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Email journaling

Email is by far the most important mode of Business Communication. Most of the businesses would simply come to a stand still if Email is banned from use. However, Email is also a source of Data Leakage in an Organization. Hence Companies need to implement processes to minimize the data leakage via Email. One such effective method of minimizing data leakage is Journaling. 


What is Email Journaling 

Simply put, for every mail which is received or sent by any user in an Organization, a copy is generated and mailed to a pre defined mail box. The access to this Journal  Mailbox is restricted.  One can define the users to be covered by Email Journaling. The best way is to cover all users . Democracy! 


How does Journaling differ from Archiving 

 Journaling is the ability to record email communications, in an organization  

Archiving refers to backing up the data, removing it from its native environment, and storing it elsewhere, therefore reducing the strain of data storage.


Journal Rules and scope

The following are key aspects of journal rules: 


  • Journal rule scope   Defines which messages are journaled by the Journaling agent. 
  • Journal recipient   Specifies the SMTP address of the recipient you want to journal. 
  • Journaling mailbox   Specifies one or more mailboxes used for collecting journal reports.



In Office 365, the maximum number of journal rules you can create is 10.



Journal rule scope 


You can use a journal rule to journal only internal messages, only external messages, or both. The following list describes these scopes: 


  • Internal messages only   Journal rules with the scope set to journal internal messages sent between the recipients inside your Exchange organization. 


  • External messages only   Journal rules with the scope set to journal external messages sent to recipients or received from senders outside your Exchange organization. 


  • All messages   Journal rules with the scope set to journal all messages that pass through your organization regardless of origin or destination. These include messages that may have already been processed by journal rules in the Internal and External scopes. 




Journal recipient 


You can implement targeted journaling rules by specifying the SMTP address of the recipient you want to journal. These recipients may be subject to regulatory requirements, or they may be involved in legal proceedings where email messages or other communications are collected as evidence. By targeting specific recipients or groups of recipients, you can easily configure a journaling environment that matches your organization's processes and meets regulatory and legal requirements. Targeting only the specific recipients that need to be journaled also minimizes storage and other costs associated with retention of large amounts of data.  


All messages sent to or from the journaling recipients you specify in a journaling rule are journaled. If you specify a distribution group as the journaling recipient, all messages sent to or from members of the distribution group are journaled. If you don't specify a journaling recipient, all messages sent to or from recipients that match the journal rule scope are journaled. 



Journaling mailbox 


The journaling mailbox is used to collect journal reports. How you configure the journaling mailbox depends on your organization's policies, regulatory requirements, and legal requirements. You can specify one journaling mailbox to collect messages for all the journal rules configured in the organization, or you can use different journaling mailboxes for different journal rules or sets of journal rules.  





You can't designate an Office 365 mailbox as a journaling mailbox for on-premises mailboxes. If you’re running a hybrid deployment with your mailboxes split between on-premises servers and Office 365, you can designate an on-premises mailbox as the journaling mailbox for your Office 365 and on-premises mailboxes.   



Usage Scenarios 

To meet an increasing number of regulatory and compliance requirements, many organizations must maintain records of communications that occur when employees perform daily business tasks.   

For e.g. corporate officers in some financial sectors may be held liable for the claims made by their employees to their customers. To verify that the claims are accurate, a corporate officer may set up a system where managers review some part of employee-to-client communications regularly 

Another usage is to have a backup of all Emails. Some Customers in fact do not take backup of individual users. They only backup Journal Mailbox.  



So how does one setup Email Journaling 

Here’s how you can  setup Journaling in your Company. First you create a group containing the members whose mails need to be journaled. The group name is All Users as seen below: 



Once the rule is enabled , then the magic begins. What you see below is the Distribution Group All Users whose members have been defined as per previous snapshot. 





Now you are good to go.  Given below is the snap shot of Outlook of a user 





The same mail has also been sent to Journal mailbox which has been created on which has also collected mails from other users: 



So by making use of Email journaling, Companies can ensure that Data Leakage via email is minimized.  



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