Intermedia offers two types of email archiving services:
- Basic archiving (MessageMirror®): Allows you to back up all messages sent and received by Exchange users. A user who has certain access permissions can always access the archive mailbox to view or delete messages from the archive. Please read more about this service in the following articles:
For Exchange users: MessageMirror In Exchange
Compliant Email Archiving: 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:
- 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:
- Navigate to HostPilot® Control Panel > Services > Archiving.
- Click Next button.
- Select the preferred option and click Next
- Check the box if Data ingestion is required and select the necessary settings.
After that, click Next
- Click Finish
Read the Knowledge Base article on Email Archiving: Getting Started for more information.
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.
To enable compliant archiving provided by another provider on your account:
- You must first sign a separate agreement with your preferred partner.
- Once you have an account with the selected company, navigate to HostPilot > Services > Compliance > Third Party Archiving Enablement.
- Click the Enable 3rd Party Archiving button..
- 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 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 ditribution 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 archive.
Important: starting August 20, 2018 a retention policy of 30 days will be applied to all Default Compliant Archive mailboxes. This means that the data will be stored in the mailbox for 30 days only to prevent it from growing and causing performance issues. Please make sure that your third-party archiving provider is regularly pulling the data to prevent any data loss.