This section includes guidelines about email policies and compliance considerations that should be addressed by enterprise level organizations as part of the overall Risk Management strategy of the IT department, as well as a sample policy. Netmail Archive facilitates the implementation of email policies, the enforcement of corporate epolicy, and the identification of policy violations.
Litigation Hold Policy
The following procedure is an example of how to create a litigation hold policy for your organization. It is meant to address any discovery requests that occur as a result of legal investigation. It assumes that the administrator has locked down the end user’s ability to empty their trash repositories as well as their ability to archive mail using native archiving in order to ensure 100% email retention.
1.Launch the Netmail Administration Console and log in. To launch the Netmail Administration Console, open a standard web browser and enter the IP address of the server where you installed Netmail Archive, followed by the port you configured for the unified UI, typically 8989.
2.From the tree menu on the left-hand side of the Netmail Administration Console, click Policies to open the main Netmail Archive Policies screen where you can create a new policy.
Creating a Policy
1.Click the Create button at the bottom of the screen to open a new dialog box.
2.Under Name, specify a name for the policy you would like to create, such as Litigation Hold Policy, and then click Create.
Your policy now appears in the tree under the Policies object.
3.Click the name of the policy you just created to open the policy and begin specifying policy criteria.
Specifying Policy Criteria
By default, the Profile Criteria tab is displayed. The Policy Criteria tab allows you to configure the message selection criteria for a policy.
1.Specify what type of messages to include in your Litigation Hold Policy under Message Selection.
2.Under Date Properties, choose to search from the Beginning to the current date (use the calendar to select the date). This will include all messages.
3.Under Search Scope, select Process all messages.
4.Click Save to save your settings, and then click the Advanced tab. The Advanced tab allows you to specify advanced message selection properties for the types of messages included in the policy.
5.Under Search Properties, do not make any advanced selections to ensure that all messages are included in the policy.
6.If you selected to archive Tasks created in the calendar, specify a Date Range for the Tasks on which the search is to be performed.
7.Click Save to save your settings, and then click the Folders tab. The Folders tab allows you to select which user folders you wish to include or exclude in the policy.
8.Under Folder Selection, select Extract messages from all user folders.
9.Click Save to save your settings.
Creating a Job
After you have created your Litigation Hold Policy, you are now ready to create a job that will apply the policy to the selected user. To get started, using the arrow icons to expand the tree menu, select Archive > Clusters > <Cluster Name> > Agents. Choose the name of the Agent that corresponds to the type of job you want to create. In this example, choose the Archive Agent.
1.Click the Create button at the bottom of the Job Agent to open a new dialog box.
2.Under Name, specify a name for the job you want to create, such as Litigation Hold, and then click Create.
Your new job now appears under the name of the Agent that corresponds to the type of job you created.
Specifying Job Criteria
1.Click the name of the job you just created to open the job and begin specifying job settings. By default, the Job Settings tab is displayed. The Job Settings tab allows you to choose a policy, schedule a job, and select users to include in your job.
2.Under Policy, use the arrow to dropdown the menu and select the Litigation Hold Policy you created earlier.
3.Under Users, click Select Users. In the User List dialog box that appears, select which user account(s) you want, and then click OK.
4.Click Save to save your job settings, and then click the Criteria tab. The Criteria tab allows you to select the location where Netmail Archive will create the Archive Job, 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.
5. Under Source Mailbox, select the Exchange mailbox(es) from which the Archive Job will archive messages.
6.Under Output Destination, use the dropdown list to choose the location where the Archive Job will save archived messages under Choose Archive Destination.
Important: If no locations appear in the dropdown list, then choose <Cluster Name> > Storage to specify the paths to the locations where Netmail Archive will archive the selected data from the message store.
7.Under Indexing, select Enable Real-Time Indexing and Enable Indexing of attachments.
8.You can also choose to archive the user address book associated with the selected user account when creating your Litigation Hold job. Select which address books you want to include in your job from the options listed under Address Books.
9.Click Save to save your selected criteria, and then click the Job Settings tab and click Run Now to run your job. Click OK in the dialog box to confirm that you want to run the job now.
Monitoring Job Progress
After you have submitted your Litigation Hold job, you can monitor the progress of the jobs by selecting Archive in the tree menu. By default, the Monitor tab is displayed. Use the small + icon next to the to expand the node. The Monitor tab lets you keep real-time track of your jobs in progress. Detailed statistics for each job are also displayed onscreen.
When the job finishes, you can open the accounts in Netmail Search to begin your investigation. You can also use the Export wizard in Netmail Search to create an Export Job to automatically export selected archive data in a format suitable for provision to third parties.