Several Best Practice Guidelines are available for Administrators to plan for Legacy Archive Data Management. These guidelines are summarized below:
When to Ingest
Ingesting historical data ensures that your archive has a complete record of email transactions for users. Certain components must be in place before Legacy Archive Data Management can take place, and Mimecast recommends completing your Legacy Archive Data Management after the Connect process has been completed.
Planning your Legacy Archive Data Management
Before you can import data to Mimecast, you need to extract it from your organization's infrastructure. Planning on gathering the data is an important step, and Mimecast recommends that you review the Prerequisites before embarking on your Legacy Archive Data Management journey. The following questions should also be reviewed:
What data should be imported?
Depending on your organization's needs, it may not be necessary to provide all the historical email data from within your infrastructure. Consider:
- How far back do you need to import from?
- Will you be importing email data for all users, or a subset of users?
Where is the data stored?
The systems containing the data you wish to import into Mimecast have different challenges with exporting it and providing it in the accepted formats. These challenges can cause delays with your collection process if the following is not considered. Consider how you can export data from the following locations:
- Workstations, e.g. PSTs (historical or current)
- Servers, e.g. Exchange (single or multiple sites)
- Offline backup media, e.g. tapes, external drives
- Online environments, e.g. Hosted Exchange or other SaaS solutions
- On-premise or Cloud based security, stubbing or archive solutions, e.g. Microsoft Forefront, Zantaz EAS, Autonomy EAS, Symantec Enterprise Vault, Near Point Mimosa, Postini, Barracuda, Mail Marshall, MX Logic, Dell Message One, Message Labs, CommVault, Arcmail Defender
Preparing your data
Legacy Archive Data Management delays are mostly experienced when there is difficulty in extracting data from the organization's infrastructure. Simple third-party or native tools are available to assist with data extraction, and these largely depend on the infrastructure. For more information, view the FAQs. Complex environments, such as Hosted Exchange, Office 365, and Google Apps may require intervention from your Service Provider or Partner.
Once the data has been submitted, access to files and the email addresses are verified. Mimecast submits any inconsistencies to the customer for review, which may delay the Legacy Archive Data Management process. It is recommended to Test your data thoroughly, as described below.
Finalized Legacy Archive Data Management data is added to Mimecast's Legacy Archive Data Management pipeline, which is processed on a first-in, first-out basis. Data drives are physically transported to the data centers on a regular basis.
Testing your data
In order to reduce the time it takes for Mimecast to process your data, it is highly recommended that you test the files before submitting them to our team for processing. Ensure you review the articles on Exporting and Providing Data for more information. If you have any doubts, please contact our Legacy Archive Data Management team for assistance.
Although not applicable to all customers, please ensure that you review the following items.
Customers with upgraded Retention
The Retention period for your Account Settings will affect imported data. Once an email (based on the Sent Date) is older than the Retention period set for your Account, it will be purged from Mimecast. This is especially important for customers that have begun their Mimecast service with a limited retention, and a later stage, upgrade their package to an extended Retention period. For more information on upgrading Retention, view the article on Perpetual Retention.
For Example: Your organization routes emails through Mimecast from 1 July 2010, and imports data for 6 months prior to that (from January 2010). The Account Settings determine the Retention period as 365 days (1 year). In February 2011, the organization decides to upgrade their Mimecast service to Perpetual Retention. All data from January 2010 has already been purged from Mimecast, and may need to be re-Ingested if required by the organization. All other data still present in your Mimecast account will be re-stamped with the new Retention period.
Our LMD team is available should you have any questions with regards to differing Retention.
Customers with Stubbed data
If your environment has been configured to Stub data to an external archival system, leaving a stub in the information store, it is important to consider any data gaps that may arise due to delays in the stubbing process. It is important to export all the data from the information store as well as the data from the email server to ensure that all data is collected for your Legacy Archive Data Management.
For example: Your email routing through Mimecast (Outbound, Internal, and Inbound) has been configured and tested. Your stubbing service is configured to run on a daily basis (and stub mail 30 days and older). You export your data from the stubbing information store at 9am. This could result in a gap in your Archive if you do not export data for the past 30 days from your email server.
Note: Mimecast supports specific message types. If you have been using a service to Stub information from your infrastructure, these items, even if included with the data you provide for ingestion, will not be important.
Note: Review the Prerequisites for more information on the Cut-Off Date.
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