Archive One Policy V4.2 Quick Start Guide October 2005

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1 Archive One Policy V4.2 Quick Start Guide October 2005 Archive One Policy Quick Start Guide V4.2 Page 1 of 33

2 CONTENTS Introduction... 3 Components...3 Before You Start...4 System Requirements...5 Prerequisites...7 Automatic Install...7 Installation... 8 Basic Configuration Configuration Wizard...19 Mailbox Configuration...28 Creating a Policy...29 Contact Copyright This documentation and software described herein is copyrighted. Under copyright laws, neither the documentation nor the software may be copied or reproduced in any fashion, except where explicitly stated and with the prior written consent of C2C Systems. Although C2C Systems have tested and validated the software and reviewed the documentation, C2C Systems make no warranty or representation, either express or implied with respect to this software or documentation, the quality, fitness for purpose or merchantability, as a result this software and documentation are licensed as is, and you the licensee are assuming the entire risk as to their quality and performance. All C2C Systems products are trademarks or registered trademarks of C2C Systems Ltd. Microsoft, Windows and Office are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other brand and product names are trademarks or registered trademarks of their respective holders. C2C Systems reserves the right to modify the specification of Archive One Policy at any time. Archive One Policy Quick Start Guide V4.2 Page 2 of 33

3 Introduction Archive One Policy is an archiving, retention and retrieval management software application for Microsoft Exchange. It is flexible and adaptable to reflect the varying requirements of management applicable within different industry sectors, countries and corporate needs. At its heart is the ability to archive according to specific organizational requirements. The messages and attachments to be stored can be selected according to a wide variety of criteria, including (but not limited to) message originator, recipient, subject, size and creation dates. These criteria can be applied differently across the range of mailboxes, public folders and PST files. Components The components in Archive One Policy are: Archive One Policy Service a service that runs on a Windows 2000 or later system and performs the archiving by moving messages that match the search criteria in selected mailboxes offline and replacing them with links to the offline store. Archive One Policy Admin a program that runs on any Windows 2000, or above, PC and is used to configure the actions of the Archive One Policy Service. Search Website contains functions to allow users to search the archives of their own mailboxes, or mailboxes they have been granted access to. PST Processor Application a program that runs on the user desktop and processes any PST files that their Outlook session is currently using. Quick Link an optional component that can be deployed to user PCs to integrate archive retrieval into Outlook. Laptop Client an optional component that can be deployed to laptop users to allow them to keep a copy of their archived messages that they can access when not connected to the network. Optionally, you can also install third party storage management software to write archive data to a storage system such as an optical disk jukebox, SAN, NAS or other device. Archive One Policy Quick Start Guide V4.2 Page 3 of 33

4 Before You Start This Quick Start Guide makes the following assumptions: That you are already familiar with MS Exchange and have a reasonable understanding of the Exchange environment in which Archive One Policy will be installed. That you have set up a profile which connects to your Exchange server. As this is probably your first installation of Archive One Policy, it is recommended that you use a test Exchange server. That you have certain Windows and Exchange permissions (see the Prerequisites section). The system on which Archive One Policy is to be installed should meet the minimum requirements detailed below: Archive One Policy Quick Start Guide V4.2 Page 4 of 33

5 System Requirements AOne Policy Service runs on an Intel compatible Windows 2000 SP4 or later, Windows XP, Windows 2003 or later installation (Professional edition or Server edition). The server should be a minimum of a 1.4GHz machine with 40GB disk space (plus storage space for the archives). It should have at least 256MB of memory more than the equivalent correctly configured system would have without Archive One Policy installed. AOne Policy Service can be installed on: The same server that Exchange 5.5 or later is running on. A separate server connected via LAN of at least 10Mbps to the Exchange server. You should ensure that the servers have synchronized clocks. This is default behavior for a Windows 2000 based domain, but must be configured manually for an NT based domain. If you are using Exchange 5.5, it should be at least on Service Pack 3. If you are using Exchange 2000, it should be at least on Service Pack 1. To make full use of Archive One Policy features, the Exchange server to which AOne Policy Service is connecting must have OWA installed and configured and accessible through HTTP (ie not configured to only allow SSL connections). If this is not the case, then users who search the archive of their mailboxes will be able to retrieve mail into their mailbox but will not be able to automatically view it. AOne Policy Admin runs on an Intel compatible Windows 2000 SP4 or later, Windows XP, Windows 2003 or later installation running at least a 1.4GHz processor with at least 256MB minimum memory, that can communicate with the AOne Policy Service and Exchange server. In addition, AOne Policy Service needs either Exchange Admin or Exchange System Manager to be installed on the same machine in order to get the correct messaging environment, and AOne Policy Admin needs Outlook 2000 or later, Exchange Admin, or Exchange System Manager to be installed. When the installation is run to configure the AOne Policy Service, the server must be logged into as a user that has all the following characteristics (or the equivalent Exchange 5.5 characteristics where Exchange 2000 ones are listed here). With a default security configuration, a member of the Domain Admins groups for all domains involved will have all these rights: Is a member of the machine Administrators group of the machine on which the installation is taking place Is a member of the machine Administrators group of each machine that is running Exchange in the Exchange Administrative Group Has rights to create an Active Directory user and group Archive One Policy Quick Start Guide V4.2 Page 5 of 33

6 Has rights to create an Exchange mailbox Has rights to set permissions on Exchange objects None of the above components can be installed on Windows NT, although they can be installed on a Windows 2000 SP4 or later, Windows XP, Windows 2003 or later system and then used to connect to an Exchange 5.5 system that is installed on Windows NT. If you are installing a third party storage manager, this has its own system requirements: BrightStor ARCserve Backup from Computer Associates, version 11 or 11.1, requires at least a 400MHz processor, 256Mb memory and 120Mb hard drive space for the product. Storage Data Protector from HP, version 5.1 or 5.5, requires at least 256Mb memory, 190Mb hard drive space for the product and 16Mb system disk free, on at least Windows 2000 SP3 or later. The HSM product from QStar requires at least 64Mb memory and 70Mb hard drive space for the product All storage managers may need more memory and storage, depending on the options installed and the size of the archive. Consult the storage manager documentation for further information. The PST Processor can be run on any Windows 98 SE or later or Windows 2000 or later system. The Outlook client components (Quick Link and Laptop Client) can be run on any Windows 2000 SP4 or later, Windows XP, Windows 2003 or later system that has Outlook 2000 or later installed. The Search Website can be run on the same server as AOne Policy Service, or on a different server, and additionally requires IIS version 5.0 or later. The installation will install the.net Framework version 1.1 on the server on which it is run, if it or a later version is not already installed. If you are installing the Search Website, you should be aware that ASP.NET, installed with the.net Framework and required by the Search Website, does not work with its default settings on an Active Directory Server. For a fix and full explanation see Microsoft Knowledge Base article Q315158, at: Archive One Policy Quick Start Guide V4.2 Page 6 of 33

7 Prerequisites The account used to install the software should have Administrator rights on the local machine and also be a member of the Domain Admins group. The account needs sufficient rights to be able to: Create an NT global group in the user's current domain. In the case of Exchange 5.5, create a mailbox in the 'Recipients' container on the Exchange server. In the case of Exchange 5.5, know the password for the Exchange Service Admin account and have access to the domain that the account is in. In the case of Exchange 2000 or later, create a mailbox-enabled user in the 'Users' container in the Active Directory of the domain the Exchange 2000 or later Server is in. Automatic Install This guide assumes that Automatic will be selected as the install type as this is the recommended option for first time installations. (There is also an Interactive install option which may be used if a specific account is required to act as the service account.) During installation an Automatic install will: Create a group called AOnePolUsers(your site name or Exchange Admin Group ) Create a user account called AOnePolAdmin(your site name or Exchange Admin Group) Install and configure the Archive One Policy Service and Admin. Archive One Policy Quick Start Guide V4.2 Page 7 of 33

8 Installation Once you have downloaded the Archive One Policy software onto the server to be used, run the program AOnePolicy.exe to start the installation wizard. You should then see the following screen: 1. If you do not have Microsoft.NET installed on your system the following message will be displayed: This needs to be installed before the Archive One Policy installation can continue. Click Yes and the installation will take place automatically. The Archive One Policy installation will then continue. Archive One Policy Quick Start Guide V4.2 Page 8 of 33

9 2. When the InstallShield Wizard welcome screen appears click Next. 3. You will then be presented with the product License Agreement. Read it and click on the radio button to accept the agreement and click Next. Archive One Policy Quick Start Guide V4.2 Page 9 of 33

10 4. When prompted, enter your name and that of your company in the boxes provided. Then click Next. 5. You will now be asked to choose the components you wish to install. If this is the first time that you are installing, we recommend that you do not change the default selection (i.e. all components). If you wish to install the software on another drive or in another directory, click Change then key in the required location path. Then Click Next. Archive One Policy Quick Start Guide V4.2 Page 10 of 33

11 6. Select the language you require and click Next. 7. The wizard is now ready to begin the installation. If you need to change any options click Back. Otherwise, click Install. Archive One Policy Quick Start Guide V4.2 Page 11 of 33

12 8. When prompted, enter the display name of the Exchange server in the admin group (e.g.server1) and click Next. 9. If you are running Exchange 5.5 you will then be asked to provide the port number to use for LDAP. Enter this in the box provided and then click Next. (If you are running Exchange 2000 or later skip to step 10.) Archive One Policy Quick Start Guide V4.2 Page 12 of 33

13 10. You are now asked to select either an Automatic installation (where the account and all relevant permissions are created for you) or an Interactive installation (which allows you to choose which account to use). For first time installations you should select Automatic then click Next. 11. At this point the installation will vary slightly depending on which version of Exchange you are running. If you are running Exchange 2000 or later, skip to step 12. If you are running Exchange 5.5, the following screen will be displayed. Enter the password for the Exchange Server service. Click Next and then go to step 14. Archive One Policy Quick Start Guide V4.2 Page 13 of 33

14 12. If you have Outlook Web Access installed in your environment you can choose to use it to display archived messages by selecting the Yes button on the following screen (or if you do not wish to use it, select No ), then click Next 13. You will then be asked to enter a password for the service account that is to be created and confirm it. (N.B. The password must conform to the password policy in force on your network.) Click Next. Archive One Policy Quick Start Guide V4.2 Page 14 of 33

15 14. A service group will then be created. Make sure that the service account and the current logged on user appears in the displayed list and then select Next. 15. Install the Message Link form. Archive One Policy Quick Start Guide V4.2 Page 15 of 33

16 16. Install to your organization s form library. 17. The preparation is now complete and you can start the Archive One Policy service when the installation finishes. Make sure the Start Service box is ticked and press Yes. Archive One Policy Quick Start Guide V4.2 Page 16 of 33

17 18. The installation will then continue: 19. When the InstallShield Wizard Complete screen appears, click Finish to end the installation. The installation is now complete and an icon called Archive One Policy will have been added to your desktop: You are now ready to configure the archiving process. Archive One Policy Quick Start Guide V4.2 Page 17 of 33

18 Basic Configuration Before you begin configuring the system you first need to do the following: Using Outlook or Exchange System Manager, create a public folder in Exchange to hold the search results (e.g ArchiveOneDataResults). Create another public folder to be the used as the Temporary Archive Public Folder. (e.g. AOnePolicyDataTemp ). When you have done this, double click on the Archive One Policy icon to start the configuration. The first screen you are presented with is a login screen. Enter the name of the Exchange Server that Archive One Policy is to process (the name you gave during installation) and click OK. Archive One Policy Quick Start Guide V4.2 Page 18 of 33

19 Configuration Wizard As this is the first time that Archive One Policy has been run on the system, the configuration wizard will start automatically. 1. In order to allocate the correct amount of disk space for the Archive One Policy Service, we recommend that you first read the sizing guide by clicking Read Sizing Guide. (This will be displayed in a separate window see next page.) When you have done this click Next to continue. Archive One Policy Quick Start Guide V4.2 Page 19 of 33

20 2. You will then be asked to choose a name for the repository. Enter the name in the box provided and then click Next. 3. If you are going to use a third party storage manager select it from the following list. Otherwise select None, then click Next. Archive One Policy Quick Start Guide V4.2 Page 20 of 33

21 4. Enter a directory name to be used for index files and temporary data (e.g. c:\aonepolicy\index). Click Next. (Note: you should use a UNC Name rather than a mapped drive.) 5. Enter the name of the directory to be used for archiving (if you are not using a third party storage manager), e.g. c:\aonepolicy\archive. Click Next. (Note: you should use a UNC Name rather than a mapped drive.) Archive One Policy Quick Start Guide V4.2 Page 21 of 33

22 6. You will now be requested for the name of the temporary archive public folder that will be used during the archive process. Click Browse for folder to find the name of folder you created earlier (e.g. AOnePolicyDataTemp). 7. The Rate Control page will then be displayed. We recommend that you use the defaults of no rate control by clicking Next. (You can change the values later if you need to). Archive One Policy Quick Start Guide V4.2 Page 22 of 33

23 8. Select a retention period from the drop down menu. (N.B. any items in the archive that are older than the given retention period will be automatically removed from the archive). We recommend that you use Indefinite and Click Next. 9. The wizard will then display information about your product license key. (If you have downloaded the trial software the 30-day trial key will be displayed). If you wish to enter another key click Review or change license key and enter the new key. Otherwise click Next. Archive One Policy Quick Start Guide V4.2 Page 23 of 33

24 10. You will now be requested to enter the name of the public folder that will hold search results. Click browse to find the name of the folder you created earlier, e.g ArchiveOneDataResults, and then click Next. 11. Enter the URL for the search archive website: Archive One Policy Quick Start Guide V4.2 Page 24 of 33

25 12. On the next screen you are requested to enter the URL that will be used for the archive Search Website. If you are going to use OWA to view retrieved messages you should click on the select box and enter the name of your OWA server in the box provided. If you require an SSL connection to your OWA service, click on the selection on this screen. Then click Next. 13. The first part of the installation wizard is now complete. When the following screen appears click Next. Archive One Policy Quick Start Guide V4.2 Page 25 of 33

26 14. When the Mailbox Folders screen is displayed, keep the default selections by clicking Next. 15. The wizard now shows the LDAP port number for the Exchange Server. You should not need to change this, so click Next to confirm. Archive One Policy Quick Start Guide V4.2 Page 26 of 33

27 16. If you want to change the location for temporary data, enter a new directory: 17. The system configuration is now complete. Click Finish to go to the Archive One Policy Admin console in order to configure the mailboxes you wish to process. Archive One Policy Quick Start Guide V4.2 Page 27 of 33

28 Mailbox Configuration You now need to define which mailboxes you wish to archive. Right click on the Mailbox Manager item in the left-hand list and select Add mailbox. Click on a mailbox that you wish to archive and then click Add. Repeat for any other mailboxes (the evaluation software allows up to 5 mailboxes to be chosen). Once you have finished click OK. You have now completed the configuration of Archive One Policy and are ready to define your archiving policy. Archive One Policy Quick Start Guide V4.2 Page 28 of 33

29 Creating a Policy 1. Select Policies from the list. You will see that a number of pre-configured policies come with the system. To create a new one, right click on Policies and select New. 2. Enter a name for the policy. Archive One Policy Quick Start Guide V4.2 Page 29 of 33

30 3. To define particular criteria for the search, click on Search Criteria. Select the required values from each of the drop down menus, then click Add>>. Once you have entered all your criteria click OK. 4. Next, click on Where to search and select All enabled mailboxes, then click OK. Archive One Policy Quick Start Guide V4.2 Page 30 of 33

31 5. Click Actions and select Archive them from the drop down menu then click OK. 6. You have now completed the policy definition. Click Done. Archive One Policy Quick Start Guide V4.2 Page 31 of 33

32 The new policy will now appear in the list of policies. 7. To run the policy, right click on it and select Start now and the Policy Status window will appear which will display the progress of the policy as it is running. Archive One Policy Quick Start Guide V4.2 Page 32 of 33

33 Contact If you require further assistance, please contact C2C support at: Or go to: Americas EMEA/Asia Pacific C2C Systems Inc. C2C Systems Ltd. 1 Federal Street 6 Richfield Place, Richfield Ave Springfield Enterprise Center Reading, Berkshire, UK Springfield, MA USA RG1 8EQ T: (413) T: +44 (0) F: (413) F: +44 (0) and Archive One Policy Quick Start Guide V4.2 Page 33 of 33

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