Intermedia supports Compliant Email Archiving. It allows you to archive all messages in accordance with the legal documents listed in the next section of this article. If you subscribe to the Compliant Archiving service, you sign an agreement with an archiving provider. Your provider will access your archive mailbox. You may use Intermedia or another provider.

Why do companies need to subscribe to Compliant Email Archiving?

A number of recent legislative changes have brought about stricter rules on how companies must retain their email and electronic records. With the Sarbanes-Oxley Act and other SEC and NASD requirements, violators risk multi-million dollar fines or even jail time. The compliant archiving solution satisfies the following regulatory requirements for the proper handling of email:

  • Health Insurance Portability and Accountability Act (HIPAA)
  • Gramm-Leach-Bliley Act (GLBA)
  • Sarbanes-Oxley Act (SOX)
  • U.S. Securities and Exchange Commission (SEC)
  • Financial Industry Regulatory Authority (FINRA)
  • Federal Rules of Civil Procedure (FRCP)

Intermedia offers compliant archiving service called Email Archiving for hosted Exchange accounts. You may also enable compliant archiving with Intermedia  partner or any other provider.

How to enable Compliant Archiving:

Option 1 - Intermedia Email Archiving

Intermedia Email Archiving offers the preservation, protection and restoration features you need to safeguard intellectual property, assure compliance, and speed e-Discovery. It includes:

  • Complies with regulations including FRCP, SEC, GLBA, HIPPA, HITECH and SOC
  • 100% data capture across devices and platforms (including POP/IMAP accounts)
  • Encryption both in-transit and at-rest
  • Simple, flexible searching, filtering, tagging and recovery methods
  • Export options include PST, SF, EML, HTML, PDF and other formats
  • Unlimited storage and infinite scale
  • End-user access via My Services (accessible though the web or Outlook)

To enable Email Archiving provided by Intermedia on the account:

  1. Navigate to HostPilotĀ® Control Panel > Services > Archiving.
  2. Click Next button.
  3. Select the preferred option and click Next
  4. Check the box if Data ingestion is required and select the necessary settings.
    After that, click Next
  5. Click Finish

Read the Knowledge Base article on Email Archiving: Getting Started for more information.

Go back to top

Option 2 - Compliant Archiving provided by another provider

If you choose this option:

  • The password for the archive mailbox is sent ONLY to the account owner.
  • You will need to provide the Intermedia partner with all the necessary settings, and they will need to establish a connection to Intermedia servers.
  • Data starts being archived from the moment you enable Compliant Archiving. Please contact Compliant Archiving provider to discuss the possibility of archiving the old data.
  • With third-party archiving enabled, inbound messages to POP/IMAP mailboxes are not archived. This happens because the journal rule that performs archiving is part of the Exchange environment, and inbound messages to POP/IMAP mailboxes do not pass through Exchange servers. The outbound mail sent from POP/IMAP mailboxes is archived. In Intermedia environment the mail that is sent from POP/IMAP mailboxes is first being routed through Exchange servers and only then goes outside to the recipient. For customers that are actively using POP/IMAP mailboxes and need to remain in compliance, we would recommend using our Email Archiving service. It provides 100% data capture across all devices and platforms (including POP/IMAP accounts).

To enable compliant archiving provided by another provider on your account:

  1. You must first sign a separate agreement with your preferred partner.
  2. Once you have an account with the selected company, navigate to HostPilot > Services > Compliance > Third-Party Archiving Enablement.
  3. Click the Enable 3rd Party Archiving button.
  4. When the previous step is complete a default Compliant Archive mailbox is created on your account. A notification email, which contains the credentials for the archive mailbox and settings to connect to it, is sent to the administrator's email address.
    Note: Once the password for the archive mailbox is created, it is sent ONLY to the account owner. The only way to get the password in case of its loss would be to reset it. If you lose the password for the archive mailbox, please contact Support.

Then there are two possible scenarios:

  • Forward the information in the notification email to your archive provider. After the provider receives the information, they must connect to the Intermedia Exchange server via POP/IMAP to access the archive mailbox and then download and delete the content from the server. This way the archiving provider receives a copy of each message sent and received by all users on the account. The third-party company would need to use Port 993/SSL for secure IMAP connection, and Port 995/SSL for secure POP connection to the archive mailbox.
  • Your archive provider gives you the email address and specifies the type of connection to it. Contact support to provide that information and to set up the journaling rule to push all archive emails to the desired email address.

Archive item count

You may notice discrepancies in the number of items in an Exchange mailbox and Archive search results. For example, when a message is sent to a distribution list, it is delivered to all distribution list members as a separate message to each Exchange mailbox. However, only one message copy is delivered to the archive.

Important: a retention policy of 30 days is applied to all Default Compliant Archiving mailboxes. This is done to prevent the Compliant Archiving mailbox from growing and causing performance issues. The data should be stored with your third-party provider, so it should be regularly pulled / pushed from Intermedia Compliant Archiving mailbox. Please make sure that your third-party archiving provider is regularly receiving the data to prevent any data loss.

Go back to top