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QEPS APPX Email Processing System
Email records,
kept in context.
QEPS helps state archives and records teams turn mailboxes and message files into organized, searchable collections. Bring email in, appraise it, apply records policy, and prepare approved material for public access and long-term preservation.
EML MBOX PST ZIP & TAR Gmail metadata
01 Ingest the source
02 Find and appraise
03 Review with context
04 Publish the collection
What QEPS keeps together
From mailbox to usable collection.
Email is rarely tidy. QEPS gives archivists and records teams one place to appraise the message, its attachments, its history, and the decisions made along the way.
Bring email in without flattening it
Load individual messages or large mailbox packages from a desktop, shared drive, removable storage, or server location.
- EML, MBOX, PST, ZIP, TGZ, TAR, and GZIP workflows
- Gmail metadata import
- Package, account, folder, and archive organization
- Virus checking before repository storage
- Checksum, metadata, attachment extraction, and indexing
Search the way people ask
Search by keyword, date, sender, recipient, CC, BCC, or addresses found in the body. Move from a result to its thread, similar messages, headers, HTML view, or original file.
Apply the rules that matter
Use shared libraries for patterns, lexicons, addresses, domains, hyperlinks, and attachment types. Assign record classes, retention, access restrictions, labels, and redactions.
Put a person in the loop
Review matches and suggested actions, accept or reject them, add notes and tasks, weed out irrelevant messages, and make manual changes when judgment matters.
Know what happened
Track processing status and review progress across a collection. Audit details, original-message access, and fixity results remain available when questions arise later.
A practical workflow
QEPS keeps the work moving.
Each stage has a clear job. Teams can finish one archive, account, package, collection, or review group at a time—and see what still needs attention.
Ingest
Select, transfer, unpack, uncompress, scan, save, and parse incoming email packages.
Organize
Build collections with groups, subgroups, members, processing groups, and reusable filters.
Process
Examine content, attachments, addresses, domains, hyperlinks, patterns, and lexicons.
Review
Work through pending decisions with the full message, its thread, its matches, and its assignments visible.
Publish
Mark finished collections ready, publish or unpublish them, and make approved material searchable.
Review without losing the message
The evidence stays on screen. So does the context.
Reviewers can move from a search result into a focused workspace that keeps the message, attachments, assignments, notes, tasks, and audit information together.
Thread view Follow the conversation around a message.
Similar email Find related or repeated material.
Original + HTML Compare the source with a readable view.
Manual redaction Mark and save sensitive passages.
Find emailCollection: Executive correspondence
Keyword records transferFrom @agency.exampleTo archives@
Date from 01/01/2024Through 03/31/2024
With attachments 8,021Needs review 1,284Long-term 4,771
Useful AI, kept close
Find the idea,
not just the words.
QEPS uses a locally run semantic model to compare a plain-language search with the meaning of each message. A reviewer can look for an idea even when the email uses different wording.
The message text is processed inside the QEPS environment, whether QEPS runs on infrastructure you manage or in a hosted deployment. It does not have to be sent to a public AI service just to make the search work.
Local model Private infrastructure
Ask the collection
“Conversations about delaying the records transfer”
QEPS looks for meaning
93% matchMarch 12, 2024
Re: Updated delivery schedule
We will need to hold the package until the review is complete…
87% matchFebruary 28, 2024
Transfer timing
Please move the handoff to the next reporting period…
Different words. The same subject. Found without sending the collection away.
Part of the archival picture
Email processing for the records-management work around it.
QEPS is designed to work alongside AXAEM, APPX's archives and records-management solution. A QEPS collection can carry AXAEM references for its bibliographic record, agency, entity, and contact—so processed email can stay connected to its wider archival context.
Explore AXAEM ↗Controls built into the work
Keep access deliberate. Keep decisions visible.
Restrictions by user or group
Apply access rules at the archive and message level, then review assignments before publishing.
Your schedules, not ours
Define retention levels and assign them through libraries, rules, or direct review.
Working copies for public access
Review redaction candidates, control the result, and create redacted access copies of email attachments.
Originals, checksums, and audit detail
Keep original-message access, fixity results, and recorded decisions close to the processed record.
Built in APPX
A system that can change with the policy.
Run QEPS on infrastructure you control or in a hosted environment. Processing libraries can be reused across collections, then overridden where a collection needs different criteria or actions. Screens, fields, reports, integrations, and workflows can be tailored in APPX instead of forcing every organization into the same mold.
See it with your own questions in mind
Bring a mailbox.
We'll show you what QEPS keeps.
The best way to understand the system is to walk through an ingest, a collection, and a review together. Ask about a demonstration or a trial run with representative material.
Prefer email? info@appx.com