Planning for journaling and designing it into your statement of work will be partly driven by corporate and regulatory demands that you must be aware of and familiar with.
Journaling is the ability to record all communications, including email communications, in an organization for use in the organization’s email retention or archival strategy. Archiving refers to reducing the strain of storing data by backing up the data, removing it from its native environ- ment, and storing it elsewhere.
Journaling allows for the auditing of all mail sent to and received by a group of users as required by several different regulations and serves as a key tool in the email retention or archival strategy you are designing. It is also a good tool for ensuring compliance even if not specifically required by a specific regulation since terms and requirements of the regulation may force you to use journaling as a way to comply.
Journaling is also a useful tool to organizations for conducting internal policies or audits. Messages journaled by Exchange Server 2007 can be stored in an Exchange database, Share- Point site, or can be sent to any external SMTP address used by third-party journaling companies.
In previous versions of Exchange, entire mailbox stores had to be journaled. In Exchange Server 2007, a scope determines what messages are journaled. The scope can be as granular as a single mailbox, a distribution list, a database, or the entire organization. Voice mail messages and missed call notifications can be excluded from the journal. Also, a detailed report on what is journaled includes information such as To:, From:, Cc:, Bcc:, and expanded distribution list information as well as other metadata from each journaled message. The value of this is obvious if you find that your plan needs to include the ability to respond to an ongoing need to place a hold on the email messages of certain individuals, because, for example, of an internal investigation or a court case. Exchange Server 2007 allows the administrators to add and remove users to an established group that is already being journaled. This provides a quick and easy way to provision ad hoc journaling. Figure 4.3 provides a good overview of how Exchange Server 2007 journaling operates.
Figure 4.3
Exchange Server 2007 journaling
From: <Sender address> To: <Destination address> Cc: <Carbon Copy address>* Bcc: <Blind Carbon Copy Address>* Subject: <Message Subject>
From: <Sender address> To: <Destination address> Cc: <Carbon Copy address>* Bcc: <Blind Carbon Copy Address>* Subject: <Message Subject>
Sender: <Sender address> Message ID: <Message ID@server> Subject: <Message subject> To: <Destination address> Cc: <Carbon Copy address>* Bcc: <Blind Carbon Copy address>*
*Ps: The fields CC: and BCC: are optional Original Message
Hub Transport Role Journal Report
Original Message Journal Mailbox Recording Message Create a Journal Report Original Message Normal Delivery JOURNAL AGENT Is there a journal rule that matches this message?
You will have to determine which of the two versions of journaling should be implemented, premium or standard.
Leveraging Journaling Technology
By US federal law corporate officers at Wimpsett Financial Services are responsible for the claims made by their employees to their customers. In order to verify that this is the case and the data provided is accurate, a corporate officer sets up a system whereby managers review some part of employee-to-client communications regularly. Every quarter the managers verify compliance and approve their employees’ conduct. After all managers report approval to the corporate officer, the cor- porate officer reports compliance, on behalf of the company, to the regulating body.
In this scenario, email messages are one of the employee-to-client communications that managers must review, so all email messages that are sent by client-facing employees are journaled. Other client communication mechanisms may include faxes and telephone conversations, which must also be recorded.
Hence with Exchange Server 2007’s ability to journal all classes of data in an enterprise, Wimpsett Financial Services not only can meet internal audit requirements but also document them and be able to act resolutely and confidently in the event that employees are not meeting the standards.
Premium Journaling
Premium journaling, new to Exchange Server 2007, allows the targeting of journaling rules by specifying Simple Mail Transfer Protocol (SMTP) addresses that belong to mailboxes, contacts, or distribution lists that you want to journal in your organization. When you specify a target recipient or sender on a journal rule, you target specific recipients or senders for journaling. These recipients or senders may be subject to the regulatory requirements that were described earlier in this topic. Alternatively, they may be involved in legal proceedings where email mes- sages or other communications are collected as evidence. If you target specific recipients, senders, or groups of recipients or senders, you can easily configure a journaling environment that matches your organization’s processes and regulatory and legal requirements.
Premium journaling requires Exchange Server 2007 Enterprise Edition CALs. Standard Journaling
Standard journaling is basically the same as journaling in Exchange Server 2003. It enables jour- naling on a per-mailbox store basis. When a mailbox database has standard journaling enabled, all the messages that are sent to or from mailboxes in a mailbox database are sent to the specified journaling mailbox.
If you have only Exchange Standard CALs for the mailboxes that you want to journal, you must use standard journaling.