Archiving Service Reports Guide

Transcription

1 Archiving Service Reports Guide This guide is for Compliance and IT administrators reporting on the Archiving service. Service Version: ArchivingP_

2 Copyrights This documentation and related technology are governed by a user agreement and shall remain the sole and exclusive property of MessageLabs. No part of this documentation or related technology may be used, reproduced, translated, displayed, distributed, disclosed, stored in a retrieval system or transmitted in any form or by any means without the written permission of MessageLabs, unless otherwise stated in the user agreement. The information contained in this documentation is confidential and proprietary to MessageLabs. Disclaimer MessageLabs does not warrant, guarantee or make any representations or otherwise concerning the contents of this documentation or the applicability thereof. MessageLabs reserves the right to change the contents of this document at any time without prior notification of such updates. Trademarks All brands or product names are trademarks or registered trademarks of their respective companies or organizations.

3 Table of Contents 1 Preface About this Guide Prerequisite Knowledge Other Sources of Information Contacting Support 2 2 Introduction MessageLabs Archiving Service Overview Accessing MessageLabs Archiving Service 3 3 Available Reports 4 4 Running Reports 6 5 Report s Archive Size Report Disposition History Report Activity Report User Activity Report Membership Report Policy Violations Report Retention Policy Report Risk Report Stubbing Activity Report Supervision Activity Report Supervision History Report Supervision Summary Report 13 Copyright MessageLabs 2009 i

4 1 Preface 1.1 About this Guide This guide explains the reports available in MessageLabs Archiving Service and how to generate them. 1.2 Prerequisite Knowledge This guide is intended for an end-user who knows how to use the MessageLabs Archiving Service web user interface. 1.3 Other Sources of Information This guide covers procedural information for MessageLabs Archiving Service reports. For other information, see: Online Help: Every screen in the MessageLabs Archiving Service user interface includes a help button. Click on this button to display information about the steps required to perform tasks on that screen. 1.4 Contacting Support Please refer to the support information at the end of this guide. Copyright MessageLabs

5 2 Introduction 2.1 MessageLabs Archiving Service Overview MessageLabs Archiving Service provides a complete message archiving solution that can protect your organization from legal liabilities and regulatory risks while improving storage management and end-user productivity. Its easy-to-implement, easy-to-use web interface offers fully secure archiving with robust search and discovery, supervision and enforcement features. MessageLabs Archiving Service securely stores your electronic messages for the retention period you specify, while keeping them fully searchable and retrievable in real-time (or with a batch process). At any time, archived messages can be easily viewed, retrieved to a user s inbox or exported to an Outlook data file. MessageLabs Archiving Service includes features used to: design, edit and maintain an electronic messaging policy, including retention, enforcement and supervision rules perform advanced and comprehensive searches of a message s header, body, or attachments, easily meeting even the most stringent discovery requirements generate reports that help properly assess patterns and behavior, and help evaluate the effectiveness and enforcement of your policies manage mailbox sizes, removing storage-intensive attachments from Exchange while keeping those attachments accessible to Outlook users (stubbing) implement a systematic supervision process for selecting and reviewing the content of electronic messages based on your organization s policy for acceptable use of Note: Supervision and stubbing functions are optional and may not be available to all users. 2.2 Accessing MessageLabs Archiving Service Note: MessageLabs Archiving Service works with Internet Explorer 6 and higher on the PC. You must have JavaScript enabled to access MessageLabs Archiving Service. 1 Open your web browser. 2 Enter the URL of the Archiving Appliance in the address bar of your web browser. The Login Screen appears. If it is blocked by a pop-up blocker, you need to allow pop-ups from this site before proceeding. Note: Your administrator can provide you with the URL of the Archiving Appliance. You may be able to access it using a similar URL to the one you use by to access your mail server. For example, if you normally enter you would enter You may need to add the URL to your trusted sites list. 3 Enter the user name and password you use to log in to your computer and click Enter. Note: You can also log in using your primary SMTP address or UPN. The MessageLabs Archiving Service interface opens, with the Menu on the left and the Home screen on the right. Note: User names and passwords for MessageLabs Archiving Service are fully integrated with your network user name and password. Whenever you change your password on the network, your password used to log in to MessageLabs Archiving Service is also changed. After a period of 60 minutes of inactivity, you will be logged out automatically. If you attempt to perform a task using your open browser window after you have been automatically logged out, you will be prompted to log in again. Once you do, the action is performed. Copyright MessageLabs

6 3 Available Reports Report Category Report Archive (seen by MessageLabs Archive Report Users) Supervision (seen by MessageLabs Supervision Report Users) Risk (seen by MessageLabs Supervision Report Users) Policy (seen by MessageLabs Policy Managers Users) Archive Size Activity User Activity Stubbing Activity Supervision Summary Supervision Activity Policy Violations Supervision History Risk Retention Policy Policy Versions Statistical overview of the that has been archived for a specific day or a specific month. Shows the total number of messages and the aggregate total size of the text of the messages. Statistical overview of the that has been archived for a specific day or specific month. Shows the total number of messages sent in and out of the company, as well as those messages sent internally between employees. Each message is counted once on the report, regardless of the number of recipients. Statistical overview of the that has been sent and received by each user or group of users (roles or departments). Shows the total number of messages and the aggregate total size of the text of the messages, as well as attachments. The report attempts to reflect what users would have actually seen in their inbox/sent items folder. As such, messages sent to multiple recipients are counted in the "received" column for each person that received the message. Overview of the stubbing process itself, illustrating how long it took to stub all appropriate messages in all mailboxes. It also shows the status of the current stubbing round. Monthly statistics on the processed by a reviewer. Useful for annual reviews and for determining appropriate workloads for your supervisors. Statistical overview of the messages that were reviewed on a specific day or month, or by a specified user. Overview of the type of inappropriate activity that has been identified during the supervision review process. Detailed review history of messages that have been reviewed on a given day. Breaks down by level of risk category. This provides an overall ranking of the risk your company is taking through . By comparing monthly reports you can observe if your staff needs further training in your protocols. Number of messages that fall under your retention policy statements. History of when policies were made active. This is important for regulatory audit purposes. For example, if retention rates are lengthened and was deleted under the old regulations, you may have to explain the circumstances under which the was deleted. Copyright MessageLabs

7 Users and Groups (seen by MessageLabs User Managers Users) Disposition (seen by MessageLabs Archive Disposition Users) Membership Disposition History Lists of the groups in a specific type of membership, along with the number of members for each group. For example, if you view the department membership report, it lists all the departments, along with the number of users and their names in each department. Shows groups of messages disposed of from legal holds and the active archive. Note: Supervision and stubbing functions are optional and may not be available to all users. Copyright MessageLabs

8 4 Running Reports To access the MessageLabs Archiving Service interface: Note: MessageLabs Archiving Service works with Internet Explorer 6 and higher on the PC. You must have JavaScript enabled to access MessageLabs Archiving Service. 1 Open your web browser. 2 Enter the URL of the Archiving Appliance in the address bar of your web browser. The Login Screen appears. If it is blocked by a pop-up blocker, you need to allow pop-ups from this site before proceeding. 3 Enter your user name and password and click Enter. Note: You can also log in using your primary SMTP address or UPN. The MessageLabs Archiving Service interface opens, with the Menu on the left and the Home screen on the right. Note: User names and passwords for MessageLabs Archiving Service are fully integrated with your network user name and password. Whenever you change your password on the network, your password used to log in to MessageLabs Archiving Service is also changed. After a period of 60 minutes of inactivity, you will be logged out automatically. If you attempt to perform a task using your open browser window after you have been automatically logged out, you will be prompted to log in again. Once that is done, the action is performed. To run any report: 4 In the Menu, click Reports. The Reports section expands, showing the available reports, grouped by category. 5 Click on the report to be generated. The report appears, using default settings. 6 If the report offers different tabs of report criteria (e.g. Size by Day or by Month), click the appropriate tab. 7 Use the drop-down lists on the tabs to chose a date range and sort order, then click Update. MessageLabs Archiving Service adjusts the report to match your criteria. 8 To print the report, on the toolbar, click Print. Print the document as you would for any Internet Explorer web page. To export your report, on the toolbar, click Export Report and save the report as a PDF file to your computer. Note: Note: You must have Adobe Acrobat or Reader installed on your computer for the file to open. To export the file as an Excel spreadsheet, on the toolbar click Export Data and save the Excel file to your computer. You must have Microsoft Excel installed on your computer for the file to open. Copyright MessageLabs

9 5 Report s 5.1 Archive Size Report The Archive Size report is a statistical overview of the that has been archived for a specific day or a specific month. It shows the total number of messages and the aggregate total size of the text of the messages. The report consists of the following fields: Month/Day The day or month that the figures apply to. # The total number of messages for that particular day or month. Body Size The aggregate size of all of the bodies of the , in MB. Note: This does not include any attachments. Attachment Size Total Size Average Size The aggregate size of all of the attachments of the , in MB. The total of the attachments and the body size. The number in the total size field divided by the number of messages. 5.2 Disposition History Report The Disposition History report contains two tabs, one listing the legal holds disposed of, one listing the message groups from the active archive disposed of. The Legal Hold tab has the following fields: Legal Hold name Items (Size) Comments Name of legal hold. Number of items in, and total size of, the legal hold. The user who marked the legal hold for disposition, when they did so and the justification entered by that user. The Archive Disposition History tab has the following fields: Target Disposition Date Items (Size) Disposition Date Authorized By Retention date for the group or, for indefinite retention, date the messages in the group were archived. Number of items in, and total size of, the group of messages disposed of. When the group was disposed of and the justification entered by the user who disposed of it. The user who authorized the disposition. Copyright MessageLabs

10 5.3 Activity Report An Activity report consists of the following fields: Day/Month The day or month that the figures apply to. Sent Internally # The total number of messages sent by an internal party solely to other internal parties for that particular day or month. Attach Total The aggregate size of all of the attachments of the internally sent , in MB. The total size of the attachments and the body size. Sent Outbound to the Internet # The total number of messages sent by an internal party to at least one external party for that particular day or month. Note: Messages sent by an internal party to both internal and external parties are counted in this number. Attach Total The aggregate size of all of the attachments of the outbound , in MB. The total of the attachments and the body size. Received Inbound from the Internet # The total number of messages received from an external party. Attach Total Note: The aggregate size of all of the attachments of the inbound in MB. The total of the attachments and the body size. MessageLabs Archiving Service stores a single instance of a message that was sent to multiple recipients. Thus, the number and body size of a message to multiple recipients are counted only once. The Additions to the Archive table at the bottom of the report reflects the number and size of each type of message that was added to the archive within the time period of the report. Copyright MessageLabs

11 5.4 User Activity Report This report attempts to reflect what users would have actually seen in their inbox/sent items folder. As a result, messages sent to multiple recipients are counted in the "received" column for each person who received the message. The role or department format of the report includes all sent and received by users who were members of the role or department at the time the report was generated. An User Activity report consists of the following fields: Role/Department/User The role, department or user the figures apply to. Sent # The total number of sent messages for that particular user. Text The aggregate size of all of the bodies of the sent , in MB. Note: This does not include any attachments. Attach Total The aggregate size of all of the attachments of the sent , in MB The total of the attachments and the body size. Received # The total number of received messages for that particular user. Text The aggregate size of all of the bodies of the received , in MB. Note: This does not include any attachments. Attach Total The aggregate size of all of the attachments of the received , in MB. The total size of the attachments and the body size. 5.5 Membership Report A Membership report consist of the following fields: Name of Role / Department / Partner Membership Group The name of the group (number of members, list of members names). Copyright MessageLabs

12 5.6 Policy Violations Report The Policy Violation report consists of the following fields: Policy Name The name of the acceptable use policy entry that was violated. None The number of messages that did not violate the policy entry.. Low Medium High Severe Total The number of messages that violated the policy entry that were at the low level of risk category. The number of messages that violated the policy entry that were at the medium level of risk category. The number of messages that violated the policy entry that were at the high level of risk category. The number of messages that violated the policy entry that were at the severe level of risk category. The number of messages that violated the policy entry. Note: As one message can violate several policy entries, the number of messages that violate each policy may not add up to the number of messages that failed. 5.7 Retention Policy Report The Retention Policy report consists of the following fields: Retention Policy Entry The retention policy entry that the falls under. # Mail Messages The number of messages that fall under the policy. Proportion of Messages The proportion of the messages that fall under the policy as a percentage of the total number of messages. Copyright MessageLabs

13 5.8 Risk Report A Risk report consists of the following fields: Passed None The number of messages (and as a percentage of total ) that passed for the day or month and that had no risk. Failed Low Medium High Severe The number of messages (and as a percentage of total ) that failed for the day or month and that were at the low level of risk category. The number of messages (and as a percentage of total ) that failed for the day or month and that were at the medium level of risk category. The number of messages (and as a percentage of total ) that failed for the day or month and that were at the high level of risk category. The number of messages (and as a percentage of total ) that failed for the day or month and that were at the severe level of risk category. 5.9 Stubbing Activity Report The Stubbing Activity report is an overview of the stubbing process itself, illustrating how long it took to stub all appropriate messages in all mailboxes. It also shows the status of the current stubbing round. A Stubbing Activity report consists of several components: At the top is shown the details of the current round, indicating the number of mailboxes at each stage of that round, including mailboxes whose stubbing is not started and those for which it is complete. This area also shows a visual representation of the proportions of the total mailboxes eligible for stubbing that are in each stage. If more than one stubbing round overlaps the reporting interval, the report also shows a line graph showing the comparative stubbing process length of each round. If more than one stubbing round overlaps the reporting interval, the report also shows a table with the following fields: Round Mailboxes Started/Finished Processing Time Size Reduction The number of the stubbing round. The number of mailboxes processed during that round. The date and time the round began and finished. The total processing time of the round. The amount of storage space reduced as a result of the stubbing process during the round. The By Day tab shows the number of messages processed on a given day, the By Month tab shows the number of messages processed during a given month. Copyright MessageLabs

14 5.10 Supervision Activity Report A Supervision Activity report consists of the following fields: Passed Failed Escalated Closed Deferred Ignored The number of messages (and as a percentage of processed ) that were passed for the day or month. The number of messages (and as a percentage of processed ) that failed for the day or month. The number of messages (and as a percentage of processed ) that were escalated for the day or month. The number of messages that were closed, indicating remedial action has been taken. The number of messages that were deferred for processing for the day or month. The number of messages that were removed from the review queue without being processed for the day or month Supervision History Report A Supervision History report consists of the following fields: From To Subject Review State The person (and address) that sent the message. The people (and their addresses) that received the message. The subject line of the message. The current review state (Passed, Failed, Escalated, Deferred, Unreviewed or Ignored). Review History Event Date Reviewer Event Type Comments The date/time the message was reviewed. The name of the person that reviewed the message. The type of event performed (pass, fail, escalate, defer or ignore) and any related policy violations that were identified. Comments entered by the reviewer when they performed the review. Copyright MessageLabs

15 5.12 Supervision Summary Report The Supervision Summary report consists of the following fields: Month The month during which messages were processed. Archived Selected Passed Failed The number of messages that were selected for review, as well as the percentage that the reviewed number was of the total . The number of messages that were passed. The number of messages that were failed. Copyright MessageLabs

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