Simple 'Copy' Records

Journal or 'Copy' Records

Administrators sometimes do not want to run full Archiving, but still want to keep a copy journal of incoming and outgoing messages. Mailtraq has simple functions to make this very easy.

Looking for True Archiving?
Mailtraq also provides comprehensive Archiving services on a mailbox by mailbox basis:
See Mailbox Archiving for more information.

Configuration

Mailtraq has the ability to send a copy of all inbound and outbound mail automatically to a mailbox. These 'catch all' mailboxes form a general record of mail transactions, and are simple to set up.

Inbound Copy

Step 1

In the Mailtraq Console:
Create a mailbox at Users | New

[x] Create a New User Account and then a Mailbox

The account and mailbox should be named:

received

Step 2

In Options | Incoming Mail | Options
[x] Forward a copy of incoming messages to
and select 'received' from the drop-down list.

It is commonly sufficient to run just a 'received' archive on a rolling basis*.

Set the Archive

These mailboxes can become very large as they hold a copy of every inbound and outbound message. It is common to set the Archive on these mailboxes to a relatively short span - 1-day to 1-week, and then have them Delete instead of 'Archive', but you should make sure that the Mail Archive settings reflect your organization's retention policy (see Tip below).

Outbound Copy

Step 1

In the Mailtraq Console:
Create a mailbox at Users | New

[x] Create a New User Account and then a Mailbox.

The account and mailbox should be named:

sent-copy

Step 2

In Options | Outgoing Mail | Delivery Options
[x] Forward copy of outgoing messages to
and select 'sent-copy' from the drop-down list.

 

Next
Set the Archive

These mailboxes can become very large as they hold a copy of every inbound and outbound message. It is common to set the Archive on these mailboxes to a relatively short span - 1-day to 1-week, and then have them Delete instead of 'Archive', but you should make sure that the Mail Archive settings reflect your organization's retention policy (see Tip below).

Configuration tips:

"sent" and "received" are from the viewpoint of Mailtraq itself.

*
Every message that passes into the Mailtraq on its way to the outside world as well as every message from the outside world on its way to your LAN is "received". So it is commonly sufficient to run just a 'received' archive on a rolling basis.

However - some messages originate in Mailtraq itself (server notifications, mailing lists, and similar) so although most of the time "received" and "sent" seem to show the same, it is not necessarily the case. So you could have messages that are sent - without matching received. You can archive just one or the other if you wish, of course.

The mailboxes should be Primary (Blue) mailboxes to allow archive access from webmail. Webmail access is the recommended way to allow compliance auditors to search for messages without giving the auditors direct Console access.

You could create the mailboxes as 'assign to an Existing User'. This would create  Secondary (Gray) mailboxes which are only accessible direct from the Console. 

Permanent records

In some environments it is necessary to have a 'permanent' copy of all Received messages, and this requirement can be in conflict with normal archiving settings. If the 'Received' mailbox Archive controls are set to retain messages forever, then the mailbox can become very large.

One common solution is to use the Export Messages function on the Received mailbox to take a 'snap shot' from time to time, and then burn that to CD/DVD.

Messages can be re-introduced to Mailtraq at a future date by using the Import Message Wizard .