Google Apps does not provide a native journaling solution without upgrading to their e-discovery solution. However utilizing the Google Apps technologies, you can configure Google Apps Mail to submit a copy of all email to an external recipient, Intermedia Standalone Email Archiving solution.

This solution is not supported by Google Apps for the purposes of Journaling, and the solution is not warranted to be perfect, but may provide you with the desired results to help towards attaining compliance.

Pre-requisites:

  1. Access to the Google Apps control panel
  2. Google Apps user licence to act as the Journal Mailbox
  3. Access to an Intermedia Standalone Archiving account

Summary Steps:

  1. Create a new Organization - Intermedia Standalone Email Archiving
  2. Create a new mailbox, Intermedia Standalone Email Archiving (email: journal@yourcompany.com)
  3. Create new Receiving and Sending routing configurations
  4. Create and configure a new POP collector at Intermedia Standalone Archiving.
  5. Troubleshooting

Add an organizational unit

To customize settings for a group of users or devices, you must first create an organizational unit. After that, move users or devices into the unit. Then apply settings to the unit that you want them to have.Adding an organizational unit in Google Apps

  1. Sign in to the Google Admin console.
  2. Click Users or Device Management.
  3. If you clicked Device Management, click Devices next to Chrome management. Then select the organizational unit you want to add the suborganization to.
  4. If instead you clicked Users, click Filters to see your organizational units. Then hover over the organizational unit you want to add a suborganization to, and click the arrow that appears to the right.
  5. Click Add suborganization.
  6. Enter a name and description for the new organizational unit.
  7. Click Create organization. The new organizational unit appears as a child of the organizational unit you selected.

Create the journaling mailbox
Adding a mailbox

  1. Create new user/mailbox, for example: journal@mycompany.com. This will act as your journaling mailbox in the new Organization (Journaling Organization)
  2. Take note of the password that is set
  3. Log in to the newly created mailbox and go to Settings > Forwarding and POP/IMAP > POP Access
  4. Click the Enable POP checkbox to enable POP for this mailbox
  5. Ensure ‘Enable POP for all mail (even mail that has already been downloaded) is selected.
  6. Set When messages are accessed with POP Delete ‘company’ mail’s copy’.
    Configure POP
  7. Save the changes.

Create the Routing Rules

  1. In Google Apps Admin console navigate to Google Apps > Gmail > Advanced Settings.
  2. In the Organizations section, highlight your domain or the organizational unit for which you want to configure setting.
  3. Scroll down to the Receiving routing section
  4. Go to Receiving Routing and click Configure (learn more)
    Configure Receiving Routing
  5. Select messages to affect (Inbound and Internal).
  6. In Modify Message section scroll down to Also deliver to and specify the journaling mailbox address.
  7. Save the configuration.
  8. Go to Sending Routing, click Configure (learn more)
  9. Select messages to affect (Outbound and Internal)
  10. In Modify Message section scroll down to Also deliver to and specify the journaling mailbox address.
  11. Save the configuration.
  12. Click Save Settings to save the settings from the console
  13. You should see the following configuration summary:
    Receiving and Sending Routing

Archive Collector Setup

  1. Log on to the Intermedia Standalone Email Archiving as an Administrator
  2. Navigate to Admin, Select Collectors
  3. Select ‘Add POP3 Journal Mailbox Collector’
  4. Configure the collector:

    Server Information:
              Servername: Appropriate name for the collector
              Interval: Every 4 Hours
              IP/DNS: pop.gmail.com
              Port: 995
              Use SSL: checked

    Account:
              Username: Mailbox email address (journal@mycompany.com)
              Password: Apply Password

    Messages:
              Max Message Size:75 Mb

  5. Test Config: Ensure setting applied allow you to connect to the mailbox

The Archive collector will be set to collect from the mailbox, every 4 hours. Upon first creation, it could be upto 24 hours before items appear in the archive available to search against.

Test by means of message submission that emails are being copied to the new journal mailbox. Test using multiple different recipient/sender combinations, internal and external.
Example:
Internal: To, To & CC, To & Bcc, To & CC & BCC
Internal to external: To, To & CC, To & Bcc, To & CC & BCC
Internal to external & Internal combinations: To, To & CC, To & Bcc, To & CC & BCC
External to Internal: To, To & CC, To & Bcc, To & CC & BCC
External to External & Internal combinations: To, To & CC, To & Bcc, To & CC & BCC

Troubleshooting
If, after configuring the POP3 Collector on the Intermedia Standalone Email Archiving and you have logged onto the the 'Journal Mailbox' to confirm that mail is definitely being copied to the journal mailbox, you may want to reset the the POP access options.  This event has occurred where the mailbox seems to have automatically defaulted to 'Enable POP for mail that arrives from now on' despite it showing as POP is enabled for all mail.

  1. Log in to the newly created mailbox and go to Settings > Forwarding and POP/IMAP > POP Access
  2. Click the Enable POP checkbox to enable POP for this mailbox (if not already set)
  3. Ensure ‘Enable POP for all mail' (even mail that has already been downloaded) is selected.
  4. Save the settings.
  5. Attempt to issue a collect now from the Intermedia Standalone Email Archiving Portal.

If still failing to collect all mail, except the most recently journaled mail:

  1. Log in to the newly created mailbox and go to Settings > Forwarding and POP/IMAP > POP Access
  2. Select Enable POP for mail that arrives from now on.
  3. Save the settings.
  4. Then set ‘Enable POP for all mail (even mail that has already been downloaded) is selected.
  5. Save the settings.
  6. Perform a collect now from the Intermedia Standalone Email Archiving Portal