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Documentation for Netmail Archive 5.4.
Documentation for [Netmail Archive 5.3] and [earlier versions of Netmail] is also available.

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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.

On this page:


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.

Note: To ensure that the DiscoveryHold folder (containing purged items) is archived for a user, you must place that user on an In-Place Hold in Exchange, as described in

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.

Note: In the Sample Archive Job, the Do not Mark as Archived option is selected by default. This hides the Attachment Stripping option. To enable attachment stripping in the Sample Archive Job, simply uncheck the Do not Mark as Archived option.

  • Delete items from mailbox 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: Netmail 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.

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 Choose device, select the storage 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.

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

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. Select Enable Stubbing if you would like your Archive Job to “stub” the archived messages in Exchange. For more information about stubbing, see Stubbing.

Note: If, during the installation process, you do not check the stubbing option, then the Enable Stubbing feature will not be visible in the interface. The feature can be enabled manually after installation, if desired. Please contact Support for information on how to do so. Netmail recommends using Netmail Detach for storage management rather than 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.

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.

Enabling Legal Hold

Previously, applying a legal hold on an account required that the administrator create a new storage location, export account data to that location, and index the data in order to make it searchable. This data duplication required that additional storage space be allotted specifically for legal cases. In addition, depending on the legal case, restricting access to certain subsets of the exported storage repositories for certain users was not always easy to accomplish.

With the In-Place Legal Hold feature, instead of relying on locations, administrators can simply tag accounts as being on legal hold, and jobs will then ignore all accounts placed on legal hold. No other settings need to be configured to ensure data retention.

When an account is placed on legal hold, the account is tagged to make sure that it is processed during archiving. All Agents that can delete and/or update content must read the tag before running any jobs. If a tag cannot be read or parsed, the entire account is considered to be on legal hold. Place a check mark next to Use this job to apply Legal Hold if you want Netmail to apply the archiving policy selected for this job to all accounts flagged for legal hold in Netmail Search.

For more information about in-place legal hold, refer to Configuring In-Place Legal Hold.

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.

Process Failed Accounts

When a Netmail Archive Job runs, the job results are logged, including a list of accounts that failed to archive or accounts that were only partially archived. If you select the Process Failed Accounts option, any accounts that failed to be archived successfully during an Archive Job will be automatically re-processed within the same Archive Job. There is no need to rerun the entire Archive Job to process the failed accounts.

Important: The Process Failed Accounts option must be unchecked once the failed accounts have been processed, otherwise the Archive Job will continue to process only failed accounts during its subsequent runs.

Attachment Stripping

The Also strip attachments from messages being archived option allows you to strip attachments from email messages that are being archived and store the attachments in Netmail Store. Note that Netmail does not strip embedded attachments.


  • If Single Item Recovery is enabled in Exchange, the storage benefits of stripping attachments will only be noticeable after the Recoverable Items policy has expired.
  • After an initial run of stripping attachments, the Archive Job may take longer to finish, as it generates many entries in the Versions folder.


From the dropdown list, select the storage location in which you want stripped attachments to be stored. If the drop-down list is empty, you will need to create a storage location. For information about creating storage locations, refer to Specifying Locations.

Note: A Netmail Store or Netmail Store Emulator storage location must be used for attachment stripping.

Strip attachments only if message size exceeds [x] KB/MB/GB

Select this option if you want to strip attachments according to the overall message size. Enter the maximum allowed message size in KB, MB or GB. Only those messages that reach or exceed this size limit will have all of their attachments stripped.

Automatically expire attachments after [x] days

This option allows you to set the number of days for which attachments can be viewed after they have been stripped from a message. Once the expiration date is reached, the attachments are deleted. If the number of days is not specified, attachments will be kept forever.

Note: Archived items are retained for a certain period of time, and items in Netmail Store also have a particular expiry date. However, there is no direct correlation between archive deletion dates and attachment expiry dates. As such, it is possible that an archived message could contain a pointer to a stripped attachment in Netmail Store that has already expired. To prevent such a scenario, ensure that the lifetime of stripped attachments is longer than that of archived messages.

Place links to stripped attachments in the body of the message

If you select this option, links pointing to the stripped attachments in your storage location will appear in a table (in either HTML or plain text format, depending on the format of the message body) within the body of the email message they were stripped from. The following information will appear in the table:

  • Name of file(s)
  • Expiry date of the item(s)
  • Size of item(s)

The following screenshots show how a message looks like in a user's mailbox before attachment stripping has been implemented.

Outlook before:

OWA before:

The screenshots below show the same message after attachments have been stripped (with HTTP links placed in the body of the message). Stripped attachments can also be accessed through a small Attachments.htm file attached to the message.

Outlook after:

OWA after:

Reviewing Archive Job Summary Information

Click the Summary tab. The Summary tab allows you to review your Archive Job before executing it.

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.

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