Problem : There are government regulations in place that affect the world of email
(such as the Sarbanes-Oxley Act and SEC Rule 17A-4). In harmony with
that, there is a tool provided within Exchange to assist you in making
sure you have a copy of email going through your organization, called
journaling. How do you use this technology to protect yourself?
Solution : This requires setting up a
journaling mailbox and sending all duplicates of the message to that
mailbox. The journaling mailbox is a simple SMTP address, which means it
can be another Exchange mailbox within your organization, it can be a
SharePoint location, or some other solution you have in place for
archiving.
A journaled message is wrapped in a “journaling
envelope.” The journaled message contains information regarding the
sender, the recipient, the subject, and other information regarding that
message that should be retained for informative or legal purposes.
However, because all
mail goes through the Hub Transport role, we can configure journal rules
that give us a great deal of control over duplicating our incoming and
outgoing mail.
Note
Exchange has two different journaling options—Standard and Premium. With Standard, you can journal a mailbox database (also called
per-mailbox database journaling). Premium requires an Enterprise CAL and
allows you to use the rules from the Hub Transport role to focus on a
specific mailbox or group (also called per-recipient journaling).
To configure a journal rule, perform the following:
1. | Open the EMC.
|
2. | From the Navigation Tree, expand the Organization Configuration work center, and click Hub Transport.
|
3. | Select the Journaling tab.
|
4. | From the Actions pane, select New Journal Rule to open the wizard.
|
5. | The New Journal Rule Wizard opens, as shown in Figure 1. Here you are asked to provide the following information:
- Rule Name— Choose a name that will make it easy to remember the purpose of the rule.
- Send Journal Reports to Email Address—
Select Browse and choose the mailbox that will receive reports
regarding the journaling process. This mailbox receives the “journaling
envelopes” with all the additional information that is wrapped within.
- Scope— You can choose one of the following:
- Global— All Messages
- Internal— Internal Messages Only
- External— Messages with an External Sender or Recipient
- Journal Messages for Recipient— Here
you can select Browse and choose an individual mailbox or distribution
group if you need to journal a specific person or group email. Note that
if you leave this blank, it focuses on the entire organization by
default.
- Enable Rule— This checkbox is selected by default but you can deselect it to enable the rule at a later time.
|
6. | After the settings are configured, click New.
|
7. | After the rule has been created, click Finish.
|
