Email Archiving Service Reports Guide This guide is for Compliance and IT administrators reporting on the Email Archiving service. Service Version: ArchivingP_3.5 2009-07-31
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Table of Contents 1 Preface 2 1.1 About this Guide 2 1.2 Prerequisite Knowledge 2 1.3 Other Sources of Information 2 1.4 Contacting Support 2 2 Introduction 3 2.1 MessageLabs Email Archiving Service Overview 3 2.2 Accessing MessageLabs Email Archiving Service 3 3 Available Reports 4 4 Running Reports 6 5 Report s 7 5.1 Archive Size Report 7 5.2 Disposition History Report 7 5.3 Email Activity Report 8 5.4 Email User Activity Report 9 5.5 Membership Report 9 5.6 Policy Violations Report 10 5.7 Retention Policy Report 10 5.8 Risk Report 11 5.9 Stubbing Activity Report 11 5.10 Supervision Activity Report 12 5.11 Supervision History Report 12 5.12 Supervision Summary Report 13 Copyright MessageLabs 2009 i
1 Preface 1.1 About this Guide This guide explains the reports available in MessageLabs Email 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 Email Archiving Service web user interface. 1.3 Other Sources of Information This guide covers procedural information for MessageLabs Email Archiving Service reports. For other information, see: Online Help: Every screen in the MessageLabs Email 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 2009 2
2 Introduction 2.1 MessageLabs Email Archiving Service Overview MessageLabs Email Archiving Service provides a complete message archiving solution that can protect your organization from legal liabilities and regulatory risks while improving email storage management and end-user productivity. Its easy-to-implement, easy-to-use web interface offers fully secure email archiving with robust search and discovery, supervision and enforcement features. MessageLabs Email 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 email inbox or exported to an Outlook data file. MessageLabs Email 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 email 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 email Note: Supervision and stubbing functions are optional and may not be available to all users. 2.2 Accessing MessageLabs Email Archiving Service Note: MessageLabs Email Archiving Service works with Internet Explorer 6 and higher on the PC. You must have JavaScript enabled to access MessageLabs Email 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 https://www.mycompany.com/exchange, you would enter https://mail.mycompany.com/archive. 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 Email Archiving Service interface opens, with the Menu on the left and the Home screen on the right. Note: User names and passwords for MessageLabs Email 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 Email 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 2009 3
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 Email Activity Email User Activity Stubbing Activity Supervision Summary Supervision Activity Policy Violations Supervision History Risk Retention Policy Policy Versions Statistical overview of the email that has been archived for a specific day or a specific month. Shows the total number of email messages and the aggregate total size of the text of the messages. Statistical overview of the email that has been archived for a specific day or specific month. Shows the total number of email 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 email that has been sent and received by each user or group of users (roles or departments). Shows the total number of email 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 email processed by a reviewer. Useful for annual reviews and for determining appropriate workloads for your supervisors. Statistical overview of the email 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 email by level of risk category. This provides an overall ranking of the risk your company is taking through email. By comparing monthly reports you can observe if your staff needs further training in your email protocols. Number of email 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 email was deleted under the old regulations, you may have to explain the circumstances under which the email was deleted. Copyright MessageLabs 2009 4
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 2009 5
4 Running Reports To access the MessageLabs Email Archiving Service interface: Note: MessageLabs Email Archiving Service works with Internet Explorer 6 and higher on the PC. You must have JavaScript enabled to access MessageLabs Email 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 Email Archiving Service interface opens, with the Menu on the left and the Home screen on the right. Note: User names and passwords for MessageLabs Email 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 Email 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 Email 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 2009 6
5 Report s 5.1 Archive Size Report The Archive Size report is a statistical overview of the email that has been archived for a specific day or a specific month. It shows the total number of email 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. # Email The total number of email messages for that particular day or month. Body Size The aggregate size of all of the bodies of the email, 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 email, in MB. The total of the attachments and the body size. The number in the total size field divided by the number of email 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 2009 7
5.3 Email Activity Report An Email Activity report consists of the following fields: Day/Month The day or month that the figures apply to. Email Sent Internally # Email The total number of email 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 email, in MB. The total size of the attachments and the body size. Email Sent Outbound to the Internet # Email The total number of email 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 email, in MB. The total of the attachments and the body size. Email Received Inbound from the Internet # Email The total number of email messages received from an external party. Attach Total Note: The aggregate size of all of the attachments of the inbound email in MB. The total of the attachments and the body size. MessageLabs Email 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 2009 8
5.4 Email 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 email sent and received by users who were members of the role or department at the time the report was generated. An Email User Activity report consists of the following fields: Role/Department/User The role, department or user the figures apply to. Email Sent # Email The total number of sent email messages for that particular user. Text The aggregate size of all of the bodies of the sent email, in MB. Note: This does not include any attachments. Attach Total The aggregate size of all of the attachments of the sent email, in MB The total of the attachments and the body size. Email Received # Email The total number of received email messages for that particular user. Text The aggregate size of all of the bodies of the received email, in MB. Note: This does not include any attachments. Attach Total The aggregate size of all of the attachments of the received email, 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 2009 9
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 email messages that did not violate the policy entry.. Low Medium High Severe Total The number of email messages that violated the policy entry that were at the low level of risk category. The number of email messages that violated the policy entry that were at the medium level of risk category. The number of email messages that violated the policy entry that were at the high level of risk category. The number of email messages that violated the policy entry that were at the severe level of risk category. The number of email 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 email falls under. # Mail Messages The number of email messages that fall under the policy. Proportion of Email Messages The proportion of the email messages that fall under the policy as a percentage of the total number of email messages. Copyright MessageLabs 2009 10
5.8 Risk Report A Risk report consists of the following fields: Passed None The number of email messages (and as a percentage of total email) that passed for the day or month and that had no risk. Failed Low Medium High Severe The number of email messages (and as a percentage of total email) that failed for the day or month and that were at the low level of risk category. The number of email messages (and as a percentage of total email) that failed for the day or month and that were at the medium level of risk category. The number of email messages (and as a percentage of total email) that failed for the day or month and that were at the high level of risk category. The number of email messages (and as a percentage of total email) 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 2009 11
5.10 Supervision Activity Report A Supervision Activity report consists of the following fields: Passed Failed Escalated Closed Deferred Ignored The number of email messages (and as a percentage of processed email) that were passed for the day or month. The number of messages (and as a percentage of processed email) that failed for the day or month. The number of email messages (and as a percentage of processed email) 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. 5.11 Supervision History Report A Supervision History report consists of the following fields: From To Subject Review State The person (and email address) that sent the message. The people (and their email 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 2009 12
5.12 Supervision Summary Report The Supervision Summary report consists of the following fields: Month The month during which email messages were processed. Email Archived Email Selected Passed Failed The number of email messages that were selected for review, as well as the percentage that the reviewed number was of the total email. The number of email messages that were passed. The number of email messages that were failed. Copyright MessageLabs 2009 13
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