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[DOC:Netmail Documentation]

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 following guidelines provide an overview of how to create a job for each of Netmail Archive's job agents.

On this page:

 

Archiving Guidelines

Before you begin

  • Formulate corporate-wide archive policies that meet your long-term archiving, retention, and discovery requirements.
  • Ensure that the destination directories for the archived data are mapped correctly to any network attached storage devices by choosing <Cluster Name> > Storage.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.

Using Netmail Archive

  • Create a new Archive Job using the Archive Agent, selecting single or multiple user accounts to include in the job.
  • Click the Criteria tab to choose a destination location for the archives and other appropriate settings.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job, or use the Run Now option to run the job immediately.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab.
  • Once the job is complete (and assuming you used real-time indexing), use Netmail Search to view your archived data.
  • Confirm that the policy was correctly defined and configured by verifying the archived data.

Note: Initial Archive jobs take longer than other archiving jobs. As such, it is best if they are processed in smaller batches. This will give you the opportunity to review initial results before proceeding with subsequent batches. If you run the entire job at once, you risk the chance of finding out that after processing the job over several days, the job did not complete successfully or had issues with one of the components, data stores, or indexes. It is therefore more effective to run smaller, quicker jobs rather than wasting several days on one large job that ends up failing.

To proceed with smaller batches, set up a distribution list and add users to that distribution list (note: In many cases an Address Book Sync may need to be run before new group membership is implemented in Netmail Archive). This way, new users are fully archived, and already archived users are processed for new messages. Keep adding users until:

a. You have added all the users

b. You have more users that will effectively run in a 24-hour period. If this happens, you will need to either add more capacity to the system or optimize your jobs by either:

    i)  Setting attachment or content indexing to occur as a separate weekly event, thus increasing throughput

    ii) Setting up two jobs to run on alternate days for half of the users

If your system is running smoothly and you can process all users within the given archive window, you should be able to process them all as one job.

Exporting Guidelines

Before you begin

  • Formulate an export policy that meets your access, discovery, and distribution needs.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.

Using Netmail Archive

  • Create a new Export Job using the Export Agent, selecting single or multiple user accounts to include in the job.
  • Specify the location of the archived data by choosing the Criteria tab, and the location for the exported archived data.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job created the exported data as specified.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab.
  • Navigate to the directory to verify the exported data.
  • Transfer the data to the specified storage device.
  • Use Netmail Search to view the exported data.
  • Confirm that the policy was correctly defined and configured by verifying the exported data.

Grouping Guidelines

Before you begin

  • Decide what type of jobs you want to run consecutively, and in what order they should run. For example, you may want to create an Archive Job, and then schedule an ILM Job to immediately groom the archived data to a new location.

Using Netmail Archive

  • Create the jobs using the corresponding job agents, selecting single or multiple user accounts to include in the jobs.
  • Configure each job by choosing its corresponding Criteria tab.
  • Schedule the jobs to run, ensuring that the jobs can complete before the next scheduled run of the jobs. Best practices for example given suggest that you choose the Run Now option to verify that the jobs archived the data as specified, and then groomed the data to its new location.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab

ILM Guidelines

Before you begin

  • Formulate an ILM policy that meets your long-term records retention and storage management needs.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.

Using Netmail Archive

  • Create a new ILM job using the ILM Agent, selecting single or multiple user accounts to include in the job.
  • Specify the location of the archived data by choosing the Criteria tab.
  • Select the ILM action to be performed on the archived data, such as deletion or grooming.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job deleted, grooming, or moved the data as specified before automating the job.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab
  • Confirm that the policy was correctly defined and configured by verifying the deleted, groomed, or relocated data.

Indexing Guidelines

Before you begin

  • Inherit an existing archiving job for which you want to create a new index or re-create an index.

Using Netmail Archive

  • Create a new Index Job using the Index Agent. If you are inheriting an existing archiving job, your user list should be pre-populated for you.
  • Specify the type of indexing to perform on the archived data. Best practices suggest that you choose incremental indexing to update your index regularly.
  • Specify the location of the archived data by choosing the Criteria tab, and select if you want to index messages or attachments or both.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job created the index as specified before automating the job using Group Agent.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab.
  • Navigate to the directory to verify that the index data was created.

Migration Guidelines

Before you begin

  • Formulate a migration policy that meets your organization’s requirements.
  • Ensure that you have properly configured storage locations to communicate with your old and new email systems by choosing Clusters > <Cluster Name> > Storage.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.
  • Run an Archive Job using the Archive Agent to archive the data that you would like to migrate.
  • Run the standalone Provisioning Utility to migrate user accounts and distribution lists to Active Directory.

Using Netmail Archive

  • Create a new Migration Job using the Migration Agent, selecting single or multiple user accounts to include in the job.
  • Configure your task by choosing the Criteria tab. Select your source location and the type of migration that you would like to perform.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job created the report as specified.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab.
  • Verify in your Exchange system that your selected data has been migrated.

Reporting Guidelines

Before you begin

  • You must first run an Archive job in order for the Reporting Agent to have a project to track.

Using Netmail Archive

  • Create a new Reporting Job using the Reporting Agent, selecting single or multiple user accounts to include in the job.
  • Specify the archive location, data source, and comparison options.
  • Schedule the job to run. Best practices suggest that you choose the Run Now option to verify that the job ran according to your specifications.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by choosing the Jobs Calendar tab.
  • Confirm that the policy was correctly defined and configured by verifying the results in your mail client or on your messaging server.

Attachment Management Guidelines

Before you begin

  • Ensure that you have deployed Netmail Store, as it is required for storing stripped attachments.
  • Formulate an Attachment Management policy that meets your organization's storage or maintenance requirements.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.

Using Netmail Archive

  • Create a new Attachment management Job using the Attachment management Agent, selecting single or multiple user accounts to include in the job.
  • Specify whether you want to perform attachment stripping or re-attachment, and indicate a corresponding storage location and other options.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job performed the maintenance as specified.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab.
  • Confirm that the policy was correctly defined and configured by verifying the results in your mail client or on your messaging server.

Utility Guidelines

Before you begin

  • Formulate a utility policy that meets your maintenance requirements.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.

Using Netmail Archive

  • Create a new Utility Job using the Utility Agent, selecting single or multiple user accounts to include in the job.
  • Specify the type of utility maintenance to perform.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job performed the maintenance as specified.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object, and then selecting the Monitor tab. If you have scheduled the job to run at a later date, verify that the job is scheduled to run by selecting the Jobs Calendar tab.
  • Confirm that the policy was correctly defined and configured by verifying the results in your mail client or on your messaging server.

Nodes Guidelines

Before you begin

  • Formulate corporate-wide archive policies that meet your long-term archiving, retention, and discovery requirements.
  • Create the policy under Policies, and configure the policy by selecting policy criteria, such as message type and folder selection.

Using Netmail Archive

  • Create a new job using any of the Job Agents, selecting single or multiple user accounts to include in the job.
  • Schedule the job to run, ensuring that the job can complete its run before the next scheduled run of the job. Best practices suggest that you choose the Run Now option to verify that the job performed the maintenance as specified.

Next steps

  • If you chose the Run Now option, verify that the job is running by choosing the Archive object and then selecting the Monitor tab. To monitor the progress of jobs being processed by Netmail Archive, click the small + icon next to the Cluster Node to display results onscreen.
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