Setting up Archiving for the First Time

Archiving is required for most public and private companies.  It helps companies meet corporate, legal and regulatory requirements as well as accelerate legal discovery, protect critical business information and shrink the cost of storage and backup windows.
There are two options for archiving. The first is archiving for compliance. The second is for those companies that want their users email archived but are not bound by law or other rules that require emails to be in compliance with a regulatory body.

To setup archiving you will need to login to our control panel and go to the users screen. From there you will need to select the archiving menu option as shown in the screen shot below.



On this screen we have 4 options for various services associated with archiving. Our interest in this guide lies with the first 2 options. The first is for archiving for compliance and the second is for basic non-compliant archiving.  

To start the setup process you will need to choose the version you are interested in and click enable. From this point the setup of both service types are the same. Any differences in setup or use will be covered later in this guide.

This will start the setup and enabling of your archiving service. This process will take a couple of minutes. While the process is sompleting you will see the screen shown below that tells you the setup is in progress and that it is recommended that you setup your user permissions while the setup is finishing.

To assign user privledges we will need to click on users in the menu and go back to your users screen.


To assign a particular archive access privledges you will need to click and open the users actions menu as shown above and go to the archiving settings option. From there you will have the ability to assign one of 3 levels of access or remove a users access. The 3 levels of access are:

• Search Administrator (SA) is responsible for creating and managing Searches.  They may create new searches, edit existing, export search details and assign search access to Search Users (SA).
• Search User (SU) is responsible for reviewing the search results created by the Search Administrator.  The Search User cannot create a new Search and can only change the scope of a Search if that right has been assigned to them by the Search Administrator.
• Search Admin Plus (SAP): The Search Admin Plus user has the same permissions as the Search Administrator (SA) along with access to the Policies and Reports tabs found in the Archive Administrator dashboard.

Once the initial permissions have been assigned you can go back to the archiving page and see if the setup is complete. If it is complete you will see a screen like the one below.



Now that the archiving has been setup you can access your portal via the link highlighted above. The URL this points to is your access to your archiving portal and will remain constant throughout your use of the service. The portal will ask you for your username and password in order to be able to login. These credentials are the same as your exchange credentials and any changes in passwords will carry over as well.
If you have any historical data that you want to import into your archive please contact support as there is a special process that will need to be completed for this.

How to use your Archiving Service

This section will cover a few of the most common parts of the system that you will access while using the archiving service.

Email Retention Policies

The archiving service allows for the creation of automatic or on-demand email retention policies.  By default, all emails stored within your archive account are stored with an unlimited retention plan with no specified expiration date.  If you would like to specify a different retention policy, you can access your retention plan on the Policies tab.

The Automatic Retention policy allows an administrator to set the “age” of emails that need to be destroyed and removed from the archive.  The policy is set for the number of days from the original date of the email.  Emails that have reached this designated retention plan will be purged and removed from the search and end user interface during an automated process each evening.

The retention policy for some organizations may include the destruction of emails based on various characteristics of the archived messages.  This could include:

• Age in days
• Subject line text includes
• Sender
• Recipients

 

These on-demand email retention policies are processed each evening and fully audited.

 

Audits and Reports

The archiving service audits all user interaction within the system.  This includes all administrative functions:

 

Search activities.  These include:

• Creation of new Searches
• Change in scope to existing Searches
• Viewing of Searches by users
• Comments and Tags placed on messages by users
• Exporting of emails from Search.

Creating a New Search

• Start a New Search
• Choose Simple, Advanced or Custom

 

All new Searches you must give assign the following common fields and parameters:

• Give a short Name
• Assign any special Tags that will be used with this Search
• Permissions: Who will have access?
• Access or View
• Allow Change of Scope
• Export
• Note field is optional
• Range (pre-defined date range)
• Begins/Ends

NOTE: You must use the calendar to choose a date.  Make sure to click OK pop-up calendar or your date will not be saved.
You can now choose your different Search type:

•  Simple Search allows you to define a list of search terms (words or phrases) that can be found in the Message Body or Attachments.
• Wizard Search provides a structured condition editor to create various AND/OR operators for your Search.  These can include:
• Sender Contains
• To/cc/bcc contains
• Subject
• Body Text
• Attachment Text
• Attachment Name

(Wildcard operators can be used for any of these fields).

• Advanced Search expands upon the search criteria allowed in a Simple Search.  You can expand from date range and basic word search to find specific senders, recipient combinations and much more.

 

• Subject Line (Optional)
• Wildcards are allowed
• Sender (use full or partial email addresses, separate multiples with a space; partial must use wildcards * or ?)
• Recipients (use full or partial email addresses, separate multiples with a space; partial must use wildcards * or ?)
• Has Words in body and/or Attachments  - separate words with a space.
• Do Not Have Words
• Attachment name (wildcard like *.jpg or financial*.xls)

 

Working with and Managing Searches

 

System Tags

Tags function as the classification system for categorizing search results. There are several "pre-defined" tags already available. These are "Starred", "Save", "Reviewed", and "Attention". New tags words can be added by going to the customize system tags link show above. There you can add or remove any custom tags words you have added to the system.



The system also allows for the creation of “Tag Words” that are frequently used terms in organizing and collaborating during the search review process. 
Some examples could be:  Privileged, Classified, Personal, Responsive, etc.

Working with Searches

Once you have created a search you can use it in several different ways. Several views of searches are shown below. You can also mark the search with a tag or tag word. The service also gives you the ability to export the results to a PDF or download the message.

Collapse View
Expanded View – Text View
Provides a view of all text in email body and attachment.  

Expanded View – Original View

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