TEM SMTP Concentrator Migration & Consolidation

Objective

The TEM Concentrator Migration & Consolidation Package supports customers in the structured analysis, design, and planning of their migration from existing SMTP infrastructure to the Retarus SMTP TEM Concentrator, as well as in the optimization and consolidation of their email delivery architecture through the adoption of the Retarus TEM SMTP Concentrator.

The Retarus TEM Concentrator is a stateless SMTP proxy that connects legacy systems — including ERP platforms, scanners, print systems, and other applications — securely to Retarus Transactional Email, replacing fragmented or uncontrolled SMTP sending infrastructure.

The service provides a structured framework to:

• assess the existing mail-sending landscape and identify all relevant systems and routing paths

• evaluate current operational processes and integration dependencies

• review security and compliance posture of existing SMTP infrastructure

• design a consolidated target architecture aligned with Retarus TEM Concentrator capabilities

• develop a migration plan with defined phases, cutover strategy, and rollback provisions

The objective is to establish a validated architecture decision and a ready-to-execute migration plan as the foundation for a controlled, low-risk transition.

Typical Customer Scenarios

The service is particularly suitable for customers with:

• multiple SMTP systems or relays operating in parallel, often historically grown

• limited transparency over current mail routing, sending systems, or application dependencies

• distributed business units or locations with separate sending infrastructure

• planned consolidation of transactional email sending onto a single, controlled platform

• security or compliance requirements driving standardization of SMTP infrastructure

• upcoming migration from legacy email infrastructure as part of broader IT modernization initiatives

Scope of Services

Mail Landscape Assessment The service includes:

• inventory and analysis of existing SMTP systems, relays, and sending applications

• review of current mail routing, provider relationships, and infrastructure dependencies

• identification of all application integrations (ERP, CRM, scanners, print systems, legacy applications)

Operational Process Analysis Structured review of sending and operational processes, including:

• analysis of transactional mail flows and business-critical communication processes

• review of ERP and CRM integration patterns and SLA requirements

• assessment of operational handling, monitoring, and incident management practices

Security & Compliance Review Assessment of the current security posture of SMTP infrastructure, including:

• review of SPF, DKIM, and DMARC configuration and alignment

• assessment of certificate management and TLS encryption status

• identification of security gaps and compliance risks in the current setup

Target Architecture & Consolidation Design Development of the future-state architecture, including:

• design of the consolidated target routing architecture via TEM Concentrator

• definition of failover and redundancy approach

• standardization concept for application connectivity and SMTP relay consolidation

Migration Planning Structured planning of the migration execution, including:

• definition of migration sequence and phasing across systems and locations

• cutover strategy and testing approach

• rollback provisions and risk mitigation measures

• identification of prerequisites and dependencies for migration execution

Project Coordination Structured coordination throughout the engagement, including:

• status tracking and stakeholder alignment

• escalation management

• coordination between customer IT, application teams, and Retarus

Typical Coverage Areas

The package addresses:

• SMTP system landscape and sending application inventory

• mail routing architecture and provider dependencies

• ERP, CRM, and legacy application integration patterns

• SPF, DKIM, DMARC, and TLS security posture

• consolidated target architecture via TEM Concentrator

• migration phasing, cutover, and rollback planning

The exact scope is aligned with the customer during the initial discovery session.

Deliverables

The service provides:

• Mail Landscape Assessment Report — inventory of existing systems, routing, and dependencies

• Security & Compliance Review findings

• Target Architecture & Consolidation Concept (documentation)

• Migration Plan — phasing, cutover strategy, rollback provisions, prerequisites

Delivery Options

Customer Responsibilities

The customer is responsible for providing:

• technical contacts for mail infrastructure, application teams, and IT security

• access to relevant documentation (current routing diagrams, system inventories, DNS records)

• participation of relevant stakeholders in discovery and design sessions

• timely provision of requested infrastructure and configuration information

• review and sign-off on architecture and migration planning documentation

Incomplete or delayed provision of infrastructure information will impact assessment quality and delivery timelines.

Outcome

After completion of the engagement, the customer receives:

• a comprehensive view of their current SMTP sending landscape and associated risks

• a validated target architecture for migration to the Retarus TEM Concentrator

• a documented migration plan ready for implementation

• identified prerequisites and a clear path to controlled migration execution

Format & Scope