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Does Google Apps for Business provide a way to download all emails from all accounts periodically? The format of the download is not important. We'd just not want to set something up for each individual user.

Our 20-employee company is considering using Google Apps for Business as our email solution, but management requires that we also keep local backup copies of all sent and received email.

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4 Answers

up vote 1 down vote

You have 2 options:

  1. If you are signed up for the free edition (up to 10 people), configure a local e-mail client (Outlook, Thunderbird, Apple Mail, or whatever else) to fetch messages from GMail via POP.

  2. If you are signed up for Google Apps for Business (paid edition), it comes with Postini archiving services, which give admins full access to email archives.

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Neither of these will work well. The free version of Postini does not come with the archiving, just filtering (and it's not a local backup). Additionally, the local client will require having the password for each user, and if they change it you're sunk. – JonathanMumm Apr 21 '12 at 5:19
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There are some very good services from Google for accomplishing user auditing on all Google services. Google basically stores stuff in an Atom feed that lets you play back changes.

This will help you get access to all data on any Google service how you requested it: Admin APIs

But if you are interested in real auditing tool, I recommend the Vault. Which is an extra 5 USD per month (total 10 USD per user account per month on the domain, and all users must be enabled for the vault).

There are other Google apps applications available on the Market that make use of the vault, or you can code your own.

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up vote 0 down vote

Backupify.com will backup your Google Apps accounts automatically every day, and you can download copies of their backups locally. It's not free, but it's an easy service to setup.

https://www.backupify.com/google-apps-backup

Additionally, I hope you're securing these local backups safely and encrypting them, so someone malicious can't easily get access to all of your company's email in one location.

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GrexIt allows you to build an email repository and archive mails for Google Apps domains. You can set up rules and mention users for whom the mail archiving should be active. GrexIt keeps monitoring the concerned inboxes and keeps pulling mails. This email repository is also easily searchable and Access Rules can be applied to restrict access.

You can take Export all data stored in GrexIt in as browsable HTML files anytime you want. I hope this can suffice your requirement.

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