Export and Collect Data

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Once the prerequisites have been met, and you have reviewed the initial emails from the Legacy Archive Data Management team and this guide, you need to export and collect copies of your historical email according to the mandatory standards and requirements detailed below.  The existing email system or files should continue to be accessible to users until the data is available within the Mimecast Archive, therefore only copy the data and do not remove access to the data during the Legacy Archive Data Management process.

Should you require assistance with the collection of legacy data, contact your Mimecast representative to inquire about Intelligent Data Migration services.

It may be beneficial to prevent additional data from being added to the existing email system, as new emails are processed by Mimecast and are available in the archive.

To ensure that your Mimecast account contains a complete archive of all email content, it is important to provide all historic messages sent or received before the Journal Date. Mimecast archives email that flows through the service or that is uploaded via Journaling.  It does not import historic email that already exists within a mailbox, user email file, or archive system. The messages in these locations need to be imported.

Exporting data

Before exporting data, you will need to decide which file and message formats are best for your data. You can find out more about each option by clicking the links below:

 

  • PST Data
  • EML Data (must be zipped)

 

The decision may also be based on the export method or tool you will be using, which is explored in more detail below.

 

Professional Services

Mimecast Professional Services helps ensure a fast, accurate and secure migration of legacy archive data from 3rd party archives to the Mimecast Archive.  Mimecast certified professionals use proven methodologies and tools to analyze, prepare, safely extract the data and ensure its successful inclusion into the Mimecast Archive. Benefits of this service include:

 

  • eDiscovery capabilities to categorize data and only export and ingest what is needed
  • Chain of custody reports for compliance
  • Protection for messages under legal hold

 

For more information, please contact your Mimecast representative.

 

File Accessibility

Mimecast can process PSTs that are accessible to Microsoft Outlook 2010 and older. Microsoft Exmerge 2003 corrupts PSTs approaching 1.97GB which requires splitting the export.

 

All files and folders provided to Mimecast must be accessible to Outlook or Windows from within the Windows system, without requiring any additional software or permissions. Zipped and/or password protected PST files, or folders and PST files with the 'read only' file attribute set cannot be accepted and are reported to you.

 

Backup

Ensure you retain a copy of the data once it is exported, collected, prepared and ready to be provided to Mimecast. This backup should be retained for the duration of the Legacy Archive Data Management process until the ingested data has been verified.

 

Mimecast may request another copy of the data in the event of critical hardware faults or FTP copy issues which have resulted in the data being inaccessible.

Mimecast takes no responsibility for data loss or re-exporting data if this backup cannot be provided.

Common Export Options

Mimecast cannot recommend a specific solution for collecting your data.  Multiple systems and solutions are available for this purpose, and these are largely dependent on your organization's infrastructure. Any information provided in this article cannot be verified for your specific environment, and it is important to test any tools before selecting one for your data collection.

 

Many email and archive systems include a bulk export feature, and several third party utilities may also be used. Each has different limitations which need to be investigated, tested and considered in conjunction with the Legacy Archive Data Management requirements.

 

Microsoft Exchange

Export ToolDescriptionResources

Exchange 2013

new- MailboxExportRequest commandlet

Allows PST files to be up to 50GBs without corrupting

Exchange 2013 New-MailboxExportRequest Help (MS Technet)

Exchange 2013- Understanding Mailbox Import and Export Requests (MS Technet)

Exchange 2010

new- MailboxExportRequest commandlet

Allows PST files to be up to 50GBs without corrupting

Exchange 2010 New-MailboxExportRequest Help (MS Technet)

Exchange 2010- Understanding Mailbox Import and Export Requests (MS Technet)

Exchange 2007

Export-Mailbox commandlet, available in SP1

Allows PST files to be up to 50GBs without corruptingExchange 2007 Export-Mailbox Help (MS Technet) – Export-Mailbox switches and syntax

Exchange 2003

Exmerge

Cannot create PSTs larger than 1.97GB (2,065,694KB) and will corrupt any file(link to PST Data new ‘file accessibility’) that reaches this limit- export defining shorter time periods for larger mailboxesMicrosoft Exchange Server Mailbox Merge Wizard (ExMerge) Download

 

Microsoft Outlook

Outlook 2003, 2007 and 2010 can export a mailbox or use PSTs up to 50GBs.

 

Other tools

Some of the available methods and related links are listed below, in no particular order:

The list of methods and solutions above is not fully comprehensive.  Mimecast recommends that you research an appropriate solution for your environment.

Managing user access to network ‘user’ PSTs after copy

Windows Domain Group Policies (GP) for Office 2007 can prevent modifying and creating new PSTs.  To enable this feature, apply the following settings in the Office GP template:

 

  • Prevent users from adding content to existing PST files.
  • Prevent users from adding PSTs to Outlook profiles and/or prevent using Sharing-Exclusive PSTs.

 

Enabling these settings will prevent the PSTs copied for Ingestion to be updated. For more information, click the links below:

 

 

Next Step: Provide Data

Once the data has been collected, it can be submitted to Mimecast for processing.

 

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