This article outlines the considerations when Mimecast accounts need to be divided. This may be required if an organization is being split into two different organizations, and usually means moving internal domains and part of the archive data to a new Mimecast account.
Before making any changes, it is important to consider the following:
- The Connect process should be followed to create the new account.
- Any internal domains in the original account that are being moved to the new account need to be switched to external domains.
- The archive data to be moved to the new account should be identified.
Preparing Your Mimecast Account
Before the domains or archived data can be moved, the new account must be in place. This is part of the Connect process. It may be beneficial to review the original account configuration (e.g. active policies) so that similar rules can be implemented in the new account.
Some changes will need to take place at the same time for both accounts:
- Before inbound email flow can be configured, it is important to complete the delivery routes so that emails can be sent from Mimecast to the new email server.
- In the original account, the internal domain to be moved to the new account must be changed to an external domain. It can then be added to the new account as an internal domain.
- The MX records can then be changed to route emails to the new account.
User Data Migration
Migrated users may expect to have access to their historical emails within their personal archive. As Ingestion takes place as a separate process and time frame, it is important to consider:
- Identification of the data from the original account, assembled in an eDiscovery Case.
- Exporting of the data to be migrated. If an extremely large amount of data is to be moved, a professional service for exgestion can be discussed with your Mimecast representative.
- Adjusting the retention period for the data that will be moved to the new account. In this way, the data for the new organization will no longer reside in the original account.It is important to verify that the data has been successfully migrated and is available in the new account before adjusting the retention period to permanently remove it from the original account.
- Ingesting the exported data into the new account.
Your Mimecast representative will consult with you to ensure that appropriate expectations are met. Ingestion services do not provide instant data transfer, and it may be some time before archived data is available for users.
The prerequisites before ingestion can commence include:
- The new account must be created.
- Inbound, outbound and internal email flow needs to be fully archiving in the new account. For internal emails, the journal date must be identified.
- Full details of the source and destination accounts must be included with the Ingestion request.
- The data to be migrated must be clearly defined, e.g. all internal domain user data or alternatively subsets of data.