Administration Manual

Transcription

1 EMA Archive Appliance Administration Manual EMA-S40 EMA-S40Pro EMA-S40Pro-M EMA-S400M EMA-S400Pro-M >>

2 Imprint ARTEC Computer GmbH Robert-Bosch-Str. 38 D Karben Germany Phone: Fax: [email protected] Internet: Trademark Information EMA Archive Appliance is a registered trademark of ARTEC Computer GmbH. Copying, reproduction or duplication is prohibited without express permission of ARTEC Computer GmbH. Microsoft, Windows and the Windows logo are registered trade marks or trade marks of Microsoft Corporation in the United States and/or other countries. Unix is a registered trade mark of the AT&T Bell Laboratories. Internet Explorer is a registered trademark of Microsoft Corporation. Netscape, Netscape Navigator und Netscape Communicator sind eingetragene Warenzeichen und Dienstleistungsbezeichnungen von Netscape Communications Corporation in den USA und anderen Ländern. Netscape, Netscape Navigator, and Netscape Communicator are registered trademarks or service marks of Netscape Communications Corporation in the United States and other countries. Firefox and the Firefox logos are trademarks of the Mozilla Foundation. Mozilla and the Mozilla logos are trademarks of the Mozilla Foundation. All other trademarks and service marks mentioned in this manual can be registered trademarks or trademarks of the corresponding companies. Copyright 2005 ARTEC Computer GmbH. All Rights Reserved.

3 Inhaltsverzeichnis Table of contents Table of contents Imprint Trademark Information Table of contents Introducing EMA Features of EMA System Requirements Package Contents Operating elements EMA Web Interface Technical Specifications Safety Guidelines Help and Support Quick Start Connect to Power Using EMA as a Bridge Connecting the Cables Logging On to the System The Next Steps Shutting down EMA Configuring EMA Changing the Password Operating Mode Transparent Archiving Encrypted and digitally signed s Encrypted Connections Using Your Own Server Data Management Filter (for Transparent Archiving) Filter (for Mailserver-Archiving) Print to Archive Full-Text Search Searching the Archive Viewing Statistics EMA Log

4 Table of contents Management Managing the Archive Creating an Administrator account The four-eye-principle User Permissions Secure Access to EMA Microsoft Internet Explorer Other Browsers After the installation of the certificate Backing up the archive Scheduled Backup Backing up to a Windows or Unix NFS Share Manual Backups Restoring the archive Help and Support Error Reporting Firmware Software & Downloads Notifications Registering EMA How to Register EMA Internal Servers Connecting the device Configuring Exchange Using EMA with Microsoft Exchange Archiving s with Lotus Domino The Import Wizard Importing from Microsoft Outlook 2000/XP/ Importing from Microsoft Outlook Express Frequently Asked Questions Warranty GNU General Public License

5 Introducing EMA 0Introducing EMA Thank You for choosing EMA! EMA is a professional archiving system designed to be used in businesses. It consists of a hardware appliance and a web interface, which you use to configure how the appliance operates. EMA hooks itself between your system and the Server. All incoming and outgoing will be directed through the appliance and will be archived automatically with attachments! EMA thus offers you simple and easy archiving of your traffic. You can archive messages to a Windows or a UNIX share, which allows you to integrate EMA easily into an existing network infrastructure. Depending on how you configure the appliance, it will securely transport your data to the corresponding storage area. This way you can comply to the legal and financial requirements dealing with saving and archiving s. Features of EMA EMA archives all incoming and outgoing s (POP3/SMTP). EMA archives all incoming and outgoing s from server systems that have access to a journaling function (optional, only S40Pro-M, EMA- S400M, EMA-S400Pro-M). EMA allows you to restore lost or deleted messages via the web interface. This can be done by the administrator (all editions) or by individual users (optionally, only for EMA-S40Pro, S40Pro-M, S400Pro-M). EMA detects all set up accounts, irrespective of the chosen operating mode or the used system. All can be saved onto the internal hard drive or to an external network share.! Please make sure to save your archive and backups to an external storage area such as a Windows file server or UNIX NFS resources! You can also increase the integrity of the archive by integrating it into your backup system. EMA encrypts all messages with a 128 bit AES (Rijndael) algorithm and thus protects your archived and saved messages from unauthorized access. EMA contains features for automatic or manual backup and restoration of all archived data. EMA supports the LDAP protocol. s will be digitally signed by our ANA-Server and thus a secure time- and datestamp will be stored with the . If you register EMA you will get all updates, service and support free for 3 years! This period can also be extended on request. 5

6 Introducing EMA 0System Requirements EMA works independently of your operating system. To use EMA you need: A functioning internet connection (DSL, fixed line, ISDN/Analogue via a router).! EMA can not be integrated into systems in which client PCs dial in directly to an ISDN or an analogue internet service provider. A modern browser such JavaScript enabled. If your browser uses any popup-blocker, enable the url to open popup windows. Cookies have to be enabled. One or more set up accounts via POP3/SMTP process (EMA-S40), EMA-S40Pro) or alternatively an server with journaling function (EMA-S40Pro-m, EMA-S400M, EMA-S400Pro-M), e.g. Microsoft Exchange. For external archiving and backup, you will need access to a Windows share or a UNIX NFS resource.! For details setting up and using EMA with MS Exchange read the chapter Internal Servers. To enable EMA Archive updating itself automatically you need access to the internet via HTTPS (TCP-Port 443), HTTP (TCP-Port 80) and DNS (UDP-Port 53). To be able to send an error report with the integrated support form and for the connection to the ANA-Server you need access to the internet via HTTPS (TCP-Port 443). To synchronize to System time with the internet correctly you need access to the internet via NTP (UDP-Port 123). 6

7 Introducing EMA 0Package Contents EMA-S40 Series Please inspect the contents of your EMA package thoroughly. You should find the following inside it after first opening it: EMA Archive Appliance S40 Hardware appliance with web interface. 02 Power Cable To be connected to a power socket. 03 Red patch cable (1 meter) For connecting EMA to a switch. 04 Grey Crossover cable (1 meter) For connecting EMA to a computer. 05 External Power Supply Unit For supplying EMA with power. Be sure to use only this power supply unit with EMA. 06 CD with manual Read this manual thorougly to use EMA correctly. 07 Quick Start Guide If you find that anything is missing or damaged, please contact our customer support department immediately: ARTEC Computer GmbH Customer support Telefon: Telefax: [email protected] 7

8 Introducing EMA 0Package Contents EMA-S400 Series Please inspect the contents of your EMA package thoroughly. You should find the following inside it after first opening it: EMA Archive Appliance S400 Hardware appliance with web interface. 02 Power Cable To be connected to a power socket. 03 Red patch cable (1 meter) For connecting EMA to a switch. 04 Grey Crossover cable (1 meter) For connecting EMA to a computer. 05 CD with manual Read this manual thorougly to use EMA correctly. 06 Quick Start Guide If you find that anything is missing or damaged, please contact our customer support department immediately: ARTEC Computer GmbH Customer support Telefon: Telefax: [email protected] 8

9 Introducing EMA 0Operating elements EMA-S40 Series Front Power Button A button which turns the appliance on and off. Back Power DC IN To connect EMA with it s power supply unit. 10 Management LAN Temporarily connect with a PC or Laptop to connect to the device s web interface with the URL 11 Console A diagnostics port for servicing the device. (This may only be used by authorized ARTEC service personnel!). 12 WAN For incoming connections: Connect your DSL modem, router or fixed line to this port. 13 LAN For connecting a switch/hub/pc. To connect to the web interface from a PC use the URL 9

10 Introducing EMA 0Operating elements EMA-S400 Series Front Power Button A button which turns the appliance on and off. Back Power DC IN To connect EMA with it s power supply unit. 09 Management LAN Temporarily connect with a PC or Laptop to connect to the device s web interface with the URL 10 WAN For incoming connections: Connect your DSL modem, router or fixed line to this port. 11 LAN For connecting a switch/hub/pc. To connect to the web interface from a PC use the URL 10

11 Introducing EMA 0EMA Web Interface 12 EMA Webinterface After logging in to the system ( you can configure the appliance according to your needs. The configuration will be described thoroughly in the following chapters. 11

12 Introducing EMA 0Technical Specifications EMA-S40 Series On-Board C3 376 PIN EBGA Package 40GB Local Storage 256MB RAM on Board Power: Integrated 12V DC-Input Front: Power Switch Back: 12V DC-IN power jack 9-pin Serial Console Port 3 x LAN Power Use: 12 Volts, 2.5 Amperes EMA-S400 Series Intel P4 Prescott CPU 400GB Local Storage, mirrored 512MB RAM on Board Power: 250W Power Supply Unit Front: Power Button Back: Power Cable 9-pin Serial Console Port (to use by authorized ARTEC Service Personnel only) 3 x LAN Power Use: max. 250W We reserve the right to change these technical specifications without prior notification. 12

13 Introducing EMA 0Safety Guidelines Please take care of the following paragraphs regarding operation, storage and maintainance of EMA. This is not only for your own safety but also ensures that the device is protected against damage, loss of data and that the warranty is not void. Power Ensure that the local power supply system is conform to the EN regulation and is a stable power source which can supply the needs of the power adaptor. Only use the power adaptor that is delivered with the device. Before you plug the power cable into the socket, be sure to check the specifications of the power adaptor. Only use the power adaptors and cables supplied with the device. Power Adaptors or cables from other manufacturers can cause damage or loss of data and will void your warranty. Disconnect the power from the device if it is not going to be used for an extensive amout of time. This prevents possible damage caused by a surge. Cleaning and Maintainance Switch EMA off before cleaning it. Make sure that the device is disconnected from the power supply and has been switched off for atleast 15 minutes. Please ensure that no moisture enters the device when cleaning it. Do not use any acidic cleaning solutions; we recommend you use only water and an anti-static cloth for cleaning. Do not to open the EMA appliance. Opening the appliance will void your warranty. The device has no user-servicable parts and thus may only be opened by authorized service technicians from ARTEC Computer GmbH. Storage of the device Ensure that the device is firmly placed on a shock-free secure location. Severe damage can be caused if the device falls on the floor. Do not expose the device to direct solar radiation or extreme heat conditions (Room temperatures greater than 35 C). Ensure that the device is not placed in areas with moisture. 13

14 0 Working with EMA Introducing EMA Do not drop, shake or tumble EMA. This can damage the internal parts and cause loss of data. Do not remove any cables or plugs, before you have shut down EMA correctly. This could lead to loss of data. See the manual on the CD for more information. Do not put any container with liquids onto or close to the device. Contact with liquids can cause short-circuits and electronic components of the device can be damaged. This could lead to loss of data. When operating, the device developes heat. Be careful not get burnt by touching it. Do not put anything onto or close to the device, because this can overheat the device, which could lead to data loss. The ventilation holes on the side of the device are used for air circulation so the device does not overheat; do not cover them. Make sure that nothing enters the ventilation holes as this could start a fire, give you an electric shock or damage the sensitive electronic components of EMA. Help and Support ARTEC Computer GmbH offers you a wide range of product support services for EMA. The only requirement is that you register your product. After registering EMA you will receive updates, service and support free of charge for 3 years! To learn more about registering and to find out how to register, see the chapter Registering EMA. Should you have further questions about this manual, the installation or the operation of EMA or if you found a problem, whose solution is not covered in this manual, contact our customer support department. Our competent service personnel will gladly help you! ARTEC Computer GmbH Customer Support Telephone: Fax: [email protected] 14

15 Quick Start 1Quick Start 1 Connect to Power 1 Unpack the device, the cables and the power adaptor. Be sure to keep the original package. 2 Plug the power adaptor to the Power DC IN jack [09] on the left of the back of the device. EMA usually powers itself up after plugging it into the power socket.! Use only the power supply supplied with the device. Usage of different power supplies can cause irreversible damage on the device and voids your warranty. 3 If this does not happen, press the Power Button [08] on the front of the device. 2 Using EMA as a Bridge! Initially EMA is configured as Bridge with local Network configuration via DHCP. When you integrate EMA into your Network, it has to be installed between your DSL Modem / Router / Fixed Line and the switch that you use to connect all client PCs to your network. The sequence of the devices should be as following: Modem / Router / Fixed Line > EMA > Switch with connected clients or Client PC. If you use a DSL modem with an integrated Router AND Switch, EMA cannot archive s. In this case we recommend to install EMA as Bridge between the modem router and an additional Switch (not delivered with EMA) and to use this addtional switch to connect all client PCs. 15

16 1 3 Connecting the Cables Now we will walk you through the process of connecting EMA to your network. 1 Remove the network cable to your internet access from the LAN Port of your PC/switch. 2 Connect this cable to the WAN Port of EMA. 3 If you are going to connect EMA directly to a computer, please use the grey Crossover cable [04]. a Connect the Crossover Cable to the LAN-Port of EMA. If you are going to connect EMA to a Switch, use the red Patch cable [03]. b Connect the Patch cable to the LAN-Port of EMA. 4 Connect the other end of the cable to the LAN-Port of your PC / Switch. EMA-S40 / EMA-S400 Series Quick Start 4 Logging On to the System! Your installation is now complete. The device is ready to work and will archive s from now on. You can start the EMA web interface anytime from any PC in the network and configure it for your needs. The PC has to be located in the local network and must have a modern browser with JavaScript support. The PC must also obtain it s IP address automatically via DHCP. 1 Start a Browser. 2 Navigate to If this does not work, try 3 Log in with the user name administrator and the password admin. By this time you should have logged in successfully to the EMA web interface. Once logged in, you can configure the appliance. 16

17 1 5 The Next Steps Quick Start Now that you have EMA working, you should fine-tune the settings to adjust them to your individual needs. We recommend you to change the following settings first: 1 Change the password in order to protect the system from unauthorized access. Read the chapter Changing the Password for more information. 2 Initially EMA is configured as Bridge with local network configuration being done by DHCP. Alternatively you can use the device as a DSL Router. If you are connected to the internet through a fixed line, use the operating mode Static IP. Read the chapter Network in the user manual to learn more details about these settings. 3 After being installed for the first time EMA saves s to the local hard drive. For security reasons, we strongly recommend you to store the archive on a external share in the network. Read how to change these settings in the chapter Storage in the manual on the CD. 4 Register EMA and enjoy the benefits of receiving udates, service and support are free of charge for three years instead of the usual 30 days. Learn more about registering EMA in the chapter Registering EMA. 6 Shutting down EMA EMA has been developed to operate 24/7. Once turned on, it should never be turned off. If you need to switch off EMA even though, proceed as described in the following. 1 Push the Power Switch [08] on the front of the device shortly. EMA needs about 20 to 30 Seconds to shut down. The device has shut down successfully when the light inside the power switch goes dark. 2 Now you can unlink the device from the network and from the power supply.! Never remove any cable while the device is running. This can cause damage of the device and could lead to data loss. Turn off the device first. The only time you should connect and disconnect cables is when you are configuring the device the first time. Never remove the power adaptor while the device is turned on! 17

18 Configuring EMA 2Configuring EMA After logging in to the system ( you can configure the appliance to suit your needs. The categories General Settings, Archive and Backup are explained in this chapter. Changing the Password To prevent unauthorized access to the device, you should change the password before continuing to configure the device. Let s see how you can change the factory default password to your own. 1 Enter the current password in the field Current Password.! The factory default password is admin. You can change the account name and the password to any value that does not contain symbol. The account name and the password must consist of at least five alphanumerical characters. Be sure to use a secure password. 2 Enter the new password in the field New Password. 3 To prevent that you lock yourself out by mistyping your password, enter it again in the field Confirm New Password. 4 Confirm your changes by clicking Change Password.! In case the administrator password is forgotten, it can be reset through the Management-LAN port during the first five minutes after the device was powered on. 18

19 Configuring EMA 2Operating Mode With General Setting Operating Mode, you determine the mode in which EMA is operated.. The operating mode has to be chosen depending on the way that your company receives s, e.g. if you send and receive s via POP3/ SMTP protocol or if you administer your own server, e.g. Microsoft Exchange. You can choose between the following options that are further explained on the next pages: Transparent Archiving EMA is connected between the internet (WAN) and the Local Area Network (LAN). Thus it stores all incoming and outgoing s sent via the POP3/SMTP protocol. In this mode, EMA can be configured as an Ethernet Bridge, as a static router or as a DSL router. This mode is suitable mostly for small companies with few employees. Archiving while using one s own server Together with the server, EMA is integrated into the local network. With an server configuration, all s (internal as well as external) are sent as a copy to EMA and are then archived. This mode is suitable for middle-sized and bigger companies that administer their own server. Print to Archive (optional) If you have obtained the optional Print To Archive function In this area you can activate it. Print To Archive allows you to archive any documents automatically that have been printed through any printer. 19

20 Configuring EMA 2Transparent Archiving This mode is ideal for archiving s that are sent and received via POP3/SMTP protocol. In the menu General Settings Operating Mode, choose the option Transparent Archiving and confirm this setting by selecting Save settings. With Transparent Archiving, you can setup network configurations that enable the operation of the appliance as Bridge DSL Router or with static IP Address (to be used with fixed lines). 20

21 2 Using EMA-S40 / EMA-S400 Series EMA as a Bridge Configuring EMA EMA is initially preconfigured as Bridge with local network configuration via DHCP. Select this mode if your network configuration is as follows: Router > EMA > Computer/Switch > many Computers 1 Enter a network name for EMA in the field Computer name. The name should be clear and only assigned once in the network.! In regards of the importance of the computer name, please read the notes on page 26 of this manual. 2 Select the option Bridge. In this mode the appliance will only archive E- Mails. You will now have to appoint the IP address for the appliance in the network. 3 Choose Automatically configure the network via DHCP if EMA has to obtain its IP address from a DHCP server in the network. 4 Choose Use a fixed IP adress if you manually want to appoint an IP address. 5 Confirm the handling of s that are transferred with an encrypted connection and confirm your changes by selecting Save settings. More information on encrypted connections you can find on page 25 of this manual. 21

22 2 Operation EMA-S40 / EMA-S400 Series as a DSL-Router Configuring EMA You can also use EMA as a DSL router. Select this mode if your network configuration is as follows: DSL-Modem> EMA > Computer/Switch > many computers 1 Click the radio button DSL Router to change the network settings for this function. 2 Account: Enter the account name that you use for DSL access that you received from your DSL provider. 3 Password: Enter the password that you use for DSL access that you received from your DSL provider. 4 Connection type: you can only choose Permanent. The archive is only suitable for usage as a DSL router if you use a volume based DSL rate or a DSL flatrate.! The appliance should NOT be operated with a time based DSL rate. A permanent connection to the internet is built up which could lead to high costs. Once you have saved the settings, the device will attempt to log in to your DSL provider with the account information you provided Now define the network settings to your Local Area Network. 5 In LAN-Settings enter the chosen IP adress as well as the Subnet Mask. 22

23 2 6 Configuring EMA Under DHCP-Server, select the radio button Assign other other computers an IP address with DHCP and enter the range of IP addresses from which the integrated DHCP-server should assign IP addresses to clients in the network. Click the radio button Do not start a DHCP service, if there exists already a DHCP server in your Local Area Network.! You should only enable the integrated DHCP-server if there are no other servers in your network. 7 Assign the commerce with s that are transferred through an encrypted connection and confirm your changes by selecting the button Save settings. More information about encrypted connections you can find on page 25 of the manual. Static IP address Select this feature if your company uses a fixed line to the internet and your network configuration is as follows: Router > EMA > Computer/Switch > many computers 1 Select the radio button Static IP address. 2 Enter the appropriate values for IP address and Subnet Mask. 3 Enter the IP address for the Default Gateway 23

24 EMA-S40 / EMA-S400 Series 2 4 Enter the IP address of the DNS-Server received by your provider. 5 Under LAN-Settings, enter the IP address and Subnet Mask that the device should have in the Local Area Network. Configuring EMA 6 Under DHCP-Server, select the radio button Assign other other computers an IP address with DHCP and enter the range of IP addresses from which the integrated DHCP-server should assign IP addresses to clients in the network. Click the radio button Do not start a DHCP service, if there exists already a DHCP server in your Local Area Network.! You should only enable the integrated DHCP-server if there are no other servers in your network. 7 Assign the commerce with s that are transferred through an encrypted connection and confirm your changes by selecting the button Save settings. More information about encrypted connections you can find on page 25 of the manual. 24

25 Configuring EMA 2Encrypted and digitally signed s! EMA supports end-to-end encrypted and digitally signed s based on X509-certificates and SMIME without restrictions. The encryption and signature remains completely unaffected when restoring or opening an . Please note that afterwards you can read encrypted SMIME s only if you have a backup of the respective private key. Encrypted Connections SSL/TLS Encryption encrypts just the way between the -Application of the client and the respective -Server. From this point s will be transferrend unencrypted to their recipient. EMA cannot archive if transferred through an encrypted connection. The appliance is not able to intercept encrypted connections and thus messages will not be archived. 1 If you want to prevent clients from receiving through encrypted connections, check the checkbox called Inhibit encrypted connections. EMA then closes port 995 (Pop3s). 2 To allow clients to receive through encrypted connections, uncheck the checkbox called Inhibit encrypted connections. Please note that in this case these s will not be archived.! transferred through encrypted connections will not be archived! We recommend that you keep the checkbox checked at all times and that you disable encrypted server connections on all clients in your network. See the documentation of your client for details on how to do this. 25

26 Configuring EMA 2Using Your Own Server This setting is suitable for archiving s if they are sent and received through your own server (e.g. Microsoft Exchange). Internal s (sent between users of the server) as well as external s (between users of the server and external addresses) are archived. 1 Under General Settings Operating Mode select the radio button Archiving while using one s own Server and confirm your changes by clicking Save settings. Following, choose your network settings for the application of the archive with your own server. 2 Under General Settings Network enter the network hostname for the archive. The name must be unique and only assigned once in the network.! This computer name is also used to generate the SSL certificate that allows secure access to the web interface. If you do not use an IP address to access the web interface, you need to make sure the name you enter corresponds to the name assigned by your DNS server. This will prevent security warnings about a supposedly invalid certificate from appearing. 26

27 2 3 Configuring EMA Under Configuration, enter the IP address of the device, the Subnet Mask, the Default Gateway, and the DNS-server of the internet access.! If you do not have the required data at hand, please contact your network administrator. 4 You can configure your own time server in the section titled Time Server (NTP). The system will connect to the specified address to synchronize its internal clock with the current time. The default is pool.ntp.org. 5 If you want EMA to use a proxy server to connect to the internet, you can configure the relevant settings in the Proxy Server section.! Select the option titled EMA is connected directly to the internet if you do not want EMA to use a proxy server. If you select the option called Internet connections require a proxy server, you will need to enter the hostname or IP address of the proxy server, along with the port number into the respective field (for example: proxy.example.com:3128). If your proxy server requires authentication, enter the username and password to access it into the relevant fields. If you use a proxy server, we recommend not to limit it s capacity. Please contact your network administrator if you do not know your proxy server s connection information. 27

28 2 Confirm Configuring EMA your changes by clicking on Save Changes and switch to the Mail Server tab. If your network uses an LDAP server, EMA can be configured to use it. The appliance will make use of data provided by LDAP (such as usernames and passwords) which can simplify account management. Use the following option to determine whether LDAP should be used. The LDAP option is only available in EMA versions with user access. 6 If you want to use data from the Microsoft Active Directory LDAP service, activate the option LDAP for Active Directory enabled. Enter the hostname or IP-Address of the LDAP server which you want to use into the field titled LDAP Server. Click the button Determine DN to have the appliance automatically retrieve the information necessary to fill in the fields LDAP Base DN (Distinguished Name) and NT Domain. If LDAP for Lotus Notes is being used, activate the option LDAP for Lotus Notes enabled.! Enter the hostname or IP-Address of the LDAP server. LDAP is usually activated by default in Lotus Domino. Please consult your Lotus Domino administrator if you are unsure whether LDAP is active. 28

29 2 If Configuring EMA you do not want to use LDAP, activate the option No LDAP (accounts are automatically learned by EMA). If LDAP is not being used, EMA will automatically learn accounts and every user will receive a welcome containing their username and password. EMA provides default texts which can be replaced by user-defined ones. Note that the place holder variables $username and $password need to be included as they will be replaced with the actual username and password. You can restore the original and German texts by clicking the respective reset links. 7 Under local address enter the domains the company uses for its addresses as shown in the following example: *@example.com. If your company uses more than one domain, please enter all domains in the following window (one domain per line, no separations).. 29

30 2 8 Configuring EMA If your Mailserver uses different names for certain -Headers, you can enter these names in the corresponding fields like shown below. Usually these settings are not to be changed. 9 Enter the server s address into the section titled Server s Address. This data is used to redeliver messages and also requires you to enter a username and password. 10 In the area return address enter the address that will be noticed if mistakes or problems occur. We recommend the address of a responsible administrator. Finish configuring the Mail Server settings by clicking on Save Changes 30

31 Configuring EMA 2Data Management In this area you can select the location of where your archive will be stored: 1 Local Hard Disk: The archive will be stored on the appliance s internal hard disk.! Saving the archive on the local hard drive does not enhance its security on the EMA S40. Try to save the archive on another location in the network. If you must save the archive locally, we recommend that you create regular backups of it. 2 Windows Share: This saves the archive to a Windows network share on the path specified.! Ensure that the path supplied exists and the given user has sufficient access rights to the share. If no access restrictions are in effect, you do not need to enter a username or password. 31

32 2 3 Configuring EMA Unix NFS Share: Saves the archive to a UNIX NFS-Host in the path specified. 4 Enter the host name into the field titled Host. 5 Enter the path into the field titled Path.! If you do not know the host name or the path, contact your system administrator. 6 Available: This shows the amount of space available on the appliance.! Click the checkbox named Only accept if the storage location is available if the Archive s storage location is available anytime. Activating this option offers more security, because it ensures that any archived will be stored immediately on it s storage location. If this option is not activated, EMA accepts incoming s independent from the availability of it s storage location. These data will be cached locally, until the storage is available again. Switching off this option could cause loss of data in case of a hardware defect of the EMA Archive Appliance. 7 Enable ANA-Signing-Service: In this Area you can enable or disable the ANA Signing Service. This service allows EMA to make a digital Signature available. Find more information about this topic in the section Managing the archive on page

33 Configuring EMA 2Filter (for Transparent Archiving)! Under General Settings Filter you have the possibility to define rules of filtering by which it is decided whether s should be archived or not. This option is only available, if you have chosen the operating mode Transparent Archiving. Each of the following filtering options provides the possibility to either disable (no filter) or to enable the feature as inclusive or exclusive filter. If you want to archive s that comply with these rules, select the option inclusive Filter. If you do NOT want to archive s that comply with these rules, select the option Exclusive Filtering. With most of the filters, you can enter more than one name (one per line). At the end or beginning of the line you can use `* as a place marker (Example: `pt *, `*@web.de or `privat@* ). Filtering by IP Range Enable this filter if you want to filter s that come from a specific IP address (IP address of the server that initializes the connection). Enter the range of the addresses in the designated area. 33

34 2 Filter EMA-S40 / EMA-S400 Series by user name Configuring EMA Enable this filter if you want to filter s being sent or received from a specific user name. You can enter more than one POP3/SMTP-user name (one per line).! Enter POP3/SMTP-user names here, NOT addresses. If you are not sure which name to enter, please contact your provider. Some providers use the addresses of their users as user name, too. In this case the address can be entered here as well. Filter by local SMTP address With this filter you can choose if s with a certain address in the SMTP field should be archived or not. This filter affects local addresses. 34

35 2 Filter EMA-S40 / EMA-S400 Series by remote SMTP address Configuring EMA With this filter you can choose if s with a certain address in the SMTP field should be archived or not. This filter affects non-local addresses. Filter (for Mailserver-Archiving)! Under General Settings Filter you have the possibility to define rules of filtering by which it is decided whether s should be archived or not. This option is only available, if you have chosen the operating mode Using your own Server. Global Blacklist This filter allows to exclude names or domains of addresses from being archived by using wild cards. 35

36 2 Sender EMA-S40 / EMA-S400 Series Blacklist Configuring EMA This filter allows to exclude names or domains of addresses from being archived by using wild cards (when these names or domains are part of the sender). White list for local users Activate this filter when you only need to archive a part of all incoming s. This can be useful, when you are responsible to administrate different domains, while not all of them have to be archived. This is an including filter, please ensure to enter filter criteria, when you activate this filter. Confirm your changes by clicking the Save Changes Button. 36

37 Configuring EMA 2Print to Archive Under General Mode of Operation you can find the option to enable Print to Archive. Print to Archive makes it possible to archive all documents which are printed out using previously defined printers. Printed documents are automatically archived as PDF files without further user interference and contain the same comfort and security features as E- Mail messages that are archived. Archived documents are included in the full-text search index, encrypted and signed with an authentic digital date and timestamp. Using the full-text search they can be found and restored with a few mouse clicks. Print to Archive is not part of the default EMA distribution. For more information, please contact your EMA reseller. If you would like to use Print to Archive, enable the checkbox titled Enable Print to Archive. Then go to Print to Archive Settings to configure the feature. Activate the needed print protocols by checking their checkboxes at Print To Archive Protocols. Enable the LPD option if you need to print over this interface in your network. Activate the Internet Printing Protocol if this protocol is used in your network, and enable IPP Broadcasts if they are used in your network. These broadcasts notify client computers about installed printers in the network and make it possible for client PCs to configure them easily. If these functions are unknown to you, ask your network administrator for help. 37

38 2 Now configure a few options regarding archive generation. Configuring EMA Print the archived document, instead of the original: If this function is activated, each document printed over an archives printer is first converted and archived. Afterwards the archived document is printed. This option slows the print process down somewhat and can slightly change the appearance of the printed document. Linearize PDF documents: This function optimizes documents regarding the loading times. With this function enabled, produced PDF documents are transmitted to clients page by page, so that first pages of a document can already be viewed while the remainder is still loading. This is very useful for large documents. If needed, you can activate a printer share for Windows client. Select Do not create Windows Shares for Printers, if you do not want to create windows shares. Select Enable the Creation of Windows Printer Shares, if you want to share the archive printers inside a windows network. Enter the following information into the respective fields: a network name (may be only assigned once in the network), optionally a description, and finally the name of the workgroup. Activate List printer publicly if you want the printer to be listed to clients browsing the network. If problems should arise with the printer share, clicking on Repair Shares will make EMA try to fix them for you automatically. 38

39 2 Printer EMA-S40 / EMA-S400 Series Management Configuring EMA The Printer Management tab allows you to add, edit and remove printers. Documents printed over these printers are automatically archived without additional effort by the users. Enter the printer information into the respective fields: Name: Assign a name for the printer. This name should only be used once in your network. Description: Optionally enter a description for the printer. Location: Enter the name of the location the printer is physically located at. Port Type: Select the type of port the printer uses to communicate from the drop-down list. If the printer is directly attached to a network, the correct choice is normally AppSocket/HP JetDirect. HTTP, IPP or LPD are usually the correct choice if the printer is connected to a UNIX workstation or server. 39

40 2 Configuring EMA Select Windows Printer via Network Share, if the printer is shared via a Windows printer share. Selecting this option will require the input of a username and a password. Please consult your network administrator or the administrator in charge of the Windows printer share, if you do not know what to enter. Select PDF-Printer, if the printer is not actually a physical printer but should just produce PDF documents. Documents are stored in a special section of EMA. This section is accessible over a Windows network share (if enabled). The name of the share resembled the name of the printer. The file name of created PDF documents consists of the date and the time as well as the document title (if available) and the log in name of the user who started the print job. The PDF documents stored on the share are automatically deleted after 24 hours. Activate they the checkbox titled Archive all documents printed using this printer if you want to archive documents printed to this printer. Click on Add Printer to finish the configuration and to add the printer After saving the printer it will be shown in the list. Click on Add Printer to add another printer. Click on Properties to configure the options of an existing printer or to delete it. 40

41 2 Configuring EMA The advanced options allow you to configure many additional settings such as paper size or the standard paper tray that is to be used for outputting paper. It is possible to configure a physical printer multiple times as a Print to Archive printer. This has the advantage of allowing these virtual printers to have independent configurations. Consider a paper with two paper trays; one with business paper and one with recycled paper. You could create a virtual printer for each tray. Jobs printed on the Business Paper virtual printer would be archived, while jobs printed on Recycling Paper virtual printer are simply printed using the physical printer s recycling tray without being archived. Print Jobs The Print to Archive Print Jobs tab shows details for all currently running print jobs. By clicking on the delete button, a print job can be deleted from the queue. 41

42 Configuring EMA 2Full-Text Search To configure the full-text search, go to Archive Index Options. The following attempts to explain some possibilities of the full-text search. Some of these options may require the index to be rebuilt. If this is the case, click on Rebuild Index as shown above. Please note that rebuilding the index can take a lot of time. While the archive is being indexed, EMA runs as normal, but searches will only return results containing items that have already been indexed. The Stopwords option allows you to define a list of words that convey no useful information and will be ignored by EMA when building the index and performing a search. By setting the correct word list for your language, you can drastically reduce the size of the index, because short words like to or that will be ignored. You can pick from a variety of predefined word lists and load them into this text field. You can also add your own words and modify the provided list. If you find that you cannot search for certain words, check to see if they are on the following list and remove them if necessary. We recommend that you rebuild the index if you load a different list or make additions to the current list. 42

43 2 Configuring EMA! Stemming changes words to their stem or root form. This leads to more search results because a search for enjoy will, for example, also yield results containing words such as enjoying, enjoyed, enjoyer or enjoyable. Search results will thus be a bit less accurate. You can disable stemming, or select a stemming method that fits to the language that your organization uses. Disable stemming if you need searches in the archive to yield exact results. If you change this option you must rebuild the index under all circumstances.! Diacritical Character Handling allows you to configure how the full-text search handles characters containing additions like, ^, `,. Using this option, you can have all accents and other non-ascii characters removed or converted. This will, for example, allow you to search for umlauts (ö, ä, ü) using the letters o, a, and u. Enabling this option will yield more search results, which may or may not be less accurate. If you change this option you must rebuild the index under all circumstances. If you disable indexing attachments by un-checking Index Attachments, the full-text search index will be rebuilt faster and will also take up less space. However, disabling this option will no longer allow the full-text search to show results from attachments. 43

44 2 Configuring EMA Indexing Rate specifies when newly archived data is indexed. We recommend the default value of 10 minutes as it does not create a high load when lots of new data is archived but still allows new data to be available for searching after a reasonable amount of time. You can lower the value if you want searches to show newly archived data faster, or increase the value if you find that the load created by indexing new data is too high. After you have made all required changes, save them by clicking on Save Changes. 44

45 3 Searching the Archive Archive The EMA Archive appliance contains a modern full-text search engine that allows you to find all relevant parts of an or document using simple search queries. Users can use the graphical search query interface to create queries that range from very simple searches to complex searches that use Boolean logic (AND/OR) to search for multiple aspects of archived data. Searches can be limited to certain date ranges and can show related messages. This allows for easy searching and quickly finding the data one is looking for. To search the archive, go to Archive Search and decide what it is you want to search for. To do this you can enter a search term and optionally select whether you want this term to be searched for in all parts of archived data, or only inside certain parts that you select. You can create a very simple search that matches a broad range of data by searching for a term and using the search type All. Configuring the search parameters Click on the little + button next to a search field if you want to create an AND/OR link. You can link up to five search terms together for a single search criterion. The following links are available: And: Finds all documents that contain all of the linked key words. Or: Finds all documents that contain at least one of the linked key words. And not: Will yield results that contain the first term(s) and do not contain the second term(s). 45

46 3 Next to: Returns results that have the second term(s) next to the first term(s). For this link the sequence of (the up to 5) linked key words has to be noticed. The search for up to five terms connected with the next to link can be compared to a search for one phrase that contains the same key words Archive Click the little + button below the search boxes to add another row. Using multiple rows, you can search for multiple aspects at the same time. For example, you can search for messages smaller than 100KB that at the same time contain the words Hello World. You can connect up to 10 search rows. The Search Type allows you to specify in which part of the message the search term needs to be. If you are unsure about what you need to pick, simply select All. Multiple lines with search queries that affect different parts (e.g. searches for subjects and attachments) are implicitly linked using AND ( must match all given search criteria). However, multiple queries that affect the same part are implicitly linked using OR ( can match either criteria). If you have created a horizontal OR link however, multiple lines will be matched using AND. We recommend that you create a direct query when using complex Boolean logic in search queries. Searching for (Apple OR Tomato) NOT (Genetically Engineered AND Cheap) for example, is much easier to understand. The full-text search allows you to create advanced queries by using the following search term modifiers: An asterisk (*) or a question mark (?) can be used as a wildcard or a placeholder, respectively. A search for F?n for example, will yield results for both Fan and Fun. A search for Build* will yield results for Build, Builder, Building, and other words that start with Build. Searching for A*y will return results for items that contain words that begin with the letter A and end with the letter Y. Placeholders and wildcards cannot be used at the start of a word. 46

47 3 Note Archive that the EMA index achieves its high search speed by grouping items by words ( search terms ). This means that when using wildcards, a list of words that match the wildcard will be created and the index will then be searched for documents that match words in the list. The maximum number of words that can be searched in parallel is limited to 1,000. If you search a medium-sized index for something like a*, you will most likely receive an error message that your search query is too complex. When using wildcards, the search engine does not make use of stemming even if this option is enabled. To find Collaborative you will need to search for Collabora* or disable stemming. In general you can generate search results bei entering single key words. You can search for specific phrases by quoting them. A search for Be sincere; be brief; be seated (including quotation marks) will only return results that contain those words in exactly that order. You can also link search fields to search for multiple phrases. You can use a tilde (~) character to search for similar spellings. Searching for Amie~ will also yield results that contain the word Amy. Depending on the similar words the search index contains this search can be costly in terms of time. The keywords AND and OR (both without quotation marks) work exactly like linked search fields. Searching for Happy Days AND Good Times will only yield results that contain both the words Happy Days and Good Times. Searching for My Documents OR Her Documents will return results that contain either My Documents or Her Documents. The last row allows you to optionally configure the time span in which search results need to lie in order to be displayed. To do so, first select the comparison type to use by changing the value of Compare Dates To: Date Archived: This selection will compare dates to the date and time they were stored in the archive. Date Sent: This selection compares dates to the header that contains the date the message was sent. Please note that this date corresponds to the date of the sending computer. Therefore it can be easily manipulated, which often happens with spam mails. Date Received: This selection compares dates to the header that signifies when the was received by your organization. The header used is the last Received header found inside the message. This is usually always your organization s mail server. 47

48 3 Archive Now select the time period to limit results by picking a value from Messages From. You can use a defined time span such as This Week or enter a specific start and end date. The options This Date and This Time Span allow you to select dates by means of selection boxes that appear when these options are selected. You can pop up a graphical calendar by clicking the calendar icon next to the fields. Finally, you have the option to limit dates to a certain day of the week. Begin your search by clicking Start Search. Search Results After submitting your query, you will receive a maximum of 5,000 results and can adjust the number of displayed, rerun the search by refreshing it, or browse through the pages of results. 48

49 3 Click Archive on the icon with the two arrows to manually refresh the list of search results. Click on one of the icons shown above to change the number of results shown per page (25, 50, 100 or 200). The number of pages of search results will be shown to you. Click on one of the page numbers to go to the respective page directly, or use the arrows to go back or forward page by page. Click on Show Search Query to display the search query again so you can modify it. The arrows next to the signature icon depict whether the was incoming our outgoing or if the object is an archived PDF document (only available with the optional Print to Archive function). shows an archived PDF document, shows an incoming and a sent in the search result. Note the remarks about digital signatures at the end of the chapter. The symbol indicates that the referring has at least one attachments. Click on the red folder icon to open the or document for viewing or further processing by third party programs (that can handle *.EML files or PDF documents, depending on the type of item you are performing this action on). Activate the checkbox on the left of a search result to select it for an operation that handles multiple search results (e.g. restore, or ZIP export). 49

50 3 Archive! Select the action to perform from the selection box below the search results. You can perform the action (ZIP export, or restore) on either the entire search results, or only the messages that you selected. Only 5,000 search results are shown. Export or restore will be executed on all search results (which could be the entire archive). When restoring messages all selected will be sent to the inbox of the message owner. When exporting selected messages or an entire search results, you can optionally set a password to protect the ZIP archive that is created. If you do not want a password, leave the respective field blank. After you have made your choice, confirm it by clicking on Submit. ANA Signing Service EMA Archive Appliance can optionally connect to the ANA Signing Service, which provides each , which is archived by EMA, with a digital signature, which is safe against falsification. In this way the system makes sure that each , that is restored from the archive, gets an exact time and date stamp, that shows if the has been modified by any offender. The Digital Signature can be compared with a seal. Click on the seal left from the -Sender to check if the seal is unharmed. A broken seal in the following Popup-Window means, that time, date or contents of the have been modified. The ANA Signing Service is enabled by default and can optionally be disabled, if you do not wish s to be signed through EMA. Read more about disabling this service on page 32 of this manual.. 50

51 Archive 3Viewing Statistics You can view statistics about all currently in the archive. In the Summary area you can also find an event log, which lists all accesses from the archive. EMA Log In the section called EMA Log, you can find an log of all message downloads made to the appliance. Use this feature to check that only legitimate message downloads were initiated by the administrators. 51

52 Management 4Management Managing the Archive This is where you configure settings for your administrator accounts, each of which can be part of different groups. The group membership of an administrator account plays an important role when using the optionally available four-eye-principle mode. You can also configure user permissions for different parts of the archive. Creating an Administrator account! On the first start of the archive, administrator account with the name Administrator is created, which cannot be deleted. An administrator can have different permissions, which are described more exactly in the following section. If the optional four-eye-principle mode is used, the group membership of an administrator plays an important role and can be configured. Further explanations concerning the four-eye-principle and group membership are explained in the four-eye-principle section. The permissions of the predefined administrator account can be revoked, but can also be restored by resetting the administrator account (for more information about this, refer to the section Resetting the Administrator Account ). If permissions are revoked, additional administrators with the appropriate permissions should be created to compensate. This prevents the revoked functionality from being disabled completely. 1 First choose a name for the new administrator account and enter it into the respective field. 2 Select the group (either group one, group two or neither) the administrator will be a member of using the selection box titled Four-eye-principle Groups. The selection has to correspond with the administrator s position in respect to the optional four-eye-principle. See the section titled Four-Eye-Principle for more information. Group selection is only available if the four-eye-principle was purchased. 52

53 Be sure to use a secure password, which only you know. Do not use the name of a friend or a relative, or anything else that could easily be associated with you. Try to use mixed casing and numbers in your password. User name and password must consist of at least 5 characters. EMA-S40 / EMA-S400 Series 4 Management 3 Now activate the respective permissions using the checkboxes. The selections can be limited by the optionally available four-eye-principle e.g. it is possible that the search is only available by having a second administrator from the other group join the current session. Network: allows changing the mode of operation and the network settings. Also allows the administrator to reboot the archive. Storage: allows changing the storage location of the archive, the configuration of backups and, among other things, enabling and disabling the optionally available archive cleanup function. Mail Server: allows the configuration of the authentication mode and whether welcome s are sent, as well as the configuration of local domains. Printer: configuration of Print-to-Archive along with printers and print jobs. Filter: allows creation and editing of include and exclude filters (blacklists and/or whitelists), which EMA uses to determine whether s are archived or not. Search: allows the administrators to search the archive. Download: allows downloading archived and/or documents. Export: allows the administrator to export single documents or complete search results as a ZIP file. Delete: allows the administrator to delete single documents or complete search results. Audit: allows viewing the secure log file. Account Management: allows the administrator to change user access permissions. This option is only available in Pro editions of EMA. Administrator Management: allows managing administrators, enabling or disabling the four-eye-principle mode and the deletion feature. 4 You will need to enter it into both respective fields to avoid typos from locking you out later. Confirm your entries by clicking on Add. On the following screen you will now see the configured administrators: The eye icon above each permission notes whether the respective feature will require two administrators to be logged on. Clicking the recycle bin icon delete the accounts (if possible). 53

54 4 Resetting the Administrator Account Management Under certain circumstances, it may become necessary to reset the predefined administrator account (e.g. when the password is lost or forgotten or when the administrator permissions were revoked and cannot be restored otherwise). You can reset the predefined administrator account by performing the following steps: 1 Shut down the EMA Archive by pressing the On/Off button at the front of the device. The shutdown procedure may take a few moments, so be sure to tpress the button only once. Do not use the reboot feature from the EMA web interface. 2 Use the crossover network cable that was part of the EMA package to connect the network card of a PC system or (if handy, for convenience) a laptop to the management LAN port of the EMA Archive Appliance. 3 Start up the EMA Archive Appliance by pressing the On/Off button and wait until the startup procedure completes; it will take a few minutes. EMA is ready for operation when the device beeps three times in short succession.! The PC should be inside the local network and connected to the management LAN port of EMA. It needs to have an internet browser (with JavaScript enabled) installed and must obtain its IP address via DHCP. Refer to your operating system s instruction manual to find out how to configure the system so it obtains its address via DHCP. 4 Connect to the EMA web interface by opening your internet browser and entering ht address 5 The login prompt will now allow you to reset the password (but only for the first ten minutes after starting up): Click the button titled Reset Password. You will now have the possibility to reset the password: 54

55 4 Management 6 Enter a new password and click on Change Password. This causes the administrator account s password to be reset along with all access permissions. After clicking the button you will be redirected to the login prompt again. The four-eye-principle The four-eye-principle is an optionally available feature that needs to be purchased separately. It allows for compliance with company privacy and security policies by adding administrators with different access permissions. It is possible to limit the actions a single administrator can perform alone. This makes it possible to deny single administrators access to important documents that contain for example personal information. One usage scenario could be limiting access to the search engine in a way that only allows searches to be performed if two administrators of different groups are logged in. It is possible to add a second administrator to a session directly at the login prompt and also during a session at the top right corner of the web interface. To have two administrators log in at the same time, open the EMA web interface which will prompt you to log in: Click on the + symbol to the right of the Login button to have a second login prompt appear. Enter the usernames and password for both administrator accounts into the respective fields and authenticate by clicking on Log in. 55

56 4 Management To have a second administrator join the current session click the pictured link (located at the top right of the web interface) to have a login prompt show up that enables a second user to log in. By clicking on the link of a logged in administrator, it is possible to show the permissions of that administrator. The four-eye-principle can only be enabled or disabled if two administrators exist, both are in different groups and both are logged in at the same time. Both administrators must have the Administrator Management permission. To enable or disable the four-eye-principle select the Management Four-Eye-Principle tab. If you do not want to use four-eye-principle authentication enable the radio button titled Disable the four-eye-principle and confirm your changes by clicking on Save Changes. 56

57 4 Management If you want to use four-eye-principle authentication, activate the radio button titled Enable the four-eye-principle. Afterwards, set up the options according to your needs. The options allow you to choose when two administrators need to log in to perform the action. Confirm your changes by clicking on Save Changes. Cleanup function! The four-eye-principle also includes an optionally available archive cleanup feature, that we can enable for you at your request. Please take note that enabling and using the archive cleanup feature makes it possible to delete archived, possibly important data. This could have a negative impact on the revision-safety of the archive. All uses of this feature will be logged in the secure log file and can be viewed there. Click on the tab titled Archive Cleanup and enable the checkbox titled Enable archive cleanup, then confirm your changes by clicking on Save Changes. If four-eye-principle authentication is already enabled, changing the state of this feature will require two administrators from different groups to log in. This requirement exists because this feature is potentially dangerous and could be abused. Both must have the Storage and the Administrator Management permission. Now configure if four-eye-principle authentication is needed to delete s and whether users are allowed to delete single s or entire search results as well. Do this by modifying the options in the Management Four-Eye-Principle and Management User Permissions sections. 57

58 4 User Permissions Management The User Permissions tab allows administrators to manage permissions individual users have to certain features of the archive. These settings are only available in EMA versions that generally allow access to individual users ( Pro editions). However, these editions also allow users to disable user access completely. If you would like to do this, enable the radio button titled Users do not have access to their and save your changes.! Enable the checkbox for the respective permissions to allow users to view , to restore single s or entire search results, to export or to delete (deletion i.e. Archive Cleanup is optionally available and not included by default). The restoration of complete search results can cause high system load on the server and is therefore disabled by default for individual users. The export feature allows users to download a password protected ZIP file that contains standard EML files that can be further processed with other programs. 58

59 5 Secure Access to EMA! Secure Access to EMA Administrators or users access to EMA Archive Appliances web interface is possible with any internet browser. A standard or encrypted HTTPS-connection can be hereby established. If a HTTPS-connection is requested, it will be necessary to install the ARTEC EMA root-certificate onto all client PCs. We recommend to always access the Archive through a secure HTTPS connection, especially if EMA can be accessed directly through the internet (which we strongly NOT recommend), e.g. through port forwarding, without using an encrypted VPN-connection. For safety reasons it is necessary to access the archive through a secure HTTPS connection if the user interface is directly available through the internet. Microsoft Internet Explorer! An installation routine can be used to install the necessary certificate for secure HTTPS connections. The installations program (setup.exe) can either be executed through the user interface under Information Software or it can be downloaded from the provided manual CD and executed on the client PCs You will need administration rights to install the certificate onto your PC with the setup file. Proceed step by step: 1 Open the EMA user interface through 2 Log in with your user name and password.. 3 Open Information Software. 59

60 5 Secure Access to EMA 4 With the right mouse button, click on automated Setup-Tool to install the ARTEC EMA Root-Certificate and select Save Target as... Alternatively, you can download the file from the provided manual CD. For that purpose, open the user interface of the CD and follow the link titled ARTEC EMA Root-Certificate Installer. 5 Execute the downloaded file with the name setup.exe on every client PC that is to have access to the archive through the web browser. For that purpose, open the folder in which you have saved the file and double click it. 6 After starting the setup, the following window will open. Click Next to confirm this welcome window. 60

61 5 Secure Access to EMA 7 To start the installation of the certificate, click Install in the following window. 8 After the installation of the certificate, click the Finish button to close the setup program. With Microsoft Internet Explorer, you can check on the installation of the certificate. For that purpose, open the internet browser and select Extras/ Internet options. Now select the button Certificates under Contents. In the following window, you will have an overview over the installed certificates. It has been installed correctly, if the ARTEC EMA Root-Certificate is displayed in the tab Trusted Root Certification Authorities. If the certificate is not shown in this tab, repeat the installation import the certificate file (root.cer) as descripted on the following pages. 61

62 5 Other Browsers Secure Access to EMA If using a different internet browser, you can install the root certificate in one of the standardized DER or PEM formats. First click on ARTEC EMA Root-Certificate in DER format or on ARTEC EMA Root-Certificate in PEM format with the right mouse button to save the certificate file with Save File as... After that it can be executed on the client PCs.!! ARTEC Computer GmbH creates an individual certificate for every EMA. If you do not want to install the general ARTEC root cerficate, through our comfortable setup program. you can use the temporary immediate certiciate. Note however, that if the device is replaced, you need to reinstall this certificate on every computer that accesses the appliance to prevent security warnings from appearing. On the following pages the import of certificate for Mozilla Firefox is shown as an example. The following steps were done with the Mozilla Firefox Browser Version Please note that the necessary setup looks different in other browsers. Please read the help of your browser in order to install the certificate correctly. First open a browser window and open Tools Options. Choose Security in the Advanced section and klick the button View Certificates. In the Certificates Manager window choose the tab Authorities. 62

63 5 Secure Access to EMA Klick the Import button and open the folder that the certificate file had been saved in. Select the root.cer file and click the Open button. In the following window you can define the usage of the certificate. Click on Trust this CA to identify web sites and confirm your selection with OK. The imported certificate will appear in the list of certificates that have been installed in your browser. 63

64 5 Secure Access to EMA After the installation of the certificate After having installed the certificate with the according setup-file or importing it manually, users can open the EMA web interface with a secure HTTPS-connection. To do so, open a browser window and open the address <EMA-Interface-Adresse> is the address or the IP address the users are accessing the archive with. This address must also be configured in EMA s network settings. Read the information on page 26 of this manual to learn more about network settings. If the certificate has been installed properly, no security warning like shown below may appear when opening the web interface with HTTPS. Otherwise the connection between EMA and the client PC may have been attacked via internet. If this warning continues to appear when establishing a HTTPS-connection, it can give a hint about the reason of it s appearance: - If the certificate is not being trusted, check the installation of the certificate once more. - If the certificate is not valid anymore, check date and time of your PC. If the certificate is not valid anymore after having used the EMA Archive Appliance for three years, change the SSL-Rechnername (see page 29 of this manual) and then change it back again to renew the certificate. - If you receive the warning that the name does not comply with that of the certificate, login to the archive and check the network setting (see page 29 of this manual). 64

65 6 Backing up the archive! Creating backups of your data Be sure to backup your archive manually or automatically at regular intervals. By creating regular backups, data integrity is ensured and you always know that mission critical data can be restored in a worst case scenario. We recommend that you store your archive on a share in your local network as network shares are usually backed up by the file server hosting them. If this is the case in your network environment, you do not need to have EMA create backups. EMA also offers you the option of backing up data to a different network share. In this chapter, we will cover the possibilities regarding additional backups of archived data. Scheduled Backup Activate the setting titled No Backup if you do not need to create additional backups. Backing up to a Windows Share If you need to create a backup to a Windows share, follow these steps: 65

66 6 Creating backups of your data 1 Select the option titled Windows Share to instruct the appliance to backup data to this kind of network share. 2 Enter the username for the network share (if any) into the field titled Username. 3 Enter the password that is needed to access the network share (if any) into the field titled Password.! Be sure that the specified path is being shared and that the user provided in the Username field has sufficient access to it. If the share does not have any username or password restrictions set, you do not need to enter a value into the respective fields. Backing up to a UNIX Share If you want to create a backup on a Unix NFS share, follow these steps: 1 Select the option titled Unix NFS share to instruct the appliance to backup data to this kind of network share. 2 Enter the host on which the share is being offered into the field titled Host. 3 Enter the path to the network share into the field titled Path.! If you do not know the values for Host or Path, ask your system administrator for assistance. After you have selected where the backups should be stored, you need to schedule the creation of backups. 66

67 6 Creating backups of your data If you select the option titled Direct Backup, EMA will create a new backup of the archive around thirty minutes after a new message is stored in it. Select the option called Scheduled Backup to make EMA only make backups of the archive at certain days of the week on certain times. You can enter up to three times for each day. The time must be entered in 24 hour format (i.e. 3:00 PM becomes 15:00, etc.). Hours and minutes must be separated through colons. Do not enter seconds. After making your changes, click Save Changes to apply any changes made. 67

68 6 Manual Backups Creating backups of your data 1 As described in the previous pages, select the share location. 2 Click Save Data. The backup process can take some time depending on how big the archive is. 3 Refresh the status of the backup process by clicking Refresh.! Do not use your browsers Refresh button or key to refresh the status. Doing this will restart the backup process. In the area Backup system configuration you can also save all settings of the EMA Archive in one backup file. This feature allows to rebuild the system much faster after exchanging the device in case of a defect. To backup the configuration file named config.backup click the Download Button and save it to a storage of your choice.! Make sure to store the file on a secure place to find it again rapidly, when a rebuild of the archive is necessary for any reason. Find more information about how to rebuild the archive in the following chapter. 68

69 6 Restoring the archive Creating backups of your data If your EMA Archive Appliance stops functioning, you can request a replacement. Read the following necessary steps very carefully, in order to get the replacement working as soon as possible. 1 Connect all network cables as they were on the original appliance. 2 Connect the EMA Archive to power. Usually EMA powers itself up after plugging it into the power socket. If this does not happen, press the power button at the front of the device. When the device beeps three times, EMA is ready for use. 3 Connect a laptop or PC with a crossover ethernet cable to the Management Port of the EMA Archive Appliance. The laptop or PC should have a JavaScript enabled browser and obtain it s IP Address automatically via DHCP. 4 Open your browser and go to After that log in with the username administrator and admin as the password. 5 Open BACKUP RESTORE in the Web Interface. Here you can find the options to restore your archive. 6 Now restore your system by uploading the config.backup file. To do this enter the path to the file, or browse for it by clicking the Browse Button. After entering the correct path to the config.backup -file, click the Restore Button to rebuild the archive. 7 Check the settings that were restored and correct any errors found.! For any actions that use network storage, users could have insufficient rights. If you have any trouble reading from or saving onto the network storage, contact your network administrator and ask for sufficient access rights to be set. This function is only available for exchange devices. 69

70 7 Help and Support Open the menu Information to send an error report, get system informations or to configure notification settings. Help Error Reporting 1 If you have found an error or the system is not acting like it is supposed to, you can use this feature to report an error to the EMA support team. To do this, enter your name, your phone number (with country code) and your address into the corresponding fields. 2 Enter a precise description of the problem in to the field titled Comments. 3 Click on Send Error Report to send off the error report.! Use this feature only after being asked to do so by our technical support department. 70

71 7 Firmware Help In the tab Information Firmware you can find information regarding the EMA Operating Software Release that actually is installed and about the installed optional components. Click the Reboot EMA button to restart EMA or the button Check for updates to manually install updates. 71

72 7 Software & Downloads In Software & Downloads you can find a link that allows you to download the latest version of the EMA manual and SSL Certificates. For more information, refer to Chapter 4 on this manual on page 54. Help The optionally available Import Wizard is visible here if you purchased it with EMA. See Chapter 9 of this manual for more information. If you need to buy the Import Wizard to allow your appliance to import messages from existing systems, contact your EMA Sales person.! Using the Outlook Bar Shortcut creation tool, you can create a shortcut to the EMA web interface which can then be accessed conveniently from inside Outlook. Click on the link shown in the picture to download and run the program. If each user has a seperate profile, they must download and execute the program seperately for a shortcut to be created in their Outlook account. If you receive a security warning from your operating system or web browser when attempting to run the file, you can safely ignore it. The file is downloaded directly from the EMA web interface and thus comes from a trustable source. 72

73 7 Help After running the program, you can find the shortcut to the EMA web interface inside Outlook in the Shortcut section. You can use the Lotus Notes extension to integrate the EMA Archive Appliance with a Lotus Notes Domino Server in your organisation s network. This extension is only available after it was activated by us. Aditionally, it is not available for all models. You can find more information on how to install and use it in chapter eight (page 71 onwards) of this manual. 73

74 7 Notifications EMA can send notifications, if any non expected problem occurs. You can setup this function in the tab Information Notifications. Click the radio Button Mail/POP3,to allow EMA to send these notifications to one of the registered user accounts. Choose the account you want EMA to send them to. Help Click the radio button Mail/SMTP,to notify any user with the SMTP account with the data entered below.. Confirm these settings by clicking the Save settings Button. 74

75 Registering EMA 8Registering EMA Register EMA! Registering your appliance provides you with extra benefits unregistered users don t get! These benefits include Activating the warranty Automatic software updates Access to technical support resources! Warranty, Software Updates and Signature Services are included for three years (one year for SB models). Optionally you can extend this period. How to Register EMA 1 In the web interface, click Register. EMA automatically forwards you to the registration page. 2 Fill in the registration form on the website. 3 Click Register EMA. Once you are redirected to the confirmation page, your registration is active and you now have access to free product support for three years (one year for SB models. 75

76 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Internal Servers! EMA can be used with most of the conventional servers. Pre-requirement is that the server can unrestrainedly send a copy of each (alternatively according to the set rules by an administrator of the server) to EMA. This usually works through the journaling mode, supported by many servers. EMA self-sufficiently learns the account data and informs each user about his or her accessing data to the archive. Each administrator or user (depending on the model) can now reproduce archived s with only a mouse click. With this technology, a change or expansion of the existing infrastructure with additional hard- and software is not necessary. Please note that ARTEC Computer GmbH can not provide technical support for any Server System manufactured by different companies. If you need further support for these products, please contact their manufacturer or your Reseller. Connecting the device You will need to connect EMA to the network as a client PC. Connect your network cable to the LAN port on the back of the device and do not plug anything into the WAN port. EMA-Setup Login to the EMA Web Interface. Proceed just as shown under Register with the System in the quickstart section of this manual. To operate with internal server systems (e.g. Microsoft Exchange) EMA has to be configured accordingly. For matters of configuration, refer to the chapter Using Your Own Server. 76

77 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Configuring Exchange! With Microsoft Exchange for an example, the following instructions will show how to configure an server so that EMA can archive s from this server. This short instruction shows only one of the possible ways how to configure Microsoft Exchange. For more information on configuring servers, please contact their manufacturer or your specialized dealer. We cannot take responsibility for the fullness and the correctness of these instructions. After you have logged on, start the active directory management tool titled Active Directory Users and Computers. Navigate to the node titled Users beneath your server s name. Create a new Contact by clicking on ACTION, browsing to the sub-menu NEW, and clicking CONTACT. 77

78 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Enter EMA as the First name and Archive as the Last name. Enter EMA Archive in the remaining fields, leaving the field titled Initials blank. Confirm these settings by clicking the Next button. When asked for an alias, enter EMAArchive and click the Modify button, to edit advanced settings. Select SMTP-Address and click on OK. 78

79 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Select the tab titled General and enter [email protected] as the address. After doing this, click on Advanced Check the topmost checkbox and select the MIME radio button, and select Unformatted Text and HTML as the message format. Finally, click OK to save your changes. 79

80 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Click Finish to create the new contact. Right-click your new contact and click on Properties to further configure the contact. 80

81 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Select the tab titled Exchange Advanced and check the checkbox titled Hide from Exchange address lists. Click on OK to save your changes. Now, open the Administration Tool Exchange System Manager. Right-click on Connectors and hover over the sub-menu titled New. Select SMTP-Connector. You can find the folder Connectors, depending on the configuration of the System-Manager, in Administrative Groups Connectors or - if Routing Groups are defined - in Administrative Groups Routing Groups Connectors. 81

82 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers In the following dialog, enter the IP address of the archive. The IP address is the one, which you have assigned earlier in this section. In the section titled Local Bridgeheads click on Add. Make sure to enter the IP-Adress in brackets as shown above. Select the name of your exchange server and click on OK. 82

83 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Enter EMA Archive as the title of the new SMTP-Connector, then click on the tab called Address Space. Add an address range by clicking Add. In the following dialog, select SMTP and click on OK. 83

84 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Enter config.emabox.de as the domain and click on OK. In the Exchange System Manager right-click the Mailbox Store and select Properties to configure it. 84

85 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Select the first checkbox in the tab titled General and click on the third Browse browse button. In the dialog that opens, enter EMA Archive and click on OK. After clicking OK in the properties dialog, Microsoft Exchange will automatically archive all incoming and outgoing messages to EMA. Using EMA with Microsoft Exchange When EMA is used with Microsoft Exchange, the user can reproduce a lost by contacting the administrator (EMA-S40Pro-M, EMA- S400M, EMA-S400Pro-M) or register directly and the web interface (EMA-S40Pro-M and EMA-S400Pro-M only). All actions on the archive will be protocolled with a non-configurable, encrypted log file. EMA thus applies the existing data protection laws. 85

86 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Archiving s with Lotus Domino Um die Archivierung von s von, zu und innerhalb des Lotus Domino Servers zu realisieren, wurde das im Folgenden beschrieben Verfahren entwickelt. Der Strom der normalen internen und externen s in Lotus Domino wird hierdurch nicht verändert. Konfiguration der EMA Erweiterung Under Lotus Domino you can configure the EMA extension in tdhe following easy steps: 1. Copying the installation files 2. Configuring the headers 3. Copying of the installation files 4. Registering the extension 5. Configuring the extension s parameters 6. Creating routing definitions for the extension 7. Setting up the the mailrouter task 8. Checking the internet mail addresses The following will explain each of these steps in more detail. 86

87 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers 1 Please login in EMA as administrator. You can create and download EMA.dll and EMA.ini using the web interface by navigating to Information Software Lotus Notes Extension. The required domain name can be found in notes.ini. It starts with Domain =. You can find notes.ini in the installation directory of Lotus Domino which is normally C:\Lotus\Domino. Enter it in the field titled Lotus Domino Domain and then click on Generate. EMA.dll and EMA.ini will be generated and offered for download as shown in the picture. Download EMA.dll and EMA.ini to a directory of your choice. 2 In the EMA user interface the settings for the header under General Settings Network should be as follows: 87

88 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Now configure the EMA extension in the file system of Lotus Domino. 3 The EMA extension consists of two files called EMA.dll and EMA.ini, that must be copied to the Domino program directory which is usually C:\Lotus\Domino. The directory must be the program directory of your Lotus Domino installation. This directory was chosen during the installation of Lotus Domino. In our example the directory name is C:\Lotus\Domino. 4 The EMA extension must be registered in the file notes.ini which is located in the program directory of your Domino installation. To do this, add the following line into notes.ini at any position: EXTMGR_ADDINS=EMA.dll 5 You can now configure the extension using the file EMA.ini. You can set six options in this file: Parameter log_level log_type log_path ema_recipient ema_sender max_nested_groups Description Sets the verboseness of the extension. Sets the type of log created. If logging to a file was selected, this sets the path to the file. Sets the address, which is used to forward archived s to EMA. If you opt to use something other than [email protected], you need to configure the routing options accordingly. Set this to the address of the postmaster. The extension resolves group adresses to retrieve the individual users inside a group. It then associates messages sent to the group to each user in the group. This parameter controls the maximum depth of recursion used when resolving nested groups. 88

89 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Example of an EMA.ini configuration: [EMA] ; Defines loglevel: ; LOG_DEBUG=0, LOG_TRACE_FULL=1, LOG_TRACE=2, LOG_INFO=3, LOG_WARN=4, LOG_ERROR=5, LOG_FATAL=6 ; default is LOG_INFO log_level = 3 ; Defines log output: ; LOG_NOLOG=0, LOG_NOTES=1, LOG_FILE=2, LOG_BOTH=3 ; default is LOG_NOTES log_type = 3 ; Defines log output folder: log_path = C:/ ; Defines recipient of EMA appliance ema_recipient = [email protected] ; Defines sender of EMA Archive Appliance ; default is NULL ; ema_sender = [email protected] ; Defines max level for nested groups ; default is 0 max_nested_groups = 5 6 To create routing definitons for your EMA Archive Appliance, start the Lotus Notes Domino Server and log in to Lotus Notes as an administrator. The EMA extension uses the address set in EMA.ini for all archived E- Mail. Lotus Domino needs a routing path, which s with this address use instead of the normal SMTP routing: Enter the IP address of the EMA appliance here. To do this, open the Domino Administrator. Click on Configuration, expand the tree until you see Messaging, select Domains and click on Add Domain. 89

90 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Select Basics in the configuration tab, set the Domain Type to SMTP Domain, and confirm your settings by clicking on OK. In the routing tab, enter ema.local in the field titled Internet-Domain. If you did not set ema_recipient to [email protected] in ema.ini, you need to change the value in the Internet-Domain field accordingly. Enter the IP-Address used by your EMA Archive appliance in the Internet Host field and click on Save & Close to save your configuration. After saving your settings, the new domain should show up as follows: 90

91 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers 7 For processing recipients, the EMA extension creates additional headers in an . You need to configure an option in Lotus Domino to ensure these fields are not modified. to do this, navigate to Mail Domain Configuration Server Configuration Edit Configuration, then go to MIME Advanced Advanced Outbound Message Options Add the following for the setting titled Always send the following Notes items in headers: Ema-TO, Ema-CC, Ema-BCC Confirm your settings by clicking Save & Close. 91

92 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers 8 To ensure correct processing of internal by the EMA extension, it is necessary that every sender and recipient has a correct internet mail address. This is necessary for the EMA appliance to associate messages to individual users. Please check if this prerequisite is met. To do this, open the Lotus Domino Administrator and click on Mail Domain People and Groups, then open Domino Directories and People. After this, open Tools People and click Validate Internet Address. Now the following dialog appears: Confirm the dialog by clicking on OK. After checking, you will receive the following message Check that the number of internet mail addresses is equal to the number of listed users. Close the result message by clicking on OK. 92

93 9 Special EMA-S40 / EMA-S400 Series Notes on using EMA with Servers Now go to the view titled Mail-In-Databases and Resources. Open the category called Databases and open the listed documents one after another. Check that each item has a valid value in Basics Internet-Address. Now close Lotus Notes and restart the Lotus Domino Server. You have now successfully configured EMA and the Lotus Domino extension. 93

94 The Import Wizard 10The Import Wizard Using the Import Wizard, you can import your messages from existing environments into your EMA Archive Appliance. The wizard reduces the overall time and effort needed to import large amounts of existing messages. The wizard currently supports importing from the following sources: Microsoft Outlook 2000/XP/2003 Personal Folders (PST) Microsoft Exchange Accounts Public Folders Microsoft Outlook Express Identities DBX files IMAP! The Import Wizard is not part of the standard distribution package. After purchasing and activating the wizard, you can launch it directly from your appliance by clicking on Information and then on Software. The wizard is located under Import Wizard. The wizard supports multiple languages (currently German,, French and Dutch) and selects the correct language automatically based on the currently configured system locale. If the wizard launches in the wrong language, please set the right system locale visiting Regional and Language Options in the control panel. Importing from Microsoft Outlook 2000/ XP/2003 To import messages from Microsoft Outlook 2000/XP/2003, select the respective option in the step titled Select Import Source and click Next. The next step will ask you to select the accounts to import. 94

95 10 The! The Import Wizard Profile field (1) lists all MAPI profiles for the currently logged on user. Every profile has a list of accounts which you can import (2). Activate the checkbox for each account you want to import. It is also possible import multiple accounts at the same time by activating multiple checkboxes. If you make changes to your MAPI profiles or accounts, you will need to cancel and restart the wizard for it to show them. Continue reading at Selecting Folders to Import. Importing from Microsoft Outlook Express To import messages from Microsoft Outlook Express, select the respective option in the step titled Select Import Source and click Next. The next step will ask you whether you want to import an entire identity or individual DBX files. An identity is a list of configured accounts for the currently logged on user. Normally, there is just one identity called Main Identity, which contains all accounts set up. Import an identity if you want to import all accounts from the currently logged on user. DBX files are the data files Outlook Express saves messages in. These files contain your messages in an encoded form. Every folder has its own DBX file. You can transfer DBX files from other computers to your own computer to import them using the Import Wizard. To find DBX files on your computer, start a search for *.dbx you may have to enable showing hidden files and folders and configure the file search to look for hidden files and folders as well. For more information on how to do this, see Windows Help. 95

96 The Import Wizard 10Importing an identity To import an identity, select the radio button titled Import an Identity and click Next. You will be asked to select the accounts you want to import. The Identity field (1) lists all identities for the currently logged on user. Every identity has a list of accounts which you can import (2). Activate the checkbox for each account you want to import. It is also possible import multiple accounts at the same time by activating multiple checkboxes.! If you make changes to identities or accounts, you will need to cancel and restart the wizard for it to show them. Continue reading at Selecting Folders to Import. Importing DBX Files To import a DBX file, select the radio button titled Import a DBX File and click Next. You will be asked to provide the path to the DBX file. Enter it into the corresponding field, or click Browse to browse for it using a file select dialog. After you have selected a file, it will be checked and the result will be shown underneath the textbox. The Next button will only activate if the file passes the check. A valid Folder DBX file: A valid DBX file: 96

97 10 An invalid file: The Import Wizard After you have selected a valid DBX file and the wizard approves of the file, click Next to continue. Continue reading at Selecting Folders to Import. Selecting folders to import In this step you need to select the folders you want to import to your EMA Archive Appliance. Do this by activating the checkbox before each folder name. (1)! To select all subfolders of a folder, double click it. Double clicking a folder inverts the selection of its subfolders i.e. unselected folders will be selected and selected folders will become unselected. You need at least read access to every folder you want to import. Folders that you do not have read access to will not be imported and the wizard will ignore them. 97

98 The Import Wizard 10Date Range You can limit the export to a certain number of days by setting a date range. Only messages that fall inside this range will be imported to your EMA Archive appliance if you enable this option. To limit the export to a certain number of days, activate the checkbox (1) and set the start (2) and end (3) dates respectively.! This option can significantly slow down the import, if you are importing a large number of messages. messages that do not have a valid date header will be imported regardless of whether they fall into the configured date range or not. Destination Settings In this step you need to enter the hostname of your appliance and valid login credentials of an administrator s account. messages in the previously selected folders will be imported to the appliance set in this step. Proceed as follows: 1 Enter the hostname into the field titled Hostname (1). This is usually the URL you enter into your web browser when opening the web-interface, but without the leading 98

99 10 2 The Import Wizard Enter the login credentials of an administrator s account into the fields called Username (2) and Password (3). Note that it is not possible to use a normal user account. 3 Finally, enter the destination address into the respective field (4). This should be the address of the account that the messages are to be imported to. If you already have existing accounts, you can simply use the drop down list to select one. After you have entered all required values and the wizard approves of them, click Next to being the import. The Import Before the import begins, you will be told that all necessary data has been collected for the import to proceed. After you click Next on this step, the actual import process will begin. The wizard will inform you of its progress as it imports the messages. The area titled Current Message (1) will show you the process of the import of the current message. The message numbers shown are relative to the folder that is currently being imported. When importing big messages, this area may remain unchanged for a while. The overall progress is shown in the area called Overall Progress (2). The percentage shown there is relative to the entire import process. The wizard will confirm a successful import after it completes importing all messages. Click Finish in the step titled Completing the EMA Import Wizard to finish the import process and end the wizard. 99

100 Troubleshooting and FAQ 11Frequently Asked Questions EMA was developed for ease of use and fault tolerance. If the following hints don t help you solve your problem, please contact our technical support department. You can us at [email protected] or give us a call at Our qualified service technicians will gladly help you with solving your problem. Problem: The appliance doesn t turn on by itself! Press the power button. If the appliance does not turn on after doing this check the power connection (i.e. Power supply, power socket.). Problem: The appliance turns on, but doesn t beep after a few minutes. Press the power button. If the appliance does not turn off after approximately 30 seconds, press the power button and keep it pressed until the appliance turns off. After the appliance is off, power it on again by pressing the power button. If the appliance still does not fully start up, you will need to contact our technical support department. Problem: The appliance is running, but is not archiving . The problem might be that it was installed at the wrong location in your network. Please check, by using the corresponding chapter in this manual, your network setup. Please note that the device cannot archive when run alone with a multifunction router (Modem/Router/Switch). Please note the hints on page 11. The device cannot archive if the server communication is done via encrypted connections. See page 19 for further information. Problem: The device suddenly stopped archiving . Please contact our technical support department and send us an error report after being asked to do so. Please see the corresponding chapter in this manual on how to send an error report. With this report, our technical support department is able to diagnose the problem faster. 100

101 Warranty 12Warranty General Warranty Conditions The ARTEC Computer GmbH warranty. valid as of September 01, 2005, is given to purchasers of ARTEC products in addition to the warranty conditions provided by Iaw and in accordance with the following conditions: 1. Warranty Coverage a) The warranty covers the equipment delivered and all its parts. Parts will, at our sole discretion, be replaced or repaired free of charge if, despite proven proper handling and adherence to the operating instructions, these parts became defective due to fabrication and/or material defects. Also we reserve the right to replace the defective product by a successor product or repay the original purchase price to the buyer in exchange to the defective product. Operating manuals and possibly supplied software are excluded trom Ihe warranty. b) Material and service charges shall be covered by us, but not shipping and handling costs involved in transport from the buyer to the service station and/or to us. c) Replaced parts become property of ARTEC Computer GmbH. d) We are authorized to carry out technical changes (eg. firmware updates) beyond repair and replacement or defective parts in order to bring the equipment up to the current technical state. This does not result in any additional charge for the custamer. A legal claim to this service does not exist. 2. Warranty period The warranty period for the EMA Archive Appliance is three years and gets valid, when the customer registers the product within 60 days after delivery of the device. The validness of the warranty starts on the day of delivery, independent from the date of registering the product. Warranty services do not result in an extension of the warranty period nor do they initiate a new warranty period. The warranty period for installed replacement parts ends with the warranty period of Ihe device as a whole. The warranty conditions do not infridge claims of warranty compliant with the local law. 3. Warranty procedure a) If defects appear during the warranty period, the warranty claims must be made immediately, at the latest within a period of 7 days. b) In the case of any externally visible damage arising from transport (eg. damage to the hou-sing), the transport company representative and ARTEC Computer GmbH should be intormed immediately. On discovery of damage which is not externally visible, the transport company end ARTEC Computer GmbH are to be immediately informed In writing, at the latest within 7 days of delivery. c) Transport to and from the location where the warranty claim is accepted and / or the repaired device is exchanged, is at the purchasers own risk and cost. d) Warranty claims are only valid if the original purchase receipt is returned with the device. 4. Suspension of the warranty All warranty claims will be deemed invalid, a) if the device is damaged or destroyed as a result ot acts of nature or by environmental influences (moisture, electric shock, dust, etc.); b) if the device was stored or operated under conditions not in compliance with the technical specitications; c) if the damage occurred due to incorrect handling, especially to non-observance of the System description and the operating instructions; d) if the device was opened, repaired or modified by persons not authorized by ARTEC Computer GmbH; e) if the device shows any kind of mechanical damage; f) if the warranry claim has not been reported in accordance with 3a) or 3b). 5. Operating Mistakes If it becomes apparent that the reported malfunction or the device has been caused by unsuitable software, hardware, installation or operation, ARTEC Computer GmbH reserves the right to charge the purchaser for the resulting testing costs. 101

102 12 6 Warranty Additional Regulations a) The above conditions define the complete scope or ARTEC s legal liability. b) The warranty gives no entitlement to additional claims, such as any refund in full or in part. Compensation claims, regardless or the legal basis, are excluded. This does not apply it e.g. injury to persons or damage to private property are specifically covered by the product liability law, or in cases of intentional act or culpable negligence. c) Claims tor compensation of lost profits, indirect or consequential detriments, are excluded. d) ARTEC Computer GmbH is not liable for lost data or retrieval or lost data in cases of slight and ordinary negligence. e) In the case that the intentional or culpable negligence of ARTEC employees has caused a loss of data, ARTEC will be liable tor those costs typical to the recovery or data where periodic security data back-ups have been made. f) The warranty is valid only tor the first purchaser and is not transferable. g) The court of jurisdiction is located in Frankfurt/Main, Germany in the case that the purchaser is a merchant. lf the purchaser does not have a court of jurisdiction in the Federal Republic of Germany or lf he moved his domicile out of Germany after conclusion or the contract, ARTEC s court of jurisdiction applies. This is also applicable if the purchaser s domicile is not known at the time of institution of proceedings. h) The law of the Federal Republic of Germany is applicable. 102

103 12EMA-S40 / EMA-S400 Series GNU General Public License Version 2, June 1991 Copyright (C) 1989, 1991 Free Software Foundation, Inc. 51 Franklin St, Fifth Floor, Boston, MA USA Everyone is permitted to copy and distribute verbatim copies of this license document, but changing it is not allowed. Preamble The licenses for most software are designed to take away your freedom to share and change it. By contrast, the GNU General Public License is intended to guarantee your freedom to share and change free software--to make sure the software is free for all its users. This General Public License applies to most of the Free Software Foundation s software and to any other program whose authors commit to using it. (Some other Free Software Foundation software is covered by the GNU Library General Public License instead.) You can apply it to your programs, too. When we speak of free software, we are referring to freedom, not price. Our General Public Licenses are designed to make sure that you have the freedom to distribute copies of free software (and charge for this service if you wish), that you receive source code or can get it if you want it, that you can change the software or use pieces of it in new free programs; and that you know you can do these things. To protect your rights, we need to make restrictions that forbid anyone to deny you these rights or to ask you to surrender the rights. These restrictions translate to certain responsibilities for you if you distribute copies of the software, or if you modify it. For example, if you distribute copies of such a program, whether gratis or for a fee, you must give the recipients all the rights that you have. You must make sure that they, too, receive or can get the source code. And you must show them these terms so they know their rights. We protect your rights with two steps: (1) copyright the software, and GNU General Public License (2) offer you this license which gives you legal permission to copy, distribute and/or modify the software. Also, for each author s protection and ours, we want to make certain that everyone understands that there is no warranty for this free software. If the software is modified by someone else and passed on, we want its recipients to know that what they have is not the original, so that any problems introduced by others will not reflect on the original authors reputations. Finally, any free program is threatened constantly by software patents. We wish to avoid the danger that redistributors of a free program will individually obtain patent licenses, in effect making the program proprietary. To prevent this, we have made it clear that any patent must be licensed for everyone s free use or not licensed at all. The precise terms and conditions for copying, distribution and modification follow. 103

104 13 GNU EMA-S40 / EMA-S400 Series GNU General Public License GENERAL PUBLIC LICENSE TERMS AND CONDITIONS FOR COPYING, DISTRIBUTION AND MODIFICATION 0. This License applies to any program or other work which contains a notice placed by the copyright holder saying it may be distributed under the terms of this General Public License. The Program, below, refers to any such program or work, and a work based on the Program means either the Program or any derivative work under copyright law: that is to say, a work containing the Program or a portion of it, either verbatim or with modifications and/or translated into another language. (Hereinafter, translation is included without limitation in the term modification.) Each licensee is addressed as you. Activities other than copying, distribution and modification are not covered by this License; they are outside its scope. The act of running the Program is not restricted, and the output from the Program is covered only if its contents constitute a work based on the Program (independent of having been made by running the Program). Whether that is true depends on what the Program does. 1. You may copy and distribute verbatim copies of the Program s source code as you receive it, in any medium, provided that you conspicuously and appropriately publish on each copy an appropriate copyright notice and disclaimer of warranty; keep intact all the notices that refer to this License and to the absence of any warranty; and give any other recipients of the Program a copy of this License along with the Program. You may charge a fee for the physical act of transferring a copy, and you may at your option offer warranty protection in exchange for a fee. 2. You may modify your copy or copies of the Program or any portion of it, thus forming a work based on the Program, and copy and distribute such modifications or work under the terms of Section 1 above, provided that you also meet all of these conditions: You must cause the modified files to carry prominent notices stating that you changed the files and the date of any change. You must cause any work that you distribute or publish, that in whole or in part contains or is derived from the Program or any part thereof, to be licensed as a whole at no charge to all third parties under the terms of this License. If the modified program normally reads commands interactively when run, you must cause it, when started running for such interactive use in the most ordinary way, to print or display an announcement including an appropriate copyright notice and a notice that there is no warranty (or else, saying that you provide a warranty) and that users may redistribute the program under these conditions, and telling the user how to view a copy of this License. (Exception: if the Program itself is interactive but does not normally print such an announcement, your work based on the Program is not required to print an announcement.) These requirements apply to the modified work as a whole. If identifiable sections of that work are not derived from the Program, and can be reasonably considered independent and separate works in themselves, then this License, and its terms, do not apply to those sections when you distribute them as separate works. But when you distribute the same sections as part of a whole which is a work based on the Program, the distribution of the whole must be on the terms of this License, whose permissions for other licensees extend to the entire whole, and thus to each and every part regardless of who wrote it. Thus, it is not the intent of this section to claim rights or contest your rights to work written entirely by you; rather, the intent is to exercise the right to control the distribution of derivative or collective works based on the Program. In addition, mere aggregation of another work not based on the Program with the Program (or with a work based on the Program) on a volume of a storage or distribution medium does not bring the other work under the scope of this License. 3. You may copy and distribute the Program (or a work based on it, under Section 2) in object code or executable form under the terms of Sections 1 and 2 above provided that you also do one of the following: Accompany it with the complete corresponding machine-readable source code, which must be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange; or, Accompany it with a written offer, valid for at least three years, to give any third party, for a charge no more than your cost of physically performing source distribution, a complete machine-readable copy of the corresponding source code, to be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange; or, Accompany it with the information you received as to the offer to distribute corresponding 104

105 13 source GNU General Public License code. (This alternative is allowed only for noncommercial distribution and only if you received the program in object code or executable form with such an offer, in accord with Subsection b above.) The source code for a work means the preferred form of the work for making modifications to it. For an executable work, complete source code means all the source code for all modules it contains, plus any associated interface definition files, plus the scripts used to control compilation and installation of the executable. However, as a special exception, the source code distributed need not include anything that is normally distributed (in either source or binary form) with the major components (compiler, kernel, and so on) of the operating system on which the executable runs, unless that component itself accompanies the executable. If distribution of executable or object code is made by offering access to copy from a designated place, then offering equivalent access to copy the source code from the same place counts as distribution of the source code, even though third parties are not compelled to copy the source along with the object code. 4. You may not copy, modify, sublicense, or distribute the Program except as expressly provided under this License. Any attempt otherwise to copy, modify, sublicense or distribute the Program is void, and will automatically terminate your rights under this License. However, parties who have received copies, or rights, from you under this License will not have their licenses terminated so long as such parties remain in full compliance. 5. You are not required to accept this License, since you have not signed it. However, nothing else grants you permission to modify or distribute the Program or its derivative works. These actions are prohibited by law if you do not accept this License. Therefore, by modifying or distributing the Program (or any work based on the Program), you indicate your acceptance of this License to do so, and all its terms and conditions for copying, distributing or modifying the Program or works based on it. 6. Each time you redistribute the Program (or any work based on the Program), the recipient automatically receives a license from the original licensor to copy, distribute or modify the Program subject to these terms and conditions. You may not impose any further restrictions on the recipients exercise of the rights granted herein. You are not responsible for enforcing compliance by third parties to this License. 7. If, as a consequence of a court judgment or allegation of patent infringement or for any other reason (not limited to patent issues), conditions are imposed on you (whether by court order, agreement or otherwise) that contradict the conditions of this License, they do not excuse you from the conditions of this License. If you cannot distribute so as to satisfy simultaneously your obligations under this License and any other pertinent obligations, then as a consequence you may not distribute the Program at all. For example, if a patent license would not permit royalty-free redistribution of the Program by all those who receive copies directly or indirectly through you, then the only way you could satisfy both it and this License would be to refrain entirely from distribution of the Program. If any portion of this section is held invalid or unenforceable under any particular circumstance, the balance of the section is intended to apply and the section as a whole is intended to apply in other circumstances. It is not the purpose of this section to induce you to infringe any patents or other property right claims or to contest validity of any such claims; this section has the sole purpose of protecting the integrity of the free software distribution system, which is implemented by public license practices. Many people have made generous contributions to the wide range of software distributed through that system in reliance on consistent application of that system; it is up to the author/donor to decide if he or she is willing to distribute software through any other system and a licensee cannot impose that choice. This section is intended to make thoroughly clear what is believed to be a consequence of the rest of this License. 8. If the distribution and/or use of the Program is restricted in certain countries either by patents or by copyrighted interfaces, the original copyright holder who places the Program under this License may add an explicit geographical distribution limitation excluding those countries, so that distribution is permitted only in or among countries not thus excluded. In such case, this License incorporates the limitation as if written in the body of this License. 105

106 13 9. GNU General Public License The Free Software Foundation may publish revised and/or new versions of the General Public License from time to time. Such new versions will be similar in spirit to the present version, but may differ in detail to address new problems or concerns. Each version is given a distinguishing version number. If the Program specifies a version number of this License which applies to it and any later version, you have the option of following the terms and conditions either of that version or of any later version published by the Free Software Foundation. If the Program does not specify a version number of this License, you may choose any version ever published by the Free Software Foundation. 10. If you wish to incorporate parts of the Program into other free programs whose distribution conditions are different, write to the author to ask for permission. For software which is copyrighted by the Free Software Foundation, write to the Free Software Foundation; we sometimes make exceptions for this. Our decision will be guided by the two goals of preserving the free status of all derivatives of our free software and of promoting the sharing and reuse of software generally. NO WARRANTY 11. BECAUSE THE PROGRAM IS LICENSED FREE OF CHARGE, THERE IS NO WARRANTY FOR THE PROGRAM, TO THE EXTENT PERMITTED BY APPLICABLE LAW. EXCEPT WHEN OTHER- WISE STATED IN WRITING THE COPYRIGHT HOLDERS AND/OR OTHER PARTIES PROVIDE THE PROGRAM AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IM- PLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE PROGRAM IS WITH YOU. SHOULD THE PROGRAM PROVE DEFEC- TIVE, YOU ASSUME THE COST OF ALL NECESSARY SERVICING, REPAIR OR CORRECTION. 12. IN NO EVENT UNLESS REQUIRED BY APPLICABLE LAW OR AGREED TO IN WRITING WILL ANY COPYRIGHT HOLDER, OR ANY OTHER PARTY WHO MAY MODIFY AND/OR REDISTRI- BUTE THE PROGRAM AS PERMITTED ABOVE, BE LIABLE TO YOU FOR DAMAGES, INCLU- DING ANY GENERAL, SPECIAL, INCIDENTAL OR CONSE-QUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE PROGRAM (INCLUDING BUT NOT LIMITED TO LOSS OF DATA OR DATA BEING RENDERED INACCURATE OR LOSSES SUSTAINED BY YOU OR THIRD PARTIES OR A FAILURE OF THE PROGRAM TO OPERATE WITH ANY OTHER PRO- GRAMS), EVEN IF SUCH HOLDER OR OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILI- TY OF SUCH DAMAGES. END OF TERMS AND CONDITIONS 106