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Environment

Netmail Archive 5.3.x with Exchange 2010 or higher

Synopsis

Netmail Archive Reporting/Tracking jobs (new to Netmail Archive 5.3) can help Netmail administrators monitor and verify whether all Exchange mail items (including those in the recoverable items folder) have been archived, to make sure that retention requirements are met.

Solution

To monitor the retention status of an archive, a Reporting/Tracking job can be run against the Exchange recoverable items folder (RIF) to confirm 100% retention of all mail items.  Any mail items residing in the RIF have the potential to be deleted before they can be archived if the retention period is exceeded. Since messages are only held in the RIF for the specified retention period, the Archive job MUST successfully archive all items BEFORE the retention period has expired to ensure 100% retention. A Netmail Archive tracking/reporting job can help to avoid scenarios where messages expire and are lost before being archived by comparing items in the live mail with those in the archive.  If the numbers do not match, a report will allow the administrator to investigate further to make sure that all items have been processed and archived. This link provides an overview of how Netmail Archive handles 100% email message retention in Exchange 2013 and O365 without journaling.

An explanation of how reporting/tracking works in Netmail Archive 5.3 is provided in this article.

Solution

One function of the Netmail Archive Reporting/Tracking agent is to run reporting/tracking jobs that compare items in a data source (such as the live mail system) to those in a data storage destination (such as an archive repository).  The reporting/tracking job provides a report that includes mail item counts in an organized format that can help administrators track items in the two locations. These jobs can be configured to report on archive completeness after verifying whether the items in the source location (such as a mailbox) match the XML files in the archive location; such comparisons can be made against all items (mail, attachments, embedded messages, address books), or just selected types. Please refer to this article for an explanation of how to configure and manage the reporting/tracking agent.

Once the reporting/tracking job finishes, a detailed report is generated. It can be accessed from the Netmail WebAdministration console, by navigating to Agents > Tracking,  and clicking the Reports tab, which displays a list of all tracking jobs that were run; the Name, Start Time, End Time, and Verification Type (e.g. Archive Completeness) columns are displayed by default. Clicking the blue hyperlink (see below) will provide details about the processed accounts:

 

 

List of processed accounts:

 

 

The screenshot below shows an example of the success/failure statistics for all processed items; missing items are indicated by red hyperlinks, which when clicked, provide details about the missing data (a checkbox at the bottom of the page provides an option to show only items with missing data):

 

 

After a red hyperlink is clicked, the full list of items that ran into processing issues (and the reason) is generated in a new window;  at the bottom of the page is a Download CSV button for opening or downloading the statistics in spreadsheet format:

 

 

Since the report provides detailed information about any messages that do not have a corresponding XML or PST file, administrators can more easily investigate the source of the error(s) and ensure that all items were archived before the retention period is exceeded.

Notes


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