Configuring an Email Archiving Job
After you have configured a policy, you are ready to create and configure jobs. In IPRO, a policy is a guideline and a job is the action that enforces it. You cannot create a job without a policy to guide it.
There are several types of archive jobs that the administrator can create. This can include a standard nightly archive job to capture emails that have existed in the mail system for a set number of days, as shown in the steps outlined below.
Remember that prior to creating a job, you must have already configured the Storage Location or Live Location—see Configuring Locations.
To create and configure an Email Archiving job for Exchange, see steps below.
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Select Archiving > Agents > Email Archiving.
- At the bottom-left of the License tab, click Create.
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Select Exchange from the Source Type drop-down menu.
- Give the archiving job a meaningful name and click Create.
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TIP
For consistency and as a best practice, give it the same name as the policy that you previously set and intend to use. Then append the name with the job frequency. You can also add the data location. - The new job is created and appears under Email Archiving. Click on it.
- Select the Criteria tab.
- In the Source section, select one of the following:
- Mailbox: Archive messages residing in the live mail location (Primary), in the archives (Archives), or both.
- PST Files: Archive either regular PST files or Journal PST files. To archive Journal PST files, check the box and make your selection in Choose device. If you do not archive Journal PST files, you can opt to Include PST name.
- In the Output Destination section, select the Gmail Archive storage location.
- Leave the Do not Mark as Archived option deselected so that archive tags are placed on messages that are successfully archived. The job will then skip messages that are already archived.
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NOTE
To skip over messages already archived, you should also have enabled Process all unpublished messages in the Policy Criteria > Search Scope section of the applicable policy. - IPRO does not recommend that you Delete items from source after archiving.
- In the Options section, you can choose to Archive MIME Headers. Enable Exclude Draft Items if you want to exclude Draft Messages from data collection. When enabled, items identified as drafts are not archived.
- If you have previously configured a Storage Location and do not intend to index the archived data, then you can leave the options in the Indexing section unchecked.This allows you to only archive the content.
If you have previously configured a Live Location and intend to index the archived data, then you must first configure an Indexing job. Then, in the Indexing section, select the Enable Real-Time Indexing option. This allows you to search messages as soon as they are archived.
Enabling this option may slow down processing time, but it is still recommended. - In the Retention Criteria section, do the following:
- Select the Apply Retention Flag option to apply a flag to messages archived in IPRO, indicating the period that the archives should be retained within IPRO.
- Set the number of days corresponding to the retention policy you established. These flags will be used in conjunction with deletion (Archive Lifecycle) jobs. Enter the number of days the retention flag will apply.
- The retention period is indicated by the number days. For example, five years is expressed as 1,825 days.
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NOTE
Retention flags can simplify archive deletion. Therefore, if you have general retention periods for your email data, it is recommended that you use the retention flag feature. However, you are not locked in to that retention period. If your organizational retention policy changes, ARCHIVE allows you to override the retention flag and delete archived items based on your new retention period. - To comply with regulatory and best-practices records-retention requirements, select the Enable Non-Erasable Format option to create non-rewritable, non-erasable WORM volumes on NetApp, NearStore, and FAS storage systems. This prevents critical files from being altered or deleted until a specified retention date has been reached.
- When used in conjunction with these storage systems, the files are tamper-proof and non-erasable until the retention date has been reached.
- To apply a Legal Hold to all custodian email archives included in the corresponding Legal Hold case created in IPRO Search, enable Legal Hold.
- To overwrite any matching items in the target location, select the Overwrite Existing Archives option.
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NOTE
To overwrite existing archives, you should also have enabled Process all messages in the Policy Criteria > Search Scope section of the applicable policy. - Process Failed Accounts can be left unchecked unless you are running a job specifically to remediate a failed archived job.
- To remove attachments from messages being archived, select the Also Strip Attachments from Messages being Archived option.
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NOTE
This option enables Detach and requires a license key and additional configuration. Contact your IPRO Support representative for more information. - Click Save.
- Select the Job Settings tab.
- In the Policy section, select a policy from the list. Click View to see the policy details.
- If the job will run regularly, set a Schedule. In the Schedule section, choose from the following:
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Daily: Set the job to run every day. Specify the desired time (HH:MM).
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Weekly: Set the job to run every week. Specify the day(s).
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Specify Date: Set the job to run on a specific date (MM/DD/YYYY).
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Every X minutes: Set the job to run every specified number of minutes.
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Select Disable if you do not intend to set a schedule for this job.
- In the Users section, select the users to be included in the job. By default, all users are included.
- If you wish to archive all user accounts, leave All users from location enabled.
- If you wish to archive specific user accounts, disable the option and click Select.
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- To list users by ID Filter, enter the User ID Filter. You can also click List Users to list all.
- To lists users by Type, select All, Users Only, or Groups Only.
- To list users by group, select List users of group and select the correct group member list from the drop-down.
- To list users by SSV file, select List users from SSV file and ensure the correct SSV file path is entered.
- Click Save at the bottom-left of the screen.
The job will run according to the schedule set. Alternatively, you can click Run Now to start the job immediately. - (Optional) To review the job you have just configured, open the Summary tab. You can print the summary for your files, by clicking Print View.
- (Optional) To check on the progress of the email archiving job, open the Report tab. For further information on reports—see Viewing Reports.