Enterprise Email Archive
Contents
1. Enterprise Archiving eDiscovery Migration wa Enterprise Email Archive Managed Archiving amp eDiscovery Services User Manual Copyright C 2012 MessageSolution Inc All Rights Reserved Enterprise Archiving eDiscovery Migration Table of Contents Chapter 1 INtroadauetlbhuasuumimununasmmmin nma mivnendnne 3 1 1 About MessageSolution Enterprise Email Archive EEA 008 3 1 2 How MessageSolution EEA Managed Services Work rrrrnnrrrvnnnnnnnn 3 Chapter 2 Archive Access amp Email Archiving ccsscessessceseeeseensenssenseeeeenees 4 2 1 Starting the EEA Web Consol rrrrnnnnrnnnnnnnvvnnnnrevnnnnnrennnnnnennnnnnnennnnsnnen 4 3 1 Real Time Archiving rnnnnrvnnnnrennnnnvnnnnnvnnnnnvnnnnnennnnnernnnnernnnnernnunernnnsennne 4 3 2 Scheduled Archiving cccccccccseececeeeeeceeeeeceeeeesseeceseeeeesseeeesseeeeesaeeeees 4 SS 0 8 og Pace eee neers mene een een eee eee een ET 4 FRE CC TIMION FP UNN as a 4 Chapter 4 Search amp Access EmailS an nnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnr 5 4 1 ATEN D 4 2 Search Within Search Results nrrnnnnnronnnnnonnnnnnvnnnnnnnnnnnvnnnnnnnnnsnnnnn 7 PEPE ME eee 8 4 4 PL 8 15 ANN 9 46 Tagging rrrrnnennnnevnnnevnnnevnanevnnnennnnennnnennnsennnsennnsennnsennnsennnsennnsennnsennnsennn 10 Chapter 5 CIASSITIC AUION ii sessicccencnsceesnnecsewenacssecscesancusecseeessssunsesuavtresessa2. 13 31 29 1 Enterprise Archiving eDiscovery Migration ee 3 3 Accessing Emails Once a selected email is opened Users have several options for accessing the email Customer Driven TustedParinr tt Enterprise Information Archiving 5 6 SaaS Edition Basic Settings i Current path Search Emails Archived Email 1 Archiving Policy a5 archived Message View Messages _ From Mauser msuserd Gimelnsaasd com gt I Search Emails To mauseri lt mauser Himslnsaast com gt Archive Date Tue Dec 07 07 49 00 PST 2010 hy schedule Search g Basket Subject Hello H Legal Hold Header Show Headers Tag Attachment WindowsUpdate log Back Restore Download Send to me Send To As original email Classification arrene Send To Hi Hi Hi 4 System Tools es MessageSolution Inc Copyright 2010 1 Click Restore to restore the email to its original location on the email server The message will be restored to the mail server with original metadata 2 Click Download to download the message only a local computer in EML format The message will also contain original metadata To download emails in PST format please contact your MessageSolution Representative 3 Click Send to Me to send selected email to your mailbox It will be sent from the System Administrator s inbox with today s time stamp 4 Toemail to a separate user enter the receiving email address designate if the message will be se
3. Print button will download the message as a PDF for easy printing However email attachments cannot be printed msuserd msinsaasi com msuser tmesinsaasd cam test 222 edit 2010 06 18 04 09 2 04 I mauseri msinsaasd com meuser mslnsaas1 com m my test edit 2010 06 18 04 09 113 msuserd msinsaazi com meuser mslnsaas1 com here s the email edit 2010 06 17 13 04 1 24 I msusert mslnsaast com muse mslnsaas1 com fl test mail edit 2010 06 17 12 36 113 C msuser melnsaas com muse melnsaas1 com dl test mail edit 2010 06 15 12 37 4 45 Technical Support 3 2 Search Within Search Results Users can search within the search results from the tool bar on top Multiple additional search criteria can be added Click Add to implement additional criteria Click Delete to remove an added search condition K Search Emails E Current path Search Emails Archived Email T Archive Basket Tag archived Message msuser Tmemsinsaas 1 com Search bel Classification Total Messages 3 Page 1 Total Page 1 Tags Search within results r S include gt BEREN ada Reset Required Name Walue l sila require contents Message Solution Sender Recipient Subject Tag Info Message Note Date Size E mauserd mslnsaa51 com demouserlitsaasdemo2 com SaaS Solutions from bessageSolution edit 2010 06 24 14 48 47 4 D meuserl mslnsaas1 com meuserd mslnsaas1 com ao net Brainshare Press edit 2010 06 24
4. You can also use the not feature to exclude certain keywords Enter keywords or phrase in Content field EEA supports keywords search phrase and proximity search Also you can search not which not contained in Content Search Archive Continued Enter keywords or phrase in Attachment field EEA supports keywords search phrase and proximity search You can search not which not contained in Attachment EEA supports all popular attachment file tyoe such as Microsoft Word Excel PowerPoint Adobe PDF HTML XML plain text etc Enter complete email address or partial email address in Sender and Recipient fields to search by address Besides searching by address you can also search by sender recipient s first and or last name just enter first and or last name in the Sender and Recipient fields And you can search by wild card search Such as if you want to search john you can search jo in wild card search You can search by subject content attachment sender recipients by specifying in All Other Fields textbox You can search by size For example enter 100 and 1000 in Message Size from field to search email size between 100KB and 1MB If you want to search messages with size above 2MB you can enter 2000 in From field and a large number 500000 for instance 500MB in To field You can search by attachment file extension If you know the email you want to search contains attachment with
5. Inselect Al MessageSolution Inc Copyright 2010 From this view Users restore download in EML format or delete multiple emails at once 3 5 Annotation The annotation feature allows users to make notes on messages they have viewed without compromising the integrity for the original message From the list of search results click Edit under Message Notes to add a new note and read other notes From here click the Content link to review existing notes or click Add to create a new one 4 Search Emails gt Current path Search Emails gt Archived Email Archive om Current path Search Emails gt Archived Email msuser1 msinsaas1 com Search Logout SB archived Message List Message Note Author Content Date admin msinsaas1 com Reviewed follow up on 6 12 2012 06 08 Operator Re visiting Matter will be in 2012 06 09 admin msinsaas1 com Tag Info Message Note Date Size 2010 12 29 05 08 66 0KB 2010 12 07 07 49 2 01MB MessageSolution Enterprise Archiving eDiscovery Migration ee 3 6 Tagging The EEA provides convenient options for the administrator or review teams to divide their search results The EEA Tagging feature would allow the user to tag any message for easy visual identification with a variety of default tags or custom tags created by each user Either option will allow the review team user the ability to quickly glance at the Tag and get
6. a Word file you can enter doc in the field Messages for field is for specifying the search time range The default time range is one year You can select from the list of pre defined time range or you can pick your own time range in Start Date and End Date You can search in any specific repository if you have multiple repositories available By default it searches through all repositories E mail Type allows you to include searching for Public Folders emails Default search does not include Public Folders items Folders allow you to search by each folders emails Such as searching by inbox The EEA Tagging feature allows the user to tag any message for easy visual identification with a variety of default tags or custom tags created by each user Default search result shows 50 messages per page You can select a different number The maximum is 1 000 per page Concept Search Choose this option to let EEA search engine find related information for the meaning of the search condition The returned list messages can be sorted by click on the column header Sender Recipient Subject Date or Size Search Archive Continued MessageSolution Enterprise Archiving eDiscovery Migration O At the bottom of the search results selected messages can be deleted downloaded in EML format to a local computer saved to a designated basket placed on specified legal hold tagged The
7. a quick understanding of what needs to be done or has been done with the data in question The user can choose from Confidential Personal Reviewed Privileged Responsive NotifyHR tags or create a new tag and apply it to any selected email s From the search results the the number of different tags given to a specific message R Search Emails Ta Archive Basket Tag amp Classification 2 Supervisees _ Folder icon denotes tagged messages The corresponding number denotes i Current path Search Emails gt Email Tag Tag 0 Confidential Detail Personal 0 Detail Reviewed 0 Detail Privileged Detail Responsive o Detail MotifyHR oO Detail HR 4 Detail Add 1 Click View to see the tag description View View View View View View Edit sri EE 2 Click Add to create a new Tag For customized tags users will have the option to Edit the tag description instead of simply viewing it 3 Click Detail to list all emails with a specified tag 4 To delete a tag select the corresponding box and click Delete 10 MessageSolution Enterprise Archiving eDiscovery Migration ee Chapter 5 Classification The Classification feature provides an automatic template search that users can use to organize and manage their personal archives Folders and subfolders can be created with designated search criteria When adding a classification users w
8. bbing for large attachments to further reduce data volume on the email server Stubbed content is moved to the archive while a shortcut is left in its place on the email server Stubbed messages must be re downloaded to the email server for viewing Stubbed content can also be viewed directly from the email with the Outlook GroupWise Lotus Notes Plug In 2 5 Retention Policy Retention Policies can be configured by the System Administrator and managed in accordance with Corporate Policies Enterprise Archiving eDiscovery Migration eee Chapter 4 Search amp Access Emails EEA s built in search engine provides a powerful search tool to deliver fast and accurate search results lt enables email users to quickly find the information they are looking for Email data discovery helps in the following areas e With EEA email data is always online and accessible It eliminates the need for backing up emails to PST files loading back to Outlook and searching through PST files and makes email management centralized therefore increasing overall organization and productivity e Inthe event of legal dispute you can quickly produce the evidence the judge is asking for without incurring a high cost due to long hours of loading data from backup and searching through them that may require a large number of employees involvement In some cases companies have to hire a third party consulting firm to help discover the data and the cost can mount to mil
9. h criteria as you would for a standard archive search 3 Same access options are available to access messages i e download restore etc if configured by the System Administrator 12 MessageSolution Enterprise Archiving eDiscovery Migration a Chapter 7 Folder Due to advanced system integration the EEA replicates the email folder structure for ease of use and organization 6 1 Email Folder Tree Use the folder tree under the Folder Menu to locate and organize emails in your personal archive K Search Emails B Current path Search Emails gt Archived Email archived Message Classification msuserlimsinsaasi1 com Se c Supervisees Total Messages 18 Page 1 Total Page 1 Folder Fy Sender Recipient Subject Date Calendar 44 Contacts msusert msuser msinsaas1 com U Stub test 2010 12 29 05 08 P 2 Deleted Items msusert msuserl mslnsaas1 com U hello 2010 11 16 12 02 Qa Drafts 3 Inbox msusert msuserl msinsaas1 com hello there 2010 11 12 10 58 2 Journal msusert msuserl mslnsaas1 com test 2010 10 21 06 48 C4 Junk E Mail Notes msuser4 demouserl saasdemo2 com SaaS Solutions from MessageSolution 2010 06 24 14 48 7 tm 73 Outbox msuser4 msusers mslnsaas1 com SaaS Hosted Archiving 2010 06 24 14 47 a PST Migration Cy RSS Feeds msuser4 msuserl msinsaast com Great Customer News 2010 06 24 14 44 Sent tems I ms
10. ill essentially create a scheduled search where emails matching those criteria will be grouped together in a specified folder 4 1 Classification Tree Users can use the Classification Tree under the Classification menu to interactively organize and maintain emails in their archive Users can use the toolbar to search Classifications f Current path Classification gt Email Classification _ I Search Emails ote Add Classification Show Email Classification Classification o i aTe aE a record per 3 QIkjassification Tree mee fio x search name Test archive totalrecords 1 pagel total page 1 subject or content all m ClassificationNode Name Parent Node Name Node property Add by User COE E al SAN SR ee Classification Tree Classification msuserl msiInsaas1 com Edit Classificatic 2 Supervisees Folder Logoss Add Classification Add Node 1 Click Edit to modify a Classification 2 To delete a classification select the corresponding box and click delete 3 Click Add to create a new classification Search Emails Current path Classification gt Email Classification Add Classification Set Classification Classification 3 classification Tree Test archive subject or content all Classification Name Common Condition Supervisees New condition or exception _ Folder Logic Operator and v message size Please select options Message Si
11. lions of dollars With EEA you do not need to do this anymore EEA s comprehensive search tool will search through millions of emails in a matter of seconds Then you can print the emails and present to the inquirer Once the specific emails have been located users will have the option of restoring emailing or downloading the message 3 1 Search Archives Advanced search features provide a comprehensive interface to allow users to define their search criteria granularly Users can search by any field in the email including subject content and attachment sender recipient s message size attachment file extension and date E Current path Search Emails Archived Email D archived Message msuseri mmsinsaast com H Classification Subject contains all of m SUpPEMisees Content contains allot PO Mat Po EEE attachmert contains alot MV acc Folder Sender is Recipient is T Al Other Fields containsalot gt Logout Message Size From KE To KB File Extension Attachment Filename Messages for Pastten years om Start Date June fo H 2002 End Dete lune H P A Repository M Tage Messages Per Page 50 bl Enterprise Archiving eDiscovery Migration Search Archive Continued Enter keywords or phrase in Subject field EEA supports keywords search phrase and proximity search Besides that you can search by starts with and ends with
12. nt as an attachment or as an email and click Send To It will also be sent from the System Administrator s inbox with today s time stamp 3 4 Basket Users can select emails from the search result and save them in a unique Basket created by the user This allows users to group emails together for easy viewing or batch downloading Selected emails will be stored in one location under the designated Basket name and from there they can be viewed downloaded sent to a valid email address or removed from the Basket 1 To create a new basket select emails from the search results Click Save to Basket From here they will have the option to save emails to an existing basket or to enter a new basket name i Current path Search Emails Archived Email W Archived Message Please enter a new basket name or select a basket name from the list Enter a basket name Select a basket namari MessageSolution Enterprise Archiving eDiscovery Migration eee Basket Continued 2 From the Basket menu users can search through each basket Click View to open basket and search basket content Search Emails B Current path Search Emails gt basket Basket Count Archived Emails PP Sender Recipient Subject Date Size I msusert msusemM msinsaasi com U more test 2010 06 18 04 10 212 4KB msusert msuse 2 msinsaas1 com Hello will you reply me 7 2010 06 21 11 41 3 3KB SelectA
13. secseencacsewencs 11 5 1 Classification Tree rranrrrnnnrrnrnnnrrrnnnrovnanronnnnrennnnrennasennansennansennnnsennnn 11 Chapter 6 SuperviSeeS ssssssssnsnunnrnnnnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 12 6 1 Supervisee Searches cccccsececcsececcsseeceeseeceaseecceeeseaseeseaseeseaseessaes 12 GET FO Annen 13 7 1 Email Folder TOG se 13 Chapter 8 See 14 Enterprise Archiving eDiscovery Migration KE Chapter 1 Introduction 1 1 About MessageSolution Enterprise Email Archive EEA MessageSolution Enterprise Email Archive EEA offers a secure easy to use cost effective and high performance archiving system It provides a long term highly scalable data store for unstructured information such as emails files SharePoint objects etc Enterprise Email Archive supports a wide variety of messaging or SharePoint environments and file systems reduces storage costs and helps organizations meet compliance requirements By moving emails and documents onto the MessageSolution EEA companies can dramatically reduce the cost and complexity of the primary server storage and application infrastructure they require while ensuring compliance and immediate access to the data With less data on the email file SharePoint servers the corporate servers become easier to manage With EEA companies can archive all their employees email for an unlimited time period and be able to access the data online at an
14. tion EEA can be installed anywhere After the emails are captured they are compressed and stored in the archive The EEA also utilizes Single Instance Storage SIS to further reduce data storage demands Then EEA indexes all fields including subject content attachment message size date sender recipients and more The index allows the user to quickly and accurately search through millions of emails using the built in search engine Many archiving vendors use SQL servers for indexing While SQL servers are efficient for indexing structured data they are not ideal for indexing unstructured data like email MessageSolution uses a powerful search engine optimized for unstructured data to facilitate indexing and searching activities for faster and more accurate search results Enterprise Archiving eDiscovery Migration Chapter 2 Archive Access amp Email Archiving 2 1 Starting the EEA Web Consol To access the archive open a web browser and go to http lt EEA s IP address gt port Access credentials will be provided by the System Administrator 2 2 Real Time Archiving Real Time archiving is highly effective for compliance archiving Many organizations have federal or industry regulations that require them to capture all email communications or to save all email communications Real Time archiving can be used in connection with Stubbing and Retention Policies for managing each individual mailbox on the email server Emails archi
15. usert msuserl mslnsaas1 com MessageSolution BrainShare Press Release 2010 06 24 13 31 2 rod Tasks msusert msuserl msinsaasi com M my own test on pst 2010 06 24 01 56 7 msusert msuserl mslnsaasi com u pst testing 2010 06 24 00 49 msusert msuserl msinsaast com archiving 2010 06 23 23 43 msusert msuser2 mslnsaas1 com u Fv more test 2010 06 23 23 39 2 13 Enterprise Archiving eDiscovery Migration KE Chapter 8 Support For any questions or concerns please contact your MessageSolution Representative Please feel free to email us at TechSupport MessageSolution com or reach support at 1 888 858 7903 408 383 0100 You can find us online at www MessageSolution com Thank you for choosing MessageSolution to satisfy your enterprise informational archiving eDiscovery amp Migration needs In order to provide the best products and service we encourage our customers to share their experience with our products and the MessageSolution team If you have suggestions about helping us improve our product and service performance or would like to propose new features for future product releases please email us at techsupport messagesolution com 14
16. ved by real time archiving process are also immediately indexed for instant searching Upon entering or leaving the inbox every single piece of incoming outgoing or internal mail is immediately copied to the archive Real Time Archiving will be enabled or disabled by your System Administrator in accordance with company policy 2 3 Scheduled Archiving Scheduled Archiving is suitable for archiving existing historical emails currently on the Exchange or Domino servers Since scheduled archiving depends on the availability of Exchange mailbox users and their email folders you need to setup Active Directory Service and Exchange Server The Domain controller Server will need to be authenticated in order to retrieve user and folders information Typically corporate users create personal folders in Outlook to categorize emails for easy management and organization However without the Outlook folder information every single email will be archived in one flat view This will make it extremely difficult to manage For more information please contact your MessageSolution Representative Scheduled Archiving also gives the user some time to clean up the mailbox by deleting spam viruses or irrelevant emails before the archiving service starts storing data In this way the EEA will only archive the important emails Scheduled Archiving is also enabled disabled and configured by the System Administrator 2 4 Stubbing MessageSolution EEA s offers stu
17. ytime EEA s built in search engine will index all data including subject content attachment sender and receiver information to facilitate an accurate and fast search and retrieval by users thus reducing administrative workload and increasing overall enterprise productivity 1 2 How MessageSolution EEA Managed Services Work MessageSolution EEA is generally installed in the hosting data centers It uses the following approaches to archive emails 1 EEA accesses the Exchange Server s database via HTTP WebDAV protocol By default Microsoft Exchange Server 2003 and 2007 enable WebDAV services It runs on an IIS server through HTTP or HTTPS protocol Microsoft Exchange s WebDAV Server provides access to its Exchange databases MessageSolution EEA uses this method to access Exchange Server databases Using HTTP HTTPS protocol makes EEA very easy to deploy in corporate environments EEA can support the industry standard journal mailbox archiving as well as archiving from individual mailboxes This is because the archive is able to access the Exchange Server databases directly 2 EEA can retrieve emails from any standard email server via IMAP or Pop 3 protocol The administrator will configure the email server to copy every email into a designated mailbox From there the EEA will periodically retrieve the emails 3 By leveraging IMAP or Pop 3 the EEA can support virtually all types of email servers With on line system deployment MessageSolu
18. ze From 0 KBTo 0 KB Messages for Last twelve months v Start Date June x 2 10 e 201 1 v Logout End Date June ise 10 z 201 2 v Classification Conditions Add New Condition Remove Condition Remove All Conditions Save All Conditions 4 Enter the classification criteria and save 11 MessageSolution Enterprise Archiving eDiscovery Migration Chapter 6 Supervisees While the typical user only has access to their personal archive the System Administrator can grant supervisor access The Supervisees menu will allow permitted users to search through other user s archives and access emails 5 1 Supervisee Searches R Search Emails i Current path Search Emails gt Archived Email DB archived Message Classification theexample E SUPErvispeS All supervisees Subject contains all of a mm M My Example Content contains all of hot mauser2 Bi ucena Attachment contains all of Sender is _ Folder Recipient it Al Other Fields contamsallof gt Message Size From KE To KB Logout File Extension nm Attachment Filename Messages for Pastten years start Date iure po H End Dete lune pM Repository 3 Messages Per Page 50 T 1 To search through Supervisee archives select the user whose mailbox will be searched or select All Supervisees 2 Enter desired searc
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