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How-To: Archive Messages in Modus

 

Product: All

Version & Build: All

 

Contents:

 

  1. Archive storage: where to copy messages to - disk folders or Email accounts?
  2. Archiving methods: Sieve script or program agent?
  3. Selection guide: which method for my specific mail archiving purpose?

 

Important Notice

 

Email management must comply with local legal regulations about privacy protection.

 

Always respect local laws!

 

 

Australia

Guidelines on Workplace E-mail, Web Browsing and Privacy: http://www.privacy.gov.au/internet/email/index.html

 

European Union

Directive 2002/58/EC of the European Parliament and of the Council of 12 July 2002: http://europa.eu.int/eur-lex/pri/en/oj/dat/2002/l_201/l_20120020731en00370047.pdf

 

USA

Monitoring Employee Email: http://www.law.duke.edu/journals/dltr/articles/2001dltr0026.html

Employee Monitoring: http://www.privacyrights.org/fs/fs7-work.htm

Workplace Privacy: http://www.epic.org/privacy/workplace/

 

Archive Storage Methods

 

1) Archiving messages to disk folders:

  • Saves messages in simple text format
  • Creates a single file per message (.MSG file extension)

Pros:

  • Copying messages to backup folders cannot be detected by mail users
  • Straightforward and universal text file format (raw emails)

Cons:

  • The Administrator must ensure that archived messages do not exceed the allocated storage capacity, back up archive folders and transfer data to the person in charge of monitoring and/or archiving
  • The NTFS file system has a limitation of approximately 60,000 files per folder, causing severe slow-downs when nearing this limit
  • Mail storage is located on the mail server's LAN so the monitoring manager may not have direct access to email data
  • A simple text search engine is used to locate messages. Coding, such as HTML & MIME and embedded attachments, can make the search process tedious
  • Transferring many backed-up messages at once can temporarily overload communication lines

 

2) Archiving messages to Email accounts:

An old computer with enough storage capacity can be configured with mail client software to regularly collect messages from archived email accounts.

 

Pros:

  • Copying messages to archived email accounts cannot be detected by mail users
  • The process reduces the load on the server administrator
  • The monitoring manager handling archived accounts has direct access to mail traffic Simple mail collection updates all latest messages
  • Most mail client programs feature utilities to quickly search and find messages by specific properties
  • Recurrent timely message collection by the mail client prevents both overloading communication lines with large batch transfers and excessive use of storage on the mail server

Cons:

  • The monitoring manager must back up the mail archive computer on a timely basis. This is not the task of the mail server administrator.

 

Archiving Methods

 

1) Sieve Script

 

Specifications:

 

  • The message copying occurs:
    • Before all scanning
      • Archiving all messages, including viruses, forbidden attachments, phishing and spam
    • Before spam scanning
      • Only advanced spam messages get archived with valid messages. Viruses and forbidden attachments are excluded. This process archives the actual mailboxes, plus a bit more for security
    • After all scanning
      • Sieve scripting is not active on messages scanned for spam!
    • Check when Sieve scripts come into action in the filtering sequence listed in the Vircom knowledge base article: Info: Scanning Sequence Order 
  • The mailbox or folder directory must already exist on your system
  • If users or domains are configured as trusted (see: How-To: Disable Scanning for Trusted Sources) then Sieve scripting is not active for outbound emails

 

Examples:

 

Sample archiving Sieve script that copies all INcoming emails to a domain (domain.com) into an archive/monitoring mailbox (inbound_backup_account@otherdomain.com)

 

if envelope :contains "to" "@domain.com"

{ redirect "inbound_backup_account@backupdomain.com"; keep; }

 

 

The following script captures all OUTgoing emails:

 

if envelope :contains "from" "@domain.com"

{ redirect "outbound_backup_account@backupdomain.com"; keep; }

 

 

The same method can be used to archive a single mailbox to a disk folder:

 

if envelope :contains "to" "john1@domain.com"

{ fileinto "C:\\Archive_John1"; keep; }

 

* Keep will continue normal scanning in order to deliver to the original recipient as well

 

 

2) Agent

 

Specifications:

  • An agent calls on an external program (such as a batch file) that runs every time the server or mailbox receives a message
  • The message copying occurs immediately after reception, before virus, before forbidden attachment and before spam filters (please see Info: Scanning Sequence Order)
    • All messages get archived, including viruses, forbidden attachments, phishing and spam

 

System Agent

 

  • In the Modus Console, go to System – Properties – Agent
    • Type the name of the batch file or program to be run, followed by %m %r
      • The %m directive copies the message file
      • The %r directive copies the header envelope
      • E.g. "C:\Progra~1\Vircom\modusMail\ARCHIVEMAIL.BAT" %m %r 
    • Be sure to enter the full path to the file name with quote marks (“”)
    • Click on Apply
  • In Notepad, create a batch file using the name used in the above step and save it to a folder in the system path
    • e.g., the default Modus folder …\Vircom\Modus<Mail or Gate>
    • To archive all inbound and outbound messages of a domain (e.g. domain.com), enter the following commands in the newly created batch file:

 

@ECHO OFF

FIND /I "@domain.com" %2 > nul

IF %errorlevel% == 0 COPY %1 C:\AnyDestinationFolder\

 

o        ModusGate only supports the ability to direct messages to a specified folder, not a mailbox

o        As ModusMail stores mailboxes locally, a ModusMail agent can archive straight to a mailbox:

 

@ECHO OFF

FIND /I "@domain.com" %2 > nul

IF %errorlevel% == 0 COPY %1 C:\Progra~1\Vircom\modusMail\MAILBOX\backup_account\INBOX\

 

For further details about mail agents, please see: How-To: Write a Mail Agent and Modus Mail Agent not working

 

 

Archiving Method Selection Guide (ModusGate & ModusMail)

 

Archiving Method

To Disk Folder

To Mailbox

Inbound only

Sieve or Mailbox Agent

Sieve, Mailbox Agent or Forward to2

Outbound only

Sieve1

Sieve1

Inbound & Outbound

Sieve1 or System Agent

Sieve1 or System Agent2

 

  • System Agent: archives all emails, including viruses and forbidden attachments
  • Mailbox Agent: archives only clean inbound emails that have passed through the scanner

1 Only possible for mailboxes/domains not configured as ‘trusted’

2 ModusMail only. ModusGate does not support forwarding or using an agent to archive to a mailbox

 

 

Modified 12/19/2006
Keywords: archive, copy messages
Article ID: 1561