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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.

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 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

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

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.


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 Overwrite 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).

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.

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