Netmail Archive 5.2 Administration Guide for Microsoft Exchange

Netmail Archive 5.2 Administration Guide for Microsoft Exchange

Netmail Archive Administration Guide for Microsoft Exchange Netmail Archive is an enterprise-class messaging archive solution that helps organizations address their current and future challenges of email archiving, retention, regulatory compliance, ediscovery, and storage management. Netmail Archive integrates seamlessly and transparently into your Microsoft Exchange system, improving mail system performance, lowering storage costs, and offering robust search capabilities for legal discovery, regulatory compliance, or organizational policy enforcement. Table of Contents Getting Started with Netmail Archive Disable Anti-Virus Scanning on Netmail Archive Nodes Logging in to the Netmail Administration Console Updating the Address Book Cache Specifying Locations Viewing Post Office Information Policy Planning, Configuration, and Management Job Creation and Distribution Creating a New Job Specifying Job Settings Job Distribution Netmail Archive Agents Archive Agent Configuration and Management Export Agent Configuration and Management Group Agent Configuration and Management ILM Agent Configuration and Management Index Agent Configuration and Management Migration Agent Configuration and Management Attachment Stripping Agent Configuration and Management Utility Agent Configuration and Management Job Agent Guidelines Tracking Netmail Archive View Archived Data on the File System Netmail Archive Logging Specifying Default Log Settings Reporting with Netmail Archive Monitoring Job Progress Using the Calendar Advanced Configuration Netmail Archive System Configuration Tab Configuring LDAP Netmail Archive Storage Considerations Single Instance Storage (SIS) Stubbing Storage Integrations Appendix A Custom Policies Appendix B Accessing Archives in a Mixed Environment Appendix C Netmail Archive Logging Database Appendix D GroupWise to Exchange Data Migration Properties Appendix E Microsoft Exchange Online Limitations Appendix F Best Practices for Change Management: Windows Updates 2 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Getting Started with Netmail Archive This section explains the steps that you should perform after successfully installing Netmail Archive. After completing these steps, your Netmail Archive system should be ready to perform archiving and other functions. Getting Started with Netmail Archive Before You Begin Basics Prepare for Archiving Disable Anti-Virus/Anti-Spam Scanning on Netmail Archive Nodes Log in to the Netmail Administration Console Update the Address Book Cache Specify Locations Set Policies Disable Anti-Virus Scanning on Netmail Archive Nodes Just as with the installation of Netmail Archive, or any other application for that matter, it is required that no anti-virus software be running on Netmail Archive nodes (including the Index Server) during operation of Netmail Archive. While anti-virus and other security software can be used to scan email at any other entry point into your email system, it can interfere with normal operation of Netmail Archive, creating job errors or causing jobs to fail. Note that all mail messages being converted to XML archives, and attachments being extracted and stored as single instances, have previously been scanned by the security gateway if coming from the Internet, or by users' anti-virus applications if strictly internal. These messages and their attachments are already "clean" as they are placed in the archive. If disabling anti-virus scanning on Archive nodes is not possible, at the very least, anti-virus scanning should exclude Messaging Architects directories. These directories include: TEMP locations (this directory must be excluded from scanning, otherwise items may not be archived or correctly indexed) INSTALL path (which is where some of the logs are being created) Postgres installation directory (for logging purposes) If in doubt, please contact Messaging Architects for more information. Logging in to the Netmail Administration Console The Netmail Administration Console is a flexible and intuitive web-based application that allows administrators to configure Netmail Archive, create policies, and run jobs. To launch the Netmail Administration Console, open a standard web browser and enter the IP address of your Master archive server, followed by the port number for the WARP Port as entered during the Netmail Unified UI section of the installation (typically port 8989). For example, http://19 2.168.1.123:8989. The console can be accessed from any workstation with access to this IP address. Note: While all web browsers will work with Netmail Archive, Messaging Architects has found that the Mozilla Firefox browser is marginally better performance-wise than Microsoft Internet Explorer. When you first launch the Netmail Administration Console, you are prompted for your User Name and Password. These authentication credentials are for an edirectory user account that has administrative privileges to the Netmail Archive objects that were created during the installation. You can log in using NDS contextual login, such as admin.netmailarchive.org. Messaging Architects recommends the use of a dedicated Netmail Archive user account which has specific administrative privileges granted to the area where the Netmail Archive objects are stored. This user can therefore be restricted and does not require administrative privileges to the rest of the edirectory tree. In the textboxes provided, enter your credentials, and then click Login. 3 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Updating the Address Book Cache In the tree menu on the left-hand side of the Netmail Administration Console, select Archive > Clusters > <Cluster Name>. By default, the Confi guration tab is displayed. The Configuration tab displays software version, server type, and network address information about Netmail Archive. The Configuration tab also allows you to edit the settings for your Index Server(s), to test your Index Server(s), and to set your default log and notification settings. For more information on using the Cluster Configuration tab to configure Netmail Archive, see Netmail Archive System - Configuration Tab. For now, click the Address Book Sync tab. The Address Book Sync tab lets you specify your Address Book Cache settings. Address Book Cache 4 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Netmail Archive reads information from the Address Book of your mail system into an Address Book cache stored in the Netmail Archive configuration held in edirectory. This cache is subsequently used by Netmail Archive to store additional information about the mail system accounts and to allow you to allocate these accounts to Netmail Archive jobs, such as archive jobs. The Address Book cache is updated by a periodic process which reads the mail system address book. The settings under Address Book Cache control how often the Address Book cache is updated and how Netmail Archive connects to your mail system to read the Address Book. Cached Address Book Update Settings: By default, following installation, Netmail Archive is pre-configured to run the Address Book cache update every day at 06:00 hours, so as not to compromise the performance of your email system during peak hours. This timing can be amended by adjusting these settings. Under Run cache update process at, set the time in hours and minutes (HH:MM) when you want to update your system Address Book cache. It is recommended that you schedule the cache update process to run during overnight or evening hours to avoid using valuable CPU resources during the day. Under Update cache every [x] days, set the frequency, in days, for how often you want the cache update process to run. If you update your Address Book frequently, you may want to schedule regular cache updates. Configured Address Book Server: These settings define the connection that is to be used to read your system Address Book. They are configured initially during the installation of Netmail Archive. Under IP, enter the IP address of a local Active Directory Domain Controller (DC). Under Port, enter the LDAP port for your Active Directory DC. By default, this port is 389. Under AD User, enter an Active Directory account to be used when establishing the LDAP connection. It is recommended that Netmail Archive uses the dedicated Active Directory account which you created at installation time. The user is best entered in the format DOMAIN\userid (e.g., ACME\nmarchive). Under AD Password, enter the password for the AD User account specified. Under EX User, enter an Exchange mailbox account to be used when connecting to the Exchange system. It is recommended that Netmail Archive uses a dedicated mailbox, belonging to the dedicated Active Directory account above, which was created at installation time. Again, specify the account in the format DOMAIN\userid. Typically, this is the same as the AD User above. Under EX Password, enter the password for the EX User account specified. Under EX Path, enter the Exchange Web Services (EWS) URL for a local Exchange CAS server running the EWS interface (by default, all Exchange CAS servers are be enabled for EWS). This CAS will be used to the send the report after each job completes. It is also the default CAS used for all Netmail Archive connections. EX Email: This is the email address to which job reports will be sent upon job completion. Enter the appropriate email address. The Load users from file option allows you to import an existing user list by specifying the Path where the file is saved. 5 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Important: After making any changes to these options, click Save to save your settings. If you do not click Save, your settings will not be saved. Click Submit All when you are satisfied with your changes. The cache update will occur at the scheduled time. To update the cache immediately, choose Run Now. Note: If your system meets the required system recommendations, you should be able to process approximately 4000 users per minute. To update the Address Cook Cache manually: Netmail Archive will automatically run an Address Book Sync when you start the Netmail Archive services on your Master archive server. If you change the Address Book Cache settings, or if you wish to run the update process manually for any other reason, under Address Book Cache, select Run Now to update the Address Book cache immediately. Monitoring the Address Book Sync job: When you run the update process manually, or if you wish to confirm the automatically scheduled execution, you can use the Monitor feature of the Netmail Administration Console to track the execution of the update process. In the tree menu, click the Archive object, and then select the M onitor tab. The Monitor tab tracks the jobs currently being processed by your archive nodes. On the tab, expand the Cluster node objects by clicking the icon. A should appear in the Running Job ID column of Monitor + SyncAB Trigger the Master node. You can monitor the status of the job and the elapsed time of the job. 6 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Confirming that the Address Book Sync has run successfully: Once the Address Book Sync job is complete, you can confirm that it executed successfully in one of three ways: 1. Job Report: In the tree menu on the left-hand side of the Netmail Administration Console, select Archive > Clusters > <Cluster Name>, and then select the Report tab. The Report tab displays the job report for the Address Book Sync job. You should see a recent entry for the most recent execution and a Succeed count matching the number of accounts synchronized. For more information about the Report tab, see Reportin g with Netmail Archive. 2. Mail Stores tab: In the tree menu on the left-hand side of the Netmail Administration Console, select Archive > Clusters > <Cluster Name>, and then select the Mail Stores tab. If the Address Book Sync process has completed you should see a list of your Exchange Maibox servers listed. Each Mailbox server will inherit the connection settings from the Address Book Sync tab, including which CAS to use when opening mailboxes on that server. If you would like to direct connections to a specific CAS for mailboxes on a certain server, you can override the EX Path variable with the desired CAS information. 7 Copyright 2013, Messaging Architects. Updated: 10/05/2013

3. Archive Agent Job - User Selection List: In the tree menu, select Archive > Clusters > <Cluster Name> > Agents > Archive > Sample Archive Job. This will display the Job Settings tab of a sample archive job. Under the User List list box, click Select to open the User List wind ow. Leaving the All option next to Type selected, click List Users. Assuming the Address Book Sync process completed successfully, the list of mail system accounts from the cache will be loaded into the selection list on the left-hand side. 8 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Specifying Locations Error: RuntimeException occurred while performing an XHTML storage transformation (null) Viewing Post Office Information In an Exchange environment, the Mail Stores tab displays information about your Exchange CAS servers, such as IP address, port, and user names and passwords. 9 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Policy Planning, Configuration, and Management In today s highly-regulated business environment, having an email policy is no longer optional. You must have an email policy to ensure that your organization is protected against litigation and is compliant with the statutes governing your industry. It is also a good idea to have an email policy to help protect the performance of your email platform and to reduce the storage cost associated with your live email data. Netmail Archive enables organizations to implement corporate-wide email retention, storage, and compliance management rules by creating pre-defined archiving and storage tasks called policies. Policies created using the Netmail Administration Console contain archiving and publishing settings which are then applied to selected user accounts in your email system. Netmail Archive supports an unlimited number of policies that enable administrators to set unique email retention criteria for specific groups of users. These policies are scheduled to run as a server-side process that is transparent to end users. Policies may be scheduled to run once or multiple times. Policies can also be used to carry out run-once tasks. For example, policies can be created to archive the contents of an inactive account, thereby enabling administrators to eliminate that account from the messaging system. As a starting point to create policies with Netmail Archive for implementing your organization s email retention policies, you should review your existing email and records management policies. Then you should decide what kind of policies you need to address the long-term records retention and records management needs of your organization. Policy Overview There are many types of policies that you can create which may be applied to selected email accounts. The following list is a brief introduction to the types of policies you may want to consider implementing within your organization: Email Usage Policy: An email usage policy should include code of conduct, system usage guidelines, and an email confidentiality clause. Email Retention Policy: An email retention policy is an organizational policy that identifies the retention and deletion requirements for email within the organization. If end users are given the ability to delete messages, then the policy should provide a clear definition as to what constitutes a business record and what constitutes a transitory record that can be deleted. Email Deletion Policy: An email deletion policy is crucial to an organization unless you plan to keep information in perpetuity. So an email deletion policy takes into account that you will need to delete information when it is no longer valuable or when the regulatory requirements have been met. Your deletion policy should take into consideration all forms of email messages, including corporately archived messages, privately archived messages, and backups of messages. Email Archiving Policy: An email archiving policy is critical when defining the expectations and procedures for retaining and storing electronic messages within the organization. While it is an operational policy, it should take into consideration what data will be stored in your primary messaging systems, what data will be stored on online archive systems, and what data will be stored on near-online or off-line systems. To start using Netmail Archive, first you must create, apply, and deploy policies. Netmail Archive includes several pre-defined sample policies to help system administrators get started as soon as possible. The sample policies are pre-created policies that are available in the Netmail Archive Administration Console and are provided to you as recommended best practices. You can use these sample policies right away or customize 10 Copyright 2013, Messaging Architects. Updated: 10/05/2013

these sample policies to better suit the epolicy requirements of your organization. Sample policies are displayed on the left-hand side of the Netmail Archive Administration Console in the tree under the Netmail Archive Policies object. To view detailed criteria assigned to each of these policies, click the name of the policy, such as Sample Archive Policy, to open it. Creating a New Policy This section describes how to create and manage pre-defined policies for automated or manual archiving of single or multiple accounts. From the tree menu on the left-hand side of the Netmail Administration Console, click Archive > Clusters > <Cluster Name> > Policies to open the main Policies screen where you can create a new policy. To create a new policy: 1. Click the Create button at the bottom of the screen to open a new dialog box. 2. Under Name, specify a name for the policy you would like to create, and then click Create. Your policy now appears in the tree under the Policies object. 11 Copyright 2013, Messaging Architects. Updated: 10/05/2013

3. Click the name of the policy you just created to open the policy and begin specifying policy criteria. Specifying Policy Criteria There are three different tabs that allow you to configure various policy settings. The settings you apply depend on the type and purpose of the job to which you will assign this policy. Each of these tabs will be described in the same order as the layout of the Netmail Administration Console. By default, when selecting a policy, the Policy Criteria tab is displayed. The Policy Criteria tab allows you to configure the basic message selection criteria for a policy. Mailbox Quota Mailbox Quota is used only for Policy objects that you apply to Archive Agent jobs. This feature allows you to use archiving as a means of controlling the size of users mailboxes. When you select this feature, you can specify a maximum mailbox size and/or maximum number of days a message can reside in the live mail system before it is archived. Under Mailbox size bigger than [x], enter the maximum allotted mailbox size (including attachments) in MB or GB. Under Messages are older than [x] days, enter the number of days a message can remain in the live system before being archived. 12 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: If both criteria are defined, then both criteria must be met in order for messages to be archived. For example, if the maximum mailbox size has been reached, only those messages satisfying the Messages older than [x] days criterion will be archived. Similarly, messages older than the specified x number of days will be archived only when the maximum mailbox size has been reached. Message Selection Under Message Selection, specify the types of messages are to be selected by this policy, and therefore processed by the job to which the policy is assigned. The following available message types match the Exchange item types: Mail Appointments Tasks Notes Date Properties Under Date Properties, specify a particular time period to apply to your policy criteria. Only items which have a Created Date value within the specified period will be selected by the policy, and therefore processed by the job to which the policy is assigned. Note: For calendar based appointments, the comparison is made to the Scheduled Date attribute rather than to the Created Date attribute. You can specify the From date as the Beginning, which corresponds to January 1, 1970, as a number of days prior to today's date, or as a specific calendar date. The To date can be a chosen calendar date or a number of days prior to the current date. For policy use with Archive Jobs, the latter option effectively lets you designate the number of days a message is allowed to remain in the email account before it is archived. Search Scope The Search Scope settings are used only when the policy is assigned to an Archive Agent Job. They are designed to help optimize the archiving process when it is carried out regularly. Under Search Scope, use the available options to select which messages you want the Archive Job to inspect against the other policy criteria. 13 Copyright 2013, Messaging Architects. Updated: 10/05/2013

The settings are used as follows when processing each account assigned to the Archive Job s user list: Process all messages: This option, in conjunction with archive job, results in the processing of every item in the mailbox within the specified date range, regardless of its published flag (see below). Process all unpublished messages: This option saves time by making use of the published flag which previous executions of an archive job have set on successfully archived items. When it is selected, the job first examines published flag on items within the date range to see if they have previously been archived. Only items which do not have the published flag set (i.e., have not been previously archived) will then be compared with the rest of the policy criteria to determine if they should be archived. Items which have the published flag are skipped. Important: After specifying your options, click Save to save your settings. If you do not click Save, your settings will not be saved when you click the Advanced tab. Specifying Advanced Properties The Advanced tab of a policy allows you to specify advanced message selection properties for the types of messages to be selected by the policy. Search Properties Using the available settings under Search Properties, you can inspect many of the other properties of items to decide whether they should be selected by the policy. 14 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: When Netmail Archive archives an item from Exchange, it saves the Exchange properties of the item on the archived item. As such, these advanced policy criteria can be used on policies assigned to jobs acting on archive items, such as ILM Agent Jobs and Export Agent Jobs, as well as policies assigned to Archive Jobs. In actual fact, most organizations find that they rarely use advanced policy criteria on Archive Jobs, since they want to archive most or all items, but the do use them on ILM and Export Jobs, where narrower selection criteria are typically required. The available item properties are: Attachment name: Contains or does not contain a specified string Attachment size: Compared to a specified size Box Type: Incoming, Outgoing, Draft, or Personal Busy Type: Free, Blocked, Out of Office, Tentative (for appointments only) Categories: Matches a specified string From Text: Contains or does not contain a specified string Message body: Contains or does not contain a specified string Opened: True or False Personal Subject: Contains or does not contain a specified string Personal: True or False Private: True or False Read: True or False Sender: Contains or does not contain a specified string Subject: Contains or does not contain a specified string To: Contains or does not contain a specified string Note: Netmail Archive supports the use of Regular Expression Searching (Regex). Regular expression searching provides a way to match advanced combinations of characters. Date-based Filtering For some date-based properties of items, you can specify a specific Date Range to be matched against. Appointment Due Date: This option allows you to match against a date range during which a task in the calendar was scheduled for completion. Select Appointment Due Date, and then click the calendar icons to choose a range of dates (MM/DD/YYYY). Task Completed Date: This option allows you to match against a date range during which a task in the calendar was actually completed. Select Task Completed Date, and then click the calendar icons to choose a range of dates (MM/DD/YYYY). Mail Modified Date: This option allows you to match against a date range for the Modified Date property of the item. Select Mail 15 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Modified Date, and then click the calendar icons to choose a range of dates (MM/DD/YYYY). Important: After specifying your settings, click Save to save your settings. If you do not click Save, your settings will not be saved when you click the Folders tab. Folders The Folders tab allows you to select which folders in the mail system accounts or archived accounts you wish to include or exclude from item selection. Folder Selection Folder Selection allows you to specify which folders in the mail system accounts or archived mailboxes, depending on the job type to which this policy is assigned, will be processed by the job. You can choose to process items in all folders, or specify which folders to include or exclude in your policy. In this way, you can choose to process items from specific folders only, or to process all folders except for those that have been excluded. The available folders are: Inbox Calendar Notes Tasks Drafts Deleted Items Outbox Sent Items Junk E-mail Recoverable Items You can also create filter entries for non-system folders. Simply enter the name of the folder you wish to create in the text field, and then click the + button to add your folder to the list. Folder paths can be specified with a leading \\ or without (e.g., \\Cabinet\Folder1 is the same as Cabinet\Folder1. Select Recursive if you want to process a selected folder recursively. 16 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: If you specify a non-system folder for inclusion or exclusion, you can alter whether the inclusion/exclusion applies only to the contents of that folder itself, or the folder and its subfolders. Using a trailing slash in the folder path, indicates that only this folder is included/excluded. Not using a trailing slash, implies that this folder and all of its subfolders are included/excluded. For example, \\Memos\Personal will include/exclude the Personal folder within the cabinet plus any subfolders of that folder, whereas \\Memos\Personal\ will only apply to the contents of the Personal folder, not any subfolders. After making your folder selection, click Save to save your settings. Important: If you do not click Save, your folder settings will not be saved when you start applying policies to jobs in the next section. 17 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Job Creation and Distribution It is through the creation and execution of jobs that Netmail Archive allows you to implement your organizational policies with regards to archiving, retention, and deletion of email data. Jobs exist within an agent to execute the function of that agent according to a specific schedule and against a specified set of accounts. In addition to specifying the schedule and account list, a job also has other settings specific to the job type. For example, for an Archive Agent Job, it is necessary to specify the location to which the archive data is to be written. This chapter explains how to create a Netmail Archive Job and to set the job s basic properties (i.e., those job settings common to all job types). To specify advanced job criteria (i.e., those settings specific to a job type), see Netmail Archive Agents. Job Creation and Distribution Job Creation Job Settings Create a new job Choose a policy (or inherit an Archive job) Schedule the job Select users Job distribution Configure nodes Creating a New Job Jobs can be created and configured on any of the Job Agents in the same manner. To get started, select the Netmail Archive Cluster object, and use the arrow icon to expand the tree. Choose the name of the Agent that corresponds to the type of job you would like to create. For example, if you want to create an Archive Job, choose <Cluster Name> > Agents > Archive. To create a new Job: 1. Click the Create button at the bottom of the Job Agent screen to open a new dialog box. 2. Under Name, specify a name for the job you would like to create, such as Archive Job, and then click Create. Your new job now appears under the name of the Agent that corresponds to the type of job you created. 3. Click the name of the job you just created to open the job and begin specifying job settings. Specifying Job Settings There are several different tabs that allow you to configure jobs. The Job Settings tab allows you to configure basic settings for any type of job, and is detailed in this section. The settings on the Criteria tab are specific to the job type and are discussed in Netmail Archive Agents. The Job 18 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Settings tab is displayed by default when you click on the name of the job you created. Use the Job Settings tab to choose a policy, set the schedule, and select accounts to include in your job. Note: If you are creating an Index Job, you do not need to select a policy. For more information, see Inheriting an Archive Job. Choosing a Policy Under Policy, use the dropdown list to choose a policy that you created earlier from the list of available policies. If no policies appear in the list, you must create a policy as described in Creating a New Policy. Click View if you want to review the criteria previously specified in the policy. Note: Netmail Archive includes several pre-defined sample policies. If you would like to experiment with a pre-defined policy, select the appropriate sample policy from the list of available policies. Selecting Job Priority The Job Priority option allows you to assign a priority level to a job high, normal (default setting), or low. With this setting, the JobManager process, which is responsible for allocating queued job threads to available thread slots on the archive nodes, selects from the queue according to the priority setting. As such, if a normal priority job is already running and using up all available job threads, setting your job to high priority and executing it will result in any freed threads being used for the new urgent job.the priority setting is useful only in scenarios where you need to have multiple jobs running concurrently and want to control which job takes priority with respect to thread allocation. Scheduling a Job 19 Copyright 2013, Messaging Architects. Updated: 10/05/2013

The Schedule option allows you to specify when your job should be executed. You can schedule your jobs to execute automatically, either once only or on a regular basis, or you can execute your jobs manually, on demand. Daily: To schedule a job to run automatically at a fixed time every day, set the time in hours and minutes (HH:MM) when you want your job to start, and then select the Daily option. Weekly: To schedule a job to run automatically at a fixed time, but only on certain days of the week, set the time in hours and minutes (HH:MM) when you want your job to start, and then select the Weekly option. Select the day(s) of the week on which to run your job. Specify Date: To schedule a job to run automatically at a specific time on a specific date, select the Specify Date option. Set the time in hours and minutes (HH:MM) when you want your job to start, and then click the calendar icon to choose the date (MM/DD/YYYY). Disable: If you have not scheduled a job to run automatically, the Disable option is selected by default. This allows you to save the job while disabling any scheduled automatic executions. Run Now: To manually trigger a job to run immediately, select the Run Now option, and click OK in the dialog box to confirm that you want to run the job now. Selecting Users After you have scheduled a job to run at a specific time, you need to configure a list of user accounts that you wish to process as part of this job. The list of currently selected accounts is shown in the Users list on the job s Job Settings tab. 20 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Selecting Exchange Accounts for Archive and Utility Jobs: For Archive Agent Jobs and most Utility Agent Jobs, the accounts which are relevant to the job are the mail system accounts (i.e., Exchange accounts). The User List dialog box provides you with the ability to select Exchange accounts as follows: 1. Under Users, click Select Users. 21 Copyright 2013, Messaging Architects. Updated: 10/05/2013

2. In the User List dialog box that appears, click List Users to choose from a list of all of your Exchange mailboxes. 3. You can also use the available filters to customize the list of mailboxes that you will choose from. These filters are designed to simplify the process of selecting users. The following filters are available: Domain: Choose the domain from which you want to select mailboxes, or use the default of ALL domains. Mail Store: If you chose a specific domain, you can further narrow down your selection list by choosing the CAS server from which you want to select users, or use the default of ALL mail stores. User ID Filter: Enter a user ID to locate a particular account or set of accounts. This option supports the use of wildcards (e.g., m* will list all accounts starting with the letter m ). Type: Choose All to view all accounts (i.e., users, resources, and distribution lists), or choose to view Users Only or Groups Only to narrow down the list. Journal only is an option used when Netmail Archive is deployed in a Exchange environment. 4. When you are satisfied with your filter specifications, click List Users. Important: If no users appear in the User List when you click List Users, and you are creating a job using the Archive or Utility Agent, you need to update your Address Book cache. To update your Address Book cache refer to Updating the Address Book Cache. 22 Copyright 2013, Messaging Architects. Updated: 10/05/2013

5. Upon clicking List Users, a list of accounts based on your filter selections now appears in the left-hand pane of the User List dialog box. Click on a user ID to highlight the user, then click Add to add the user to your list of selected users. Your selected users will appear in the right-hand pane of the User List dialog box. Note: You can select multiple users by holding down the CTRL key and clicking on multiple user IDs. You can also highlight the first user and while holding down the SHIFT key, highlight the last user in the range to select an entire range Alternatively, if you want to select all of the users in the left-hand pane, click All. 6. To remove a user from your list of selected users, highlight the user, then click Remove. 7. When you are satisfied with your list of selected users, click OK. 8. A list of selected users now appears under Users on the Job Settings tab. Review the list of users. If you want to exclude any users from the list, highlight the user name in the list, and click Remove. 9. When you are satisfied with your user selection, click Save at the bottom of the Job Settings tab. Selecting Archive Accounts for Export, ILM, and Index Agent Jobs Export, ILM, and Index Agent jobs operate on data in the archive locations, not on accounts in your mail system. As such, the user selection for those jobs differ in that you are selecting archive folders to add to the job. In this case, before selecting users you must first tell the job the storage location in which it should search for accounts (a job can only process accounts from one location). The selection of the source location is done on the Criteria tab of the job as described in the relevant sections of Ne tmail Archive Agents. Once you have selected the appropriate source location, those users whose have already been archived to that location will be available to you in the User List. If your user list does not accurately reflect your recently archived accounts, confirm that you have selected the correct location on the Criteria tab. To select users: 1. Under Users, click Select Users. 23 Copyright 2013, Messaging Architects. Updated: 10/05/2013

2. In the User Selection dialog box that appears, click Load to choose from a list of all of the archive accounts in the specified source location. 3. You can use the available filter to customize the list of users that you will choose from. This filter is designed to simplify the process of selecting users. Enter a user ID to locate a particular user. You can also choose to load users from a particular distribution list by selecting DL and choosing a distribution list from the dropdown list. Distribution list based selection selects only those accounts which belong to the distribution list AND have archive data in the source location. The SSV file path option allows you to specify a SSV file from which you want to pull users. Tip: The Filter option supports the use of wildcards. 4. A list of archive accounts now appears in the left-hand pane of the User Selection dialog box. Click on a user ID to highlight the user, then click Add to add the user to your list of selected users. Your selected users will appear in the right-hand pane of the User Selection dialog box. Note: You can select multiple users by holding down the CTRL key and clicking on multiple user IDs. You can also highlight the first user and while holding down the SHIFT key, highlight the last user in the range to select an entire range. Alternatively, if you want to select all of the users in the left-hand pane, click All. 5. To remove a user from your list of selected users, highlight the user, then click Remove. 6. When you are satisfied with your list of selected users, click OK. 7. A list of selected users now appears under Users on the Job Settings tab. Review the list of users. If you want to exclude any users from the list, highlight the user name in the list, and click Remove. 8. When you are satisfied with your user selection, click Save at the bottom of the Job Settings tab. Job Distribution 24 Copyright 2013, Messaging Architects. Updated: 10/05/2013

When executing a job, Netmail Archive splits the workload of the job up into subtasks, one for each account allocated to the job. In a single archive server scenario, all of these subtasks are run on the one server, but Netmail Archive uses multi-threading to execute the job for several accounts at the same time. Netmail Archive also allows you to configure your Netmail Archive system to support a multi-archive server clustered environment. Netmail Archive is configured to automatically detect any additional archive nodes you configure and cluster together for maximum performance and uptime. Within a cluster, the Master node is responsible for distributing job workload across all nodes of the cluster. It will automatically detect the current load of any of the Worker nodes in the cluster and distribute the job workload between nodes accordingly to better utilize system resources. When jobs are running, you can view how they are distributed across the available nodes by using the Monitor feature. From the tree menu on the left-hand side of the Netmail Administration Console, click the Archive object. By default, the Monitor tab is displayed. The Monitor tab allows you to monitor the progress of jobs onscreen. Click the + icon next to the Cluster Node to expand the node and monitor the jobs onscreen. For more information on the Monitor tab, see Monitoring Job Progress. Nodes To help support the multi-threading and cluster operation of jobs, several server, or node, settings need to be set. In the Netmail Administration Console under Archive > Clusters > <Cluster Name> > Nodes, use the arrow icon to expand the tree. If you have installed only a single node on your Netmail Archive system, this node will appear in the tree as the Default Master node. If you have installed more than one node, these additional nodes will appear as Worker nodes. On a Netmail Archive system, you can have many Worker nodes, but only one Master node. To view more information about your Master or Worker nodes, click the name of the node to open it. By default, the Configuration tab is displayed. The Configuration tab allows you to change various configuration settings associated with the selected node. 25 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Configuring Nodes During installation, Netmail Archive configures nodes with default settings, however, you can still make changes to these settings at any time if you need to modify system operation. Time out This setting allows you to specify how long you want Netmail Archive to wait before cancelling a job if the system encounters an error during processing, such as hanging or freezing. To change the default Time out value, set the time out value, in seconds, to indicate how long you want Netmail Archive to wait before cancelling a job, and then click Save. Temporary directory This option allows you to specify a temporary directory where attachments are stored during job processing. These attachments are cleaned up after the job finishes processing. To change the default Temporary directory, edit the path, and then click Save. When large accounts are being processed, the number of cached attachments can be quite large. As such, you should ensure that the specified location has adequate free space. Maximum threads This option displays the maximum number of job threads that are processed at the same time by this node. Note that this is the maximum number for the node, not per job. It is possible to run multiple jobs concurrently, but the Maximum threads setting will restrict the number of threads which can run across all jobs on this node. To change the default number of maximum threads, edit the value, and then click Save.. Note: Messaging Architects recommends that you leave the default value at 10 threads. However, if you consistently see that CPU utilization on the node is maxed out or well underutilized during job execution, you can increase or decrease this setting accordingly. Filter This option allows you to control which jobs or job types will be eligible for execution on this node. To include all agents for processing by this node, select the All the agents option under Inclusion. Otherwise, click Edit to select specific agents or jobs. If you want to exclude specific jobs or job types from executing on this node, click Edit next to Exclusion, and select the agents you want to exclude. It is the Master node which inspects the Filter settings of all the nodes when it is deciding where to allocate the accounts from a particular job. By default, all nodes, including the Master, are set to accept accounts from all job types. In some scenarios, you may wish to dedicate a specific node to execute the jobs of a particular Agent (e.g., all Export jobs). In such a scenario, you would simply exclude that Agent in the filter of all nodes except for the one on which you want them to run. 26 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: If you dedicate an agent to a specific node, the dedicated node will assume the task of processing all jobs associated with that agent. In the event of a failure, jobs associated with the dedicated node will not be re-distributed among the cluster. 27 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Netmail Archive Agents Netmail Archive provides multiple Job Agents that allow you to create and configure jobs to help you manage the archiving, retention, and retrieval of electronic information within your organization. To view the available Netmail Archive Agents, choose the Archive > Clusters > <Clus ter Name> > Agents object by using the arrow icon to expand the tree. Netmail Archive Agents The Archive Agent is the main component of Netmail Archive. With the Archive Agent, you can archive information from your mail system to an external data repository in XML format. In order to use the Export, ILM, or Index Agents, you must first use the Archive Agent to create the archived data in XML format. For more information on the Archive Agent, see Archive Agent Configuration and Management. The Export Agent is used to copy archived data from one location to another, typically for ediscovery purposes. It can also be used to export archived data in PST format for provision to third parties. In addition, it is also used by the Netmail Search component of Netmail Archive as the engine for carrying out ediscovery exports to PDF, PST, or searchable XML format. For more information on the Export Agent, see Export Agent Configuration and Management. The Group Agent is used to schedule a series of jobs from other Agents to run consecutively. The Group Agent helps you make intelligent scheduling decisions by allowing you to configure consecutive jobs to run automatically, removing the need for administrator intervention. For more information on the Group Agent, see Group Agent Configuration and Management. The ILM Agent is used to enforce an organization s Information Lifecycle Management policies on its archived data. Through the ILM Agent, you can manage the deletion of archived data at the end of its retention lifetime, or move messages during their retention period to alternate locations such as more economical network attached storage (NAS) devices. For more information on the ILM Agent, see ILM Agent Configuration and Management. The Index Agent is used to help manage the comprehensive index files that Netmail Archive maintains for the archived data. The Index Agent can be used to create indexes for your archived data if you did not choose to create real-time indexes with the archiving job, or to re-create indexes if the original indexes were corrupt or created incorrectly. For more information on the Index Agent, see Index Agent Configuration and Management. The Migration Agent allows organizations who are migrating from a Novell GroupWise email platform to an Exchange platform to migrate their data into the new email system. In conjunction with the Archive Agent and the GroupWise to Exchange Provisioning Utility, the Migration Agent allows for a seamless migration. The Migration Agent migrates actual data, such as email messages and calendar events, into the Exchange system. For more information on the Migration Agent, see Migration Agent Configuration and Management. The Attachment Stripping Agent is used to strip attachments from messages that are being archived. Each stripped attachment is replaced by an HTTP link that points to a copy of the attachment in Netmail Store. The Attachment Stripping Agent therefore introduces the possibility of implementing single-instance storage with Exchange 2010 and helps organizations reduce server bloat. You must first define an appropriate storage location in order to use the Attachment Stripping Agent. For more information on the Migration Agent, see Attachment Stripping Agent Configuration and Management. The Utility Agent is mostly used to perform maintenance on the live GroupWise message store. The Utility Agent can be used to automatically create folders within mailboxes to enforce a corporate-wide policy, to perform selective reduction of mail messages, or to apply the retention timestamp on GroupWise mailboxes. The Utility Agent is also used to carry out some Netmail Archive specific functions, namely purging the attachment Single Instance store of orphaned attachments and enabling you to convert legacy GWArchive archive data into Netmail Archive format. For more information on the Utility Agent, see Utility Agent Configuration and Management. Archive Agent Configuration and Management The Archive Agent performs the core function on Netmail Archive, copying selected items from the Exchange system to a specified archive store location, where the data is stored in an independent XML format and can be managed by Netmail Archive for retention and ediscovery purposes. It is through the creation of Archive Agent jobs (archive jobs) which suit your needs that you can implement your organizational archiving policy with Netmail Archive. The following sections detail the process for configuring an archive job. Selecting Archive Job Criteria After creating your Archive Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Archive Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the Job you created. Click the Criteria tab. The Criteria tab allows you to select the location to which this job will archive the data, the type of indexing you want to include, and the type of retention criteria you want to apply. The option to archive shared folders and user address books with the Archive Job is also available. 28 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Selecting a Source Mailbox The Source Mailbox is the Exchange mailbox(es) from which you want to archive messages. The Archive from Primary Mailbox option allows you to archive messages residing in the live mailbox, while the Archive from Archive Mailbox allows you to archive messages in the Exchange archive mailbox. You must select at least one source mailbox for archiving. Choosing a Destination Location The Output Destination designates the archive storage location to which this job will write and how it is to handle the items in Exchange. Under Choose Archive Location, use the dropdown list to choose from the list of existing storage locations where the Archive Job will save archived messages. Refer to Specifying Locations for more information on setting up storage locations. Do not Mark as Archived: This option allows you to archive the items without setting the published flag on the items in Exchange. By default, this setting is unchecked for an Archive Job, meaning that the Archive Job sets a published flag on each item in Exchange which it successfully archives. This flag can be used by subsequent Archive Jobs to determine which items have been previously archived. See Specifying Policy Criteria for more information. Delete After Archiving: This option deletes items from Exchange after archiving them. By default, this setting is unchecked for an 29 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Archive Job, meaning that the Archive Job simply copies the selected items from Exchange to the archive storage location. Important: Messaging Architects does not recommend that you choose the Delete after archiving option. If you want to delete messages after archiving, create a Utility Job to reduce archived items after verifying the integrity of your archives. For more information, see Utility Agent Configuration and Management. Note: Because of the way GroupWise labels native archives, attempting to import all native archives at the same time may create conflict among files with the same name. Best practices suggest that you use an importing process that carefully selects users native archives on a PO-by-PO basis. Choosing a Source An Archive Job defaults to using Exchange mailboxes as the source of data to be archived. The Source option alternatively allows you to specify that you want to archive messages located in PST files. Select PST, and under PST source folder path, enter the location of the PST files containing the messages you want to archive. Note: This step can be performed only after a Utility Job has imported PST files and relocated them into a specified destination folder path. The PST source folder path is the same as the destination folder path specified in the Utility Job. For more information about configuring a Utility Job, see Utility Agent Configuration and Management. Important: Before running this job, ensure that PST files are not password protected, encrypted, or in use by another program, including Outlook. Enabling Indexing Select the type of indexing you want to include with your Archive Job from the options listed under Indexing. Enable Real-Time Indexing This option instructs the Archive Job to submit the data for indexing at the same time as it is archived. Enabling real-time indexing with the Archive Job can result in slower processing time. Archive data will not be available for viewing or searching by end users or auditors until it has been indexed. It is recommended that your Archive Jobs use real-time indexing, if possible. If your Archive Jobs are running into operational hours and impacting mail system performance, you have the option of disabling real-time indexing and running a subsequent incremental indexing job using the Index Agent. Note: If you are using the Nexsan Assureon storage device with Netmail Archive, you cannot disable the Enable Real-Time Indexing option as this option is required by the File System Watcher program. Enable Indexing of Attachments' Content 30 Copyright 2013, Messaging Architects. Updated: 10/05/2013

With the Enable Real-time Indexing option enabled for your Archive Job, this option will include the indexing of contents of attachments as part of the Archive Job. Not indexing attachments may result in quicker job completion times and smaller index files, but your archived attachments will be unsearchable. Enabling Stubbing Select Enable Stubbing if you would like your Archive Job to stub the archived messages in Exchange Stubbing allows administrators to manage mailbox sizes by replacing storage-intensive email messages, message attachments, calendar items, tasks, and notes that are stored in the live system with a much smaller stub that points to the copy of the item that is stored in Netmail Archive. For more information about stubbing, see Stubbing. Applying Retention Criteria Select the type of retention criteria you want to apply to your Archive Job using the options listed under Retention Criteria. Note: If you are using the Nexsan Assureon storage device with Netmail Archive, additional options such as Enable Compression and Enable Encryption will be available. Apply Retention Flag [x] days The retention flag is a date-based file attribute applied to archived items to indicate how long they should be retained. This flag can be used in conjunction with Netmail Archive ILM Agent deletion jobs configured to only delete items for which the created date or delivery date is greater than the retention flag date applied to the message. If you are using a standard file system storage device or a NetApp device, the retention flag uses the standard file system Last Modified Date attribute to store this retention flag date. The value of the retention flag date is calculated by adding the specified number of Days to the Created Date or Delivery Date of the item being archived, depending on your choice. Therefore, for example, if archiving a two-year-old message with a five-year (1825 days) retention flag, the attribute will be set for three years from the date of execution of the Archive Job. The two years during which the message has resided in the mail system are counted towards its five-year retention period, meaning that it needs to be retained in the archive store only for another three years. Furthermore, you are not locked into that retention period. If your organizational retention policy changes, Netmail Archive allows you to override the retention flag and delete archived items based on your new retention period. Retention flags can simplify archive deletion, however. Therefore if you have general retention periods for your email data, it is recommended that you use the retention flag feature. Note: Applying retention to data archived on a Netmail Store location cannot be overridden. The Netmail Store product will enforce the initial retention period, and will disregard attempts to delete this data before that time. Only once that period has expired will the data be available for purging. Enable Non-Erasable Format This option enables you to comply with more stringent regulatory and best-practices records-retention requirements by allowing the creation of non-rewritable, non-erasable WORM volumes on NetApp NearStore and FAS storage systems, thereby preventing critical files from being altered or deleted until a specified retention date has been reached. When used in conjunction with these types of storage systems, this option ensures that the files are tamper-proof and non-erasable until the retention date has been reached. For normal file system based storage systems, you should not select this option. Archiving Address Books 31 Copyright 2013, Messaging Architects. Updated: 10/05/2013

With Netmail Archive, you can also choose to archive the user address books (contacts) associated with the selected user accounts. Select which address books you want to include in your Archive Job from the options listed under Address Books. None This option will not archive address book data with your Archive Job. Export All Personal Address Books This option will archive all the personal address books associated with selected user accounts. Sending an Outlook Add-In Install Email Notification One of the tasks carried out at Netmail Archive deployment time is the installation of the Netmail Archive Outlook Add-In to your users workstations. The Outlook Add-In allows for stubs to be resolved in the Outlook Client and for users to have direct access to their Netmail Search archives through their Outlook Client. One possible method of installing the Add-In is an automated installation method using organizational forms. If you want to use this method to install the Outlook Add-In, then the Outlook AddIn Install Email Notification option can be used with your first Archive Jobs to assist with installation. If you select Send Outlook AddIn Install Email Notification and enter an appropriate email subject line, an email with instructions on how to download and install the Outlook Add-In will be sent to users. Note: If you have not yet enabled stubbing, you must first set up end-user access to enable the stubbing feature. To set up end-user access, refer to the Netmail Archive Installation Guide. For more information about stubbing, see Stubbing. Overwriting Existing Archives Normally, if an Archive Job detects that an item being archived already exists in the archive store for an account, it will skip the item. Select Over write existing archives if you would like any existing archived items to be overwritten when you run your Archive Job. Important: After specifying your options, click Save on the Criteria tab to save your settings. If you do not click Save, your settings will not be saved. Attachment Stripping The Attachment Stripping option (introduced in Netmail 5.2) allows you to strip attachments from the messages you are archiving. Each stripped attachment is replaced with an HTTP link that points to a single copy of the attachment in Netmail Store. The Attachment Stripping option is not available if you have selected PST files as your Source (i.e., if you are archiving messages located in PST files). 32 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: In order to select this option, you need to first create a storage location. For information on how to create a storage location, see Specifying Locations. Reviewing Archive Job Summary Information Click the Summary tab. The Summary tab allows you to review your Archive Job before executing it. You can also choose Print View to preview the summary and then send the summary to a printer. Export Agent Configuration and Management To create a policy related to access, discovery, and distribution, system administrators can use the Export Agent to create an Export Job to automatically export selected content from their XML repositories to an external location. The data can subsequently be copied to external media, such as a DVD, for data portability or storage purposes. Selecting Export Job Criteria After creating your Export Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Export Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the job you created. Note: The Export Agent has a pre-defined job named the Netmail Search Export job. This job is executed automatically when using the Export feature of the Netmail Search component of Netmail Archive. See Netmail Search Export Job for more information. Click the Criteria tab. The Criteria tab allows you to specify the location where Netmail Archive will find the archives you want to export, as well as additional export criteria. You can also specify the data format to which you want to export. 33 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Choosing a Data Source Location Under Data Source, specify the location of the archives from which you want to export items and additional export criteria. Archive Location Use the dropdown box to choose an existing archive storage location containing the data you want to export. Delete Data After Exporting By default, an Export Job copies the specified items from the source location, leaving the source data untouched. Select this option if you want to delete the archive items from the source location after exporting. Important: Messaging Architects does not recommend that you choose the Delete Data After Exporting option. Messaging Architects does not recommend that you choose the Delete Data After Exporting option. Archive deletion should normally be carried out using ILM Agent deletion jobs. For more information, see Utility Agent Configuration and Management. Include Address Book Content with Export Select this option if you want to include any archived personal address book information for the specified accounts included in this job in your export. Choosing a Data Target The Data Target settings are used to determine the export format to be carried out and the corresponding location to which the export data will be written. Searchable XML 34 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Select Searchable XML if you want to export your archived data to another archive storage location. Specify the location in the Target location for export dropdown list. This option is typically used to export items to a separate location dedicated to ediscovery purposes, or perhaps for the purpose of a legal hold. Exporting your data to an archive storage location maintains the Netmail Archive XML data format and allows you to view the exported archives using the WebViewer and Netmail Search components. Note: If no locations appear in the list, you must configure a location as described in Specifying Locations. Outlook PST Select Outlook PST if you want your data to be exported as PST files. Under Export Path, specify the location of the folder in which you want to store your resulting PST files. This option is typically used when archived data is being exported for provision to a third party that has requested the data in PST format. Incremental Export This option is applicable to Searchable XML exports only and allows you to export incrementally, in scenarios where you wish to run more than one Export Job for the same purpose. To export incrementally, you need to apply an export stamp to the items exported by this job by selecting A pply export stamp on all exporting messages and entering a Stamp ID. If you select the Ignore messages having export stamp option, your Export Job will ignore any messages that have already been stamped with an export stamp. Incremental exporting is thereby achieved when using subsequent executions of the same job or of a different Export Job with the same Stamp ID. Overwriting Existing Archives This option is applicable to Searchable XML exports only. Select Overwrite existing archives if you would like your Export Job to overwrite any existing matching items in the target location. Important: After specifying your Export Job Criteria options, click Save to save your settings. If you do not click Save, your settings will not be saved. 35 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Netmail Search Export Job The Netmail Search Export Job is used to monitor the progress of export jobs that have been activated in Netmail Search. This job exists in Netmail Archive by default and cannot be modified or deleted. On the Log Settings tab, select the Enable Trace Logging option if you need to collect troubleshooting information on problems with Netmail Search exports. Logging reports will be automatically submitted by email to the designated administrator for review. Use the Report tab to view a table listing the outcome of the most recent executed Netmail Search Export Job. For more information about job reports and the Report tab, see Reporting with Netmail Archive. Group Agent Configuration and Management The Group Agent is used to schedule a series of jobs to run consecutively. The Group Agent helps administrators make intelligent scheduling decisions by allowing you to configure consecutive jobs to run automatically, removing the need for constant administrator intervention. Specifying Job Settings After creating your Group Job as described in Job Creation and Distribution, you are ready to configure the Group Job. Since the Group Agent runs jobs which have been configured on other agents, the only configuration required for your Group Job is on the Job Settings tab. Scheduling a Group Job The scheduling options for a Group Job are the same as those described in Job Creation and Distribution, but for a Group Job, the scheduled date and time apply to the start time of the first job in the chain of jobs. If your policy requires that a job be processed at a particular time, use the options listed under Schedule to schedule your job to execute automatically. 36 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Job Chaining After you have scheduled a job to run at a specific time, you need to configure a list of jobs to chain. To select users: 1. Under Job chaining, click Select. A list of all jobs currently configured for all Agents is displayed. Note: If no jobs appear in the Job List, you need to create and save your jobs under the other Agents. 2. Select which jobs you want to schedule to run consecutively by double-clicking the job names, and then close the selection window. 3. Your list of selected jobs now appears under Job chaining. Review the list of jobs. If you want to exclude any jobs from the list, highlight the name in the list, and click Remove. If you want to rearrange the order of the jobs, use the Up and Down buttons to reposition selected jobs in the sequence. 37 Copyright 2013, Messaging Architects. Updated: 10/05/2013

4. When you are satisfied with your job selection, click Save. Important: After specifying your options, click Save to save your settings. If you do not click Save, your settings will not be saved. As with all job scheduling, if you have modified the schedule of your Group Job, you must click Submit All to update the Netmail Archive job scheduler with the new schedule details. Note: To stop a looping job, simply select Disable, save the change, and then click on Submit All at the top right of the screen. ILM Agent Configuration and Management ILM (Information Lifecycle Management) provides organizations with the ability to create full information lifecycle management policies to address their long-term records retention and records management needs. Using pre-defined policies, organizations can better manage their archived data. The ILM Agent of Netmail Archive offers organizations the ability to manage archived data by creating jobs to delete expired messages, or to automatically move subsets of archived data to alternate archive locations in a process called grooming Selecting ILM Job Criteria After creating your ILM Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced ILM Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Setting s tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the job you created. Click the Criteria tab. The Criteria tab allows you to specify where Netmail Archive will find the archives in XML format that you want to groom, delete, or migrate to offline storage devices, as well as additional job criteria. Selecting ILM Actions Select what type of action you want to perform under Action Type. You can choose from the following actions: Deletion Grooming Data Source Under Data Source, specify the source location of the archives that you want to use and whether you only want to process expired items only. 38 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Location From the dropdown list, select one of your existing archive storage locations where the ILM will find the archive files to be processed. Note: If no locations appear in the list, you must configure a location as described in Specifying Locations. Expired Messages Only Select this option if you want to delete or groom expired messages only. If you do not choose this option, then the ILM Job will delete or groom the items based solely on the date range specified in the policy that you assign to the ILM Job, regardless of the retention flag applied to the items at the time of their archiving. See Applying Retention Criteria for more information. It is this option that allows you to override a previously applied retention period on your archived data. For example, say you initially archived your data with a 7-year retention flag applied to each item, but you later decide that you only require to retain items for 5 years. In this scenario, you could configure an ILM Deletion Job with a policy that selects items up to 5 years old, ensuring that the Expired Messages Only option is not selected for the ILM Job. The job will then rely on the policy threshold alone when it has to decide which archived items to delete. Deletion With the Deletion action type, the deletion settings allow you to specify exactly which components of the archive data you want to delete. Under A ction Type, choose Deletion. Index Only This option deletes only the indexes for the chosen items. In doing so, the items are left in the archive storage location, but they are inaccessible to end users and auditors. To re-enable access to such items, you would need to re-index the archive data. Archives and Indexes This option deletes the archived XML files and the indexes for the chosen items. Archives, Audit Files, and Indexes This option deletes the archived XML files and the indexes of the chosen items as well as the audit files which were created by Netmail Archive to track the actions taken place on the items during their lifetime in the archive. This is the most common option used when removing items from the archive at the end of their retention period. Grooming 39 Copyright 2013, Messaging Architects. Updated: 10/05/2013

When using the Grooming action type, you need to specify a target storage location to which you want to move the selected archive data. One common grooming scenario involves moving older archive data to storage locations set up on cheaper storage subsystems, such as NAS storage. As archive data gets older, it is typically accessed less frequently by end users. As such, moving it to slower but cheaper storage allows your organization to help manage your retention storage costs. Under Action Type, choose Grooming. Grooming Location From the dropdown list, select an existing archive storage location to which you want the ILM grooming job to move the archived data. Note: If no locations appear in the list, you must configure a location as described in Specifying Locations. Include Address Book Select this option if you want to include any archived personal Address Book information from the source location. Retention Criteria ILM Grooming Jobs provide you with the opportunity to modify or retain the retention flag applied to the archived items being moved. Select the type of retention criteria you want to apply to your ILM Job using the options listed under Retention Criteria. Apply Retention Flag This option flags each moved message with a retention time frame. For more information, see Applying Retention Criteria. Set to: [x] days: The retention flag will be set, or reset if it was set on the source data, to the value you specify here. Maintain current retention value: This option allows you to keep an existing retention date, if the retention date has already been set on the source data (typically by an Archive Job). Enable Non-Erasable Format This option enables you to comply with regulatory and best-practices records-retention requirements by allowing the creation of non-rewritable, non-erasable WORM volumes on NetApp NearStore and FAS storage systems, thereby preventing critical files from being altered or deleted until a specified retention date has been reached. When used in conjunction with these storage systems, this option ensures that the files are tamper-proof and non-erasable until the retention date has been reached. Overwrite Select Overwrite existing archives if you would like your ILM Grooming Job to overwrite any existing matching items in the target location. 40 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Important: After specifying your ILM Job Criteria options, click Save to save your settings. If you do not click Save, your settings will not be saved. Index Agent Configuration and Management The Index Agent allows system administrators to create separate Index Jobs for their archived data to facilitate index maintenance. Inheriting an Archive Job Index Jobs do not require a Policy filter, as they do not act on the mail system or archives, but rather on the indexes. As such, you do not assign a Policy to an Index Job. Instead, you need to specify the archive data to be indexed. There are two methods of doing so: 1. You can specify the archived data manually by selecting a storage location on the Criteria tab and then selecting archive accounts in that location using the Users list. 2. The Index Job can inherit location and account information from an Archive Job. Typically, the Inherit Archive Settings option is used when you have turned off real-time indexing on your Archive Job and wish to subsequently run an incremental Index Job to index the data which was produced by that Job. Please note that an intervening Address Book Sync job will be required in order for the users in the index job to be properly updated from those archive job. Also, no other criteria is inherited from the archive job other than the accounts (e.g., even if the archive job targets only calendar items or certain date ranges, the index job will disregard these and process all items). Selecting Index Job Criteria Typically, the Inherit Archive Settings option is used when you have turned off real-time indexing on your Archive Job and wish to subsequently run an incremental Index Job to index the data which was produced by that Archive Job. For all other Index Job scenarios, you would use the manual method for selecting the data location and accounts to be processed. After creating your Index Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Index Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the job you created. Click the Criteria tab. The Criteria tab allows you to specify what kind of indexing you would like to create and the archive storage location for which you want to manage the indexes. 41 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Choosing an Indexing Job Type Under Indexer, choose the type of indexing you wish to perform from the available options: Incremental Indexing: This option indexes any new archive data in the chosen location. Re-create Indexes: This option re-indexes all of the data in the chosen location from scratch. Important: Re-creating indexes can be a time consuming task if you have large amounts of archived data in the specified location. During the re-indexing process, no archived data will be accessible or searchable by end users or auditors. As such, this type of re-indexing should be carried out only if absolutely necessary. Failure list indexing: A type of incremental indexing, this option indexes any item that was not successfully indexed by previous jobs, typically an Archive Job with real-time indexing. Such items are tracked in the audit folders of the storage locations in a ToIndex.xml file. This type of Index Job will attempt to index the items specified in that file for the specified accounts in the specified location and should be used with care. Delete check points: A type of incremental indexing, this option sets a checkpoint when a set of messages is fully indexed without any errors; when an Index Job next runs, only data from after the checkpoint will be indexed. 42 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: Messaging Architects recommends that you use real-time indexing on your Archive Jobs to keep your indexes up to date and avoid the need to run these dedicated Index Jobs. Choosing a Source Location Specify the location of the previously created archive data that you want to Index, and additional criteria under Data Source. Choose Archive Location Use the dropdown menu to select an existing archive storage location where this Index Job can find the archives for which you want to create indexes. Note: If no locations appear in the list, you must configure a location as described in Specifying Locations. Items to be indexed From the two available options, select which items in the specified location are to be indexed: Messages (includes Tasks, Notes, Calendar items, etc.) Attachments For Incremental Indexing, both Messages and Attachments Content are selected by default. You can opt to not index attachments, but you must index messages. Important: After specifying your options, click Save to save your settings. If you do not click Save, your settings will not be saved. Migration Agent Configuration and Management 43 Copyright 2013, Messaging Architects. Updated: 10/05/2013

The Migration Agent allows organizations who are migrating from a GroupWise email platform to an Exchange platform to migrate their data into the new email system. In conjunction with the Archive Agent and the GroupWise to Exchange Provisioning Utility, the Migration Agent allows for a seamless migration. The Migration Agent migrates actual data, such as email messages and calendar events, into the Exchange system. If you have upgraded from Netmail Archive (M+Archive) 2008.x to 2009.x or later, be sure to contact Messaging Architects for a new license with the Migration Agent enabled. Before using the Migration Agent, it is necessary to populate Active Directory with user account information using the Provisioning Utility. It is also necessary to run the Address Book Sync function to update the Netmail Archive edirectory user objects with information from Active Directory for the users that you will be migrating. The Migration Agent can also be used for Exchange Recovery. This method can be used in disaster recovery scenarios to restore previously archived data to an Exchange system. Selecting Migration Job Criteria After creating your Migration Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Migration Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the Job you created. Click the Criteria tab. The Criteria tab allows you to set the migration parameters for a migration from GroupWise or an Exchange recovery. Configuring Migration Jobs By default, the Criteria tab shows the options for configuring a GroupWise migration. Migration from GroupWise The Migration from GroupWise option allows you to migrate the data from your original email system s archive location into Exchange. By selecting this option, you can configure your migration mode, source location and destination, and indexing preferences. 44 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Important: Before using the Migration Agent, it is necessary to populate Active Directory with user account information using the Provisioning Utility. It is also necessary to run the Address Book Sync function to update the Netmail Archive edirectory user objects with information from Active Directory. Migration Mode Under Mode, select the type of migration you would like to perform from the following options: Full Migration (with archive conversion): If you choose this option, the data from your original email system s archive location will be migrated into the live Exchange system and into an Exchange archive location. Full Migration (without archive conversion): If you choose this option, the data from your original email system s archive location will be migrated into the live Exchange system but not into an Exchange archive location. Archive conversion only: If you choose this option, the data from your original email system s archive location will be migrated into the Exchange archive location but not into the live Exchange system. Injection of stubs only: If you choose this option, the data from your original email system s archive location will be migrated into the Exchange archive location. Netmail Archive will use its stubbing capability to push stubs of the migrated data into the live Exchange system. For more information on stubbing, see Stubbing. Mapping File The Mapping File is produced by the Netmail Archive Provisioning Utility. It contains essential information for mapping GroupWise accounts to Exchange accounts and is used by Migration Jobs to perform Recipient Mapping on items injected into the live Exchange mailboxes. This process is used in migration scenarios to modify the email addresses in the To and From fields of items so that they match the new addresses for any users that have been moved to the Exchange system. When you ran the Provisioning Utility, you were given the option of saving this mapping file. However, by default, the file was also saved automatically in the following folder on the system where you ran the Provisioning Utility: C:\Program Files (x86)\messaging Architects\GW2EXWizard\Config. Ensure that a copy of this file has been saved to a location accessible from all of your Netmail Archive archive nodes which may execute this Migration Job. Enter the UNC path to the file in the Mapping File field. Note: You can use a local drive mapping and path if you have only one archive node or have copied the mapping file to the same location on each archive node in your system. Item Type(s) In cases where you have archived Address Book data to the source archive location, use the dropdown list to choose the type of item you want to migrate. You can choose to migrate Messages and Contacts, Messages Only, or Contacts Only. Source Location Use the dropdown list to choose the location of the archived data that you would like to migrate to your Exchange email system. Your choice should be a storage location that contains data archived from your original email system. This location must already be configured as an Archive Storage Location. For more information on configuring an Archive Storage Location, see Storage Locations. 45 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Archive Destination If you have chosen a Mode which includes migrating data to an Exchange Archive Storage Location, use the dropdown list to choose the location in which you would like to store the migrated archives. This location must already be configured as an Archive Storage Location. For more information on configuring an Archive Storage Location, see Storage Locations. Destination Mailbox Use the dropdown list to select whether you want to inject data into the live Exchange Primary Mailbox or into the Exchange Archive Mailbox. Exchange Recovery Exchange recovery allows you to recover messages and other items archived in Exchange and inject them back into the live Exchange email system. To perform an Exchange recovery, you must select your migration mode and source location. When you select the Exchange recovery option, a different set of criteria is displayed in the Criteria tab. Migration Mode Under Mode, select the type of migration you would like to perform from the following options: Reload (without Archiving): If you choose this option, the selected items located in your Exchange archive will be fully reloaded into the live Exchange email system. If an item selected by the policy assigned to the Migration Job already exists in the live system, it will not be duplicated. Retro Stubbing: If you choose this option, the data located in your Exchange archive will remain in the archive repository, and Netmail Archive will repopulate stubs of the archived data into the live Exchange email system so that users can access their archived items. For more information on stubbing, see Stubbing. Source Location To reload your archived data back into the live email system, use the dropdown list to choose the Exchange archive storage location in which the data you want to reload is located. This location must already be configured as an Archive Storage Location and must contain previously archive Exchange data. For more information on configuring a Storage Location, see Storage Locations. Note: Before performing an Exchange Recovery, ensure that there are existing Exchange accounts that have been activated. Otherwise, it will not be possible for items to be reloaded into them. Item Type(s) Use the dropdown list to choose the type of item you want to migrate. You can choose to migrate Messages and Contacts, Messages Only, or Contacts Only. Destination Mailbox Use the dropdown list to select whether you want to inject data into the live Exchange Primary Mailbox or into the Exchange Archive Mailbox. Important: After specifying your options, click Save to save your settings. If you do not click Save, your settings will not be saved. Enabling Attachment Stripping 46 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Whether you are migrating from GroupWise or performing an Exchange recovery, you can select the attachment stripping option if you want to strip attachments from all messages being archived and store them in Netmail Store. In the case of a GroupWise to Exchange migration, attachments are stripped before they reach the Exchange live mailbox. For more information about attachment stripping, see "Attachment Stripping Agent Configuration and Management". Note: In order to enable this option, you will need to create a storage location for the attachments in Netmail Store. Attachment Stripping Agent Configuration and Management New in Netmail 5.2 The Attachment Stripping Agent lets you to strip attachments from email messages in your live Exchange Primary Mailbox and/or your Archive Mailbox and store them in Netmail Store, allowing you to reduce storage bloat on your Exchange server and better manage your storage requirements. Each stripped attachment is replaced with an HTTP link that points to the original attachment in Netmail Store. As such, you can manage email mailbox sizes by removing storage-intensive attachments from Exchange while keeping the attachments accessible to end users. Important: Netmail Store is required to implement Attachment Stripping. Selecting Attachment Stripping Job Criteria After creating your Attachment Stripping Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Attachment Stripping Job criteria. First, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the job you created. Click the Criteria tab. The Criteria tab allows you to specify what kind of Attachment Stripping Job you want to create. An Attachment Stripping Job can be configured to strip attachments from messages or re-attach attachments to their respective messages. In either case, you can specify what criteria should be met in order for attachments to be stripped or re-attached Under Mode of operation, choose whether you want to Strip attachments or Re-attach attachments. 47 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Strip Attachments The Strip attachments option allows you to strip attachments from email messages and store the attachments in Netmail Store. Location From the dropdown list, select the storage location in which you want stripped attachments to be stored. If the dropdown list is empty, you will need to create a storage location. For information about creating storage locations, refer to Specifying Locations. Note: A Netmail Store storage location must be used for attachment stripping. Strip from Primary Mailbox This option allows you to strip attachments from those messages residing on the live Exchange mail system. Strip from Archive Mailbox, if present This option allows you strip attachments from those messages that reside in the Exchange Archive Mailbox. Strip attachments only if message size exceeds [x] MB Select this option if you want to strip attachments according to the overall message size. Enter the maximum allowed message size in MB. Only those messages that reach or exceed this size limit will have all of their attachments stripped. Automatically expire attachments after [x] days This option allows you to set the number of days for which attachments can be viewed after they have been stripped from a message. Once the expiration date is reached, the attachments are deleted. Note: Archived items are retained for a certain period of time, and items in Netmail Store also have a particular expiry date. However, there is no direct correlation between archive deletion dates and attachment expiry dates. As such, it is possible that an archived message could contain a pointer to a stripped attachment in Netmail Store that has already expired. To prevent such a scenario, ensure that the lifetime of stripped attachments is longer than that of archived messages. Place links to stripped attachments in the body of the message If you select this option, links pointing to the stripped attachments in your storage location will appear in a table (in either HTML or plain text format, depending on the format of the message body) within the body of the email message they were stripped from. The following information will appear in the table: Name of file(s) Expiry date of the item(s) Size of item(s) 48 Copyright 2013, Messaging Architects. Updated: 10/05/2013

The following screenshot shows how a message looks like in a user's mailbox before attachment stripping has been implemented: The screenshot below shows the same message but with stripped attachments: Re-attach attachments The Re-attach attachments option allows you to revert back to the original message and its attachment(s). In other words, stripped attachments are re-attached to their original message rather than being linked to in the message body. Location From the dropdown list, select the storage location in which the stripped attachments you want to re-attach are stored. Strip from Primary Mailbox This option allows you to re-attach stripped attachments in their original format to their messages on the live Exchange system. Strip from Archive Mailbox, if present This option allows you to re-attach stripped attachments in their original format to their messages residing in the Archive Mailbox. Important: After specifying your Attachment Stripping Job criteria options, click Save to save your settings. If you do not click Sa ve, your settings will not be saved. 49 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Utility Agent Configuration and Management The Utility Agent lets you perform various maintenance tasks on the Exchange message store, including folder management and mailbox reduction. The Utility Agent is also used to carry out some Netmail Archive specific functions, namely purging the attachment Single Instance store of orphaned attachments, allowing you to convert legacy GWArchive archive data into Netmail Archive format, and importing existing PST files. Selecting Utility Job Criteria After creating your Utility Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Utility Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the job you created. Click the Criteria tab. The Criteria tab allows you to specify what kind of Utility Job you want to create. A Utility Job can be configured to create a company-wide folder structure on the corporate email system, reduce (i.e., purge) items in the live Exchange message store, or reduce items in existing PST files. It can also be used to clean up your archives by purging attachments that no longer need to be saved. The Utility Agent also features a tool that enables you to convert GWArchive legacy data into Netmail Archive format. Furthermore, the Utility Agent can also execute jobs to import PST files ready for archiving. Choosing a Utility Job Type Under Utility Job, choose a Utility Job option from the six available options: Create User Level Folders as Specified in the Policy "Include" Folders List This option is used to create folders in Exchange mailboxes. The folders to be created are specified in the policy assigned to the Utility Job, under Include only the following user folders on the Folders tab of the policy. For more information about the Folders tab, see Folders. Delete Messages from Mailboxes Based on Policy This option allows you to delete items, as specified by the policy assigned to the job, from the Exchange mailboxes of the accounts assigned to the job. If you select this option, you can choose to delete messages from the live Primary Mailbox, the Archive Mailbox, or both (you must select at least one mailbox). You can also, as a safeguard, opt to reduce only those items that match the policy and that also have already been archived by Netmail Archive. Archived items are determined by the presence of the published flag on the items in Exchange. 50 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Orphaned Attachment Purge for SIS This option helps you to clean up the Single Instance attachment stores within your archive storage locations. If you have deleted all archived messages that referred to a particular attachment stored via Single Instance Storage (SIS), the Attachments Purge Utility Job will detect this attachment and delete it. Under Location, indicate the archive location of the SIS store you want to clean up. Under Batch size and Threads, use the default amounts, or choose your own quantities. Note: The Attachments Purge will not delete an attachment until 30 days from when the last action was performed on the attachment. GWArchive 3.2 Data Conversion This option is a migration tool that you should use if you are migrating from GWArchive 3.x to the latest version of Netmail Archive. Since the legacy version has a different folder structure and file format than the current version, existing archived data must be migrated to the new format in order to remain accessible by Netmail Archive. If choosing to execute this Utility Job, complete the following fields: Source: This dropdown list allows you to designate the location where the Utility Job will access the data. This must be set up in advance using the Storage options. See Specifying Locations or the details on specifying a source location below. Destination: This dropdown list allows you to designate the location where the Utility Job will store the converted data. Date range: This field allows you to specify the date range from which you would like to migrate data. Apply Retention Flag [x] days: Select this option to apply a retention flag to your XML data. Stipulate a quantity of days. Note: If you chose to apply a Retention Flag to your data when it was archived using GWArchive, the flag will be retained when the data is migrated to the latest version of Netmail Archive. Enable Non-Erasable Format: If your destination is a NetApp device, select this option to enable WORM technology on the NetApp device. Enable Real-Time Indexing: Select this option if you would like the data you are converting to be indexed at the time of conversion. Enable Indexing of Attachments' Content: Select this option if you would like the content within attachments you are converting to be indexed at the time of conversion. This option is available only when Enable Real-Time Indexing is selected. 51 Copyright 2013, Messaging Architects. Updated: 10/05/2013

To create the location of your conversion source: 1. On the Storage tab of the Clusters > <Cluster Name> object, click Add next to Storage Devices. 2. In the Choose Storage Device Type dialog box, select the Legacy Data checkbox to choose from the following options: 3.x (Assureon) 3.x (NetApp) 3.x (File System) 3. Click Next to open the Storage Device dialog box. Complete the following fields: Name: Enter the name you have chosen for your storage device. Path: Enter the path to the device on which your 3.x legacy data is stored. In the case of an Assureon device, enter the path to the standard file system on which your Dynamic Data Store (audit files and indexes) are stored. Note: If your legacy data is stored on a Nexsan Assureon storage device, it would be time-consuming to migrate your Static Data Store (email messages and attachments) to a new location. Also, since Nexsan Assureon storage devices employ non-erasable WORM technology, it would not be possible to repurpose the storage space already used for your GWArchive 3.x archives. For these reasons, only your Dynamic Data Store (audit files and indexes) will be migrated to a new location. After performing the conversion, the Dynamic Data Store that was previously located on a standard file system in GWArchive 3.x format will be locate d on the data store that you specified as your conversion destination. The Static Data Store will remain on the Nexsan Assureon storage device, but Netmail Archive will be able to view, export, and index this data. Login ID: Enter the login ID you use to access the device. Password: Enter the password you use to access the device on which your legacy data is stored. 4. Click Save to save your changes. 5. On the Storage tab of the Clusters > <Cluster Name> object, click Add next to Storage Locations. 6. In the Choose data format dialog box, select 3.2.x (For conversion only). 7. Click Next to open the Object Details dialog box. Complete the following fields: Name: Enter a name for your location. Archive data store: Select the name of the storage location or device that you created under Storage Devices. Attachment data store: Select the name of the storage location or device that you created under Storage Devices. Audit path: Enter the path to the location of the data store where your legacy data is stored. Click Test to validate your audit path. 8. Click Save to save your changes. To perform the conversion: 1. Navigate to the Criteria tab of your Utility Job. 2. Select the GWArchive 3.2 Data Conversion option. 52 Copyright 2013, Messaging Architects. Updated: 10/05/2013

3. Under Source, select the location of the Netmail Archive 3.x data store that you just created. 4. Under Destination, select the location of the data store on which you have chosen to store your archived information. 5. Under Date range, specify the date range from which you would like to migrate data. If you do not specify a date range, all of your legacy data will be migrated. 6. To apply a retention flag to your XML data, select Apply Retention Flag and stipulate a quantity of days. Note: If you chose to apply a Retention Flag to your data when it was archived using GWArchive, the flag will be retained when the data is migrated to the latest version of Netmail Archive. 7. Select Enable Non-Erasable Format to enable WORM technology on your NetApp data store destination. 8. Click Save to save your settings. 9. Navigate to the Job Settings tab of your Utility Job. 10. Under Users, select the users whose legacy data you would like to convert. 11. Click Save to save your settings. 12. Click Submit All when you are ready to run your Utility Job. Your Netmail Archive 3.x legacy data is now located on the data store that you specified as your conversion destination. The legacy data is therefore accessible by the latest version of Netmail Archive. PST Imports This option allows you to import PST files to a central location, ready for archiving into Netmail Archive by Archive Agent Jobs. Under Source, indicate the root source path from which you want to import your PST files. Under Destination, indicate the destination path to the folder to which you want to relocate your PST files. Under Mapping file, enter the path of the location in which the mapping file is saved (optional). Note: To complete the PST Import process, once this Utility Job is completed, you must run an Archive Job to retrieve and archive messages from the PST files. For more information about configuring an Archive Job, see Archive Agent Configuration and Management. Reduce PST Archives This option is optional. It allows you to delete messages in PST files that have been successfully gathered by the PST Import option. Under PST folder path, indicate the source path of the PST files containing the messages you want to delete. Note that a PST file must be manually deleted even if all messages within that file have been deleted. Note: This step can only be performed once PST files have been successfully imported. 53 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Important: After specifying your Utility Job Criteria options, click Save to save your settings. If you do not click Save, your settings will not be saved. Job Agent Guidelines The following guidelines provide an overview of how to create a job for each of Netmail Archive's job agents. Archiving Guidelines Before you begin Formulate corporate-wide archive policies that meet your long-term archiving, retention, and discovery requirements. Ensure that the destination directories for the archived data are mapped correctly to any network attached storage devices by choosing < Cluster Name> > Storage. Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection. Using Netmail Archive Next steps Create a new Archive Job using the Archive Agent, selecting single or multiple user accounts to include in the job. Click the Criteria tab to choose a destination location for the archives and other appropriate settings. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job, or use the Run Now option to run the job immediately. If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab. Once the job is complete (and assuming you used real-time indexing), use Netmail Search to view your archived data. Confirm that the policy was correctly defined and configured by verifying the archived data. Note: Initial Archive jobs take longer than other archiving jobs. As such, it is best if they are processed in smaller batches. This will give you the opportunity to review initial results before proceeding with subsequent batches. If you run the entire job at once, you risk the chance of finding out that after processing the job over several days, the job did not complete successfully or had issues with one of the components, data stores, or indexes. It is therefore more effective to run smaller, quicker jobs rather than wasting several days on one large job that ends up failing. To proceed with smaller batches, set up a distribution list and add users to that distribution list. This way, new users are fully archived, and already archived users are processed for new messages. Keep adding users until: a. You have added all the users b. You have more users that will effectively run in a 24 hour period. If this happens, you will need to either add more capacity to the system or optimize your jobs by either: i) Setting attachment or content indexing to occur as a separate weekly event, thus increasing throughput ii) Setting up two jobs to run on alternate days for half of the users If your system is running smoothly and you can process all users within the given archive window, you should be able to process them all as one job. Migration Guidelines Before you begin Formulate a migration policy that meets your organization s requirements. Ensure that you have properly configured storage locations to communicate with your old and new email systems by choosing Clusters > 54 Copyright 2013, Messaging Architects. Updated: 10/05/2013

<Cluster Name> > Storage. Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection. Run an Archive Job using the Archive Agent to archive the data that you would like to migrate. Run the standalone Provisioning Utility to migrate user accounts and distribution lists to Active Directory. Using Netmail Archive Next steps Create a new Migration Job using the Migration Agent, selecting single or multiple user accounts to include in the job. Configure your task by choosing the Criteria tab. Select your source location and the type of migration that you would like to perform. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job created the report as specified. If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab. Verify in your Exchange system that your selected data has been migrated. Exporting Guidelines Before you begin Formulate an export policy that meets your access, discovery, and distribution needs. Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection. Using Netmail Archive Next steps Create a new Export Job using the Export Agent, selecting single or multiple user accounts to include in the job. Specify the location of the archived data by choosing the Criteria tab, and the location for the exported archived data. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job created the exported data as specified. If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab. Navigate to the directory to verify the exported data. Transfer the data to the specified storage device. Use Netmail Search to view the exported data. Confirm that the policy was correctly defined and configured by verifying the exported data. Grouping Guidelines Before you begin Decide what type of jobs you want to run consecutively, and in what order they should run. For example, you may want to create an Archive Job, and then schedule an ILM Job to immediately groom the archived data to a new location. Using Netmail Archive Next steps Create the jobs using the corresponding job agents, selecting single or multiple user accounts to include in the jobs. Configure each job by choosing its corresponding Criteria tab. Schedule the jobs to run, ensuring that the jobs can complete before the next scheduled run of the jobs. Best practices suggest that you choose the Run Now option to verify that the jobs archived the data as specified, and then groomed the data to its new location. If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you 55 Copyright 2013, Messaging Architects. Updated: 10/05/2013

have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab ILM Guidelines Before you begin Formulate an ILM policy that meets your long-term records retention and storage management needs. Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection. Using Netmail Archive Next steps Create a new ILM job using the ILM Agent, selecting single or multiple user accounts to include in the job. Specify the location of the archived data by choosing the Criteria tab. Select the ILM action to be performed on the archived data, such as deletion or grooming. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job deleted, grooming, or moved the data as specified. If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab Confirm that the policy was correctly defined and configured by verifying the deleted, groomed, or relocated data. Indexing Guidelines Before you begin Inherit an existing archiving job for which you want to create a new index or recreate an index. Using Netmail Archive Next steps Create a new Index Job using the Index Agent. If you are inheriting an existing archiving job, your user list should be pre-populated for you. Specify the type of indexing to perform on the archived data. Best practices suggest that you choose incremental indexing to update your index regularly. Specify the location of the archived data by choosing the Criteria tab, and select if you want to index messages or attachments or both. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job created the index as specified. If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab. Navigate to the directory to verify that the index data was created. Utility Guidelines Before you begin Formulate a utility policy that meets your maintenance requirements. Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection. Using Netmail Archive Next steps Create a new Utility Job using the Utility Agent, selecting single or multiple user accounts to include in the job. Specify the type of utility maintenance to perform. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job performed the maintenance as specified. 56 Copyright 2013, Messaging Architects. Updated: 10/05/2013

If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab. Confirm that the policy was correctly defined and configured by verifying the results in your mail client or on your messaging server. Tracking Guidelines Work in Progress Coming soon! Nodes Guidelines Before you begin Formulate corporate-wide archive policies that meet your long-term archiving, retention, and discovery requirements. Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection. Using Netmail Archive Create a new job using any of the Job Agents, selecting single or multiple user accounts to include in the job. Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job performed the maintenance as specified. Next steps If you chose the Run Now option, verify that the job is running by choosing the Archive object and then selecting the Monitor tab. To monitor the progress of jobs being processed by Netmail Archive, click the small + icon next to the Cluster Node to display results onscreen. 57 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Tracking Netmail Archive Netmail Archive offers multiple ways to track and analyze the archive system s functions. This section explores some of the ways in which an administrator can review the activities performed by Netmail Archive. Tracking Netmail Archive View Archived Data on the File System Netmail Archive Reporting Specify Default Log Settings Monitor Job Progress Use the Calendar View Archived Data on the File System Once you have run an Archive Job, you can inspect the background data structure within the archive storage location on your storage system. The following example assumes you are using a File System based storage device. To view the location of the archived data on your file system, using Windows Explorer, navigate to the appropriate path of the Archive Data Store component of your Storage Location, as defined on the Storage tab of the Netmail Administration Console. In that folder, you should now see an accounts folder which has a subfolder for each archive account. In the accounts folder, choose the subfolder for the user whose archived data you want to access. Navigate to the XML folder within that user account to view that user s archived information. Within that XML folder, you should see a folder structure mirroring the structure of the mail system. Within each folder, you should find an XML file for each archived item. Netmail Archive Logging The Log Settings tab of Netmail Archive logs the processing of scheduled jobs created with the various Job Agents. If you want to enable or disable Trace Logging on an individual job, or if you want a job to send its notification email to an address other than the default, you can edit these settings on the tab of that particular job. 58 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Specifying Default Log Settings Netmail Archive uses a logging database for accumulating information on the execution of Netmail Archive jobs. By default, this database is stored in the PostgreSQL database system, which is installed and set up at Netmail Archive deployment time. Other database types are supported, but the type of database system used does not affect the reporting mechanism. It is the information stored in this database which is used to compile Job Reports. For Job Reports to work correctly, it is essential that the logging database is successfully set up and that the Netmail Archive archive servers can successfully connect to it. This can be tested within the Netmail Administration Console by navigating to the Clusters > <Cluster Name> object, scrolling down the Configuration tab, and clicking the Test button next to the Default Log Settings, as shown in the figure below. Any failure at this stage indicates a problem with the connection string or the underlying database, and assistance should be sought to help identify the cause. Default Log Settings In addition to providing the means to test the logging database connectivity, the Configuration tab of the Cluster object also allows you to configure your default log settings, schedule regular logging database maintenance, and specify default notification settings. 59 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Logging Server Connection String During the Netmail Archive installation, you were prompted to enter the ODBC connectivity settings for Netmail Archive to use when connecting to the reporting database. This connection string appears in the textbox under Logging Server Connection String. To verify the connection string, click Test. If the test fails, you may have to edit the connection string by entering a new string in the available textbox. Important: All Archive nodes must be able to connect to the reporting database, and so the connection string must be valid for all nodes. Ensure that you do not use a loopback IP address or localhost entry as the Server part of the connection string. Instead, use an IP address or hostname for the database server which can be resolved from all nodes. For a single node archive cluster where the database resides on the only node, a loopback address or localhost entry may be used. Enable Detailed Logging to the Trace Files This option is used in troubleshooting scenarios to add a significant amount of extra logging information to the database when a job runs. The trace information is subsequently downloadable from the database in the form of a Trace Report.csv file. Due to the amount of extra information logged, this option should typically be disabled unless requested by Messaging Architects Support. Purge Log After [x] Days To avoid having your reporting database grow larger and larger over time, Netmail Archive purges older data from the database on a daily basis. This setting allows you to designate the number of days data will reside in the database before it is purged. Run Maintenance At This option allows you to set the time of day, in hours and minutes (HH:MM), when you want the database purge to take place. Enabling Notifications On the Configuration tab, under Default Notification Settings, specify the email address of the administrator who will receive the logging notifications for the Address Book Sync job as well as the address that will be inherited on the Log Settings tab of any newly created job. If configured on the Log Settings tab to do so, a job will send a notification email to the specified email address upon job completion. This email contains job details, its start and end times, and attachments in both XML and HTML formats containing a summary report. This summary report contains information about the job extracted from the reporting database, and is designed to provide administrators or operators with a quick view of the success of the job. 60 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Important: After specifying your options on the Configuration tab, click Save to save your settings. If you do not click Save, your settings will not be saved. Reporting with Netmail Archive Job Reports can be viewed in the Netmail Administration Console both on the Clusters > <Cluster Name> > Report tab and on the Report tab of specific jobs. These Netmail Administration Console views automatically collate data from the logging database into reports for administrators to use. The tab on the object provides information about the System Address Book Sync job. The tab of a specific agent job Report Cluster Report provides information on that specific job. 61 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Job Reports By default, when you click on the Report tab, you see summary reports from the last two executions of the job in question (assuming there have been two). If you wish to see information from older executions, click Edit Filter to select the date range for which you want to view reports. Note: You will only be able to see data for executions that date back as far as the logging database settings for keeping job execution data are configured. Check your Configuration > Purge log after setting, and adjust it if you want to keep data for a longer period of time. Along with allowing you to select a specified date range, the Edit Filter button also allows you to narrow the reporting scope down to only show data pertaining to specific users and/or only those users experiencing errors. Report Content If a job has run against multiple accounts, the default summary report line will show the cumulative statistics for all accounts. Clicking on the + symbol in the Time column will expand the view to show the statistics for each individual account against which that job was 62 Copyright 2013, Messaging Architects. Updated: 10/05/2013

executed. If a particular account experienced errors, you can also expand that entry to show the error details. For errors associated with a particular mail item, details will be provided in the error messages to help identify the items in question and facilitate further investigation. Note: A single error count may have multiple error messages and information lines associated with it, as in the previous figure where a broken attachment on a single Exchange item has generated multiple error lines. Any accounts that could not be processed at all will show a status of Started, but will be counted in the Failed accounts count in the job summary line. An example of this is shown in the figure below, where the corresponding Exchange account is disabled and so the archive job cannot open it. Report Counters The columns and counts shown in the summary report vary slightly in meaning depending on the job type. This section explains the meaning for each of the most common job types. Address Book Sync Jobs Counter Meaning 63 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Eligible Succeed Errors Warnings Indexed Index Errors Transacted Tran Errors Number of entries read from the mail system address book Number of entries successfully created or matched to Netmail Archive accounts in edirectory Number of entries failing to create or match Number of non-critical problems encountered when processing the address book or writing entries to edirectory N/A N/A N/A N/A Archive Jobs Counter Eligible Succeed Errors Warnings Indexed Index Errors Transacted Tran Errors Meaning Number of items in the source mail account or native archive found matching the policy assigned to the job Number of items successfully submitted to the archive store Number of items having major problems, at any stage, when being processed by the job Number of non-critical problems encountered when writing archives, the most common of which is when items already exist in the archive Number of items submitted to the Index Server if real-time indexing is enabled on the job Number of items with errors when submitted for indexing Number of items successfully marked as published in the mail system once archived Number of items failing when trying to mark them as published in the mail system (usually due to index errors in the mail system failing to locate the item via its message ID) ILM Groom Jobs Counter Eligible Succeed Errors Warnings Indexed Index Errors Transacted Tran Errors Meaning Number of items in source location found matching the policy Number of items successfully moved to the destination archive location Number of items having major problems, at any stage, when being processed by the job Number of non-critical problems encountered when writing archives, the most common of which is when items already exist in the archive Number of items submitted to the Index Server if real-time indexing is enabled on the job Number of items with errors when submitted for indexing N/A N/A ILM Delete Jobs Counter Meaning 64 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Eligible Succeed Errors Warnings Indexed Index Errors Transacted Tran Errors Number of items in target location found matching the policy Number of items successfully deleted Number of items having major problems, at any stage, when being processed by the job Number of non-critical problems encountered when deleting the archives N/A N/A N/A N/A Index Agent Re-create Index Jobs Counter Eligible Succeed Errors Warnings Indexed Index Errors Transacted Tran Errors Meaning Number of items in the specified location Number of items successfully processed for indexing Number of items having major problems, at any stage, when being processed by the job Number of non-critical problems encountered when submitting the items for indexing The same as the Succeed count The same as the Errors count N/A N/A Utility Agent Reduce Jobs Counter Eligible Succeed Errors Warnings Indexed Index Errors Transacted Tran Errors Meaning Number of items in the mail system found matching the policy Number of items successfully deleted from the mail system Number of items having major problems, at any stage, when being processed by the job Number of non-critical problems encountered when attempting to delete the items N/A N/A Same as the Succeed count N/A Download Reports In addition to the summary information available in the Report tab, it is also possible to download the same information and more in.csv file format by clicking Download Report on the Report tab of a job. These.csv files can be useful if you need to provide job report information to a third party or if you want to pull Netmail Archive job report information into your own custom reporting tools. Furthermore, the job report provides details for any job Warnings, which are not shown on the summary screen, and gives you access to Trace reports, if trace logging has been enabled for troubleshooting purposes. 65 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: The.csv file contains the relevant information for each job execution currently shown on the Report tab. If you have not clicked the Edit Filter button to change the scope, the two most recent job executions will be presented in the.csv file. If you have modified the scope, those job executions obtained from the filtered results will appear on the Report tab and therefore in the downloaded reports. The full list of reports available by clicking the Download Reports button for a job is as follows: Summary Report: The downloadable summary report contains the same information as shown in the main report screen within the job totals line (i.e., it contains the start and stop times of the job, the number of accounts processed, and totals for each of the counters. Summary Report with detail list: The downloadable summary report with detail list is the same as the summary report for a job, but it contains an additional line for each account processed by the job and the corresponding individual counter statistics (as with an expanded entry on the Reports screen). Error Report: This report contains all error information for the selected executions. Warning Report: This report contains the details for any warning counts within the selected job executions. Note: This is the only place where detail on warnings can be viewed. This detail is not provided in the main Reports window as it is regarded as non-critical. Trace Report: Within the Log Settings of a job, it is possible to enable Trace Logging. Enabling this option results in the job logging additional information to the logging database. Typically, this information is used only for troubleshooting purposes. As a result, Trace Logging should only be enabled under specific instruction from Messaging Architects Support or if you have a specific issue which you are troubleshooting. Leaving Trace Logging enabled on jobs which run regularly can result in a very large logging database and can adversely affect reporting speed. The downloadable trace report provides a.csv file containing all of the additional trace logging detail for the job executions currently selected. This report can be provided to Messaging Architects Support upon request or inspected to find additional information for troubleshooting purposes. Monitoring Job Progress Netmail Archive allows you to monitor the progress of jobs being processed by the various Job Agents in Netmail Archive in real time. From the tree menu on the left-hand side of the Netmail Administration Console, select the Archive object. By default, the Monitor tab is displayed. To monitor the progress of jobs being processed by Netmail Archive, click the + icon next to Cluster Node to display results onscreen. The Stage column displays Netmail Archive's job progress. The following is a breakdown of the various stages during a Migration Job: Start Job: Initializes the server configurations to make sure everything is working (checks location paths, sets up lock files, confirms account exists, checks edirectory). Opening Account: Initializes the connection for the individual account settings (prepares table for logging entry, reads policy details, connects to mailbox). Calling run: Connects to mailbox, confirms it connects, checks MAID, does a folder check to confirm system folders are there. Searching Messages from Exalead: Queries the Index Server with the details of the policy, and waits for the results. Read XML Files: According to the results from the previous step, it will load the XML files in preparation to inject them. Processing Transaction: Injecting the XML files into the exchange mailbox. 66 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Note: By default, each Archive Server is set to run a maximum of 10 concurrent threads. This can be customized on a per-node basis if memory and processor capacity allow more to be accommodated. To configure this setting, expand the Archive > Clusters > <Cluster Name> > Nodes object on left-hand side of the Netmail Administration Console to select individual nodes. On the Monitor tab, you can perform various actions on a job in progress by right-clicking on the name of the job under the heading Running Job ID. From the menu, select which action you want to perform: Stop All Jobs: This option will stop all running threads for this job and any accounts still queued. Stop Pending Jobs: This option will completes all running threads but will not run any jobs remaining in the queue. You can also right-click on a specific thread in the list to display the following options: Stop Job: This option will stop the selected thread. Restart Job: This option will restart the selected thread. Using the Calendar The Calendar tab displays a color-coded calendar view of scheduled jobs. Tool tips about the various jobs, such as the name of the job, the time of the job, the number of users, last run time of the job, and the status of the job are also available by hovering your mouse over the scheduled job. To change the weekly view, click the calendar icon to choose an alternate week to view and click Show. 67 Copyright 2013, Messaging Architects. Updated: 10/05/2013

The Calendar tab does not list jobs that are scheduled to Run Now. 68 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Advanced Configuration This section explains how to perform advanced configuration of Netmail Archive. For more information about doing basic Netmail Archive configuration, see Getting Started with Netmail Archive. Advanced Configuration Netmail Archive System Configuration Tab Review product information Configure Index Servers LDAP Configure LDAP access to edirectory Netmail Archive System Configuration Tab The Configuration tab of each Netmail Archive cluster displays software version, messaging server type, and network address information about Netmail Archive. The Configuration tab also allows you to edit the settings for your Index Server(s), to test your Index Server connectivity, and to configure your default log settings. For more information about configuring default log settings, see Specifying Default Log Settings. In the Netmail Administration Console, select the Archive > Clusters > <Cluster Name> object in the tree. By default, the Configuration tab is displayed. 69 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Reviewing Product Information The About section on the Netmail Archive Cluster Configuration tab displays software version, messaging server type, and network address information about Netmail Archive. Software Version Under Software version, you can verify which version of Netmail Archive is installed on your system. Network Address Under Network Address, the IP address of the Netmail Archive server which is running the Netmail Administration Console service to which you are connected (typically the Master archive server) is listed. Messaging Server Type This field displays the mail system type to which Netmail Archive is connected, Novell GroupWise or Microsoft Exchange. For Microsoft Exchange deployments, this field will show the version of Exchange that was specified during installation. You can use the dropdown list to select a different messaging server type. Your choices are: Exchange2007 SP1, Exchange2010, Exchange2010 SP1, or Exchange Online. Index Servers Netmail Archive features a powerful Index Server that performs indexing and enables searching of archived data to allow you to quickly retrieve archived email. During the Index Server portion of the Netmail Archive installation, you specified various network communication ports to be used by the Index Server(s). After installing the Index Server(s), you must configure the Index Servers settings on the Configuration tab in the Netmail Administration Console to inform your archive servers how to connect to the Index Server(s). For most installations, the default ports are used. Select No index server if you are not using an Index Server. Host Under Host, indicate the IP address where you installed your Master Index Server. 70 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Base Port Under Base Port, enter the port number configured as the base port of your Master Index Server (default is 10000). Gateway Port Under Gateway Port, enter the port number configured as the gateway port of your Master Index Server (default is 10011, or if you altered the base port, it will default to the base port value plus 11). Document Cap As more and more archived data is indexed, your indexes grow as well. Larger indexes require more processing when they are added to or searched. As such, each Index Server has an operational maximum number of documents that can be indexed before performance starts to significantly degrade. The number of documents varies depending on an Index Server s resources (mainly RAM and CPU). To avoid overloading any Index Server, Netmail Archive allows you to specify a limit to the number of documents which can be submitted to it for indexing. Once an Index Server has reached its cap, its existing indexes can still be searched, but no new data will be submitted to it for indexing. Under Document Cap, enter the maximum number of documents allowed for to be submitted for indexing by your Master Index Server. The default value is set to 50 million documents. You can increase this limit if you reach the limit and see that your Index Server still has spare CPU and memory capacity during index operations, or you can decrease the limit if your Index Server is maxing out on resources before reaching the current cap. Update Only If you have an Index Server that you believe has reached maximum capacity or you simply do not want it to receive any more index data, then the Update Only setting will allow you to manually flag that Index Server so that it does not receive any more data for indexing. The server will still be updated when archived data is deleted or re-indexed, hence the setting name of Update Only. Selecting Update Only will apply this setting to your Master Index Server. Index Nodes The Index Nodes field allows you to add, edit, or remove Slave Index Servers, or nodes. You must add an entry for an index node whenever you add a new Slave server to the index cluster. Add: Click Add to add a new index node. In the Index Node Configuration dialog box, enter the IP address and the Document Cap for the new Slave server. Use the Update Only option if you want to prevent any more data from being submitted to this Slave server for indexing. Click Save. Note: You must restart the Netmail services on the Master node after adding a new Slave Index Server. Edit: To edit an existing index node entry, highlight the index node in the list of available nodes, and click Edit. Edit the fields in the Index Node Configuration dialog box as required, and then click Save. Remove: To remove an index node, highlight the index node in the list of available nodes, and click Remove. This should only ever be done if you have actually removed the Slave Index Server from your index cluster. Testing Index Server Connectivity: Click Test connections to index servers to verify that the Master archive server can successfully contact your Master Index Server using the settings provided. When you are finished configuring your index servers, Click Save to save your configuration settings. 71 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Important: If you do not click Save, any configuration changes will not be saved when you navigate to a different tab. Configuring LDAP Netmail Archive uses Novell edirectory as its configuration store. The use of a directory-based store allows all Netmail Archive servers to access the configuration information and aids cluster capabilities. Netmail Archive servers access the configuration information stored in edirectory by means of LDAP access. As such, during installation you were asked to specify LDAP server settings and LDAP user credentials to be used by Netmail Archive when establishing LDAP connections to edirectory. Netmail Archive also allows you to modify these settings, should the need arise (e.g., the configured LDAP server fails and you need to use another). Configuring LDAP Settings To view and modify the configuration settings of your LDAP server, click the Clusters object in the tree. The Configuration tab is displayed. The fields in the Configuration tab are populated from data entered during the installation of Netmail Archive. If necessary, you can change your LDAP server settings by entering new information in the desired fields. Understanding your LDAP Server settings: 1. The Directory Service IP displays the IP Address of the edirectory LDAP Server that you want Netmail Archive to use. 2. The Directory Service Port displays the LDAP port number being used by the specified LDAP server. Note that this setting should correspond to the non-ssl or SSL port number in use, depending on the setting of the SSL checkbox. 3. The SSL checkbox indicates whether Netmail Archive should use SSL secured LDAP or not when connecting to the specified server. Selecting this option will enable SSL, creating a secure connection between Netmail Archive and the edirectory tree. If the option is not selected, SSL is disabled. Please ensure that your LDAP server is configured for SSL connectivity before selecting this option. 4. The Container DN displays the name of the edirectory container where you installed the Netmail Archive objects during the installation of Netmail Archive. The container is specified using LDAP context notation: ou=container,ou=org (e.g., ou=archive,ou=system,o=acme). 5. The LDAP user specifies the edirectory account name that will be used for the LDAP connections. This user must have full rights to the edirectory container holding the Netmail Archive configuration objects. Typically, this is a dedicated edirectory user that you created during installation. Specify the user account using the following syntax: cn=userid,ou=usercontainer,o=org (e.g., cn=nmarchive,ou=archive,ou=system,o=acme). 6. If a change is being made to the user account being used, the password for the specified user account should be entered in the Current Password field. If you subsequently need to change the password while keeping the same user, the password can be changed by selecting the C hange password option and entering a new password in the applicable fields. 7. Select Save & Restart to save your changes and restart the Netmail Archive services. Changes made to the LDAP settings requires a restart of the Netmail Important: Archive core services. As such, this should be done only if no Netmail Archive jobs are currently running. 72 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Netmail Archive Storage Considerations As well as helping organizations comply with email regulations, Netmail Archive can also help you optimize storage space used by your email system. This section explains some of the features of Netmail Archive that help to conserve storage space, as well as some third-party storage solutions that can be used with Netmail Archive. Netmail Archive Storage Considerations Single Instance Storage (SIS) Stubbing Storage Integrations Netmail Store NetApp Hitachi Archive Content Platform (HCAP) Single Instance Storage (SIS) Single Instance Storage (SIS) is a feature that enables the storage of a single copy of any archived message attachment. A hash value that uniquely represents the attachment file is stored and used to later retrieve the file from the archive. SIS is especially useful in email environments where messages with attachments are forwarded to many users. In non-sis archiving, each copy of the forwarded message attachment is stored, even though the attachments are identical. With SIS, if an attachment is already archived, subsequent archives of the same message attachment point to the existing archived attachment. The Storage Abstraction Interface (SAI) is the component of Netmail Archive that designates hash values to message attachments and determines if an attachment has already been stored. The SAI interacts with multiple storage devices, allowing implementation of SIS for all your storage devices. How SIS functions in Netmail Archive: 1. A message with an attachment is archived by the Netmail Archive server and is sent to the SAI for storage assignment. 2. The SAI generates a hash value for the attachment and performs a search against the Dynamic Data Store Share. The hash value of an attachment is used in the folder name of that attachment to uniquely identify it. Note: Netmail Archive contains two types of data stores: Dynamic Data Store and Static Data Store. You can configure your data stores on the Storage tab of the Clusters object. For more information about configuring your data stores, see Specifying Locations. Dynamic Data Store: Audit files and indexes are stored in the Dynamic Data Store. The Dynamic Data Store also contains the stubs of all attachments archived in the system. It is located on the file system of your choice. Static Data Store: Messages and attachments are stored in the Static Data Store, which is located on the storage device or file system of your choice. 3. If the hash exists, this means an instance of the attachment has already been stored. The SAI updates the message only and commits it to the Static Data Store. The audit files and index are updated on the Dynamic Data Store to point to the existing stored attachment. 4. If the hash does not exist, the SAI commits the attachment to the Static Data Store and creates a stub of the attachment on the Dynamic Data Store. The stub is used to resolve the attachment during lookups. The SAI also updates the message and commits it to the Static Data Store, and updates the audit files on the Dynamic Data Store and updates the index entry. 73 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Stubbing Stubbing is a feature that replaces email messages, message attachments, calendar items, tasks, and notes that are stored in the live email system with a stub that points to the copy of the item that is stored in Netmail Archive. This feature allows administrators to reduce mailbox sizes by replacing storage-intensive content with much smaller stubs. Items that have been stubbed remain accessible to end users directly from the email client and can be retrieved from the archive at any time for viewing or forwarding purposes. Stubbing reduces the size of message databases without impacting end-user operations. In an Exchange environment, the Netmail Archive Outlook Add-In and the Netmail Archive ISAPI extensions for OWA communicate with the Remote Provider Server to resolve stubs. The Outlook Add-In must be installed on each end-user workstation in order for stubbing to function in an Exchange environment using Outlook. For more information on installing the Outlook Add-In, refer to the Netmail Archive Installation Guide. How Stubbing functions in an Exchange environment: 1. The administrator performs an Archive Job and chooses the Enable Stubbing option. For detailed instructions on performing an Archive Job, see Archive Agent Configuration and Management. 2. During the Archive Job, the Index Server assigns a URL to the stubbed item and indexes it. 3. The stubbed item is stored in the archive store. 4. When an end user clicks on the stubbed item in the live email system, the Outlook Add-In or the OWA ISAPI extension establishes communication with the Remote Provider Server. 5. The Remote Provider Server queries the Index Server to receive the URL of the stubbed item. 6. After hearing back from the Index Server, the Remote Provider Server uses the URL to retrieve the stubbed item from the archive store. 7. The Remote Provider sends the stubbed item to the Outlook Add-In or OWA ISAPI extension to populate it into the end user s client interface. The end user is now able to view the entire content of the stubbed item. Stubbing Error Messages An error in retrieving a stubbed item can occur if a component of the resolution process cannot establish communication with the other components. Stubbing Error in an Exchange Environment: If Netmail Archive cannot resolve a stubbed item in an Exchange environment, the first 256 characters of the stubbed item will appear when the end user clicks on the item, along with an error message. This is because in an Exchange environment, Netmail Archive keeps metadata and the first 256 characters of a stubbed item in the live email system. Stubbing and Outlook Web Access Exchange supports viewing stubs in Outlook Web Access and Outlook Web App via the Netmail Archive OWA ISAPI extensions. Simply click on the stubbed message, and it will resolve itself. Storage Integrations Through policy-driven management of email system mailboxes and archives, Netmail Archive can free up messaging server space and improve server performance. Netmail Archive also provides automated export of mail accounts and efficient release of licenses. It can also compress and store email in a place other than on a mail server. 74 Copyright 2013, Messaging Architects. Updated: 10/05/2013

In addition, Netmail Archive can be integrated with the following network storage systems: Netmail Store NetApp Hitachi Content Archive Platform Netmail Archive and Netmail Store Netmail Archive integrates with Netmail Store software, allowing implementation of scalable, high-performance storage on any type of server hardware. Netmail Store is quickly and easily installed. Netmail Store can be deployed in conjunction with Netmail Archive as a primary or secondary storage repository for static archived data, such as email messages and attachments. Netmail Archive communicates with Netmail Store via HTTP. The Netmail Archive server establishes an HTTP connection with the Netmail Store cluster and, after performing a handshake, sends a file to the Netmail Store cluster to be stored. In response to the file, Netmail Store sends a Content Address (CA) to Netmail Archive. The CA is an identifier that will allow Netmail Store to later retrieve the file. The Netmail Archive server stores the CA in the archive audit files, and the Index Server indexes this information. Netmail Store uses a flat address space that can store billions of objects in one cluster. The cluster s storage capacity can continue to be expanded by adding new server nodes with the Netmail Store software. Adding new capacity requires no provisioning or configuration, and can be done without taking the system out of service. Netmail Store ensures availability of content by creating multiple replicas of data, and it automatically replicates the content of a failed node to a healthy node. With Netmail Store, you can choose the server hardware that meets your budget and performance needs because Netmail Store will run on any x86 platform. You can change your type of hardware server at any time. Netmail Archive and NetApp Netmail Archive s flexibility lies in its ability to interface directly with the features and functionalities of the NetApp family of mass storage devices, which provide Netmail Archive with access from 1 to 96 TB of online accessible storage. Data is written to the device over standard GB Ethernet using a standard CIFS or NFS file access protocol to provide simplified secure access from one or multiple Netmail Archive servers. The Netmail Archive server extracts and copies mail messages based on criteria, such as age, from the mail system, and places them in user-centric folders on the NetApp storage appliance in the form of XML files. Attachments are stored in native format within these user repositories. The Netmail Archive server can be configured to apply a retention date to each message it archives from the mail system. Netmail Archive then locks this file using a direct integration with the NetApp SNAPLOCK compliancy module, which turns the message file into a Read-Only, non-modifiable file format for the duration of the retention period, thus emulating a Write-Once-Read-Many (WORM) media type. Data is then indexed by the Netmail Archive server. Those indexes reside in the same data folders, but in a modifiable format so they can be continuously updated. Data is fully portable and may be copied off to other media for distribution, but the original data files cannot be modified or altered when using the SNAPLOCK compliancy option. To further safeguard data, the NetApp storage appliance provides SNAPSHOT capabilities where the integrity of the data can be preserved through a virtual backup. To provide compliance for duplication of data criteria, mirroring options can be implemented for efficient replication of data between two NetApp storage units at different sites even over slower WAN links. Network Appliance storage units provide Netmail Archive with the functionality of NAS devices, but with the robustness and features of a full SAN, thus making available a single system for storage and access of archived data. 75 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Netmail Archive and Hitachi Content Archive Platform Netmail Archive offers direct integration with the Hitachi Content Archive Platform (HCAP) to fully leverage the powerful storage management of the HCAP system and offer tamper-proof WORM-based content storage. Netmail Archive extracts and copies messages based on criteria, such as age, from the GroupWise or Exchange system, and then places the messages in user-centric folders on the HCAP device in the form of XML files. Through direct integration with the HCAP WORM capability, Netmail Archive locks the file into a Read-Only, non-modifiable file format for the duration of the retention period. Data is fully portable and may be copied to other media for distribution, but the original data files cannot be modified or altered when using the HCAP WORM and retention capabilities. 76 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Appendix A Custom Policies This section includes guidelines about email policies and compliance considerations that should be addressed by enterprise level organizations as part of the overall Risk Management strategy of the IT department, as well as a sample policy. Netmail Archive facilitates the implementation of email policies, the enforcement of corporate epolicy, and the identification of policy violations. Litigation Hold Policy The following procedure is an example of how to create a litigation hold policy for your organization. It is meant to address any discovery requests that occur as a result of legal investigation. It assumes that the administrator has locked down the end user s ability to empty their trash repositories as well as their ability to archive mail using native archiving in order to ensure 100% email retention. 1. Launch the Netmail Administration Console and log in. To launch the Netmail Administration Console, open a standard web browser and enter the IP address of the server where you installed Netmail Archive, followed by the port you configured for the unified UI, typically 8989. 2. From the tree menu on the left-hand side of the Netmail Administration Console, click Policies to open the main Netmail Archive Policies screen where you can create a new policy. Creating a Policy 1. Click the Create button at the bottom of the screen to open a new dialog box. 2. Under Name, specify a name for the policy you would like to create, such as Litigation Hold Policy, and then click Create. Your policy now appears in the tree under the Policies object. 77 Copyright 2013, Messaging Architects. Updated: 10/05/2013

3. Click the name of the policy you just created to open the policy and begin specifying policy criteria. Specifying Policy Criteria By default, the Profile Criteria tab is displayed. The Policy Criteria tab allows you to configure the message selection criteria for a policy. 1. Specify what type of messages to include in your Litigation Hold Policy under Message Selection. 2. Under Date Properties, choose to search from the Beginning to the current date (use the calendar to select the date). This will include all messages. 3. Under Search Scope, select Process all messages. 4. Click to save your settings, and then click the tab. The tab allows you to specify advanced message selection Save Advanced Advanced properties for the types of messages included in the policy. 78 Copyright 2013, Messaging Architects. Updated: 10/05/2013

5. Under Search Properties, do not make any advanced selections to ensure that all messages are included in the policy. 6. If you selected to archive Tasks created in the calendar, specify a Date Range for the Tasks on which the search is to be performed. 7. Click Save to save your settings, and then click the Folders tab. The Folders tab allows you to select which user folders you wish to include or exclude in the policy. 8. Under Folder Selection, select Extract messages from all user folders. 9. Click Save to save your settings. Creating a Job After you have created your Litigation Hold Policy, you are now ready to create a job that will apply the policy to the selected user. To get started, using the arrow icons to expand the tree menu, select Archive > Clusters > <Cluster Name> > Agents. Choose the name of the Agent that corresponds to the type of job you want to create. In this example, choose the Archive Agent. 79 Copyright 2013, Messaging Architects. Updated: 10/05/2013

1. Click the Create button at the bottom of the Job Agent to open a new dialog box. 2. Under Name, specify a name for the job you want to create, such as Litigation Hold, and then click Create. Your new job now appears under the name of the Agent that corresponds to the type of job you created. Specifying Job Criteria 1. Click the name of the job you just created to open the job and begin specifying job settings. By default, the Job Settings tab is displayed. The Job Settings tab allows you to choose a policy, schedule a job, and select users to include in your job. 80 Copyright 2013, Messaging Architects. Updated: 10/05/2013

2. Under Policy, use the arrow to dropdown the menu and select the Litigation Hold Policy you created earlier. 3. Under Users, click Select Users. In the User List dialog box that appears, select which user account(s) you want, and then click OK. 4. Click to save your job settings, and then click the tab. The tab allows you to select the location where Netmail Archive Save Criteria Criteria will create the Archive Job, the type of indexing you want to include, and the type of retention criteria you want to apply. The option to archive shared folders and user address books with the Archive Job is also available. 81 Copyright 2013, Messaging Architects. Updated: 10/05/2013

5. Under Source Mailbox, select the Exchange mailbox(es) from which the Archive Job will archive messages. 6. Under Output Destination, use the dropdown list to choose the location where the Archive Job will save archived messages under Choose Archive Destination. Important: If no locations appear in the dropdown list, then choose <Cluster Name> > Storage to specify the paths to the locations where Netmail Archive will archive the selected data from the message store. 7. Under Indexing, select Enable Real-Time Indexing and Enable Indexing of attachments. 8. You can also choose to archive the user address book associated with the selected user account when creating your Litigation Hold job. Select which address books you want to include in your job from the options listed under Address Books. 9. Click Save to save your selected criteria, and then click the Job Settings tab and click Run Now to run your job. Click OK in the dialog box to confirm that you want to run the job now. Monitoring Job Progress After you have submitted your Litigation Hold job, you can monitor the progress of the jobs by selecting Archive in the tree menu. By default, the Monitor tab is displayed. Use the small + icon next to the to expand the node. The Monitor tab lets you keep real-time track of your jobs in progress. Detailed statistics for each job are also displayed onscreen. 82 Copyright 2013, Messaging Architects. Updated: 10/05/2013

When the job finishes, you can open the accounts in Netmail Search to begin your investigation. You can also use the Export wizard in Netmail Search to create an Export Job to automatically export selected archive data in a format suitable for provision to third parties. 83 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Appendix B Accessing Archives in a Mixed Environment Netmail Archive can be easily deployed in an environment that uses multiple email systems, also referred to as a mixed environment. This may be useful for organizations that are migrating from one email system to a different email system, as well as for organizations that would like to archive data from multiple physical locations that use different email systems. For instance, if an organization has a head office that uses Novell GroupWise and a branch office that uses Microsoft Exchange, Netmail Archive can archive data from both locations and save the data to a shared storage location in XML format. Once archived, the data can be easily viewed in Netmail Search. How Netmail Search Functions in a Mixed Environment With Netmail Search, organizations can easily access archived data from different Netmail Archive nodes even if the nodes are archiving from different email systems (for example, from GroupWise and Exchange). Data in a mixed environment can be archived to a single repository with a single Indexing Server indexing the entire Archive. Each Netmail Archive server will have a Data Provider that hosts the Netmail Search search tool. When a user logs into Netmail Search to view the Archive, the Data Provider authenticates the user against either edirectory or Active Directory, depending on the configuration. The Index Server then retrieves information from the archive locations to which the user has access. 84 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Appendix C Netmail Archive Logging Database Netmail Archive utilizes a logging database to monitor performance. By default, Netmail Archive uses a PostgreSQL database. PostgreSQL is the recommended database, though Netmail Archive supports several other databases. Database Table Structure If you choose to create your own logging database, the following section provides detailed information about the table structure used by Netmail Archive. <?xml version="1.0" encoding="utf-8"?> <sqlscript> <sqlstmnts> <sqlstmnt> DROP TABLE IF EXISTS mplus_accountsummary; CREATE TABLE mplus_accountsummary ( id serial NOT NULL, jobid character varying(255) NOT NULL, jobdatetime character varying(50) NOT NULL, logtimestamp character varying(50) NOT NULL, account character varying(255) NOT NULL, nb_scanned integer, nb_eligible integer, nb_succeed integer, nb_errors integer, nb_warnings integer, nb_indexed integer, nb_index_errors integer, nb_transacted integer, nb_transact_errors integer, status character varying(50) NOT NULL, nodeid character varying(50) NOT NULL, readtime integer DEFAULT 0, processtime integer DEFAULT 0, indextime integer DEFAULT 0, transacttime integer DEFAULT 0, CONSTRAINT mplus_accountsummary_pkey PRIMARY KEY (id), CONSTRAINT mplus_accountsummary_jobid_key UNIQUE (jobid, jobdatetime, account) ) WITHOUT OIDS; </sqlstmnt> <sqlstmnt> DROP TABLE IF EXISTS mplus_error; CREATE TABLE mplus_error ( id serial NOT NULL, jobid character varying(255) NOT NULL, jobdatetime character varying(50) NOT NULL, logtimestamp character varying(50) NOT NULL, account character varying(255) NOT NULL, errorsource character varying(255), errordescription character varying(8000), errorstacktrace character varying(8000), messageid character varying(255), messagesubject character varying(255), messagecreationdate character varying(50), CONSTRAINT mplus_error_pkey PRIMARY KEY (id) ) </sqlstmnt> <sqlstmnt> DROP TABLE IF EXISTS mplus_jobhistory; CREATE TABLE mplus_jobhistory ( id serial NOT NULL, jobid character varying(255) NOT NULL, jobdatetime character varying(50) NOT NULL, logtimestamp character varying(50) NOT NULL, jobtype integer NOT NULL, jobenddatetime character varying(50) NOT NULL, jobdatetime_int numeric(10) NOT NULL, status character varying(50) NOT NULL, CONSTRAINT mplus_jobhistory_pkey PRIMARY KEY (id), 85 Copyright 2013, Messaging Architects. Updated: 10/05/2013

CONSTRAINT mplus_jobhistory_jobid_key UNIQUE (jobid, jobdatetime) ) WITHOUT OIDS; </sqlstmnt> <sqlstmnt> DROP TABLE IF EXISTS mplus_trace; CREATE TABLE mplus_trace ( id serial NOT NULL, jobid character varying(255) NOT NULL, jobdatetime character varying(50) NOT NULL, logtimestamp character varying(50) NOT NULL, account character varying(255) NOT NULL, logdata character varying(8000), CONSTRAINT mplus_trace_pkey PRIMARY KEY (id) ) </sqlstmnt> <sqlstmnt> DROP TABLE IF EXISTS mplus_warning; CREATE TABLE mplus_warning ( id serial NOT NULL, jobid character varying(255) NOT NULL, jobdatetime character varying(50) NOT NULL, logtimestamp character varying(50) NOT NULL, account character varying(255) NOT NULL, errorsource character varying(255), errordescription character varying(8000), errorstacktrace character varying(8000), messageid character varying(255), messagesubject character varying(255), messagecreationdate character varying(50), CONSTRAINT mplus_warning_pkey PRIMARY KEY (id) ) </sqlstmnt> <sqlstmnt> CREATE FUNCTION year(varchar) RETURNS double precision AS 'SELECT EXTRACT(YEAR FROM $1::DATE);' LANGUAGE SQL IMMUTABLE RETURNS NULL ON NULL INPUT; </sqlstmnt> <sqlstmnt> CREATE FUNCTION month(varchar) RETURNS double precision AS 'SELECT EXTRACT(MONTH FROM $1::DATE);' LANGUAGE SQL IMMUTABLE RETURNS NULL ON NULL INPUT; </sqlstmnt> <sqlstmnt> CREATE FUNCTION day(varchar) RETURNS double precision AS 'SELECT EXTRACT(DAY FROM $1::DATE);' LANGUAGE SQL IMMUTABLE RETURNS NULL ON NULL INPUT; </sqlstmnt> </sqlstmnts> </sqlscript> 86 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Appendix D GroupWise to Exchange Data Migration Properties Netmail Archive includes built-in tools to facilitate a full migration from GroupWise to Exchange. The migration strategy used by Netmail Archive leverages the XML Archive as an intermediate store between GroupWise and Exchange. Data is archived from GroupWise, stored in the XML repository, and then injected into Exchange. Data from the XML repository is mapped to mail, notes, tasks, contacts, and calendar events in Exchange. The following table contains a list of features and capabilities and how they will or will not migrate from GroupWise to Exchange. GroupWise Feature Outlook Feature Will the Feature Migrate? Messages Email Messages Email Delivered Receipt Return Notification (opened) Return Notification (returned) Delayed Delivery Non-Delivery Report Forwarded Messages (inline) Phone Message Reminder Note HTML Message Message Meta Data Importance Status (high, low) Sensitivity Status (personal, private, confidential) Routing Slips Email Delivered Receipt Email Read Receipt Email Deleted Without Being Read Note Deferred Delivery Non-Delivery Report Forwarded Messages (inline) Email Message Sticky Note HTML Message Message Meta Data Importance Status (high, low) Sensitivity Status (personal, private, confidential) No matching feature Yes Yes Yes Yes Yes Yes *Yes, but migrates as an email message. *Yes, but attachments are not allowed on Sticky Notes. Hyperlinks, text, and graphics display in the message body. Yes Yes No No Folders Folders Mailbox Trash Work in Progress Sent Items Junk Mail Secondary Folders/Cabinet Folders Shared Folders Inbox Deleted Items Drafts Sent Items Junk Email Additional Folders Shared Folders Yes Yes Yes Yes Yes Yes; folder structure is maintained. No; folders are created, but you must reset Sharing or Delegation Permissions. Attachments Attachments File Attachment Object Attachment HTML Document Forwarded Messages (attachment) File Attachment Object Attachment HTML Document Forwarded Messages (attachment) Yes Yes Yes Yes Appointments Meeting Requests Appointments (accepted, declined, tentatively accepted, request read, request delivery,reminder times) Meetings (accepted, declined, tentatively accepted, request read, request delivery, reminder times) Yes Tasks Tasks Tasks Tasks with Appointments Tasks Tasks with Appointments Yes Yes Contacts Contacts 87 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Novell GroupWise Address Book Personal Address Book Frequent Contacts Multiple Contacts Folder Shared Address Book Contact Group Resource Global Address List (GAL) Contacts Contacts Multiple Contacts Folder Shared Contacts Contact Distribution List Resource Yes; created automatically. Yes Yes, but can be optional. Yes No; you must reset Sharing or Delegation Permissions. Yes Yes **No Other Items Other Items Mail and Calendar Proxies Rules Saved Filters Signatures Accept/Decline Comments Mail and Calendar Sharing/Delegation Rules Saved Filters Signatures No matching feature Yes **No **No **No No *Indicates that although there is no equivalent for this feature, it migrates to Outlook as another Item-type. The capability to generate new Items of this same type does not exist in Outlook. **Although this feature DOES EXIST in Outlook, the settings DO NOT MIGRATE. You must recreate the settings for this feature after migration. 88 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Appendix E Microsoft Exchange Online Limitations This page outlines the limitations that may affect multiple aspects of Netmail Archive's integration with Microsoft Exchange Online. For more information, please visit http://help.outlook.com/en-us/140/dd630704.aspx. Message Limits These limits are applied to every email message. Limit Message size limit: The maximum total size of an email message. The total size includes the message header, the message body, and any file attachments. Value 25 MB Note: An email client may limit the size of an individual file attachment to a value much less than the message size limit. For example, in Outlook Web App, the maximum individual file attachment size is 10 MB. File attachments limit: The maximum number of file attachments allowed in an email message. Even if the total size of all the file attachments doesn't violate the message size limit, there is still a limit on how many attachments are allowed in the message. Subject length limit: The maximum number of text characters allowed in the subject line of an email message. Multipart message limit: The maximum number of message body parts that are allowed in a MIME multipart message. Embedded message depth limit: The maximum number of forwarded email messages that are allowed in an email message. 125 attachments 225 characters 250 parts 30 embedded messages Recipient and Sender Limits These limits are applied to messages, senders, or recipients to combat spam and mass-mailing worms or viruses. Note: For distribution groups stored in the shared address book, the group is counted as one recipient. For distribution groups stored in the Contacts folder of a mailbox, the members of the group are counted individually. Limit Recipient limit: The maximum number of message recipients allowed in the To:, Cc:, and Bcc: fields. Message rate limit: The maximum number of e-mail messages that can be sent from a single email client per minute. The client is identified by the user account. Recipient rate limit: The maximum number of recipients that can receive email messages sent from a single cloud-based mailbox in a 24 hour period. After the limit has been reached, messages can t be sent from the mailbox until the number of recipients that were sent messages in the past 24 hours drops below the limit. The recipient rate limit applies to messages sent to recipients inside and outside your organization. Value 500 recipients 30 messages per minute 1,500 recipients per day Retention Limits 89 Copyright 2013, Messaging Architects. Updated: 10/05/2013

These limits control the amount of time that items in specific folders in the Inbox are accessible. You can change these values by modifying the corresponding retention policy tags. Limit Deleted Items folder retention period: The maximum number of days that items can remain in the Deleted Items folder before they are automatically removed. Retention period for items removed from the Deleted Items folder: The maximum numbers of days that items removed from the Deleted Items folder are retained before they are permanently deleted. Junk E-mail folder retention period: The maximum number of days that items can remain in the Junk E-mail folder before they are automatically removed. Value 30 days 14 days 30 days Distribution Group Limits These limits apply to distribution groups. Limit Maximum number of distribution group members: The total recipient count is determined after distribution group expansion. Limit sending messages to large distribution groups: Distribution groups that contain the number of members specified by this limit must have delivery management or message approval options configured. Delivery management specifies a list of senders who are allowed to send messages to the distribution group. Message approval specifies one or more moderators who must approve all messages sent to the distribution group. Maximum message size for large distribution groups: If a message is sent to 5,000 or more recipients, the message size can't exceed this limit. If the message size exceeds the limit, the message isn't delivered, and the sender receives a non-delivery report (NDR). The total recipient count is determined after distribution group expansion. Value 100,000 members 5,000 or more members 2 MB Transport Rule Limits These limits control organization-wide rules, also known as transport rules. Limit Maximum number of transport rules: The maximum number of rules that can exist in the organization. Maximum size of an individual transport rule: The maximum number of characters that can be used in a single transport rule. The characters are used in the conditions, exceptions, and actions. Character limit for all regular expressions used in all transport rules: The total number of characters used by all the regular expressions in all the transport rule conditions and exceptions in the organization. You can have a few rules that use long and complex regular expressions, or you can have many rules that use simple regular expressions. Maximum number of recipients added to a message by all transport rules: When a message is acted on by different transport rules, only a finite number of recipients can be added to the message. After the limit is reached, any remaining recipients aren't added to the message. Also, distribution groups can't be added to a message by a transport rule. Value 100 rules 4,000 characters 20,000 characters 100 recipients 90 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Moderation Limits These limits control moderation settings used for message approval applied to distribution groups and transport rules. Limit Maximum size of the arbitration mailbox: If the arbitration mailbox exceeds this limit, messages that require moderation are returned to the sender in a non-delivery report (NDR). Maximum number of moderators: The maximum number moderators that you can assign to a single moderated distribution group or that can be added to a message using a single transport rule. Note that you can't specify a distribution group as a moderator. Expiration for messages waiting for moderation: By default, a message waiting for moderation expires after two days. However, the processing of expired moderated messages runs every seven days. This means that a moderated message can expire at any time between two and nine days. Maximum rate for expired moderation notification messages: This limit sets the maximum number of notification messages for expired moderated messages in a one hour period. This limit is placed on each mailbox database in the datacenter. Value 10 GB 10 moderators 2 days 300 expiration notifications per hour During periods of heavy usage, some senders may not get notification messages for moderated messages that have expired. However, these notifications are still discoverable using delivery reports. 91 Copyright 2013, Messaging Architects. Updated: 10/05/2013

Appendix F Best Practices for Change Management: Windows Updates As with any corporate system, your Netmail solution may be affected by updates that need to be applied to the underlying operating system on which Netmail runs. To avoid any disruptions of the services provided by Netmail, it is extremely important that Windows updates be handled as part of normal Change Management activities. They should therefore be planned, not simply applied as they become available. Moreover, any updates that affect the applications and components required for the operation of Netmail platform must be avoided. Such updates could "break" the Netmail applications. This being said, minor Windows updates are generally safe. However, on occasion, they can cause services of the Netmail solution to hang and/or fail to restart correctly. Automatic application of updates, therefore, must be turned off. When updates are applied, all systems that may be potentially affected by the updates (including the Netmail platform) should be monitored for a time to ensure that they continue to be fully operational. In the case of the Index Server, ensure that you pause the indexing and stop the services. It is a good idea to use a regularly scheduled index backup window, during which the indexing is paused anyway, to perform a Windows update. For more on the subject of backing up and restoring the index, please refer to the Backup and Restore section of the Indexing Best Practices page in the Netmail Archive Technical Notes. Major updates, or OS upgrades (e.g., going from Windows 2008 to Windows 2012), must only be done once Messaging Architects has had time to validate that the Netmail platform is in no way negatively affected by changes made by Microsoft. By verifying what exactly is affected, and doing a little bit of planning with respect to applying updates and upgrades, you can avoid negatively affecting users and keep the time required to maintain the solution to a minimum. 92 Copyright 2013, Messaging Architects. Updated: 10/05/2013