Providing Legacy Data

Document created by user.oxriBaJeN4 Employee on Sep 7, 2015Last modified by user.oxriBaJeN4 Employee on Jun 13, 2016
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Once your legacy Archive Data Management data has been exported and collected, it can be sent to us for processing. This page covers the steps involved in providing the data so it can be imported into Mimecast. It covers:

Requesting Data Transfer Media


We need the information listed below in order to process the transfer media request. This information must be submitted in the RFI request for your Legacy Archive Data Management case:

  • Contact person’s name and telephone number.
  • Whether you are able to FTP the data (if appropriate).
    We recommend the secure FTP data transfer method. For more information, view the appropriate section below.
  • The exact total bytes to be uploaded.
  • Physical delivery address (if providing data on a transfer drive).
  • Details on the submitted data as outlined in the table below:

    Cut Off DateThe date when we began archiving all your email. No messages dated after this journal date will be imported.
    Data SizeTotal amount of data ready to be sent to us.
    GroupingWhether the individual PSTs and / or EML zip files contain data PU and / or NPU.
    File FormatThe format of the journal data if relevant (e.g. SJF, EJF).
    File type(s)The specified file type (e.g. PST, Zipped EML).
    SourceThe email system(s) and version the data is exported from (e.g. Exchange, dedicated archive solutions, host environments).
    Export utility usedThe type of export utility used (e.g. Exmerge, Outlook 2003, third party tools/conversion utilities).
    TestSpecify whether it is test data.


Transferring Media


We'll recommend the appropriate transfer method according to the amount of data that is ready to import. This can be either:

  • Mimecast's FTP site
  • External hard drive

It is important to consider the available resources and transfer rates from the customer's environment when using the FTP service.

Mimecast's FTP Site


We use our own secure FTP site as the preferred method for providing customer data whenever possible. This only accepts secure TLS connections, and is significantly quicker and simpler to use. Use of the Mimecast FTP site involves:

  • An account is prepared by us for your data, restricted to the maximum amount that has been agreed to.
  • The hostname, username and upload instructions are provided by the Legacy Archive Data Management team via email.
  • The FTP account password or drive encryption key is sent via SMS to the number provided, with no identifying details. Reply to the Legacy Archive Data Management team email to confirm the receipt of the FTP details / transfer media, and FTP password / encryption key SMS.


External Hard Drive


An encrypted drive (e.g. USB and / or eSATA transfer data drive) with the appropriate capacity for the amount of data is couriered to the contact and address specified. You cannot provide your own encrypted drives, or return our drive unencrypted. Additionally a notification is emailed to the Legacy Archive Data Management contact(s) containing the drive’s asset tag and courier address for confirmation.


Transferring Data


The process for transferring your legacy data to the transfer media depends on the method used:

  • Mimecast's FTP site
  • External hard drive


Mimecast FTP Site


The Mimecast FTP site requires explicit FTP over TLS (FTPeS) that is supported by the recommended Filezilla FTP client. The Legacy Archive Data Management team will provide the host, username and password via email. Additionally data uploaded via FTP must not be encrypted as the FTP communication is highly secured by FTPes.


To transfer all data to be imported:

  1. Ensure your firewall permits outbound FTP communication on:
    • Port 21
    • It's inbound response from the device FTP uploading to the Mimecast FTP host.
  2. Download and install the Mozilla Filezilla FTP client.
  3. Enter the provided FTP details into the Quickconnect bar.
  4. Click the Quickconnect button
  5. Click the OK button on the popup window that reports an unknown certificate.
  6. Specify a destination folder.
  7. Right click the source folder.
  8. Select Upload.
  9. Click the Process Queue on the Transfer menu, if not selected already, to begin processing the queue.
  10. Reply via email to the Legacy Archive Data Management team to confirm when the upload is complete.


External Hard Drive


For your data security, all transfer drives containing import data are encrypted by us using either DiskCryptor or Truecrypt. DiskCryptor is our preferred encryption software. Should they be returned to us unencrypted or using a different encryption, they will be returned to you to repeat the process. The encryption key is required to mount and access the drive contents.

If you select the drive letter, you may be prompted that the drive is inaccessible, and asked to format it. Under no circumstances should you format the drive.

To transfer all data to be imported using DiskCyptor encryption:

  1. Download and install the free Disk Cryptor Software.
  2. Run the program.
  3. Click the Mount All button. You are prompted for a password.
  4. Enter the Encryption Key (previously sent to you via SMS message by us).
  5. Click OK. Confirmation that the drive is fully mounted is displayed by the "1 device mounted" popup message.
  6. Double click on the drive in Disk Cryptor to access the drive (or via the drive letter in Windows Explorer).
  7. Copy the data to the existing folder on the mounted volume.
  8. Courier the drive to the Legacy Archive Data Management team at the original sender address.
  9. Reply to our Legacy Archive Data Management team email confirming the transfer is complete, and quoting the courier reference number.


To transfer all data to be imported using Truecrypt encryption:

  1. Contact your Mimecast data service team for assistance in transferring your legacy data.
  2. Once data transfer is complete, courier the drive to the Legacy Archive Data Management team at the original sender address.
  3. Reply to our Legacy Archive Data Management team email confirming the transfer is complete, and quoting the courier reference number.


See Also...