Netmail Archive 5.2 Administration Guide for Microsoft Exchange

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Netmail Archive 5.2

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Netmail Archive Administration Guide for Microsoft Exchange

Netmail Archive is an enterprise-class messaging archive solution that helps organizations address their current and future challenges of email archiving, retention, regulatory compliance, eDiscovery, and storage management. Netmail Archive integrates seamlessly and transparently into your Microsoft Exchange system, improving mail system performance, lowering storage costs, and offering robust search capabilities for legal discovery, regulatory compliance, or organizational policy enforcement.

Getting Started with Netmail Archive

This section explains the steps that you should perform after successfully installing Netmail Archive. After completing these steps, your Netmail Archive system should be ready to perform archiving and other functions.

Getting Started with Netmail Archive

Before You Begin Disable Anti-Virus/Anti-Spam Scanning on Netmail Archive Nodes

Basics Log in to the Netmail Administration Console

Prepare for Archiving Update the Address Book Cache

Specify Locations Set Policies

Disable Anti-Virus Scanning on Netmail Archive Nodes

Just as with the installation of Netmail Archive, or any other application for that matter, it is required that no anti-virus software be running on Netmail Archive nodes (including the Index Server) during operation of Netmail Archive. While anti-virus and other security software can be used to scan email at any other entry point into your email system, it can interfere with normal operation of Netmail Archive, creating job errors or causing jobs to fail.

Note that all mail messages being converted to XML archives, and attachments being extracted and stored as single instances, have previously been scanned by the security gateway if coming from the Internet, or by users' anti-virus applications if strictly internal. These messages and their attachments are already "clean" as they are placed in the archive.

If disabling anti-virus scanning on Archive nodes is not possible, at the very least, anti-virus scanning should exclude Messaging Architects directories. These directories include:

TEMP locations (this directory must be excluded from scanning, otherwise items may not be archived or correctly indexed) INSTALL path (which is where some of the logs are being created)

Postgres installation directory (for logging purposes) If in doubt, please contact Messaging Architects for more information.

Logging in to the Netmail Administration Console

The Netmail Administration Console is a flexible and intuitive web-based application that allows administrators to configure Netmail Archive, create policies, and run jobs.

To launch the Netmail Administration Console, open a standard web browser and enter the IP address of your Master archive server, followed by the port number for the WARP Port as entered during the Netmail Unified UI section of the installation (typically port 8989). For example, http://19

. The console can be accessed from any workstation with access to this IP address. 2.168.1.123:8989

Note: While all web browsers will work with Netmail Archive, Messaging Architects has found that the Mozilla Firefox browser is marginally better performance-wise than Microsoft Internet Explorer.

When you first launch the Netmail Administration Console, you are prompted for your User Name and Password. These authentication credentials are for an eDirectory user account that has administrative privileges to the Netmail Archive objects that were created during the installation. You can log in using NDS contextual login, such as admin.NetmailArchive.org.

Messaging Architects recommends the use of a dedicated Netmail Archive user account which has specific administrative privileges granted to the area where the Netmail Archive objects are stored. This user can therefore be restricted and does not require administrative privileges to the rest of the eDirectory tree. In the textboxes provided, enter your credentials, and then click Login.

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Updating the Address Book Cache

In the tree menu on the left-hand side of the Netmail Administration Console, select Archive > Clusters > <Cluster Name>. By default, the Confi tab is displayed. The tab displays software version, server type, and network address information about Netmail Archive.

guration Configuration

The Configuration tab also allows you to edit the settings for your Index Server(s), to test your Index Server(s), and to set your default log and notification settings. For more information on using the Cluster Configuration tab to configure Netmail Archive, see “Netmail Archive System

-. Configuration Tab”

For now, click the Address Book Sync tab.

The Address Book Sync tab lets you specify your Address Book Cache settings.

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Netmail Archive reads information from the Address Book of your mail system into an Address Book cache stored in the Netmail Archive configuration held in eDirectory. This cache is subsequently used by Netmail Archive to store additional information about the mail system accounts and to allow you to allocate these accounts to Netmail Archive jobs, such as archive jobs. The Address Book cache is updated by a periodic process which reads the mail system address book.

The settings under Address Book Cache control how often the Address Book cache is updated and how Netmail Archive connects to your mail system to read the Address Book.

Cached Address Book Update Settings: By default, following installation, Netmail Archive is pre-configured to run the Address Book cache update every day at 06:00 hours, so as not to compromise the performance of your email system during peak hours. This timing can be amended by adjusting these settings.

Under Run cache update process at, set the time in hours and minutes (HH:MM) when you want to update your system Address Book cache. It is recommended that you schedule the cache update process to run during overnight or evening hours to avoid using valuable CPU resources during the day.

Under Update cache every [x] days, set the frequency, in days, for how often you want the cache update process to run. If you update your Address Book frequently, you may want to schedule regular cache updates.

Configured Address Book Server: These settings define the connection that is to be used to read your system Address Book. They are configured initially during the installation of Netmail Archive.

Under IP, enter the IP address of a local Active Directory Domain Controller (DC). Under Port, enter the LDAP port for your Active Directory DC. By default, this port is 389.

Under AD User, enter an Active Directory account to be used when establishing the LDAP connection. It is recommended that Netmail Archive uses the dedicated Active Directory account which you created at installation time. The user is best entered in the format DOMAIN\userid (e.g., ACME\nmarchive).

Under AD Password, enter the password for the AD User account specified.

Under EX User, enter an Exchange mailbox account to be used when connecting to the Exchange system. It is recommended that Netmail Archive uses a dedicated mailbox, belonging to the dedicated Active Directory account above, which was created at installation time. Again, specify the account in the format DOMAIN\userid. Typically, this is the same as the AD User above.

Under EX Password, enter the password for the EX User account specified.

Under EX Path, enter the Exchange Web Services (EWS) URL for a local Exchange CAS server running the EWS interface (by default, all Exchange CAS servers are be enabled for EWS). This CAS will be used to the send the report after each job completes. It is also the default CAS used for all Netmail Archive connections.

EX Email: This is the email address to which job reports will be sent upon job completion. Enter the appropriate email address. The Load users from file option allows you to import an existing user list by specifying the Path where the file is saved.

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Important: After making any changes to these options, click Save to save your settings. If you do not click Save, your settings will not be saved. Click Submit All when you are satisfied with your changes. The cache update will occur at the scheduled time. To update the cache immediately, choose Run Now.

Note: If your system meets the required system recommendations, you should be able to process approximately 4000 users per minute.

To update the Address Cook Cache manually:

Netmail Archive will automatically run an Address Book Sync when you start the Netmail Archive services on your Master archive server. If you change the Address Book Cache settings, or if you wish to run the update process manually for any other reason, under Address Book Cache, select Run Now to update the Address Book cache immediately.

Monitoring the Address Book Sync job:

When you run the update process manually, or if you wish to confirm the automatically scheduled execution, you can use the Monitor feature of the Netmail Administration Console to track the execution of the update process. In the tree menu, click the Archive object, and then select the M

tab. The tab tracks the jobs currently being processed by your archive nodes.

onitor Monitor

On the Monitor tab, expand the Cluster node objects by clicking the icon. A + SyncAB Trigger should appear in the Running Job ID column of the Master node. You can monitor the status of the job and the elapsed time of the job.

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Confirming that the Address Book Sync has run successfully:

Once the Address Book Sync job is complete, you can confirm that it executed successfully in one of three ways:

1. Job Report: In the tree menu on the left-hand side of the Netmail Administration Console, select Archive > Clusters > <Cluster Name>, and then select the Report tab. The Report tab displays the job report for the Address Book Sync job. You should see a recent entry for the most recent execution and a Succeed count matching the number of accounts synchronized. For more information about the Report tab, see “Reportin

. g with Netmail Archive”

2. Mail Stores tab: In the tree menu on the left-hand side of the Netmail Administration Console, select Archive > Clusters > <Cluster Name>, and then select the Mail Stores tab. If the Address Book Sync process has completed you should see a list of your Exchange Maibox servers listed. Each Mailbox server will inherit the connection settings from the Address Book Sync tab, including which CAS to use when opening mailboxes on that server. If you would like to direct connections to a specific CAS for mailboxes on a certain server, you can override the EX Path variable with the desired CAS information.

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3. Archive Agent Job - User Selection List: In the tree menu, select Archive > Clusters > <Cluster Name> > Agents > Archive > Sample . This will display the tab of a sample archive job. Under the list box, click to open the wind

Archive Job Job Settings User List Select User List

ow. Leaving the All option next to Type selected, click List Users. Assuming the Address Book Sync process completed successfully, the list of mail system accounts from the cache will be loaded into the selection list on the left-hand side.

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Specifying Locations

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Viewing Post Office Information

In an Exchange environment, the Mail Stores tab displays information about your Exchange CAS servers, such as IP address, port, and user names and passwords.

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Policy Planning, Configuration, and Management

In today’s highly-regulated business environment, having an email policy is no longer optional. You must have an email policy to ensure that your organization is protected against litigation and is compliant with the statutes governing your industry. It is also a good idea to have an email policy to help protect the performance of your email platform and to reduce the storage cost associated with your live email data.

Netmail Archive enables organizations to implement corporate-wide email retention, storage, and compliance management rules by creating pre-defined archiving and storage tasks called policies. Policies created using the Netmail Administration Console contain archiving and publishing settings which are then applied to selected user accounts in your email system. Netmail Archive supports an unlimited number of policies that enable administrators to set unique email retention criteria for specific groups of users.

These policies are scheduled to run as a server-side process that is transparent to end users. Policies may be scheduled to run once or multiple times. Policies can also be used to carry out run-once tasks. For example, policies can be created to archive the contents of an inactive account, thereby enabling administrators to eliminate that account from the messaging system.

As a starting point to create policies with Netmail Archive for implementing your organization’s email retention policies, you should review your existing email and records management policies. Then you should decide what kind of policies you need to address the long-term records retention and records management needs of your organization.

Policy Overview

There are many types of policies that you can create which may be applied to selected email accounts. The following list is a brief introduction to the types of policies you may want to consider implementing within your organization:

Email Usage Policy: An email usage policy should include code of conduct, system usage guidelines, and an email confidentiality clause.

Email Retention Policy: An email retention policy is an organizational policy that identifies the retention and deletion requirements for email within the organization. If end users are given the ability to delete messages, then the policy should provide a clear definition as to what constitutes a business record and what constitutes a transitory record that can be deleted.

Email Deletion Policy: An email deletion policy is crucial to an organization unless you plan to keep information in perpetuity. So an email deletion policy takes into account that you will need to delete information when it is no longer valuable or when the regulatory requirements have been met. Your deletion policy should take into consideration all forms of email messages, including corporately archived messages, privately archived messages, and backups of messages.

Email Archiving Policy: An email archiving policy is critical when defining the expectations and procedures for retaining and storing electronic messages within the organization. While it is an operational policy, it should take into consideration what data will be stored in your primary messaging systems, what data will be stored on online archive systems, and what data will be stored on near-online or off-line systems.

To start using Netmail Archive, first you must create, apply, and deploy policies. Netmail Archive includes several pre-defined sample policies to help system administrators get started as soon as possible. The sample policies are pre-created policies that are available in the Netmail Archive Administration Console and are provided to you as recommended best practices. You can use these sample policies right away or customize

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these sample policies to better suit the epolicy requirements of your organization. Sample policies are displayed on the left-hand side of the Netmail Archive Administration Console in the tree under the Netmail Archive Policies object. To view detailed criteria assigned to each of these policies, click the name of the policy, such as Sample Archive Policy, to open it.

Creating a New Policy

This section describes how to create and manage pre-defined policies for automated or manual archiving of single or multiple accounts. From the tree menu on the left-hand side of the Netmail Administration Console, click Archive > Clusters > <Cluster Name> > Policies to open the main Policies screen where you can create a new policy.

To create a new policy:

1. Click the Create button at the bottom of the screen to open a new dialog box.

2. Under Name, specify a name for the policy you would like to create, and then click Create. Your policy now appears in the tree under the Policies object.

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3. Click the name of the policy you just created to open the policy and begin specifying policy criteria.

Specifying Policy Criteria

There are three different tabs that allow you to configure various policy settings. The settings you apply depend on the type and purpose of the job to which you will assign this policy. Each of these tabs will be described in the same order as the layout of the Netmail Administration Console. By default, when selecting a policy, the Policy Criteria tab is displayed. The Policy Criteria tab allows you to configure the basic message selection criteria for a policy.

Mailbox Quota

is used only for Policy objects that you apply to Archive Agent jobs. This feature allows you to use archiving as a means of Mailbox Quota

controlling the size of users’ mailboxes. When you select this feature, you can specify a maximum mailbox size and/or maximum number of days a message can reside in the live mail system before it is archived. Under Mailbox size bigger than [x], enter the maximum allotted mailbox size (including attachments) in MB or GB. Under Messages are older than [x] days, enter the number of days a message can remain in the live system before being archived.

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Note: If both criteria are defined, then both criteria must be met in order for messages to be archived. For example, if the maximum mailbox size has been reached, only those messages satisfying the Messages older than [x] days criterion will be archived. Similarly, messages older than the specified x number of days will be archived only when the maximum mailbox size has been reached.

Message Selection

Under Message Selection, specify the types of messages are to be selected by this policy, and therefore processed by the job to which the policy is assigned.

The following available message types match the Exchange item types: Mail

Appointments Tasks Notes

Date Properties

Under Date Properties, specify a particular time period to apply to your policy criteria. Only items which have a Created Date value within the specified period will be selected by the policy, and therefore processed by the job to which the policy is assigned.

Note: For calendar based appointments, the comparison is made to the Scheduled Date attribute rather than to the Created Date attribute.

You can specify the From date as the Beginning, which corresponds to January 1, 1970, as number of days prior to today's date, or as aa specific calendar date. The To date can be a chosen calendar date or a number of days prior to the current date. For policy use with Archive Jobs, the latter option effectively lets you designate the number of days a message is allowed to remain in the email account before it is archived.

Search Scope

The Search Scope settings are used only when the policy is assigned to an Archive Agent Job. They are designed to help optimize the archiving process when it is carried out regularly. Under Search Scope, use the available options to select which messages you want the Archive Job to inspect against the other policy criteria.

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The settings are used as follows when processing each account assigned to the Archive Job’s user list:

Process all messages: This option, in conjunction with archive job, results in the processing of every item in the mailbox within the specified date range, regardless of its published flag (see below).

Process all unpublished messages: This option saves time by making use of the published flag which previous executions of an archive job have set on successfully archived items. When it is selected, the job first examines published flag on items within the date range to see if they have previously been archived. Only items which do not have the published flag set (i.e., have not been previously archived) will then be compared with the rest of the policy criteria to determine if they should be archived. Items which have the published flag are skipped.

Important: After specifying your options, click Save to save your settings. If you do not click Save, your settings will not be saved when you click the Advanced tab.

Specifying Advanced Properties

The Advanced tab of a policy allows you to specify advanced message selection properties for the types of messages to be selected by the policy.

Search Properties

Using the available settings under Search Properties, you can inspect many of the other properties of items to decide whether they should be selected by the policy.

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Note: When Netmail Archive archives an item from Exchange, it saves the Exchange properties of the item on the archived item. As such, these advanced policy criteria can be used on policies assigned to jobs acting on archive items, such as ILM Agent Jobs and Export Agent Jobs, as well as policies assigned to Archive Jobs. In actual fact, most organizations find that they rarely use advanced policy criteria on Archive Jobs, since they want to archive most or all items, but the do use them on ILM and Export Jobs, where narrower selection criteria are typically required.

The available item properties are:

Attachment name: Contains or does not contain a specified string Attachment size: Compared to a specified size

Box Type: Incoming, Outgoing, Draft, or Personal

Busy Type: Free, Blocked, Out of Office, Tentative (for appointments only) Categories: Matches a specified string

From Text: Contains or does not contain a specified string Message body: Contains or does not contain a specified string Opened: True or False

Personal Subject: Contains or does not contain a specified string Personal: True or False

Private: True or False Read: True or False

Sender: Contains or does not contain a specified string Subject: Contains or does not contain a specified string To: Contains or does not contain a specified string

Netmail Archive supports the use of Regular Expression Searching (Regex).

Note: Regular expression searching provides a way

to match advanced combinations of characters.

Date-based Filtering

For some date-based properties of items, you can specify a specific Date Range to be matched against.

Appointment Due Date: This option allows you to match against a date range during which a task in the calendar was scheduled for completion. Select Appointment Due Date, and then click the calendar icons to choose a range of dates (MM/DD/YYYY).

Task Completed Date: This option allows you to match against a date range during which a task in the calendar was actually completed. Select Task Completed Date, and then click the calendar icons to choose a range of dates (MM/DD/YYYY).

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, and then click the calendar icons to choose a range of dates (MM/DD/YYYY). Modified Date

Important: After specifying your settings, click Save to save your settings. If you do not click Save, your settings will not be saved when you click the Folders tab.

Folders

The Folders tab allows you to select which folders in the mail system accounts or archived accounts you wish to include or exclude from item selection.

Folder Selection

allows you to specify which folders in the mail system accounts or archived mailboxes, depending on the job type to which this Folder Selection

policy is assigned, will be processed by the job. You can choose to process items in all folders, or specify which folders to include or exclude in your policy. In this way, you can choose to process items from specific folders only, or to process all folders except for those that have been excluded.

The available folders are: Inbox

Calendar Notes Tasks Drafts Deleted Items Outbox Sent Items Junk E-mail Recoverable Items

You can also create filter entries for non-system folders. Simply enter the name of the folder you wish to create in the text field, and then click the button to add your folder to the list. Folder paths can be specified with a leading “\\” or without (e.g., \\Cabinet\Folder1 is the same as

+

Cabinet\Folder1.

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Note: If you specify a non-system folder for inclusion or exclusion, you can alter whether the inclusion/exclusion applies only to the contents of that folder itself, or the folder and its subfolders. Using a trailing slash in the folder path, indicates that only this folder is included/excluded. Not using a trailing slash, implies that this folder and all of its subfolders are included/excluded. For example, \\Memos\Personal will include/exclude the Personal folder within the cabinet plus any subfolders of that folder, whereas \\Memos\Personal\ will only apply to the contents of the Personal folder, not any subfolders.

After making your folder selection, click Save to save your settings.

Important: If you do not click Save, your folder settings will not be saved when you start applying policies to jobs in the next section.

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Job Creation and Distribution

It is through the creation and execution of jobs that Netmail Archive allows you to implement your organizational policies with regards to archiving, retention, and deletion of email data. Jobs exist within an agent to execute the function of that agent according to a specific schedule and against a specified set of accounts. In addition to specifying the schedule and account list, a job also has other settings specific to the job type. For example, for an Archive Agent Job, it is necessary to specify the location to which the archive data is to be written. This chapter explains how to create a Netmail Archive Job and to set the job’s basic properties (i.e., those job settings common to all job types). To specify advanced job criteria (i.e., those settings specific to a job type), see “Netmail Archive Agents”.

Job Creation and Distribution

Job Creation Create a new job

Job Settings Choose a policy (or inherit an Archive job)

Schedule the job Select users

Job distribution Configure nodes

Creating a New Job

Jobs can be created and configured on any of the Job Agents in the same manner. To get started, select the Netmail Archive Cluster object, and use the arrow icon to expand the tree. Choose the name of the Agent that corresponds to the type of job you would like to create. For example, if you want to create an Archive Job, choose <Cluster Name> > Agents > Archive.

To create a new Job:

1. Click the Create button at the bottom of the Job Agent screen to open a new dialog box.

2. Under Name, specify a name for the job you would like to create, such as Archive Job, and then click Create. Your new job now appears under the name of the Agent that corresponds to the type of job you created.

3. Click the name of the job you just created to open the job and begin specifying job settings.

Specifying Job Settings

There are several different tabs that allow you to configure jobs. The Job Settings tab allows you to configure basic settings for any type of job, and is detailed in this section. The settings on the Criteria tab are specific to the job type and are discussed in “Netmail Archive Agents”. The Job

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tab is displayed by default when you click on the name of the job you created. Use the tab to choose a policy, set the

Settings Job Settings

schedule, and select accounts to include in your job.

Note: If you are creating an Index Job, you do not need to select a policy. For more information, see “Inheriting an Archive Job”.

Choosing a Policy

Under Policy, use the dropdown list to choose a policy that you created earlier from the list of available policies. If no policies appear in the list, you must create a policy as described in “Creating a New Policy”. Click View if you want to review the criteria previously specified in the policy.

Note: Netmail Archive includes several pre-defined sample policies. If you would like to experiment with a pre-defined policy, select the appropriate sample policy from the list of available policies.

Selecting Job Priority

The Job Priority option allows you to assign a priority level to a job – high, normal (default setting), or low. With this setting, the JobManager process, which is responsible for allocating queued job threads to available thread slots on the archive nodes, selects from the queue according to the priority setting. As such, if a normal priority job is already running and using up all available job threads, setting your job to high priority and executing it will result in any freed threads being used for the new urgent job.The priority setting is useful only in scenarios where you need to have multiple jobs running concurrently and want to control which job takes priority with respect to thread allocation.

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The Schedule option allows you to specify when your job should be executed. You can schedule your jobs to execute automatically, either once only or on a regular basis, or you can execute your jobs manually, on demand.

Daily: To schedule a job to run automatically at a fixed time every day, set the time in hours and minutes (HH:MM) when you want your job to start, and then select the Daily option.

Weekly: To schedule a job to run automatically at a fixed time, but only on certain days of the week, set the time in hours and minutes (HH:MM) when you want your job to start, and then select the Weekly option. Select the day(s) of the week on which to run your job. Specify Date: To schedule a job to run automatically at a specific time on a specific date, select the Specify Date option. Set the time in hours and minutes (HH:MM) when you want your job to start, and then click the calendar icon to choose the date (MM/DD/YYYY). Disable: If you have not scheduled a job to run automatically, the Disable option is selected by default. This allows you to save the job while disabling any scheduled automatic executions.

Run Now: To manually trigger a job to run immediately, select the Run Now option, and click OK in the dialog box to confirm that you want to run the job now.

Selecting Users

After you have scheduled a job to run at a specific time, you need to configure a list of user accounts that you wish to process as part of this job. The list of currently selected accounts is shown in the Users list on the job’s Job Settings tab.

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Selecting Exchange Accounts for Archive and Utility Jobs:

For Archive Agent Jobs and most Utility Agent Jobs, the accounts which are relevant to the job are the mail system accounts (i.e., Exchange accounts). The User List dialog box provides you with the ability to select Exchange accounts as follows:

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2. In the User List dialog box that appears, click List Users to choose from a list of all of your Exchange mailboxes.

3. You can also use the available filters to customize the list of mailboxes that you will choose from. These filters are designed to simplify the process of selecting users. The following filters are available:

Domain: Choose the domain from which you want to select mailboxes, or use the default of ALL domains.

Mail Store: If you chose a specific domain, you can further narrow down your selection list by choosing the CAS server from which you want to select users, or use the default of ALL mail stores.

User ID Filter: Enter a user ID to locate a particular account or set of accounts. This option supports the use of wildcards (e.g., m* will list all accounts starting with the letter “m”).

Type: Choose All to view all accounts (i.e., users, resources, and distribution lists), or choose to view Users Only or Groups Only to narrow down the list. Journal only is an option used when Netmail Archive is deployed in a Exchange environment.

4. When you are satisfied with your filter specifications, click List Users.

Important: If no users appear in the User List when you click List Users, and you are creating a job using the Archive or Utility Agent, you need to update your Address Book cache. To update your Address Book cache refer to“Updating the Address Book Cache”.

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5. Upon clicking List Users, a list of accounts based on your filter selections now appears in the left-hand pane of the User List dialog box. Click on a user ID to highlight the user, then click Add to add the user to your list of selected users. Your selected users will appear in the right-hand pane of the User List dialog box.

Note: You can select multiple users by holding down the CTRL key and clicking on multiple user IDs. You can also highlight the first user and while holding down the SHIFT key, highlight the last user in the range to select an entire range Alternatively, if you want to select all of the users in the left-hand pane, click All.

6. To remove a user from your list of selected users, highlight the user, then click Remove. 7. When you are satisfied with your list of selected users, click OK.

8. A list of selected users now appears under Users on the Job Settings tab. Review the list of users. If you want to exclude any users from the list, highlight the user name in the list, and click Remove.

9. When you are satisfied with your user selection, click Save at the bottom of the Job Settings tab.

Selecting Archive Accounts for Export, ILM, and Index Agent Jobs

Export, ILM, and Index Agent jobs operate on data in the archive locations, not on accounts in your mail system. As such, the user selection for those jobs differ in that you are selecting archive folders to add to the job.

In this case, before selecting users you must first tell the job the storage location in which it should search for accounts (a job can only process accounts from one location). The selection of the source location is done on the Criteria tab of the job as described in the relevant sections of “Ne

. tmail Archive Agents”

Once you have selected the appropriate source location, those users whose have already been archived to that location will be available to you in the User List. If your user list does not accurately reflect your recently archived accounts, confirm that you have selected the correct location on the Criteria tab.

To select users:

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2. In the User Selection dialog box that appears, click Load to choose from a list of all of the archive accounts in the specified source location. 3. You can use the available filter to customize the list of users that you will choose from. This filter is designed to simplify the process of selecting users. Enter a user ID to locate a particular user. You can also choose to load users from a particular distribution list by selecting DL and choosing a distribution list from the dropdown list. Distribution list based selection selects only those accounts which belong to the distribution list AND have archive data in the source location. The SSV file path option allows you to specify a SSV file from which you want to pull users.

Tip: The Filter option supports the use of wildcards.

4. A list of archive accounts now appears in the left-hand pane of the User Selection dialog box. Click on a user ID to highlight the user, then click Add to add the user to your list of selected users. Your selected users will appear in the right-hand pane of the User Selection dialog box.

Note: You can select multiple users by holding down the CTRL key and clicking on multiple user IDs. You can also highlight the first user and while holding down the SHIFT key, highlight the last user in the range to select an entire range. Alternatively, if you want to select all of the users in the left-hand pane, click All.

5. To remove a user from your list of selected users, highlight the user, then click Remove. 6. When you are satisfied with your list of selected users, click OK.

7. A list of selected users now appears under Users on the Job Settings tab. Review the list of users. If you want to exclude any users from the list, highlight the user name in the list, and click Remove.

8. When you are satisfied with your user selection, click Save at the bottom of the Job Settings tab.

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When executing a job, Netmail Archive splits the workload of the job up into subtasks, one for each account allocated to the job. In a single archive server scenario, all of these subtasks are run on the one server, but Netmail Archive uses multi-threading to execute the job for several accounts at the same time.

Netmail Archive also allows you to configure your Netmail Archive system to support a multi-archive server clustered environment. Netmail Archive is configured to automatically detect any additional archive nodes you configure and cluster together for maximum performance and uptime. Within a cluster, the Master node is responsible for distributing job workload across all nodes of the cluster. It will automatically detect the current load of any of the Worker nodes in the cluster and distribute the job workload between nodes accordingly to better utilize system resources.

When jobs are running, you can view how they are distributed across the available nodes by using the Monitor feature. From the tree menu on the left-hand side of the Netmail Administration Console, click the Archive object. By default, the Monitor tab is displayed. The Monitor tab allows you to monitor the progress of jobs onscreen. Click the icon next to the Cluster Node to expand the node and monitor the jobs onscreen.+ For more information on the Monitor tab, see “Monitoring Job Progress”.

Nodes

To help support the multi-threading and cluster operation of jobs, several server, or node, settings need to be set. In the Netmail Administration Console under Archive > Clusters > <Cluster Name> > Nodes, use the arrow icon to expand the tree. If you have installed only a single node on your Netmail Archive system, this node will appear in the tree as the Default Master node. If you have installed more than one node, these additional nodes will appear as Worker nodes. On a Netmail Archive system, you can have many Worker nodes, but only one Master node. To view more information about your Master or Worker nodes, click the name of the node to open it. By default, the Configuration tab is displayed. The Configuration tab allows you to change various configuration settings associated with the selected node.

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Configuring Nodes

During installation, Netmail Archive configures nodes with default settings, however, you can still make changes to these settings at any time if you need to modify system operation.

Time out

This setting allows you to specify how long you want Netmail Archive to wait before cancelling a job if the system encounters an error during processing, such as hanging or freezing. To change the default Time out value, set the time out value, in seconds, to indicate how long you want Netmail Archive to wait before cancelling a job, and then click Save.

Temporary directory

This option allows you to specify a temporary directory where attachments are stored during job processing. These attachments are cleaned up after the job finishes processing. To change the default Temporary directory, edit the path, and then click Save. When large accounts are being processed, the number of cached attachments can be quite large. As such, you should ensure that the specified location has adequate free space.

Maximum threads

This option displays the maximum number of job threads that are processed at the same time by this node. Note that this is the maximum number for the node, not per job. It is possible to run multiple jobs concurrently, but the Maximum threads setting will restrict the number of threads which can run across all jobs on this node. To change the default number of maximum threads, edit the value, and then click Save..

Note: Messaging Architects recommends that you leave the default value at 10 threads. However, if you consistently see that CPU utilization on the node is maxed out or well underutilized during job execution, you can increase or decrease this setting accordingly.

Filter

This option allows you to control which jobs or job types will be eligible for execution on this node. To include all agents for processing by this node, select the All the agents option under Inclusion. Otherwise, click Edit to select specific agents or jobs. If you want to exclude specific jobs or job types from executing on this node, click Edit next to Exclusion, and select the agents you want to exclude.

It is the Master node which inspects the Filter settings of all the nodes when it is deciding where to allocate the accounts from a particular job. By default, all nodes, including the Master, are set to accept accounts from all job types. In some scenarios, you may wish to dedicate a specific node to execute the jobs of a particular Agent (e.g., all Export jobs). In such a scenario, you would simply exclude that Agent in the filter of all nodes except for the one on which you want them to run.

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Note: If you dedicate an agent to a specific node, the dedicated node will assume the task of processing all jobs associated with that agent. In the event of a failure, jobs associated with the dedicated node will not be re-distributed among the cluster.

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Netmail Archive Agents

Netmail Archive provides multiple Job Agents that allow you to create and configure jobs to help you manage the archiving, retention, and retrieval of electronic information within your organization. To view the available Netmail Archive Agents, choose the Archive > Clusters > <Clus

object by using the arrow icon to expand the tree.

ter Name> > Agents

Netmail Archive Agents

The Archive Agent is the main component of Netmail Archive. With the Archive Agent, you can archive information from your mail system to an external data repository in XML format. In order to use the Export, ILM, or Index Agents, you must first use the Archive Agent to create the archived data in XML format. For more information on the Archive Agent, see “Archive Agent Configuration and Management”.

The Export Agent is used to copy archived data from one location to another, typically for eDiscovery purposes. It can also be used to export archived data in PST format for provision to third parties. In addition, it is also used by the Netmail Search component of Netmail Archive as the engine for carrying out eDiscovery exports to PDF, PST, or searchable XML format. For more information on the Export Agent, see “Export

. Agent Configuration and Management”

The Group Agent is used to schedule a series of jobs from other Agents to run consecutively. The Group Agent helps you make intelligent scheduling decisions by allowing you to configure consecutive jobs to run automatically, removing the need for administrator intervention. For more information on the Group Agent, see “Group Agent Configuration and Management”.

The ILM Agent is used to enforce an organization’s Information Lifecycle Management policies on its archived data. Through the ILM Agent, you can manage the deletion of archived data at the end of its retention lifetime, or move messages during their retention period to alternate locations such as more economical network attached storage (NAS) devices. For more information on the ILM Agent, see “ILM Agent

. Configuration and Management”

The Index Agent is used to help manage the comprehensive index files that Netmail Archive maintains for the archived data. The Index Agent can be used to create indexes for your archived data if you did not choose to create real-time indexes with the archiving job, or to re-create indexes if the original indexes were corrupt or created incorrectly. For more information on the Index Agent, see “Index Agent Configuration and

. Management”

The Migration Agent allows organizations who are migrating from a Novell GroupWise email platform to an Exchange platform to migrate their data into the new email system. In conjunction with the Archive Agent and the GroupWise to Exchange Provisioning Utility, the Migration Agent allows for a seamless migration. The Migration Agent migrates actual data, such as email messages and calendar events, into the Exchange system. For more information on the Migration Agent, see “Migration Agent Configuration and Management”.

The Attachment Stripping Agent is used to strip attachments from messages that are being archived. Each stripped attachment is replaced by an HTTP link that points to a copy of the attachment in Netmail Store. The Attachment Stripping Agent therefore introduces the possibility of implementing single-instance storage with Exchange 2010 and helps organizations reduce server bloat. You must first define an appropriate storage location in order to use the Attachment Stripping Agent. For more information on the Migration Agent, see “Attachment Stripping Agent

. ” Configuration and Management

The Utility Agent is mostly used to perform maintenance on the live GroupWise message store. The Utility Agent can be used to automatically create folders within mailboxes to enforce a corporate-wide policy, to perform selective reduction of mail messages, or to apply the retention timestamp on GroupWise mailboxes. The Utility Agent is also used to carry out some Netmail Archive specific functions, namely purging the attachment Single Instance store of orphaned attachments and enabling you to convert legacy GWArchive archive data into Netmail Archive format. For more information on the Utility Agent, see “Utility Agent Configuration and Management”.

Archive Agent Configuration and Management

The Archive Agent performs the core function on Netmail Archive, copying selected items from the Exchange system to a specified archive store location, where the data is stored in an independent XML format and can be managed by Netmail Archive for retention and eDiscovery purposes. It is through the creation of Archive Agent jobs (archive jobs) which suit your needs that you can implement your organizational archiving policy with Netmail Archive. The following sections detail the process for configuring an archive job.

Selecting Archive Job Criteria

After creating your Archive Job and specifying appropriate Job Settings as described in “Job Creation and Distribution”, you are ready to select advanced Archive Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job

tab allows you to configure basic settings for any of your jobs. The tab is available on each Job Agent and is displayed by

default when you click on the name of the Job you created.

Click the Criteria tab. The Criteria tab allows you to select the location to which this job will archive the data, the type of indexing you want to include, and the type of retention criteria you want to apply. The option to archive shared folders and user address books with the Archive Job is also available.

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Selecting a Source Mailbox

The Source Mailbox is the Exchange mailbox(es) from which you want to archive messages. The Archive from Primary Mailbox option allows you to archive messages residing in the live mailbox, while the Archive from Archive Mailbox allows you to archive messages in the Exchange archive mailbox. You must select at least one source mailbox for archiving.

Choosing a Destination Location

The Output Destination designates the archive storage location to which this job will write and how it is to handle the items in Exchange. Under Choose Archive Location, use the dropdown list to choose from the list of existing storage locations where the Archive Job will save archived messages. Refer to “Specifying Locations” for more information on setting up storage locations.

Do not Mark as Archived: This option allows you to archive the items without setting the published flag on the items in Exchange. By default, this setting is unchecked for an Archive Job, meaning that the Archive Job sets a published flag on each item in Exchange which it successfully archives. This flag can be used by subsequent Archive Jobs to determine which items have been previously archived. See

for more information. “Specifying Policy Criteria”

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Archive Job, meaning that the Archive Job simply copies the selected items from Exchange to the archive storage location.

Important: Messaging Architects does not recommend that you choose the Delete after archiving option. If you want to delete messages after archiving, create a Utility Job to reduce archived items after verifying the integrity of your archives. For more information, see “Utility Agent Configuration and Management”.

Note: Because of the way GroupWise labels native archives, attempting to import all native archives at the same time may create conflict among files with the same name. Best practices suggest that you use an importing process that carefully selects users’ native archives on a PO-by-PO basis.

Choosing a Source

An Archive Job defaults to using Exchange mailboxes as the source of data to be archived. The Source option alternatively allows you to specify that you want to archive messages located in PST files. Select PST, and under PST source folder path, enter the location of the PST files containing the messages you want to archive.

Note: This step can be performed only after a Utility Job has imported PST files and relocated them into a specified destination folder path. The PST source folder path is the same as the destination folder path specified in the Utility Job. For more information about configuring a Utility Job, see “Utility Agent Configuration and Management”.

Important: Before running this job, ensure that PST files are not password protected, encrypted, or in use by another program, including Outlook.

Enabling Indexing

Select the type of indexing you want to include with your Archive Job from the options listed under Indexing.

Enable Real-Time Indexing

This option instructs the Archive Job to submit the data for indexing at the same time as it is archived. Enabling real-time indexing with the Archive Job can result in slower processing time. Archive data will not be available for viewing or searching by end users or auditors until it has been indexed. It is recommended that your Archive Jobs use real-time indexing, if possible. If your Archive Jobs are running into operational hours and impacting mail system performance, you have the option of disabling real-time indexing and running a subsequent incremental indexing job using the Index Agent.

Note: If you are using the Nexsan Assureon storage device with Netmail Archive, you cannot disable the Enable Real-Time option as this option is required by the File System Watcher program.

Indexing

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With the Enable Real-time Indexing option enabled for your Archive Job, this option will include the indexing of contents of attachments as part of the Archive Job. Not indexing attachments may result in quicker job completion times and smaller index files, but your archived attachments will be unsearchable.

Enabling Stubbing

Select Enable Stubbing if you would like your Archive Job to “stub” the archived messages in Exchange

Stubbing allows administrators to manage mailbox sizes by replacing storage-intensive email messages, message attachments, calendar items, tasks, and notes that are stored in the live system with a much smaller ‘‘stub’’ that points to the copy of the item that is stored in Netmail Archive. For more information about stubbing, see “Stubbing”.

Applying Retention Criteria

Select the type of retention criteria you want to apply to your Archive Job using the options listed under Retention Criteria.

Note: If you are using the Nexsan Assureon storage device with Netmail Archive, additional options such as Enable and will be available.

Compression Enable Encryption

Apply Retention Flag [x] days

The retention flag is a date-based file attribute applied to archived items to indicate how long they should be retained. This flag can be used in conjunction with Netmail Archive ILM Agent deletion jobs configured to only delete items for which the created date or delivery date is greater than the retention flag date applied to the message.

If you are using a standard file system storage device or a NetApp device, the retention flag uses the standard file system “Last Modified Date” attribute to store this retention flag date. The value of the retention flag date is calculated by adding the specified number of Days to the Created

or of the item being archived, depending on your choice. Therefore, for example, if archiving a two-year-old message with a Date Delivery Date

five-year (1825 days) retention flag, the attribute will be set for three years from the date of execution of the Archive Job. The two years during which the message has resided in the mail system are counted towards its five-year retention period, meaning that it needs to be retained in the archive store only for another three years. Furthermore, you are not locked into that retention period. If your organizational retention policy changes, Netmail Archive allows you to override the retention flag and delete archived items based on your new retention period. Retention flags can simplify archive deletion, however. Therefore if you have general retention periods for your email data, it is recommended that you use the retention flag feature.

Applying retention to data archived on a Netmail Store location cannot be overridden. The Netmail Store product will Note:

enforce the initial retention period, and will disregard attempts to delete this data before that time. Only once that period has expired will the data be available for purging.

Enable Non-Erasable Format

This option enables you to comply with more stringent regulatory and best-practices records-retention requirements by allowing the creation of non-rewritable, non-erasable WORM volumes on NetApp NearStore and FAS storage systems, thereby preventing critical files from being altered or deleted until a specified retention date has been reached.

When used in conjunction with these types of storage systems, this option ensures that the files are tamper-proof and non-erasable until the retention date has been reached. For normal file system based storage systems, you should not select this option.

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With Netmail Archive, you can also choose to archive the user address books (contacts) associated with the selected user accounts. Select which address books you want to include in your Archive Job from the options listed under Address Books.

None

This option will not archive address book data with your Archive Job.

Export All Personal Address Books

This option will archive all the personal address books associated with selected user accounts.

Sending an Outlook Add-In Install Email Notification

One of the tasks carried out at Netmail Archive deployment time is the installation of the Netmail Archive Outlook Add-In to your users’

workstations. The Outlook Add-In allows for stubs to be resolved in the Outlook Client and for users to have direct access to their Netmail Search archives through their Outlook Client.

One possible method of installing the Add-In is an automated installation method using organizational forms. If you want to use this method to install the Outlook Add-In, then the Outlook AddIn Install Email Notification option can be used with your first Archive Jobs to assist with installation. If you select Send Outlook AddIn Install Email Notification and enter an appropriate email subject line, an email with instructions on how to download and install the Outlook Add-In will be sent to users.

Note: If you have not yet enabled stubbing, you must first set up end-user access to enable the stubbing feature. To set up end-user access, refer to the Netmail Archive Installation Guide. For more information about stubbing, see “Stubbing”.

Overwriting Existing Archives

Normally, if an Archive Job detects that an item being archived already exists in the archive store for an account, it will skip the item. Select Over if you would like any existing archived items to be overwritten when you run your Archive Job.

write existing archives

Important: After specifying your options, click Save on the Criteria tab to save your settings. If you do not click Save, your settings will not be saved.

Attachment Stripping

The Attachment Stripping option (introduced in Netmail 5.2) allows you to strip attachments from the messages you are archiving. Each stripped attachment is replaced with an HTTP link that points to a single copy of the attachment in Netmail Store. The Attachment Stripping option is not available if you have selected PST files as your Source (i.e., if you are archiving messages located in PST files).

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In order to select this option, you need to first create a storage location. For information on how to create a storage Note:

location, see Specifying Locations.

Reviewing Archive Job Summary Information

Click the Summary tab. The Summary tab allows you to review your Archive Job before executing it. You can also choose Print View to preview the summary and then send the summary to a printer.

Export Agent Configuration and Management

To create a policy related to access, discovery, and distribution, system administrators can use the Export Agent to create an Export Job to automatically export selected content from their XML repositories to an external location. The data can subsequently be copied to external media, such as a DVD, for data portability or storage purposes.

Selecting Export Job Criteria

After creating your Export Job and specifying appropriate Job Settings as described in “Job Creation and Distribution”, you are ready to select advanced Export Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job

tab allows you to configure basic settings for any of your jobs. The tab is available on each Job Agent and is displayed by

default when you click on the name of the job you created.

The Export Agent has a pre-defined job named the Netmail Search Export

Note: job. This job is executed automatically when

using the Export feature of the Netmail Search component of Netmail Archive. See“Netmail Search Export Job”for more information.

Click the Criteria tab. The Criteria tab allows you to specify the location where Netmail Archive will find the archives you want to export, as well as additional export criteria. You can also specify the data format to which you want to export.

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Choosing a Data Source Location

Under Data Source, specify the location of the archives from which you want to export items and additional export criteria.

Archive Location

Use the dropdown box to choose an existing archive storage location containing the data you want to export.

Delete Data After Exporting

By default, an Export Job copies the specified items from the source location, leaving the source data untouched. Select this option if you want to delete the archive items from the source location after exporting.

Important: Messaging Architects does not recommend that you choose the Delete Data After Exporting option. Messaging Architects does not recommend that you choose the Delete Data After Exporting option. Archive deletion should normally be

. carried out using ILM Agent deletion jobs. For more information, see“Utility Agent Configuration and Management”

Include Address Book Content with Export

Select this option if you want to include any archived personal address book information for the specified accounts included in this job in your export.

Choosing a Data Target

The Data Target settings are used to determine the export format to be carried out and the corresponding location to which the export data will be written.

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Select Searchable XML if you want to export your archived data to another archive storage location. Specify the location in the Target location dropdown list. This option is typically used to export items to a separate location dedicated to eDiscovery purposes, or perhaps for the for export

purpose of a legal hold. Exporting your data to an archive storage location maintains the Netmail Archive XML data format and allows you to view the exported archives using the WebViewer and Netmail Search components.

If no locations appear in the list, you must configure a location as described

Note: in“Specifying Locations”.

Outlook PST

Select Outlook PST if you want your data to be exported as PST files. Under Export Path, specify the location of the folder in which you want to store your resulting PST files. This option is typically used when archived data is being exported for provision to a third party that has requested the data in PST format.

Incremental Export

This option is applicable to Searchable XML exports only and allows you to export incrementally, in scenarios where you wish to run more than one Export Job for the same purpose. To export incrementally, you need to apply an export stamp to the items exported by this job by selecting A

and entering a . If you select the option, your

pply export stamp on all exporting messages Stamp ID Ignore messages having export stamp Export Job will ignore any messages that have already been stamped with an export stamp. Incremental exporting is thereby achieved when using subsequent executions of the same job or of a different Export Job with the same Stamp ID.

Overwriting Existing Archives

This option is applicable to Searchable XML exports only. Select Overwrite existing archives if you would like your Export Job to overwrite any existing matching items in the target location.

Important: After specifying your Export Job Criteria options, click Save to save your settings. If you do not click Save, your settings will not be saved.

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Netmail Search Export Job

The Netmail Search Export Job is used to monitor the progress of export jobs that have been activated in Netmail Search. This job exists in Netmail Archive by default and cannot be modified or deleted. On the Log Settings tab, select the Enable Trace Logging option if you need to collect troubleshooting information on problems with Netmail Search exports. Logging reports will be automatically submitted by email to the designated administrator for review. Use the Report tab to view a table listing the outcome of the most recent executed Netmail Search Export Job. For more information about job reports and the Report tab, see “Reporting with Netmail Archive”.

Group Agent Configuration and Management

The Group Agent is used to schedule a series of jobs to run consecutively. The Group Agent helps administrators make intelligent scheduling decisions by allowing you to configure consecutive jobs to run automatically, removing the need for constant administrator intervention.

Specifying Job Settings

After creating your Group Job as described in “Job Creation and Distribution”, you are ready to configure the Group Job. Since the Group Agent runs jobs which have been configured on other agents, the only configuration required for your Group Job is on the Job Settings tab.

Scheduling a Group Job

The scheduling options for a Group Job are the same as those described in “Job Creation and Distribution”, but for a Group Job, the scheduled date and time apply to the start time of the first job in the chain of jobs. If your policy requires that a job be processed at a particular time, use the options listed under Schedule to schedule your job to execute automatically.

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Job Chaining

After you have scheduled a job to run at a specific time, you need to configure a list of jobs to chain.

To select users:

1. Under Job chaining, click Select. A list of all jobs currently configured for all Agents is displayed.

Note: If no jobs appear in the Job List you need to create and save your jobs under the other Agents.,

2. Select which jobs you want to schedule to run consecutively by double-clicking the job names, and then close the selection window. 3. Your list of selected jobs now appears under Job chaining. Review the list of jobs. If you want to exclude any jobs from the list, highlight the name in the list, and click Remove. If you want to rearrange the order of the jobs, use the Up and Down buttons to reposition selected jobs in the sequence.

Netmail Archive 5.2 Administration Guide for Microsoft Exchange