One of the great things about Ultra Recall is that it is flexible enough to be used for a variety of purposes (of course, that very flexibility makes it a bit challenging to market, and that’s one of the reasons for this blog).

One use that Ultra Recall excels at is data archiving. Here at Kinook, we file all of our business documents, including emails, invoices, purchases, faxes, tax documents, and more, in an Ultra Recall database. The database is located on the network for easy access by multiple users and so that it gets included in our nightly backup process.

Whenever someone needs to lookup any information, the database can be quickly opened and instantly searched by name, email address, subject, any text in the stored documents, or other attribute (metadata) values. One benefit of archiving this information in one database is that we only have to look in one place, regardless of what type of data we might be looking for. We use both Outlook and Outlook Express for email, but since Ultra Recall can store both types of messages, we can locate any email message (as well as Word, PDF, and other documents) in one step.

Another benefit is that we only have to backup one file to ensure that all of our data can be recovered if and when our server’s hard drive goes south. We don’t have to mess with backing up users’ personal email and document folders, and everyone can easily access the documents.