email archiving solution

Our company is interesting to find a solution if  any  email is sent or received, from any mailbox , a copy of this email to be stored on another location. The stored email will be used for further review by our executives. Email need to be stored by users.
Is there such a software?

Our email servers are Exchange 2010
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Jamie GillespieSenior IT ConsultantCommented:
Hello, you could use transport rules to automatically forward particular items to another mailbox.

Certain users could then have delegated access to this mailbox.

You could also look into a journalling mailbox.

If you wish for users to copy emails to a particular location, public folders could also be an option.

I hope this helps.
Guy LidbetterCommented:
Yes, Exchange 2010 has journaling built in. This is probably what you are looking for...

Have a read through this

With journaling, any email sent or received has a copy filed away in a journaling mailbox. You can setup the policy as you require and also setup retention policies for how long you would like those mail to remain in the mailbox.


John ChristopherAnalystCommented:

What your described can be easily achieved using Exchange 2010 journaling .

You can enable journaling and create a Journal mailbox and further export the mailbox items to pst and store them.

You can also create multiple journal mailboxes and purge them using pst. This maybe not in practice but worth a try.

Apart from this there are third party solutions as well, like Symantec which can support archiving (Archiving is very different from Journal)
 So you can create a journal mailbox and archive it using symantec enterprise vault and Mailstore.

and i guess you must already be aware of CAL (Licenses required for journaling)

Thanks & Regards
John Chris
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Tim EdwardsIT Team Lead - Unified Communications & CollaborationCommented:
The first part of your question you are looking at litigation hold which is a feature in exchange 2010:

The second part of your question confuses me, do you want to have the user initiated this?
Guy LidbetterCommented:
@Tim...  no, Litigation hold prevents the removal of emails in the users mailbox... they are looking to send a copy to a centralised place for auditing, so Journalling is the answer.
Tim EdwardsIT Team Lead - Unified Communications & CollaborationCommented:
Sorry Guy, I realized that after I submitted I was coming back to delete my response as I caught myself after that fact... sucks getting side tracked :(
Simon Butler (Sembee)ConsultantCommented:
" i guess you must already be aware of CAL (Licenses required for journaling)"

That is only the case if you want to do a per user journaling.
If you want to journal everything at the database level, then additional CALs are not required.

You really need a third party tool to manage the journal though. I recently looked at a site which had a 400gb mailbox which was the journal. Couldn't do anything with it. Deployed GFI Mail Archiver with a dedicated SQL box and it took over a week to empty it.
The point I am making is don't just enable journaling without an end plan on how to manage it. That basically means with an on site product, or using the cloud.

However, with my business hat on, don't do it without consulting the lawyers. There is a school of thought that if you don't HAVE to journal (due to the industry you are in) you shouldn't do. Or if you do, have a written policy to drop all content over a certain age. Otherwise an email that you thought had gone could come back to bite you in seven years time when you are forced to do an eDiscovery.


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dedriAuthor Commented:
Thanks for your answers,
journaling is an option but we are having a lot of  new email messages per day, and storing them in exchange mailbox will lead very soon to what Simon said, one big mailbox, and  in our company it will be far more than 4000GB, probably terabytes of data. Also current requirements are to search for all messages sent/received for user and after than providing this messages to particular user(executive).
Simon, could you tell me about the mentioned software by you GFI Mail Archiver. Is this a software which is installed on another server and grabs  the emails  sent/received from exchange server? Can we use this software to achieve our goals. Do we need to use this software with journaling or it can be used without exchange journaling.
We need if an user delete the message from his mailbox, messages in archive to stay intact and not be deleted.
John ChristopherAnalystCommented:

GFI mailarchiver uses the archiving capabilities of exchange and send those copies to an existing SQL server database on your network.

and whenever there's a requirement to find any specific messages, you just need to log on to the GFI mailarchiver web client to query the database and you'll be abe to find the e-mails.

You can refer the article aswell..

Thanks & Regards
John Chris
Simon Butler (Sembee)ConsultantCommented:
Most of these products work in the same way.
You journal the email to a mailbox, they then remove the items from the mailbox and store it in their own database. By using that method they save having to look at each mailbox and the email is caught as it passes through the system.
Best practise is to have the journal mailbox on its own database, so that you keep it separate from the other content. In a correctly functioning system though, the mailbox will be empty almost all of the time.

Therefore as well as using something like GFI Mail Archiver, you could also look at a cloud based solution. They would work in the same way. If you are moving around a lot of email, then cloud might be the better option because otherwise you have to monitor the SQL server very carefully. I have seen implementations of the product on the same server as Exchange, and the disk space disappear very quickly.

The only other thing I suggest is that you make sure your spam filtering system is working so that you reduce the amount of garbage being stored in the journal.

Guy LidbetterCommented:

Archiving and Journaling are two very very different concepts.

Archiving is used to manage the size of email databases and just moves an email older than a certain date, when a mailbox hits its quota or the email is manually archived by the user. Moving off old emails that you are required or need to keep to cheaper storage and reducing bloated exchange database.

Your query was to take a copy of every mail sent and received for auditing purposes by your executives. If you used archiving, the Execs would require full access permissions to every mailbox and every archive mailbox whatever solution you use : Exchange Archiving, Symantec Enterprise Vault, GFI Mail Archiver, HP IAP... And a user can easily delete the mail way before any Exec gets to see it. This does not sound like the solution you are looking for.

Journaling, at the transport layer sends a copy of every email sent or received to a journaling mailbox. Searching the journal is very simple and you can easily search by Sender or Recipient (The user in question) or specific content from one place. Even if a user deletes an email there is still a copy in journaling so they can't hide anything without a restore taking place if there is a query or investigation.

Yes, the mailbox can get huge, which is why some companies have entire databases dedicated to journalling. However these are usually financial institutes that require this for compliance reasons. You can set message retention policies for how long the data is kept, say 7 days, or a month... whatever you're requirement and can be changed depending on how big you want your database, or how long you need to keep the mails.


dedriAuthor Commented:
could you please give us information about any cloud solution that can be used
Guy LidbetterCommented:
Mimecast, LiveOffice, Smarsh....
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