Scalable Real-Time and Long-Term Archival Architecture for High-Volume Operational Emails in Multi-Site Environments

• Author(s): Puneet Malhotra ; Namita Gulati
• Paper ID: 1705184
• Page: 332-344
• Published Date: 30-11-2023
• Published In: Iconic Research And Engineering Journals
• Publisher: IRE Journals
• e-ISSN: 2456-8880
• Volume/Issue: Volume 7 Issue 5 November-2023

Abstract

In the digital era, large enterprises, particularly in the online retail sector, send millions of operational emails daily, encompassing transaction confirmations, shipping notifications, and customer alerts. These communications play a critical role in business operations, customer engagement, and regulatory compliance. However, the growing volume of these emails presents significant challenges for real-time access and long-term archiving, which are essential for legal compliance, operational efficiency, and customer service. Legal regulations, such as the Sarbanes-Oxley Act (SOX) in the United States and the General Data Protection Regulation (GDPR) in the European Union, mandate the secure and accessible storage of customer communications for several years. Failure to comply with these regulations can result in substantial penalties and reputational damage. Additionally, operational requirements necessitate instantaneous access to email archives for customer service representatives to resolve queries efficiently. Traditional email archiving methods, which often rely on third-party solutions and periodic data transfers, fall short in meeting these demands due to latency, scalability limitations, and integration challenges. This paper introduces a novel, scalable architecture designed to address the dual requirements of real-time access and long-term archiving in multi-site environments. The proposed solution leverages advanced technologies, including unique identifier (UID) embedding, mailbox-level load balancing, and efficient data replication across geographically distributed sites. By integrating these components, the architecture ensures compliance with legal and operational requirements, minimizes latency, and supports horizontal scalability to accommodate growing email volumes. We evaluate the architecture's performance, focusing on its ability to provide near real-time email retrieval, facilitate seamless integration with third-party email delivery providers, and optimize storage and processing costs. The proposed approach not only meets current industry demands but also lays a foundation for future enhancements, such as machine learning-driven email analytics and advanced data security measures. This research contributes to bridging the gap between high-volume email operations and scalable, compliant archiving solutions, setting a new benchmark for operational messaging systems.

Keywords

Email Archiving, Scalability, High-Volume Emails, Multi-Site Replication, Operational Messaging, Data Retention, Real-Time Access, Regulatory Compliance

Citations

IRE Journals:
Puneet Malhotra , Namita Gulati "Scalable Real-Time and Long-Term Archival Architecture for High-Volume Operational Emails in Multi-Site Environments" Iconic Research And Engineering Journals Volume 7 Issue 5 2023 Page 332-344

IEEE:
Puneet Malhotra , Namita Gulati "Scalable Real-Time and Long-Term Archival Architecture for High-Volume Operational Emails in Multi-Site Environments" Iconic Research And Engineering Journals, 7(5)