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Microsoft Exchange 2007 Journaling Guide

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Microsoft Exchange 2007 Journaling Guide Microsoft Exchange 2007 Journaling Guide Digital Archives Updated on 12/9/2010 Document Information Microsoft Exchange 2007 Journaling Guide Published August, 2008 Iron Mountain Support Information U.S. 1.800.888.2774 [email protected] Copyright © 2008 Iron Mountain Incorporated. All Rights Reserved. Trademarks Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their respective owners. Entities under license agreement: Please consult the Iron Mountain & Affiliates Copyright Notices by Country. Confidentiality CONFIDENTIAL AND PROPRIETARY INFORMATION OF IRON MOUNTAIN. The information set forth herein represents the confidential and proprietary information of Iron Mountain. Such information shall only be used for the express purpose authorized by Iron Mountain and shall not be published, communicated, disclosed or divulged to any person, firm, corporation or legal entity, directly or indirectly, or to any third person without the prior written consent of Iron Mountain. Disclaimer While Iron Mountain has made every effort to ensure the accuracy and completeness of this document, it assumes no responsibility for the consequences to users of any errors that may be contained herein. The information in this document is subject to change without notice and should not be considered a commitment by Iron Mountain. Iron Mountain Incorporated 745 Atlantic Avenue Boston, MA 02111 +1.800.934.0956 www.ironmountain.com/digital Contents Microsoft Exchange 2007 Journaling Guide 1 Contents 3 Chapter 1: Supported Data Formats 5 Chapter 2: Enabling Exchange Server 2007 Journaling 7 Create a Journal Contact 8 Create a Journal Rule 11 Appendix A: Supported File Formats for Ingesting and Indexing Assets 13 Digital Archives: Microsoft Exchange 2007 Journaling Guide 3 Contents 4 Digital Archives: Microsoft Exchange 2007 Journaling Guide Chapter 1: Supported Data Formats 1 ChapterSupported 1: Data Formats Before configuring your Microsoft Exchange server to journal messages to Iron Mountain, it is important to understand the data formats that Iron Mountain accepts to ingest and index data. To insure that Iron Mountain can ingest and index data that a customer transmits to Iron Mountain’s Digital Record Center for Compliant Messaging (DRC-CM), the data must meet all of the following format requirements: l The data must be in RFC-2822 compliant format or in the format created by Lotus Notes for internal email. RFC-2822 is the standard format used by most mail servers to transmit text messages. See http://www.faqs.org/rfcs/rfc2822.html for more information about the RFC-2822 standard. l The data must contain only ASCII characters. l The data must have a date stamp that is not in the future. The following table contains, without limitation, common reasons why Iron Mountain can not fully ingest and index journaled messages: Reason Description Encrypted data Encryption prevents unauthorized access to message content. As such, Iron Mountain cannot view, index, or display any parts of a message (including attachments) that are encrypted. Malformed message Iron Mountain can not fully ingest and index any message that headers does not have a properly formatted message header. The message headers include the To, From, Date, and/or Subject fields. Messages containing Iron Mountain can not fully ingest and index any message that non-ASCII includes, without limitation, double-byte characters and system- characters generated messages. Messages with a The journaling process occurs after the sender has sent a future date message. Therefore, all message date stamps must have a date that occurs in the past. Iron Mountain will not ingest or index messages with future date stamps. Digital Archives: Microsoft Exchange 2007 Journaling Guide 5 1 Chapter 1:Supported Data Formats Reports Iron Mountain will email a report to the customer's designated administrator on a weekly basis. This report shows the disposition of the assets that Iron Mountain received during the prior week. The report includes a count of assets that Iron Mountain has rejected. Because Iron Mountain has rejected the data, it is, therefore, not available in the DRC- CM archive. Iron Mountain will post any messages that it rejects to a secure FTP site on a weekly basis. If you want to send the message again for ingestion, retrieve the rejected data from the FTP site to remediate it. Once the data is in the proper format, re-submit the data to Iron Mountain for ingestion by posting the messages back to the FTP site. 6 Digital Archives: Microsoft Exchange 2007 Journaling Guide Chapter 2: Enabling Exchange Server 2007 Journaling 2 ChapterEnabling 2: Exchange Server 2007 Journaling This chapter describes how to configure your Microsoft® 2007 Exchange server environment to enable journaling from the server to IronMountain. To enable journaling with the Exchange 2007 server,you must have access to the Exchange Management Console and perform the following two tasks: l Create a Journal Contact, on page 8 l Create a Journal Rule, on page 11 Digital Archives: Microsoft Exchange 2007 Journaling Guide 7 Chapter 2:Enabling Exchange Server 2007 Journaling 2 Createa JournalContact Create a Journal Contact To create a journal contact, complete the following steps: 1. Open the Exchange Management Console. 2. In the hierarchy tree, expand Recipient Configuration and, then select Mail Contact. The Mail Contact pane displays in the middle pane. 3. In the right Actions pane, click New Mail Contact. The New Mail Contact Introduction dialog box opens. 8 Digital Archives: Microsoft Exchange 2007 Journaling Guide Chapter 2: Enabling Exchange Server 2007 Journaling Createa JournalContact 2 4. Select New Contact and click Next. The New Mail Contact/ Contact Information dialog box opens. 5. Use the Browse button, if necessary, to select an entry in the Organizational unit. 6. Type an entry in the Name and Alias fields for the contact that you are creating. 7. Click Edit next to the External e-mail address field.. The SMTP Address dialog box opens. 8. Type the SMTP address provided by your project manager in the E-mail address field. Digital Archives: Microsoft Exchange 2007 Journaling Guide 9 Chapter 2:Enabling Exchange Server 2007 Journaling 2 Createa JournalContact 9. Click OK. You return to the New Mail Contact Dialog box. 10. Click Next. The New Mail Contact/New Mail Contact dialog box opens. 11. Click Next.The New Mail Contact/Completion dialog box opens. 12. Click Finish. 10 Digital Archives: Microsoft Exchange 2007 Journaling Guide Chapter 2: Enabling Exchange Server 2007 Journaling Create a JournalRule 2 Create a Journal Rule After you create the SMTP journal contact, create a journal rule using the Exchange Management Console. To create a journal rule, perform the following steps: 1. Launch the Exchange Management Console. 2. Expand Organization Configuration in the left pane, and then select Hub Transport. The Hub Transport tabs appear in the middle pane. 3. Select the Journaling tab in the center pane, and then select New Journal Rule in the right pane. 4. Follow these guidelines to complete the dialog box : a. Type a name for the rule in the Rule name field. b. Click the Browse button next to the Send journal reports to e-mail address box. The Select Recipient dialog box opens. Select the mail contact you created in Create a Journal Contact, and then click OK. You return to the New Journal Rule dialog box. c. Select the desired Scope in the New Journal Rule dialog box. The dialog box defaults to Global-all messages. The following table explains the different selections in the Scrope group. Digital Archives: Microsoft Exchange 2007 Journaling Guide 11 Chapter 2:Enabling Exchange Server 2007 Journaling 2 Createa JournalRule Scope Action Global When you select this option, the Exchange server journals all mes- sages to Iron Mountain, regardless of where the messages come from or to whom the messages are being sent. Internal When you select this option, only messages sent and received by mailboxes within the Exchange Server organization are journaled. External When you select this option, messages sent to recipients outside of the Exchange Server organization are journaled. Messages sent to recipients within your Exchange Server organization are also jour- naled. 5. [Optional] To enable premium journaling, select Journal messages for recipient. Click the Browse button, and, then select a distribution list or an individual email address that you want to journal. NOTE Premium journaling creates journal rules for entire groups within your organization (distribution list) or for a single mailbox recipient (contact).To use this feature, you must have an Exchange Enterprise Client Access License (CAL). 6. Select the Enable Rule check box to enable the journal rule. If you clear the check box, Exchange still creates the rule, but you can activate it at a later date. 7. Click New, and then click Finish. 12 Digital Archives: Microsoft Exchange 2007 Journaling Guide Appendix A: Supported File Formats for Ingesting and Indexing Assets Appendix A: Supported File Formats for Ingesting and Indexing Assets This appendix contains a list of the file types that Iron Mountain recognizes for ingestion and indexing. Iron Mountain supports the detection of close to 400 different file types, including most current, common file formats and many uncommon and extinct file formats. The following table contains the supported format names and, where possible, the best available MIME type match.The default content-type is application/octet-stream. This MIME type appears in italics for all formats without a specific content-type.This table also contains a description of the format and its extension. FMT# Format name MIME Content type Notes 0 Unknown application/octet-stream Any unrecognized file gets this type by default. 1 AES Multiplus application/octet-stream Legacy Word Processor by AES Data. 2 ASCII Text text/plain Plain ASCII Text (.TXT) 3 MS-DOS® application/x-msdos-program MS-DOS Batch File (.BAT) Batch File 4 Applix® Asterix application/octet-stream Legacy Word Processor by Applix.
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