archive administration guide - cincinnati bell...archive administration guide | 4 activate advanced...

Archive Administration Guide

Document Revision Date: March 11, 2013

Archive Administration Guide | i

ContentsEnable eDiscovery Archiving in the Hosting Control Panel ........................................................................... 1

Activate Advanced Financial Compliant Archiving ........................................................................................ 4

Archive Administration in the Control Panel ................................................................................................ 7

Add a New Archiving User ........................................................................................................................ 7

Edit an Archiving User’s Role .................................................................................................................. 10

Access the Archive Search Portal ............................................................................................................ 13

Archive Administration in the Portal .......................................................................................................... 16

Administration Dashboard ...................................................................................................................... 16

Administration Dashboard Statistics ....................................................................................................... 17

Company Logo, Recent Logins, Workstream .......................................................................................... 18

Your Settings ........................................................................................................................................... 19

Report Builder Options ........................................................................................................................... 21

Archive Administration Guide | 1

EnableeDiscoveryArchivingintheHostingControlPanelDiscovery Archiving securely captures and stores all email messages that have been sent and received in

a central repository. The stored messages are easily accessible from a number of different devices, for

convenience and increased productivity. By adding Exchange archiving to their Hosted Exchange

account, users in effect get an unlimited mailbox, because there are no limits to the number of email

messages that can be stored. All of the messages are indexed for fast searching and are tamper‐proof to

meet security requirements.

1. Log into the Hosting Control Panel.

2. Select the eDiscovery Archiving shortcut from the More Services section of the main dashboard

(highlighted above).

The first eDiscovery Archiving enablement screen displays:


3. Click on Create. You will now be on the Discovery Archive setup screen.

4. Enter basic account setup information on this screen and click [Next].

The next enablement screen displays:


5. Review the information you entered and click [Finish].

Discovery Archiving is enabled. The Archiving Admin will receive an email confirmation.

Email will now be archived. You can now access the Discovery Archive portal to search for files in

the archive.


ActivateAdvancedFinancialCompliantArchivingAdvanced Financial Compliant Archiving is designed to streamline compliance by simplifying the review

and supervision of email messages. It is the leading cloud‐based archiving solution for SEC and FINRA

compliant email archiving.




The Discovery Archive dashboard is displayed:


3. Select the Financial Compliant Archiving tab:

4. Click the [Activate] button.

Advanced Financial Compliance is ready to be activated:


5. Click [Finish] to complete activation.


ArchiveAdministrationintheControlPanel

AddaNewArchivingUserImportant: Before adding a new user to your Archiving account, be sure that your users have Exchange

mailboxes created for them. The Archiving service cannot be added to an account that does NOT

previously have the Exchange service.






3. Select the Add New button. The first screen of the Add New User wizard displays:

4. Select Existing Service User and click the [Next] button.

The second screen of the wizard displays:


5. Select the appropriate user from the list and click [Next].

The next screen of the wizard displays:

6. The End User permissions are selected by default for the new archiving user.

If you would like the user to be a Search User, select this option.

Likewise for Search Admin and Search Admin Plus.

End User – End User permissions allow individuals to access their personal archived data.

Search User – Search User permissions allow “access,” “change scope,” and “export” of


existing searches as assigned by the Search Administrator to the Search User for a given

search. It is a support role to the Search Administrator. Search User cannot create or delete

a search.

Search Admin – Search Administrator may create, manage and execute searches; assign

user access to a given search, and export search results.

Search Admin Plus – Search Administrator Plus permissions include Search User and Search

Administrators permissions plus ability to access the archive reports, retention‐policy

settings, and on‐demand purge for file‐archived data.

7. Click [Next].

The final screen of the wizard displays:

8. After verifying that the settings for the user are correct, click [Finish] to complete creating the

new archiving user.

Your archiving user is now set up and can access the Archiving portal at any time. The user will

need to log into the Control Panel with their credentials and click on the “Open” link that is

displayed next to PortalAccess.

EditanArchivingUser’sRoleAfter you create a new user, you can go back and change their permissions to add or remove access to

certain functions.






3. Select the user you would like to edit by clicking the Service User name.

The User Details screen for the selected user displays:


Note that the selected user in this example currently has EU, or End User, permissions – this is

the default.

NOTE: You can delete a user from their User Details screen by clicking the [Delete] button.

4. Click [Edit settings] at the top of the screen.

The Edit Settings screen displays:


5. As in the example above, de‐select the previous permission level and select the new role (e.g.,

SAPlus as shown above).

6. Click [Next].

A confirmation screen displays.

7. Review the change and click [Finish].

The change is completed and the Edit Settings screen closes.

AccesstheArchiveSearchPortalThe Archive Portal is used to perform searches and run reports on the email archived.






3. Select a user by clicking the Service User name.

The User Details screen for the selected user displays:


4. As demonstrated above, click the Portal Access link (“Open”).

The Archive portal Login screen displays:

5. Enter your designated Archive portal login credentials and click [Login].

The Archive portal opens.

Note: The username is the user’s email address and the password is the same password used to

access hosted Exchange and other services.


ArchiveAdministrationinthePortal

AdministrationDashboardIn this chapter:

• Administration Dashboard statistics

• Company Logo, Recent Logins, Workstream

• What you can do from here

In this chapter you will learn how to use the Administration Dashboard. The objectives are to identify

and define the following Dashboard attributes:

• Statistics

• Logo

• Recent Logins

• Workstream

The Administration Dashboard is based on the software industry standard in which a dashboard

displays key business information that can be viewed at a glance.

The Archive for E‐Mail Administration Dashboard facilitates the ability to view and quickly access

summary Statistics, most recent People login(s), handy 'What you can do from here' hyperlinks, and

workstream RSS feeds.


AdministrationDashboardStatistics

Dashboard Statistics display summary metrics for all email archival activity, providing a snapshot of the

latest historical system data points, including:

System‐wide data points:

• Message in archive – the total number of archived messages.

• Attachments in archive – the total number of archived attachments.

• Approximate size – GB, MBs, or KBs of message data stored.

• Approximate index size – GBs, MBs, or KBs of indexed metadata generated.

Last collection data points:

• Messages – the total number of messages archived during the last collection.

• Approximate size – GBs, MBs, KBs of indexed data during the last collection.

• Approximate index size – GBs, MBs, KBs of indexed metadata generated during the last

collection.

The statistics also provides a snapshot of user statistics for LDAP‐enabled organizations, including:

• Total users – The total numbers of LDAP‐enabled users.

• Most recent login – the most recent time at which a user logged into the archive via LDAP.


CompanyLogo,RecentLogins,Workstream

The above figure displays the following Administration Dashboard components:

COMPANY LOGO appears in the upper right‐hand corner by default.

RECENT LOGINS displays the first and last names of users who have logged in successfully and the

duration since their last logon.

WORKSTREAM provides three convenient links to view an RSS feed of system activity or events, and one

link posts messages from the Hosting Company. Subscribe to the web page as a feed using RSS Live

Bookmarks, Bloglines, My Yahoo, Google, or other applications.

• Status and events ‐ displays account sign up, user account locks, bad password logon

attempts, search access, collection events, search events, and more.

NOTE: Only archiving administrators can access status and events.

• Account messages ‐ displays messages created by the Hosting Company for you at your

login screen or dashboard.


YourSettingsThe Archive for E‐Mail Administration Settings features provide the ability to fine tune individual

personal settings, end user access rules and login messages.

Modify the User General fields with preferred personal criteria to customize personal user interfaces.

Use the drop‐down menus to set each attribute value. Available selections are as follows:

1. Items per page: Sets End User and Search items per page: 10, 25, or 50.

2. Default page: Sets your default login page: Admin dashboard, Search dashboard, Search list.

The available selections will vary depending on user permissions.

3. Time zone: Sets your personal time zone.

4. Default View: Sets your preferred search view.

a. Normal View ‐ Default view that displays SMTP message header and snippet of body

content.

b. Mini View ‐ Displays SMTP message header content only.

c. Text View ‐ Displays SMTP message header and full body content with option to Expand

Extra headers to expand SMTP header and X‐Arc* type message headers.

5. Click [Update] to apply settings.

When successful, the message “Your settings have been successfully updated” displays at the top

of the page. General settings are effective immediately except for the Default page setting,

which takes effect the next time the user logs into the system.


Whyusesystemtags?

Create system‐wide tags for common terms that will be useful in all searches.

These tag categories will be available as a "one click" selection in the search results page.

Some ideas: Internal, HR, compliance, Employee, Conflict...

Whyusesearchlists?

Create (system‐wide) search lists of pre‐defined terms

They can be useful in the search process.

They are useful with the Wizard and Random searches.

Howdoesitwork?1. Add one or more tag word in the blank field.

2. Click Add Tag Word.

Howdoesitwork?1. Click on the [Create new list] button.

2. Enter a name for the list.

3. Add the search terms you want to include in the list.

4. Click Create to save the search list.

The list(s) will be available with the Wizard and Random search.


WhyuseAutomaticRetentionPolicy?

To set an automatic purge policy.

To remove data from your archive that are older than a specified number of days.

To help you match specific corporate needs.

Howdoesitwork?1. Select the "Enable Automatic Policy" checkbox.

2. Adjust the number of days required before removing messages from the archive.

FYI:

3 Years = 1095 days

5 Years = 1825 days

7 Years = 2555 days

Whenyouaredone? Click Update.

ReportBuilderOptionsThe following archive service user roles have permission to run reports:

Account Owner

Account Administrator

Search Admin Plus

Reports can be generated in PDF or CSV format and are sent directly to the designated user’s inbox.

Navigate to the Reports tab and stipulate Report Builder options:


Configure your archive service with your desired Report Builder Options.

1. From the Choose report: drop‐down menu, select one of the following report types:

a. Activity by User ‐ reports actions executed by user, for example, UserLogin,

SearchCreation, SearchAccess, ExportAvailable

b. Activity by UI Action ‐ reports User Interface activity, for example, BulkTagActivity,

CollectNowRequested, CollectNowCompleted, CollectorEdit, EciLogin, etc.

c. Activity by Date ‐ reports activity sorted by date

d. ECI Activity by User ‐ reports email client integration activity

e. Collection by Mailbox ‐ reports collections per mailbox

f. Collection by Date ‐ reports collection by date

2. Stipulate a Format option:

a. PDF

b. CSV (Comma Separated Values)

3. From the Date Range drop‐down menu, select one of the following date range options:

a. Last Week

b. This Week

c. Last Month

d. This Month

e. Last Quarter

f. This Quarter

g. Last Year

h. This Year

i. All

j. Custom


NOTE:

• Except for the Date Range choices All and Custom, each selection populates the date range

fields with pre‐defined dates. These pre‐defined date ranges cover most reporting needs.

• Selecting All leaves the Begins on and Ends on fields empty and will place no date

restrictions on the report.

• Selecting Custom causes a date selection tool to display next to the Begins on and Ends on

fields. Use the date selection tools to choose a custom date range.

4. Sort options:

a. From the Order by drop‐down menu, select from these criteria:

• User, Date, Activity

b. For Sort order, select the Ascending or Descending radio button.

5. Click [Create Report].

A confirmation message appears at the top of the page stating that the report will be sent by

email.

NOTE: When viewing a report that is generated with the CSV format option, a string of “######”

symbols in the date column indicates that the date column is too narrow to display the date correctly.

To fix this, widen the date column in the spreadsheet until the date displays correctly.

archive administration guide - cincinnati bell...archive administration guide | 4 activate advanced...

Documents