enaio® mail-archive-service

enaio® mail-archive-service enables both journaling and simple mailbox archiving for Microsoft Exchange Online.

Journaling

When journaling, all relevant e-mails are first created in enaio® in a separate folder and are available there for administrative access.

This can be compared to a traditional paper-format incoming and outgoing e-mail book. Unlike the paper variant, the digital variant not only registers incoming or outgoing e-mails, but also files the entirety of the e-mails contents in enaio®. In addition, this journal can also be extended to include internal e-mail communications.

Depending on the configuration, the e-mails are created in a simple list or structured in registers based on the date of receipt. Generally speaking, only administrative users are granted access to this folder and its registers, as it usually contains all corporate e-mails.

Exactly which e-mails are included in this process is defined by journal rules in Exchange Online’s admin center.

Journaling as described complies with legal requirements based on a number of European and international regulations, for example:

• Financial Institution Privacy Protection Act of 2003,

• European Union Data Protection Directive, EUDPD

• Personal Information Protection Act (Japan),

• Sarbanes-Oxley Act of 2002 (SOX).

Journaling is thus a building block for being able to manage e-mails in accordance with applicable legal and internal rules and regulations.

By using SMTP as a transfer protocol, the system can also be used for other e-mail systems for e-mail storage. This means that application scenarios that go beyond pure compliance are also possible.

User-related and Topical Filing Structures

Beyond pure compliance filing, enaio® mail-archive-service also enables filing in folder structures that are assigned to specific users or topics. These folders can be created in the same or a separate cabinet based on the e-mail addresses and contain reference documents regarding the original e-mails in the journal folder. This makes it possible to give all users in enaio® access to their the e-mails that they already have in their inbox and thereby gain an additional benefit from integrating the e-mails that have been filed in enaio® into their daily business.

Mailbox Archiving

It is possible to transfer e-mails from the mailboxes directly to enaio® in addition to or independently of journaling. All associated mailboxes are checked every 20 seconds based on a list of user groups in Exchange Online, and the contained e-mails are transferred to enaio® in accordance with certain rules. In doing so, the e-mails are filed in folders that are assigned to the respective users. A category in the mailbox lets the user know that the e-mail in question is also available in enaio®.

Function Overview

Function	Description	Comment
Receiving e-mails via SMTP	Required for compliance journaling with Exchange Online
Receiving e-mails via SMTP	The system provides an integrated SMTP server. Basic authentication and TLS can also be configured in addition to the port.	For technical reasons, the port must be set to any value between 1025 and 65535.
Restriction for recipients and senders	To avoid spam, processing can be restricted to a list of permitted recipients and a list of permitted senders.	For journaling, the sender depends on the Exchange Online tenants. The recipient is configured when configuring the connector in Exchange Online.
Processing regular e-mails and journaling reports	A configuration is used to specify whether the receipt of regular e-mails or journal reports is expected. In the case of journal reports, some additional metadata is extracted.	This makes it possible to do things such as save e-mails that arrive in the system via the Exchange Server or Exchange Online without having to rely on journaling with Exchange Online.
Reading e-mails from mailboxes	Used to empty a journaling mailbox as an alternative backup mailbox and also for general mailbox archiving.
Retrieval from mailboxes	A list of mailboxes can be configured from which the e-mails – restricted to unread e-mails – are retrieved. If successful, the e-mail will be deleted from the mailbox. Should a temporary error occur, the system will try again. Should a permanent error occur (for example, no alternative journal report) the system will mark the e-mail via an appropriate category.	This is used when processing journal reports from an alternate backup mailbox. It can be used to do things such as transfer e-mails from a project mailbox to enaio® if the e-mails are no longer needed on the mail server because they exist in enaio®.
Processing different types of e-mails	For each mailbox, the expected type of e-mails can be configured separately – regular e-mails, journal reports, NDR reports.
Reading from mailboxes	enaio® saves the e-mails for all specified mailboxes and groups. The e-mails remain in these mailboxes unchanged. Depending on whether the retrieval was successful, enaio® adds a category to the e-mails in the mailbox. All e-mails in all of a mailbox’s folders and subfolders are processed by default. A central blacklist and whitelist can be used to specify the relevant folders more precisely.
Filing in enaio®
E-mail filing	E-mails that arrive via SMTP or the mailbox service are saved in enaio®. A folder type and e-mail object type are specified for this purpose. All e-mails from journaling are primarily created in a journal folder. E-mails from user mailboxes and shared mailboxes are filed in folders named after the users/mailboxes.
Configurable data model	The target object types can be configured. The object types for folder, register, and e-mail can be specified. The provided metadata can be mapped to these object types’ index data fields.
Filing structures	The e-mails in a folder can be created in registers. A configurable register can contain all e-mails from a day, a week, or a month.
Reference documents	Reference Documents can be created in user or topic-specific folders in addition to the primary storage location for e-mails.
Using folders via manual mapping	Assigning an e-mail address to a folder name ensures that for all e-mails associated with the address in question, a reference document is created in the folder.	This can be used for project folders or invoice folders, for instance.
Creating a folder for e-mail users	A separate folder can be created in enaio® for each mailbox in Exchange Online. The name of the folder can be configured based on properties such as user name, last name, and the SAM account name of this mailbox in Exchange Online.
General
Health Check	The framework’s health check has been extended to include service-specific information – such as the data model check or access to enaio®. In the event of a misconfiguration or another problem, the health check will indicate the location that needs to be fixed.
Logging	The services.log log file is created by default in the \logs\ directory of enaio® service-manager.
Statistical information	enaio® mail-archive-service provides an endpoint with some data on processing, such as the number of e-mails processed via SMTP, the number of e-mails to be processed from a mailbox, and the number of errors. The provided format is JSON.