Difference between revisions of "Compliance General"

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Under ''Administrative Tools > Compliance > Compliance General'' MailStore Server offers several features enabling you to meet operational as well as legal compliance requirements.
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MailStore logs changes to these settings in the audit log. Additional information about event logging is available in chapter [[Auditing]].
  
MailStore Server offers several compliance features enabling you to meet operational as well as legal compliance requirements.  
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[[File:Compliance_general_01.png|center|550px]]
  
<p class="msnote">'''Please note:''' MailStore writes changes to these settings into the Windows event log. Additional information about recording events is available in chapter [[Auditing]].</p>
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== Archive Access ==
 
 
[[File:Compliance_general_01.png|center|550px]]
 
  
== Email Preview ==
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With this option, access to the archives of other users by MailStore administrators can be unblocked or blocked. By default, MailStore administrators cannot access or search through other users' archive contents.
By default, MailStore administrators can access all contents of the archive. This means that the entire contents of other user archives can be viewed as well.
 
  
To prevent the administrator from previewing the emails of other users, please proceed as follows:
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If archive access is blocked, other users' archive folders are not visible in the main menu tree and MailStore administrators do not have access to any emails archived therein. In this case, administrative tasks such as renaming folders can only be performed through the main menu item [[Archives|Administrative Tools > Users and Archives > Archives]].
  
* Log on as MailStore administrator (admin).
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[[File:Umgm_archives_01.png|center|550px]]
* Click on ''Administrative Tools'' > ''Compliance'' and then on ''Compliance General''.
 
* Under ''Email Preview'', click on ''Block Preview''.  
 
  
If the preview is blocked, the folder ''Other Archives (Limited Access)'' and all its subfolders will appear grey. Administrators continue to be able to view the folder structures and their contents, including the header fields sender, recipient, subject and date, but no longer the email contents or any of the file attachments.
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If archive access is unblocked, the folder ''Other Archives'' and its subfolders are visible in the main menu tree and MailStore administrators can view, search through and export any emails archived therein. In this case, administrative tasks such as renaming folders can also be performed through the folder structure.
  
 
[[File:Compliance_general_preview_01.png|center|550px]]
 
[[File:Compliance_general_preview_01.png|center|550px]]
  
 
== Retention Policies ==
 
== Retention Policies ==
Various operational or legal provisions regulate the minimum retention periods for emails liable to be archived. By predefining a storage guideline in MailStore you can define the earliest point in time at which emails may be removed from the archive.
 
  
To specify the retention policy, please proceed as follows:
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By default, MailStore allows the immediate deletion of archived emails by users with the privilege ''Delete Emails''. By specifying a retention policy in MailStore you can define the earliest point in time at which emails may be removed from the archive.
  
* Log on as MailStore administrator (admin).
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* [[File:Compliance_general_retention_01.png|right|350px]]Under ''Retention Policies'', click on ''Change...''.  
* Click on ''Administrative Tools'' > ''Compliance'' and then on ''Compliance General''.
 
* Under ''Retention Policies'', click on ''Change...''.  
 
 
* Using the slide control, set the earliest point in time from which on archived emails may be deleted.
 
* Using the slide control, set the earliest point in time from which on archived emails may be deleted.
*: [[File:Compliance_general_retention_01.png|center|350px]]
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* Click on ''OK'' to confirm.<br clear=all />
* Click on ''OK'' to confirm.
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Please note that MailStore never deletes emails from the archive automatically. This still has to be done manually by a user with the respective privilege.
 
 
Please note that at no time does MailStore remove emails from the archive automatically. Therefore, this setting only applies to users with the ''Delete Emails'' privilege.
 
  
 
== Legal Hold ==
 
== Legal Hold ==
With the ''Legal Hold'' feature deleting emails from the archive can be temporarily prohibited. This may become necessary in case of legal disputes to prevent the deletion of emails which may serve as evidence.
 
  
To enable or disable ''Legal Hold'', please proceed as follows:
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Enabling the ''Legal Hold'' feature temporarily prohibits deleting emails from the archive. This may become necessary in case of legal disputes to prevent the deletion of emails which may serve as evidence.
 
 
* Log on as MailStore administrator (admin).
 
* Click on ''Administrative Tools'' > ''Compliance'' and then on ''Compliance General''.
 
* Under ''Legal Hold'', click on ''Enable Legal Hold''/''Disable Legal Hold''.
 
  
 
== Auditor Access ==
 
== Auditor Access ==
In case of an audit by a third party (e.g. tax inspector) it may become necessary to grant this party read-access to the entire archive. With the ''Auditor Access'' feature, a special user can be set up in MailStore who automatically has read-access to all user archives.
 
 
To set up an auditor user, please proceed as follows:
 
  
* Log on as MailStore administrator (admin).
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With the ''Auditor Access'' feature, a special user can be set up in MailStore who has read-access to all user archives. Pleae note that a free MailStore user license is necessary to create the auditor user.
* Click on ''Administrative Tools'' > ''Compliance'' and then on ''Compliance General''.
 
* Under ''Auditor Access'', click on ''Create Auditor User...''.
 
* In the ''Create Auditor User'' window, create a password for the new auditor user. The user name is generated automatically and has the following format based on the time of creation: <br><code>auditor-YYYYMMDD-HHMMSS</code>
 
*:[[File:Compliance_general_auditor_01.png|center|350px]]
 
* Click on ''OK'' to create the new user.
 
  
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* [[File:Compliance_general_auditor_01.png|right|350px]]Under ''Auditor Access'', click on ''Create Auditor User...''.
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* In the ''Create Auditor User'' window, specify a password for the new auditor user. The user name is generated automatically.
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* Click on ''OK'' to create the new user.<br clear=all />
 
Using MailStore Client, the auditor user can now log on to MailStore Server and browse the archive. However, an auditor user can neither archive or export any emails nor change his or her own password.
 
Using MailStore Client, the auditor user can now log on to MailStore Server and browse the archive. However, an auditor user can neither archive or export any emails nor change his or her own password.
  
 
[[de:Compliance Allgemein]]
 
[[de:Compliance Allgemein]]
 
[[en:Compliance General]]
 
[[en:Compliance General]]

Revision as of 16:13, 29 November 2016

Under Administrative Tools > Compliance > Compliance General MailStore Server offers several features enabling you to meet operational as well as legal compliance requirements.

MailStore logs changes to these settings in the audit log. Additional information about event logging is available in chapter Auditing.

Compliance general 01.png

Archive Access

With this option, access to the archives of other users by MailStore administrators can be unblocked or blocked. By default, MailStore administrators cannot access or search through other users' archive contents.

If archive access is blocked, other users' archive folders are not visible in the main menu tree and MailStore administrators do not have access to any emails archived therein. In this case, administrative tasks such as renaming folders can only be performed through the main menu item Administrative Tools > Users and Archives > Archives.

Umgm archives 01.png

If archive access is unblocked, the folder Other Archives and its subfolders are visible in the main menu tree and MailStore administrators can view, search through and export any emails archived therein. In this case, administrative tasks such as renaming folders can also be performed through the folder structure.

Compliance general preview 01.png

Retention Policies

By default, MailStore allows the immediate deletion of archived emails by users with the privilege Delete Emails. By specifying a retention policy in MailStore you can define the earliest point in time at which emails may be removed from the archive.

  • Compliance general retention 01.png
    Under Retention Policies, click on Change....
  • Using the slide control, set the earliest point in time from which on archived emails may be deleted.
  • Click on OK to confirm.

Please note that MailStore never deletes emails from the archive automatically. This still has to be done manually by a user with the respective privilege.

Legal Hold

Enabling the Legal Hold feature temporarily prohibits deleting emails from the archive. This may become necessary in case of legal disputes to prevent the deletion of emails which may serve as evidence.

Auditor Access

With the Auditor Access feature, a special user can be set up in MailStore who has read-access to all user archives. Pleae note that a free MailStore user license is necessary to create the auditor user.

  • Compliance general auditor 01.png
    Under Auditor Access, click on Create Auditor User....
  • In the Create Auditor User window, specify a password for the new auditor user. The user name is generated automatically.
  • Click on OK to create the new user.

Using MailStore Client, the auditor user can now log on to MailStore Server and browse the archive. However, an auditor user can neither archive or export any emails nor change his or her own password.

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  • MailStore Server is one of the leading email archiving solutions for SMB.
  • For private use there is a free tool for email archiving furthermore: MailStore Home.