Sunbelt Exchange Archiver Best Practices Guide
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Sunbelt Exchange Archiver Best Practices Guide Sunbelt Exchange Archiver Best Practices Guide Document Transcript

  • Sunbelt Exchange Archiver Best Practices......................................................................... 3 Backup ................................................................................................................................ 4 Setting up Alerters .......................................................................................................... 4 Archiving ............................................................................................................................ 6 Retention Periods ............................................................................................................ 6 Example archive retention process ............................................................................. 6 Retention Periods – Important Notes.......................................................................... 7 Archive Web ................................................................................................................... 7 Permission to Search Other Users’ Mailboxes ........................................................... 8 Searching..................................................................................................................... 9 Sunbelt Exchange Archiver Searches ....................................................................... 10 Search templates ....................................................................................................... 10 Legal hold – lock documents .................................................................................... 12 Exporting items to a PST .......................................................................................... 12 Compliance Recommendations ........................................................................................ 14 SEC ........................................................................................................................... 14 Gramm-Leach Bliley Act –....................................................................................... 15 HIPAA ...................................................................................................................... 15 FDA 21 CFT Part 11................................................................................................. 17 Maintenance...................................................................................................................... 18 Server Reboots .............................................................................................................. 18 Limiting Threads........................................................................................................... 18 SQL Maintenance ......................................................................................................... 19 Setup Fulltext Searching ............................................................................................... 19 How fulltext bookmarks work ...................................................................................... 20 SEA Plugin for Outlook................................................................................................ 21 Avoid changing permissions on your SQL Server, the SEA Admin Active Directory Account, or the SEA File Structure .............................................................................. 22 AV Exclusions .............................................................................................................. 22 Performance ...................................................................................................................... 23 Firewall ......................................................................................................................... 23 Best Practices Guide for Sunbelt Exchange Archiver 4.X 2 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Sunbelt Exchange Archiver Best Practices The purpose of this document is to familiarize you with the best practices for operating a Sunbelt Exchange Archiver server in conjunction with your current Exchange Environment. By reading this document, you’ll familiarize yourself with Sunbelt’s best recommended practices, as well as some useful tips on using your Exchange Archiver. This guide is broken down into several sections: • Backup • Archiving • Compliance Recommendations • Server Maintenance • Performance Each of these sections will give detailed information on how to optimize that particular part of your Archive Infrastructure. Best Practices Guide for Sunbelt Exchange Archiver 4.X 3 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Backup Regular backups of your Exchange Archiver should be part of any established operating practices. With Sunbelt Exchange Archiver, there are two important areas which need to be backed up: 1) Your archive (the HSM folder) 2) Your databases and log files (SQL, SQL logs) To properly back both of these up, you should follow these steps: 1) Ensure that the backup is performed during the “Backup Window” in the SEA console. 2) Backup the databases a. If using SQL Express: i. Stop all MS SQL Database services ii. Copy these files to a backup folder: 1. exchangeDB 2. exchangeDB_log 3. hsmDB 4. hsmDB_log 5. ftsDB (3.X versions only) 6. ftsDB_log (3.X versions only) b. If using SQL Standard/Enterprise/Datacenter i. Use the SQL Backup Agent to setup a backup plan of the exchangeDB, hsmDB, and ftsDB (if applicable) databases to copy to a backup folder. 3) Navigate to the HSM folder on your SEA server. If you do not know where this is, check the PamStoreAdministrator tool to see where it is located. 4) Copy the HSM to a backup folder location, or use third party backup software to copy the HSM. 5) Once these steps have been completed, your SEA server will be backed up. Setting up Alerters Alerters are designed to notify users, preferably administrators, about circumstances leading to critical situations. Depending on the type of confidence level, alert messages (notification) will be sent to recipients added onto the Alerter tab. Best Practices Guide for Sunbelt Exchange Archiver 4.X 4 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • You can specify which user will be sending notification by right-clicking the Alerter Settings node and selecting Alerter settings. You can find this menu underneath manager, then the settings tab. This will bring up the Alerter Registry Properties submenu. Here, you will need to enter your Exchange User Alias, Exchange Server name, and Sender e-mail address. This will be the SEA admin account by default. Note: There is also an option to send mail priority and set retry attempts. We recommend leaving these to the default settings unless the exchange server you’re operating with has known limitations, in which case you can customize these for poorer performance. When completed entering this information, you can push Apply and then OK. Once you’ve done this, you can setup your alerter. There are five types of alerter notifications: • Scheduler notifications – sent when scheduling errors are encountered; • Restorer notifications – sent when errors while restoring are encountered; • Archiver notifications – sent when errors while archiving are encountered; • QuotaExceed notifications – sent when quota-exceeded related errors are encountered. • QuotaWarning notifications – sent when a certain percentage of the limit in the HSM store has been used up. This setting (percentage) can be configured on the server side. You will be enrolled with each upon adding a recipient. To add a user as an alerter recipient, right click in the open white space in the pane to the right of the alerter settings button and choose Add recipient. Click the browse button next to recipient name and choose an appropriate recipient. The Exchange Server and email address will auto-fill. In the confidence level box, enter “admin.” This email address will now receive alerts. Best Practices Guide for Sunbelt Exchange Archiver 4.X 5 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Archiving This section of the Sunbelt Exchange Archiver deals with the process of archiving and archiving best practices. Here, we will discuss retention periods, archive web, legal holds, and PST exports. Retention Periods The exact length of time an email should be archived greatly varies upon legal requirements outlined by the regulations to which your company is required to comply. A partial list of these requirements is available through Microsoft at http://technet.microsoft.com/en-us/library/aa998649.aspx, but your exact compliance regulations are defined by your industry and the laws of the nation in which you reside. Note that Sunbelt Software does not provide any legal advice regarding retention periods whatsoever – this is the responsibility of your legal department. With SEA, retention periods take place after an email has been archived according to the group settings associated with a job. You can think of the process of applying a retention category like this: 1) In SEA, A job is created to schedule when they archiving will occur. 2) A SEA group is created based on the users in your organization and their compliance requirements. Within each group, the group settings will determine the minimum size and age of the message to be archived. 3) The SEA group is assigned a retention category that will determine how long email it is kept in your archive. Case Example: If you have two departments, sales and marketing, who each have security groups that contain all sales persons and marketers, you could add both of these groups into an SEA group called “Sales and Marketing” that could receive a retention period (next bullet point) that would be based upon legal compliance regulations requested by your legal department. 4) The job is associated with your SEA group. 5) The job is run based on a schedule you set earlier (Point 1). It reads through the received by and size fields based in the job criteria and sends the message to the archive. 6) The message is held in the archive for the period set in your retention category. Example archive retention process Best Practices Guide for Sunbelt Exchange Archiver 4.X 6 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • SEA Group – All users from Sales and Marketing security groups Job – All messages older than 10 days, larger than 0 bytes. Retention – 120 calendar months Today’s date – 1/11/10 Email Received By Date – 1/1/10 Email Received By – A marketing user In this case, the following would happen: 1) The SEA job runs. 2) The job checks the emails of the mailboxes associated with the group assigned to that job. 3) SEA determines that the message is older than 10 days by viewing the received by date. 4) SEA determines that the message is larger than 0 bytes. 5) SEA archives the message and assigns the retention category of 120 calendar months. 6) Ten years pass. 7) The message is deleted on 1/11/20 – ten years from the day the message was archived, not received. Retention Periods – Important Notes • Retention periods are retained based upon the date when the message is ARCHIVED, not the date in which the message is received. For a full explanation, see the last bullet points in the section above. • Before reviewing retention categories, you should know that once a message has been archived a retention category CANNOT BE CHANGED. This is done to achieve legal compliance. Archive Web Archive Web is a web based interface that directly connects into the Sunbelt Exchange Archiver’s backend and allows you to search and administer your archive from an easy to use web interface. Through archive web, you can completely access your entire Exchange archive, including individual mailboxes, messages, and flagged items for legal purposes, such as holds. In this section of the best practices guide, we’re going to go over some simple but important practices with archive web. This way, you’ll be prepared to administer some of the most common tasks with Sunbelt Exchange Archiver, without having the need to load the console and occupy valuable time on your server. Best Practices Guide for Sunbelt Exchange Archiver 4.X 7 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Permission to Search Other Users’ Mailboxes In order to search another user’s mailbox, you will need to navigate to the SEA console and login with FullAccess rights. Once inside the SEA console, perform the following steps: 1) From the menu, select Tools -> Mailbox rights manager. 2) From the mailbox rights manager, select the mailbox that you would like to be able to search and double-click it. 3) This will bring up the Mailbox Rights for that particular mailbox. 4) To allow a user to search this mailbox, select Add… 5) Either type the name of the user or scroll and select the user account, then press OK. 6) Press Apply. As you can see from the screenshot below, in this case, Steve Johnson has the rights to search Brian Johnston’s mailbox. Best Practices Guide for Sunbelt Exchange Archiver 4.X 8 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Searching Selecting the Search Tab in archive web will open the search menu that will show access to both Sunbelt Exchange Archiver and Sunbelt File Archiver (if you have it installed). The Search menu contains the following nodes: Common search – allows you to search in all archived emails and files (accessible only when both products – Sunbelt Exchange Archiver and Sunbelt File Archiver – are installed) Sunbelt Exchange Archiver – allows you to search in archived emails Sunbelt File Archiver – allows you to search in archived files (accessible if Sunbelt File Archiver is installed in the environment) Search templates – contains saves search templates and search results Best Practices Guide for Sunbelt Exchange Archiver 4.X 9 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Sunbelt Exchange Archiver Searches Under the Sunbelt Exchange Archiver node you can search in archived emails with search criteria specific for email archive. To start a search, click on the Sunbelt Exchange Archiver node in the left-pane. The Search pane gets displayed in the right pane of the window. In the Fulltext text box, enter the desired word, phrase, or combination of words with logical operators (AND, OR), then click on the Search button. Note: You can find more information on search patterns and queries which can be used in the Fulltext text box by clicking the Information icon ( ) next to the text box. Please note that the fulltext search is enabled only if SEA search was installed and the post processing plugin was configured in the Sunbelt Exchange Archiver Manager. You can also specify your search criteria in further detail by using the Subject, From, and To text boxes. You do not need to enter the whole name in the From or To text boxes. If you click the Resolve button, all senders‘ names containing the specified string will be displayed and you can choose which sender(s) which you would like to search. The More choices tab: Search in versions - Each email version satisfying search criteria will be listed separately in search results list Search in deleted documents – items marked for deletion will be searched. Checking the “only in deleted documents” will search only deleted items, not items marked for deletion. Search templates Search templates are designed to organize search queries that will be frequently used in your enterprise. When you unfold the Search templates node, you will see a list of search templates that have been saved so far. The search results saved under the respective template are accessible as well. Simply choose the appropriate template to search for items with its predefined search criteria, or unfold the template’s node to display its saved search results. The color of the template icon indicates the search type for which the template was created: Blue icon ( ) - Common search template Pink icon ( ) - Sunbelt Exchange Archiver search template Green icon ( ) - Sunbelt File Archiver search template Click on the plus sign next to the template to unfold the template node. Respective search results are saved with the date and time when they were saved. Best Practices Guide for Sunbelt Exchange Archiver 4.X 10 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Selected results will be displayed in the main pane. Hold the cursor over the Actions button on the upper bar and the down-drop menu opens. Using the down-drop menu you can perform the following tasks: • Unlock all documents • Lock all documents • Lock selected document(s) • Unlock selected document(s) o Note: For locked documents see the chapter “Legal hold – lock documents”. • Search again with the same search settings • Delete saved results • Export results to mailbox – only accessible for Sunbelt Exchange Archiver search templates (see the section “Exporting search results”) • Export results to PST file – only accessible for Sunbelt Exchange Archiver search templates (see the section “Exporting search results”) Note: Items which are marked for deletion in the archive are highlighted in red in the search results list. Best Practices Guide for Sunbelt Exchange Archiver 4.X 11 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Templates handling When you click on any template node under the Search templates, its search settings will open in the main pane of the window. You can click the Search button to execute the search with the search settings specified in this template. You can also modify the template. Should you alter the template, click Update to save the changes for the given template. Additionally, you can click the Delete button to delete the template. All associated results saved under that template will be deleted as well. If you modify the template, the results of the previously executed search saved under this template will be displayed red, indicating that they were searched for with that template before its modification. Sunbelt Exchange Archiver search templates (with pink icon) and Sunbelt File Archiver search templates (with green icon) can be shared with other ArchiveWeb users, i.e. other users will be able to see the respective template under their Search templates node and will be able to use it. To do so, just click the Share to link. Then, in the pop-up dialog, check the users who you want to share the template with. Legal hold – lock documents For auditing purposes, found documents and emails can be locked by a user to prevent modification of the item. Specifically, when an item is locked, it remains in the state in which it was locked. This means it cannot be deleted, edited, or modified. Simply put: it cannot be changed in the system. To lock found items, follow this procedure: 1) Unfold the Search templates node. A list of saved search templates will be displayed. 2) Unfold the desired template and select the search results with the items that you want to lock. Hold the cursor over the Actions button on the upper bar to unfold the Actions menu. 3) Form the down-drop menu, select Lock all documents or Lock selected document(s) according to your intention. Locked documents will be displayed with a yellow lock icon ( ). Note: You can unlock documents by selecting Unlock all documents or Unlock selected document(s) on the down-drop menu. Exporting items to a PST With Archive web, you can easily export items found through searches to a .PST file that you can manage for your own purposes. To do so: Best Practices Guide for Sunbelt Exchange Archiver 4.X 12 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • 1) Unfold the Search templates node. A list of saved search templates will be displayed. 2) Unfold the Sunbelt Exchange Archiver search template (with pink icon ) and select the search results that you want to export. Hold the cursor over the Actions button on the upper bar. 3) The Actions menu will open. Select Export result to PST file. 4) The PST file will be created on the SEA server where ArchiveWeb is located. Once the PST file was created, it can be downloaded. Simply click DOWNLOAD next to the desired PST file. 5) If you click CLOSE located next to the given record, the record will be deleted; otherwise it will remain displayed in the list. Note: Every export task is listed also in the Sunbelt Exchange Archiver Enterprise Manager under Tools / Export tasks. Note: Sometimes when exporting the results to a predefined mailbox a red flag might be displayed next to the report. This means that errors have occurred while exporting. Information on how many documents were exported successfully or failed at exporting can be found under the Info column. Best Practices Guide for Sunbelt Exchange Archiver 4.X 13 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Compliance Recommendations Depending on the industry in which you work, different requirements are set forth regarding email archiving and archive requirements. Some extreme cases, such as data involving trading information for the Securities and Exchange Commission, have such stringent requirements that they mandate that all emails be archived permanently. On the other hand, some loose requirements mandate that only a “best effort” must be maintained for email compliance. In order to aid you in your quest of becoming compliant, Sunbelt Software has prepared a list of compliance resources that will outline some of the most common standardizations used throughout the industry. Keep in mind, Sunbelt Software is merely a software company and not a legal firm. Any information contained in this document should not be considered legal advice in any way. If you wish to ensure archiving compliance in your organization, consult an attorney. SEC The SEC maintains very strict standards that require adherence to email standards that are more rigid than any other compliance laws. Some of the regulations with the SEC include: • Having messages time/date stamped [17A-4(f)(2)] • Ensuring supervisors have the ability to review outgoing email for noncompliant language [17A-4 Section 3010] • Maintaining a searchable Archive [17A-4(f)(3)] • Keeping offsite storage in tamper-proof media [SEC 17A-4(f)(3)] Additionally, for brokers, members, and dealers: • Retention periods of at least 6 years To achieve this, Sunbelt Software makes the following recommendations 1) Implement Sunbelt Exchange Archiver. 2) Create user accounts for your supervisors and give them the ability to search their subordinates in ArchiveWeb. 3) Create a retention policy of 1200 months. 4) Apply this retention policy to all users. Best Practices Guide for Sunbelt Exchange Archiver 4.X 14 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • 5) Implement a second HSM by completing the following steps: 1. Navigate to the PamMediaStoreAdministration tool. 2. Stop your HSM by choosing Start, Stop, or Delete an existing MediaStore, then choosing Stop. 3. Close, then open Administrate an existing MediaStore. 4. Click Next, then choose your HSM from the dropdown. 5. Click Next. 6. Leave the checkbox selected on the next screen, and choose Next. 7. At the next screen, choose the Activate multiple saving checkbox, then select a location where you would like to backup a second copy of your HSM (which contains your archive data). 8. Click Next seven times, then click Finish. 6) Setup a backup plan using software such as DoubleTake. (http://www.sunbeltsoftware.com/Business/Double-Take/) to backup from your secondary HSM to another media system. 7) Back the other media system to tape completely. Gramm-Leach Bliley Act – The Gramm-Leach Bliley act was enacted to secure access to sensitive financial records. Concerning email compliance, the following regulations pertain: • Email must be secured [Section 6801] • Customer records must be controlled to prevent harm • Strong access control and passwords Accordingly, Sunbelt Software recommends you implement the following solution to ensure your archive’s safety: 1) Implement Sunbelt Exchange Archiver. 2) Only allow one necessary administrator to access mailboxes in ArchiveWeb. 3) Ensure that the SEA_Admin account has a password with at least: a. 2 numbers b. 3 special characters (*$%^) c. 16 total digits 4) Set a retention period to 84 months. HIPAA Health Insurance Portability and Accountability Act is designed to maintain the safety and confidentiality of health records from any other source than the individual and their Best Practices Guide for Sunbelt Exchange Archiver 4.X 15 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • health care provider. Concerning emails from health related institutions, there are many regulations that come into play: • Email Confidentiality required [Section 164.312] • Archives must utilize Encryption [Section 164.312] • Archive must always be accessible [Section 164.312] • Organization must have an email archive disaster recovery plan [Section 164.308] • An auditing record must be maintained for when email is sent, received, modified, accessed, and deleted from Exchange Store [Section 164.312(b)] Because of the nature of sensitive medical information, Sunbelt recommends that HIPAA clients maintain a security level equal to that of the Securities and Exchange Commission. Additionally, we require that HIPAA clients be running SEA version 4.1 or later. To achieve this, do the following: 1) Implement Sunbelt Exchange Archiver. 2) Create user accounts for your supervisors and give them the ability to search their subordinates in ArchiveWeb. 3) Create a retention policy of 1200 months. 4) Apply this retention policy to all users. 5) Implement a second HSM by completing the following steps: 1. Navigate to the PamMediaStoreAdministration tool 2. Stop your HSM by choosing Start, Stop, or Delete an existing MediaStore, then choosing Stop 3. Close, then open Administrate an existing MediaStore 4. Click Next, then choose your HSM from the dropdown 5. Click Next 6. Leave the checkbox selected on the next screen, and choose Next. 7. At the next screen, choose the Activate multiple saving checkbox, then select a location where you would like to backup a second copy of your HSM (which contains your archive data). 8. Click Next seven times, then click Finish. 6) Setup a backup plan using backup software, such as DoubleTake. (http://www.sunbeltsoftware.com/Business/Double-Take/) to backup from your secondary HSM to another media system. 7) Back the other media system to tape completely. Best Practices Guide for Sunbelt Exchange Archiver 4.X 16 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • FDA 21 CFT Part 11 FDA 21 CFT Part 11 specifically maintains auditing requirements regarding exactly when email was sent, why it was sent, who it was sent to, where it was sent, and why it was sent. Additionally, the requirements of it say that this report must be generated by a computer. Accordingly, Sunbelt Software makes the following recommendation: 1) Implement Sunbelt Exchange Archiver 4.1 or later to enable auditing. Best Practices Guide for Sunbelt Exchange Archiver 4.X 17 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Maintenance The process of keeping your server up, running, and operating efficiently can be a very daunting task. In this section of the best practices guide, we cover the best methods you can implement to keep your Archive server running as smoothly as possible. Server Reboots Sunbelt Software highly recommends that SEA servers occasionally be rebooted in order to ensure that all services are occasionally refreshed and properly operating. When rebooting a SEA server, you should follow these steps: 1) Stop all services by running the Stop.bat file from the SEA 4.X start menu. 2) Reboot your server by running the restart option from your start menu. 3) Once your server has restarted, run the Stop.bat and Start.bat files from the start menu. If a server is unresponsive upon reboot, open the SEA Management Console. If the options are grayed out, run the stop and start batch file an additional time. Once this is done, navigate to the Session menu and choose Connect. The options should now be black. If it is not, check to make sure that your SQL services are running. Note: SQL must be running BEFORE any SEA services are started. Limiting Threads In the Status menu of your SEA console, there is a section that allows you to set the active number of threads associated with SEA and your Exchange server. At a maximum, this number is set to 30. But by default, it is only set to one. The reason for this is that every thread initiated by Sunbelt Exchange Archiver is a direct connection to exchange through MAPI. Accordingly, every MAPI call to Exchange requires additional burden on your Exchange server, when it normally isn’t necessary. The only time SEA truly needs to speak with Exchange is during the process of archiving, which generally occurs only periodically, as it is defined in the SEA console. Otherwise, SEA communicates directly to Outlook clients. As a result, you should only increase the thread count if your network is extremely large and your archiving is unable to complete before the next job is queued. And as you do so, you should monitor the burden your Exchange server is taking because of it. If it is too dramatic, you should reduce your thread count. And if you’re unable to find a balance, you should contact Sunbelt Software support at support@sunbeltsoftware.com. Best Practices Guide for Sunbelt Exchange Archiver 4.X 18 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • SQL Maintenance In order for your Archiver to consistently operate as designed, you will need to setup a SQL maintenance plan to prevent excessively large SQL logs and other possible downfalls with a default installation of SQL. SQL maintenance is not specifically supported by Sunbelt Software; however, we do have two guides available for SQL 2000 and SQL 2005 available for you to download here: SQL 2000: http://www.sunbeltsoftware.com/documents/sunbelt-exchange-archiver-sql-2000- maintenance-plan.pdf SQL 2005: http://www.sunbeltsoftware.com/documents/sunbelt-exchange-archiver-sql-2005- maintenance-plan.pdf Setup Fulltext Searching Sunbelt Exchange Archiver is capable of completely searching emails throughout an entire enterprise. With fulltext searching, administrators can search through any email field, including the “to” and “from” field. SEA accomplishes this through the use of the Java-based platform Lucene, which allows SEA to completely search every aspect of an email message. To setup fulltext searching, you should follow this procedure: 1) Open SEA Manager and select View, then Manager. 2) Select the Post Processing tab 3) Click the Add… button on the bottom of the page 4) From the dropdown box, select PostProcessPAMSearchIndex.SearchIndexPlugin. Note: If you have added this feature after SEA has already archived messages, you should follow these extra steps: 1) From the same Post Processing tab, right click PostProcessPAMSearchIndex.SearchIndexPlugin and select Set Bookmark … 2) From the bookmark dropdown, select a date before any archiving took place and press OK. Best Practices Guide for Sunbelt Exchange Archiver 4.X 19 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Once you’ve setup fulltext searching, you can monitor the progress of your text searching by selecting the post processing tab from the SEA Manager, as you can see below. The post processing tab allows you to monitor plugins that have been installed in your archiver, including the fulltext search plugin. From within the Post Processing Tab, the plugin for FullText is called: PostProcessPAMSearchIndex.SearchIndexPlugin. To set this plugin to search all your mailboxes, you should double-click it. This will bring up the properties menu, allowing you to select the fulltext search plugin to index either some or all or your mailboxes. As a best practices recommendation, we recommend selecting “Apply for all mailboxes” and ensuring the Plugin is Active options are selected. This ensures that your entire organization is searchable. After you click OK, you can examine the properties area on the right. Notably, you will see a field called Bookmark Date. Bookmark date allows you to see the date of the latest email your server has index. This data is listed in European standard format (Day/Month/Year/Time). You can monitor it by occasionally clicking refresh. If you’ve previously archived emails within your organization, when you first install SEA fulltext, the fulltext post-processing plugin will begin to index your archives and slowly move the bookmark date up to the date of the most recently indexed archived email. Keep in mind, this process may take several hours or several days when first implemented, depending on the quantity of emails. Once it is complete, you can utilize the fulltext search option from archive web. How fulltext bookmarks work FullText searching in SEA is enabled through a post processing plugin that can be managed through the SEA manager. To enable it, you can follow the instructions in the Admin Manual, or just follow these summarized steps: 1) Stop the SunbeltPostProcessingSv service. 2) Go to view –> Manager -> Post Processing Tab. 3) Click Add… Best Practices Guide for Sunbelt Exchange Archiver 4.X 20 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • 4) Select PostProcessPAMSearchIndex.SearchIndexPlugin. 5) Click Add. 6) Right-click the plugin name and choose Edit Plugin… 7) Select the Apply for all mailboxes plugin. 8) Click OK. 9) Right-click the plugin name and choose Set Bookmark… 10) Set the bookmark to a date before archiving began. 11) Click OK. 12) Start the SunbeltPostProcessingSv service. 13) Navigate back to the Post Processing tab and occasionally hit refresh. The bookmark date should periodically updates. The big picture: SEA Plugin for Outlook The SEA plugin for outlook is an extremely powerful tool that authorized personnel can use to manager their own archived messages from Outlook, without the need to navigate to the SEA management console or Archiveweb. As a best practice, we strongly recommend giving this tool to administrators. However, we even more strongly encourage that you do not give this addin to all of your users. Allowing all users to utilize this add-in enables them to effectively control their own archive, which could potentially lead to compromises in your archive compliance. For example, a user could restore and then permanently delete a message from the archive. Additionally, you should make sure that all your users utilizing the Outlook Add-in make sure that they: • Are not running the firewall • Are not running an antivirus program that filters mail (Other than VIPRE Enterprise) • Are not running extra Outlook Add-ins that conflict with the SEA plugin Best Practices Guide for Sunbelt Exchange Archiver 4.X 21 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Avoid changing permissions on your SQL Server, the SEA Admin Active Directory Account, or the SEA File Structure One of the most common problems we see with SEA is that administrators tend to try to apply their own custom settings and security groups with Sunbelt Exchange Archiver. Because of this, we feel the need to write this strongly worded warning: Under no circumstances whatsoever should you ever change the following aspects of SEA: • The SEA Admin account name in Active Directory • The SEA Admin account password • The SEA Admin account privileges • The SEA Admin account group membership Additionally, you should NEVER: • Hide the SEA Admin account from the Global Address List • Run Manual queries on the SEA SQL DB Also, the SEA Admin account should Never Expire. AV Exclusions As the provider of the leading antimalware platform VIPRE Enterprise, Sunbelt is keenly aware of the need to make proper exclusions on server based platforms to achieve maximum performance from your hardware. Accordingly, we recommend that you make the following exclusions on your SEA server to avoid conflicts with antimalware software that may cause undesired results: The HSM – Usually Located at <Drive Letter>HSM, the HSM is the storage area where SEA contains messages and their respective attachments. Because of this, SEA writes and reads from this area very often and may “lock” with antimalware software, causing system freezes. SEA Program Directory – To ensure that SEA will always be able to be free from interference from other programs, you should exclude the SEA Program FilesSunbelt directory from any antimalware program’s scanning utility SQL – You should follow the Microsoft best recommended practices to exclude SQL from scans: http://support.microsoft.com/kb/309422 Best Practices Guide for Sunbelt Exchange Archiver 4.X 22 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com
  • Performance Firewall Because Sunbelt Exchange Archiver user many different ports and protocols, you may wish to shut down the Windows Firewall. Doing this allows your SEA server to run without the worry of Windows Services interrupting its operations or somehow stopping the processes of archiving, retrieving, or administration through either the manager or archive web. To disable the Windows Firewall, please follow these Microsoft KB articles: Windows Server 2003: http://technet.microsoft.com/en-us/library/cc778563(WS.10).aspx Windows Server 2008: http://technet.microsoft.com/en-us/library/cc766337(WS.10).aspx Best Practices Guide for Sunbelt Exchange Archiver 4.X 23 sales@sunbeltsoftware.com Copyright© 2007-2010 Sunbelt Software, Inc. All rights reserved. support@sunbeltsoftware.com