For the archiving of incoming and outgoing e-mails there are, beside many legal and organisational prescriptions, also complex technical requirements. Since the incoming e-mails form a random and not predictable collection of data and formats, they have to be converted into an appropriate format for the displaying, editing and archiving.

By means of the jadice server levigo has developed a conversion service ready for archiving. Independently of their content or document structure the documents are centrally processed and converted into a new, multi-page document. This generated document does not only provide the e-mail's content in a standard format, but also its meta and structure information.

jadice server's editing and converting service offers:

• automatic capture, recognition and formatting of incoming documents
• creating of data sheets with status and meta data
• table of contents and separator sheets which document the document's original structure

Possible ways of e-mail processing

Application Service Providing:
The mail converting service is located centrally at an external service provider (e.g. levigo). The e-mails to be converted may be sent along with their attachments to a defined e-mail address (e.g. konverter@levigo.de ) for an automatic processing. The resulting PDF-file is sent back within a response mail.

Application Service Providing / server at client's company:
The document converting service is located at the client's company and is maintained online by the service provider. The client sends all his e-mails to a defined e-mail address and the resulting PDF-file is returned. Thus the client may grant that e-mails and therewith sensitive data do not leave his company.

Decentral converting service:
The document converting service is located at the client's company and it is integrated in and adapted to his own, already existing solution. The maintainance is done online by the service provider. This variant - in which the e-mails also remain within the company during the converting process - is particularly apt for the subsequent automatic archiving since all tools for this are already provided.

We would like to consult you more detailed about the possibilities of e-mail processing and to inform you about archiving systems and possibilities which will meet your requirements.