required:

• Saving happens automatically
• No setup needed
• All templates saved
• All recipients included

Storage

Emails are saved securely in long-term storage

Retention Policy

• Minimum: 7 years (regulatory compliance)
• Maximum: Indefinite
• Deletion: Only by system administrators
• Access: Role-based permissions

What Gets Archived

Email Content

• Full email body
• All email parts
• Attachments (if any)
• Email information and values

Email Information

• Sender information
• Recipient(s)
• Subject line
• Date and time sent
• Email category
• Template used
• Related records (student ID, application ID, etc.)

Delivery Information

• Delivery status
• Email opens (if tracked)
• Delivery failures
• Retry attempts

Accessing Archived Emails

See Archive Management for detailed information on searching and retrieving archived emails.

Common Workflows

How do I find an email sent to a specific student?

1. Navigate to Archive Management
2. Search by student email or name
3. Filter by date range if needed
4. View email details

How do I verify an email was sent?

1. Access Archive Management
2. Search by recipient email
3. Check timestamp and delivery status
4. View email content

How do I export emails for compliance?

1. Filter emails by criteria
2. Select export option
3. Choose format (CSV, JSON)
4. Download archive

Compliance and Legal

Regulatory Compliance

Email archiving helps meet regulatory requirements:

• Data Retention: 7+ year retention
• Audit Trails: Complete communication history
• Legal Discovery: Searchable email records
• Compliance Reporting: Export capabilities

Data Privacy

• Access controlled by role permissions
• Personal information protected
• Access is tracked
• Deletion restricted to authorized users

Security

• Secure storage
• Secure access via login
• Role-based access control
• Activity tracking

Best Practices

Regular Audits

1. Quarterly Review:

   • Verify archiving is functioning
   • Check storage usage
   • Review access logs

2. Annual Compliance Check:

   • Confirm retention policy compliance
   • Audit access permissions
   • Review data privacy controls

Access Management

1. Limit Access:

   • Only grant access to authorized users
   • Use least privilege principle
   • Regular permission reviews

2. Monitor Usage:

   • Track who accesses archives
   • Review search patterns
   • Investigate anomalies

Troubleshooting

Email Not Found in Archive

Possible Causes:

• Email not yet archived (check timestamp)
• Search criteria too restrictive
• Email failed to send

Solutions:

• Wait a few minutes and retry
• Broaden search criteria
• Check email logs for send failures

Cannot Access Archives

Possible Causes:

• Insufficient permissions
• Account not authorized

Solutions:

• Contact HQ Admin for access
• Verify your role permissions

Permissions/Access

Related Features

• Archive Management - Search and retrieve emails
• Email Preview - Preview templates
• Audit Logs - View system audit trails