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.
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:
Open the EMC and browse to the Organization Configuration => Mailbox node in the Console tree.
In the Work area, click the Database Management tab.
From the list of databases, select the mailbox database that you want to enable journaling on.
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.
In the properties dialog box, click the Maintenance tab.
Check the Journal Recipient box.
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.
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.
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
journal@contoso.com
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:
Open the EMC and browse to the Organization Configuration => Hub Transport node in the Console tree.
In the Actions pane on the right, select the New Journal Rule task.
In the New Journal Rule wizard, type a name for the rule in the Rule Name field.
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.
In the Scope section, select whether all messages will be journaled or only internal or external messages.
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.
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.
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.
Table 2. Parameters Used When Creating a New Journal Rule
| Parameter | Description |
|---|
| Name | The name of the rule. |
| JournalEmailAddress | The email address of the person or distribution group that you are journaling. |
| Recipient | The address of the mailbox that the journaled messages are sent to. |
| Scope | Determines 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). |
| Enabled | Set 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
sneakyjoe@contoso.com -Recipient security@contoso.com
-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
$true
