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Cloud Concepts: Archiving

Strategies

  • Journal Archiving: Email journaling is the process of capturing and storing email communications for compliance, regulatory, legal, and archival purposes. It involves recording all inbound and outbound email messages. This includes not only the email content but also metadata such as sender, recipient, date, and time stamps. As emails are sent or received, they are automatically copied and sent to the journaling system. This happens in real-time or near-real-time to ensure no email is missed. We strongly recommend using journal archiving in combination with folder synchronization. The “first setup” guides describe how to set up journal archiving for different systems:
  • Mailbox Archiving: Archiving individual mailboxes is useful for archiving mails that were sent or received prior to implementing an archiving strategy. It may also be necessary with mail servers that do not support any form of journal archiving, for example free mailers or mail providers with focus on individual persons. We strongly discourage the usage of mailbox archive in any other scenario. Using journal archiving and folder synchronization will yield better results. If you would like to implement mailbox archiving, you can read more in this article:

Entities

  • Archive Mailboxes: An archive mailbox represents a user’s mailbox in MailStore Cloud. An archive mailbox has one primary mail address and can have multiple secondary mail addresses.
    • Archive mailboxes can be created manually or they are created during directory synchronization.
    • Mails will be connected to mailboxes based on the mailbox’s primary and secondary mail addresses during archiving and folder synchronization.
    • Users can be granted access to mailboxes directly through individual access or indirectly through membership in a group that was granted access to a mailbox.
    • Users and groups can have access to multiple archive mailboxes.
    • Special archive mailboxes are created during import folder synchronizations, those mailboxes are not changeable by the admin and represent an archive that was migrated from MailStore Server or MailStore SPE. Mails are only connected to these mailboxes during import folder synchronization, but not during archiving or “normal” folder synchronization.
  • Archiving Profiles: An archiving profile defines the information (e.g. protocol, credentials, etc.) that is needed to retrieve mails from a mail server.
    • Archiving profiles should only be used for the first-time archiving of existing mails when setting up a tenant in MailStore Cloud. They should not be run periodically. Instead, journal archiving in combination with folder synchronization should be used.
    • Archiving profiles can archive a single mailbox, or all mailboxes that correspond to users from a directory service.
    • As they are not intended to be run periodically, archiving profiles will not run a automatic directory service synchronization. Only folder synchronization profiles do that.
    • Archiving profiles will not synchronize the folders between a mailbox and the corresponding archive mailbox. This is done by scheduling a folder synchronization.
  • Folder Synchronization Profiles: A folder synchronization profile defines the information (e.g. protocol, credentials, etc.) that is needed to synchronize folders between mailboxes on a mail server and the archive mailboxes in MailStore Cloud.
    • Folder synchronization profiles are designed to work in combination with journal archiving. With both in place one gets a temper proof, compliant and convenient view of the archived mails for every user.
    • Folder synchronization profiles can synchronize folders with single mailbox, or all mailboxes that correspond to users from a directory service.
    • Folder synchronization profiles can run a directory synchronization as a preparation step.
  • Journal Endpoints: A journal endpoint is the target where external systems like Microsoft 365, Google Workspace or Microsoft Exchange can deliver journal mails to. They represent an SMTP endpoint within MailStore Cloud.
    • Journal endpoints are backed by an archive mailbox. All mails delivered to the journal endpoint will be at least linked to that archive mailbox when received. They will also be linked to archive mailboxes with matching mail addresses.
    • A folder synchronization profile will make sure that mails archived through journal endpoints will  not only be correctly mapped to archive mailboxes, but also to the respective folders in the users’ mailboxes. There is no need to set up mailbox archiving!
    • If archive mailboxes are added after a mail was received through a journal endpoint, the mail can still be correctly linked to those archive mailboxes by using a folder synchronization profile.
  • Import Endpoints: Import endpoints are only used for the migration of data from MailStore Server or MailStore SPE into MailStore Cloud. Please read more about this here: First Setup: Import data from MailStore Server

Remarks

  • If Non-Delivery Reports (NDRs) containing the X-MS-Exchange-Message-Is-Ndr mail header are archived from a mailbox, for NDRs containing a journal report only the journal report will be archived, while for all other NDRs the whole NDR will be archived unchanged. If NDRs are received through a journal endpoint, only the attached mail or journal report will be archived.