Exchange Server 2010 : Meet Message Retention Compliance (part 3) - Keep a Record of Email Communications

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3. Keep a Record of Email Communications

Some organizations are required to keep an account of every message sent and received in the organization or by specific users. This is particularly true in the financial industry, as several laws and regulations govern how electronic communications should be handled and retained. Exchange offers multiple ways to help organizations meet these regulations. One of these ways is called journaling. Journaling silently copies messages to an alternate mailbox, which is designated as the journal mailbox.

Figure 10. The online archive in Outlook

Journaling does come with some challenges. Since large volumes of information are sent across messaging systems, journal mailboxes can quickly get very large. Because of this, many organizations will not journal their entire user base. Some organizations might also use a third-party archiving system to manage the size of journal mailboxes by removing messages from journal mailboxes and keeping them elsewhere.

In this section, you'll learn how to configure journaling in your organization.

3.1. Configure Journaling for an Entire Mailbox Database

In Exchange, you can configure journaling on a mailbox database. Every message sent or received by every user on that database will be sent to the Journaling mailbox. When you turn on journaling at the database level, this is known as standard journaling. To configure standard journaling on a database in the EMC, use the following steps:

  1. Open the EMC and browse to the Organization Configuration => Mailbox node in the Console tree.

  2. In the Work area, click the Database Management tab.

  3. From the list of databases, select the mailbox database that you want to enable journaling on.

  4. In the Actions pane, click the Properties task that corresponds to the database that you have selected. This opens the properties dialog box for the database.

  5. In the properties dialog box, click the Maintenance tab.

  6. Check the Journal Recipient box.

  7. Click the Browse button to select the mailbox that journal reports are sent to. In the Select Recipient dialog box, select the journal mailbox and click OK.

  8. In the properties dialog box for the database, click OK to apply the journaling changes and close the dialog box. Figure 11 shows the mailbox database properties with a journal recipient designated.

Figure 11. Configuring a journal recipient for a mailbox database

You can also enable standard journaling with the EMS using the Set-MailboxDatabase cmdlet. Specify the JournalRecipient parameter and include the address of the journal mailbox. The following command demonstrates this usage:

Set-MailboxDatabase "DB01" -JournalRecipient 

[email protected]

If you want to turn off journaling on a mailbox database, you use the same command, except specify $null instead of a journal mailbox address, as shown here:

Set-MailboxDatabase "DB01" -JournalRecipient $null

3.2. Configure Journaling for Specific Users

You also have the ability to journal messages sent and received by specific users only. This process uses a feature called journal rules. Journal rules are applied by Transport servers as they process messages that pass through them. Journal rules define what messages are journaled for which users. You have the option of journaling all messages, messages sent inside the organization, or messages sent outside the organization.

You can configure a journal rule using the following steps in the EMC:

  1. Open the EMC and browse to the Organization Configuration => Hub Transport node in the Console tree.

  2. In the Actions pane on the right, select the New Journal Rule task.

  3. In the New Journal Rule wizard, type a name for the rule in the Rule Name field.

  4. In the field Send Journal Reports To E-mail Address, click the Browse button and select the mailbox that you want to use as the journal mailbox. You can select an individual mailbox or a distribution group.

  5. In the Scope section, select whether all messages will be journaled or only internal or external messages.

  6. In the Journal Messages For Recipient field, click the Browse button and select the mailbox of the user that you want to journal. You can journal multiple mailboxes in this rule if you select a distribution group instead of a single mailbox.

  7. Ensure that Enable Rule is checked and click the New button to create the journal rule. Figure 12 shows how a journal rule may be configured.

  8. At the Completion screen, click Finish.

You can also use the EMS to configure journaling for specific users. To do so, you use the New-JournalRule cmdlet. Table 2 describes the parameters used in this command.

Figure 12. Creating a new journal rule

Table 2. Parameters Used When Creating a New Journal Rule
NameThe name of the rule.
JournalEmailAddressThe email address of the person or distribution group that you are journaling.
RecipientThe address of the mailbox that the journaled messages are sent to.
ScopeDetermines which types of messages are journaled. This value can be either Global (all messages), Internal (messages inside the organization), or External (messages outside the organization).
EnabledSet to $true to enable the journal rule.

The following example configures the same journaling that we set in the EMC, as shown in Figure 12:

New-JournalRule "Monitor Joe" -JournalEmailAddress 

[email protected] -Recipient [email protected]

-Scope External -Enabled $true

3.3. Secure the Journal Mailbox

When you enable journaling, you need to specify the mailbox that messages are sent to. This mailbox must be adequately protected. Sensitive information is stored in the journal mailbox that only certain people should have access to. Also, the journal mailbox should only accept messages from the Journal Agent. The Journal Agent is what applies the journaling rules and sends journal reports to the journal mailbox. By restricting who can send messages to the mailbox, you ensure that no false data is injected into the mailbox.

To provide these protective capabilities to an existing journal mailbox, you use the Set-Mailbox cmdlet in the EMS. To secure a journal mailbox, use the following EMS command:

Set-Mailbox "Journal Mailbox" -AcceptMessagesOnlyFrom 

"Microsoft Exchange" -RequireSenderAuthenticationEnabled

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