Hi Jenny,

My name is Adam Bullock and I work at Smarsh - we provide message archiving (including email) for financial firms and organizations in the public sector. We have quite a few clients who use Lotus Notes that use our services - let me know if you would like more information. I can be reached at abullock@smarsh.com or via phone at 971-270-1162.

We are also a Notes shop and purchased Sherpa's Mail Attender, Discovery Attender, and Compliance Attender which met the specifications we were looking for. They even allowed an in-house 30 trial. We have yet to configure it, having had our internal resources tied up with an unexpected project at the end of 2012, but have plans to start taking advantage of its benefits in the coming months.

Hello Jenny;
Not sure if you are done with this disusion, but there are very qualified products that do exaclty what you are looking for. A product I implement, Digitech Systems PaperVision (PVE), works with various email applications. Set up is fairly simple, and emails are "harvested" on a regular schedule. Within the storage feature of the PVE, each email is captured and identfied (indexed) by the required information from the email header. This will be the search criteria for each email going forward. With this system you can set-up retention and destruction polices, security access and etc.. Polices can be at the email level, profile level, or complete date ranges and more.
This can be a product you purchase and maintain internally, or has the option of being SaaS (Software as a Service) or Cloud based.
http://sriiatech.wordpress.com/retrieve/papervision-enterprise/
Please feel free to contact for more info
Kevin Williams
Principal