FAQ

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Arcserve UDP Archiving FAQ

UDP Archiving Setup

How long does it take to set up UDP Archiving?

• Download the Virtual Appliance and install in 30 minutes. Then configure the mail server with journaling or

forwarding to connect to the archive.

What email systems are supported?

• We support nearly all mail servers such as Microsoft Exchange, O365, Google Gsuite, Zimbra, Notes/

Domino, Postfix and many more.

How is the connection to an email server established?

• We set up journaling rules to collect all inbound, outbound and internal messages as they hit the email

server. This is done using Secure SMTP over TLS.

What happens if the network goes down?

• There is a handshake between the mail server and archive. If the network goes down, mail will queue on the

mail server until the network is back up.

Is it possible to secure the archive with HTTPS/SSL?

• Yes, a SSL certificate can be put in place.

Does Arcserve UDP Archiving use Full-Text Indexing?

• Yes, all messages, and attachment are indexed to make them searchable records

How is the VM configured?

• Download the file which is a virtual appliance containing the operating system, database and UDP Archiving

software in one package.

• It launches with 8GB RAM, 4 CPU cores and 100GB of storage.

Larger customers can then return to the VM console and adjust settings for CPU/RAM and add storage as defined

above

What languages are supported

• English, German, French, Italian, Japanese, Spanish, Portuguese, Chinese (Simplified & Traditional).

• Each user can select their own preferred language.

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Can multiple mail servers be attached?

• Yes, many mail servers can be directed to send messages to the same archive system which can be managed

for a single company or multiple companies using multi-tenancy.

How does licensing work?

• UDP Archiving is licensed per mailbox which sends messages.

• Sold in mailbox license packs: 50, 100, 500, 1000, 2500, 5000

• We don’t count email addresses associated with historical messages ingested. Only active mailboxes.

What Firewall Ports need to be open?

• HTTP (80), HTTPS (443)

• IMAP (143), IMAPS (993)

• POP (110), POPS (995)

• SMTP (25)

• TLS (587)

• SSL (465)

• SSH (22)

• LDAP (389)

• Customer can select the appropriate options. HTTP(s), SMTP, and TLS are required. Others are feature

specific.

Is there Encryption?

• Yes, every message is stored encrypted and only accessible through the secure UDP Archiving software

Historical Messages

Can historical messages be copied to the archive?

• Yes, we have a bulk import process for PST and EML files from the mail server, or existing archive. The

process is to export a copy from the current location to a network location and use our free tool to pull all of

the messages in.

Policy Management

Are there tools for backing up the system?

• Yes, UDP Backup can be used to backup the archive.

Is it possible to have multiple retention policies?

• Yes, based on domain, email address, subject line or attachment.

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Are there ways for our employees to access?

• Yes, through Outlook or web access. Also mobile enabled with responsive design to adjust to all screen sizes.

Is Active Directory (AD) or LDAP supported?

• Yes, we support sign on using AD and LDAP authentication for employee access. Auditors and Admins are

manually created for security. You can set up AD to archive all employee, specific employees or groups of

employees.

Can messages that aren’t corporate records be excluded?

• Yes, you can set exception policies to prevent non-records from being archived.

Can emails that are not records be prevented from being archived?

• Yes, using exception rules you can identify messages to not archive based on domain, email address (to or

from), or subject line

Are legal holds supported?

• Legal Holds is an important part of an archive system. For example, if you sent a retention policy to keep all

messages for 5 years and a litigation happens in year 4, it’s important to not destroy any evidence.

• A Legal Hold would be placed on each person involved in the lawsuit. The hold prevents emails from being

deleted at the end of their retention time.

• When a hold is released, they revert back to their normal disposition schedule.

• Spoliation is the legal term for the willful destruction of evidence during a litigation. The moment a litigation

is filed, the parties are not allowed to destroy potential evidence.

System Administration

What storage is recommended?

• We work with any storage available in the VM environment and attached to the virtual server.

• The customer should assess the frequency of accessing the system to determine drive speeds.

• For Employee access and many large searches, we recommend higher IOPS.

• If just occasional review of messages with no employee access, speeds can be much lower.

• Archiving is more write intensive.

• With virtualization, you can adjust CPU/RAM as needed.

How is storage expanded?

• Create a new virtual disk in your VM environment with new storage.

• Associate the new disk with the UDP Archiving virtual server.

• Login to UDP Archiving as the superadmin and go to the configuration page. Click on Add new disk. If visible

to the archive, the next step will be highlighted for a system check and then a final step will be highlighted to

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add the storage.

• If the disk does not initially appear, you may need to reboot the system which can be done from the

configuration page.

How does multi-tenancy work?

• A company can create different administrators and policies for each domain in the system.

• Example: Centralized IT for a town could treat the town gov, school system, and public safety separate.

• Also designed for an MSP.

• Think of it as support for multiple, distinct archives within one system.

Is disable purge supported?

• Yes, for customers who never want to delete any messages, they can disable purge from the superadmin

health page.

• Another option is to apply a Legal Hold on the domain for all messages.

• Both options bypass any retention periods set.

How do updates work?

• Updating to the latest version is a simple process. Click an icon to find the recent update, download and

install.

Searching and Legal Discovery

Is it possible to perform a legal discovery?

• Yes, you can provide an in-depth, advanced search to locate messages, tag the messages, add notes and

manage many simultaneous cases.

What formats are supported when exporting messages after a search?

• Messages are exported in zip files containing .eml messages.

• Messages can be exported as PDF files or directly printed.

What search criteria is supported?

• A full text index is created on the email header (to, from, date, subject line), message body and attachments.

• Advanced search tools provide in-depth searching of all header, body and attachment text with options to

use Boolean Connectors (AND, OR, NOT) wildcards and other functions.

• Results can be managed with tags, notes, and saved searches.

• Results can be exported as message files, converted to PDF or printed.

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How do tags work when searching?

• A tag is a way of grouping messages together. For example, if you run an advanced search you can create a

tag name, review the messages and tag the ones which are relevant. At any time, you can pull up your

tagged messages for further review or production by exporting them, converting to PDF or printing.

• Tagging is a standard legal discovery process to identify and group relevant/related messages.

How do notes work?

• Notes give the Auditor (or employee) the ability to apply a note to a message. For example, if you were

performing a legal search, you would perform the search, find the results and review each message. You

would then add notes as to why the message is important to the case or why you are discarding it.

Can a search be saved?

• Yes, both basic and advanced searches can be saved.

Is there a case limit that can be managed?

• No, an Auditor can manage many legal searches at one time.

Can messages be viewed in-line?

• Yes, messages can be viewed in-line or full screen.

Is there a limit to the number of messages I can download?

• Unlike many systems, there is no limit. For larger searches, multiple zip files are created which can be

downloaded.

Does the system perform an audit trail?

• Yes, all activities are recorded including user access, exports, performed searches and more.

Security and Privacy

How do updates work?

• Updating to the latest version is a simple process. Click an icon to find the recent update, download and

install.

What security and privacy features exist?

• All emails are stored encrypted.

• Access to email records is limited to designated Auditors and not system admins which is what most

competitors have.

• The system can be secured with SSL. Data can transfer via TLS.

• An Admin can restrict port access to specific IP addresses.

• NAT (Network Address Translation) can be used to manage public/private IP Addresses.

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• Audit trail on all activity.

• Employees if granted access, can only view their own emails or assigned group emails.

Is Network Address Translation (NAT) supported?

• Network Address Translation is supported. A customer can configure the archive using an internal IP address

and use NAT to map it to an external IP address.

Can a static IP Address be used?

• Yes, at any time you can login as udp_admin (root/command line user) and assign a static IP by typing sudo

setbox and follow the prompts.

Access Management

What access rights are in place?

• Superadmin – manages the infrastructure, initial setup of profiles, domains and administrators as well as

security, licensing and updates. Superadmin has no access to email records.

• Admin – is assigned to profiles by the superadmin to manage polices (retention, exception, legal holds) and

user access for Auditors and Employees. Employees can be configured to use Active Directory. Admins have

no access to email records.

• Auditor – assigned by the Admin and has access to all records, can perform simple and advanced searches

and manage all data requests.

• Employee – Not all customers will want employees to access the archive. Many will just want it for

compliance. If access is granted employees can use a web interface or Outlook plugin to access the system.

They can only see their own messages and assigned group messages.

Is there Group management?

• Yes, an admin sets up groups in the archive. There is a Group Name assigned, Group Managers and

Members. Anyone assigned as a manager, can toggle to assigned Group Names and see all messages from

the group members when logged in as an Employee.

Could a Manager access former employee email records?

• Using Group Management, if an employee leaves the company a manager can be assigned access to their

email records.

Could multiple employees access group email records?

• Yes, for example, a company may get sales leads to a specific email address. The sales team could all have

access to the messages.

Employee Access via Outlook Plugin

In Outlook plugin is there a message limit?

• Yes, we limit the results to 1,000 messages.

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• Employees are typically going to the archive to find specific messages and not to download all of the

content. A 1,000-message limit is far more than should be needed. The Employee has many search criteria

available to limit the scope of their searches and reduce the results.

How does the Outlook plugin work?

• It is downloaded by the employee and a wizard will install it. Once installed an icon will appear in the Ribbon

add-ins section.

• Employees can click the icon and search the archive, find results and import them into an Outlook folder

named UDP Archiving.

• For first time use they need to enter the UDP Archiving address and their username and password which if

configured can be their Active Directory credentials.

Is there Mobile Access?

• UDP Archiving uses a modern Responsive UI design. This allows the interface to display properly on all

devices and screen sizes including any mobile device.

General Questions

High Availability and backup?

• We recommend protecting the archive. Customers can use Arcserve UDP Backup.

• For HA, it’s possible to have 2 journaling rules from a mail server writing to 2 UDP Archiving devices. Today,

we don’t have HA from one archive to the other and auto-routing to one in a failover.

• Keep in mind, that email still exists on the mail server. If there is a failure in the archive all recent messages

are still accessible. Also, mail will queue up on the mail server and process to the archive once its up again.

Ingest speed?

• New mail is processed to the archive from the mail server through journaling or forwarding of messages over

SMTP port 25.

• Historical messages are locally imported to an intake folder which supports high-speed bulk importing.

• We have imported over 1M messages in a day. However, like all IT systems data flow is based on

network/internet speeds, CPU, RAM, Indexing and storage speeds.

• Our virtual software design allows for flexibility. A customer can increase CPU, RAM and even direct the

storage to any attached storage for the archive.

• For high volume customers, we can discuss best practices

Are BCC and distribution groups captured?

• Yes, as long as the mail server is configured to expand the groups and bcc. All new systems do this, but older

exchange servers (2007, 2010), required you to select envelope journaling.

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What is Import vs. Migration?

• For smaller customers we offer import over POP or IMAP. This connects to their current mailbox and collects

all historical messages. Similar to connecting your mobile device to your email account.

• For larger customers, they would export a copy of all messages on the mail server, and using our migration

feature, perform a bulk import of the PST or EML files.

Is stubbing supported?

• Stubbing is an older technology, but still used in some different types of archiving systems.

• It replaces every email in Exchange with a hyperlink (stub) to the message which is in the archive.

• There are issues with broken stubs, problems when offline, upgrade and migration challenges and limited

searching since employees can only search on the stub text and not the full message or attachment.

• Our Outlook plugin accomplishes the same and more for employees.

• Click an icon and search.

• Search includes email addresses, subject line, the full body text, and attachments.

• Employees can quickly and easily retrieve any messages back to an Outlook folder.

Is GDPR supported?

• Yes, we provide customers with the tools to comply with GDPR. All emails are encrypted, only designated

Auditors can review email records and Auditors can search and find any records using advanced search and

produce them as needed.

Typical Customer Scenario

I. Install UDP Archiving.

II. Setup a Domain name for the archive and add an SSL Certificate for security.

III. Set policies for message retention, exceptions and legal holds.

IV. Add users.

a) An Admin to manage emails associated with one or more domains.

b) An Auditor to perform and manage company-wide searches on all email records.

c) Employees to access their own messages (only some will do this).

d) Setup LDAP/AD (Active Directory) for access.

V. Create a Journaling or forwarding rule on all new emails from the mail server to the archive. Stop any rules

going to existing archives.

VI. Bring over historical emails (not all customers will bring over historical messages).

VII. Export a copy from the mail server and bulk import using the migration feature.

VIII. Export from an existing archive and bulk import using the migration feature.

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Copyright © 2017 Arcserve (USA), LLC and its affiliates and subsidiaries. All rights reserved. All trademarks, trade names, service marks and logos referenced herein belong to their respective owners. This document is for your informational purposes only. Arcserve assumes no responsibility for the accuracy or completeness of the information. To the extent permitted by applicable law, Arcserve provides this document “as is” without warranty of any kind, including, without limitation, any implied warranties of merchantability, fitn ess for a particular purpose, or non-infringement. In no event will Arcserve be liable for any loss or damage, direct or indirect, from the use of this document, including, without limitation, lost profits, business interruption, goodwill or lost data, even if Arcserve is expressly advi sed in advance of the possibility of such damage.

IX. Now, they are prepared and ready for any record searches!

X. Reduce messages on the mail server.

XI. Once all emails are in the archive, and employees have access, they can set rules such as keeping only 1 year of messages in the archive or reducing mailbox sizes.

O365 Archiving Limitations

When a customer is considering Office 365 Archiving, consider the following limitations:

It’s a great email platform, but wasn’t designed from the ground up as an email archiving solution to protect an organization.

Rules can be set to archive messages after a number of days, which can leave a records gap if messages are deleted.

Admins have access to all employee records (we restrict access to authorized Auditors).

You need an E3 or high license which is a high monthly cost to add Archiving. UDP Archiving is a fraction on the cost, even if they deploy it in AWS or Azure which is where O365 is hosted.

It’s not an “accountable” system to meet compliance regulations.

It does not scale and requires separate archives when you reach a volume of messages with no ability to search across the archive.

No real records management, legal search, file encryption and other features for security and privacy management.

Migrating to O365 is expensive and time consuming if there is a lot of data. We recommend only migrating 1 year of mail and use UDP Archiving for all email records historical and future.

Smaller footprint on O365.

More features on UDP Archiving.

More control of vital email records.

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