Enterprise Vault™ Administrator's Guide

Last Published:
Product(s): Enterprise Vault (12.3)
  1. About this guide
    1.  
      Required knowledge
    2. Where to get more information about Enterprise Vault
      1.  
        Enterprise Vault training modules
  2. Managing administrator security
    1.  
      About administrator security
    2. Roles-based administration
      1.  
        About the predefined roles
      2.  
        Roles and the Enterprise Vault Administration Console
      3.  
        Roles-based administration (RBA) and the classification feature
      4.  
        Roles and Enterprise Vault Operations Manager
      5.  
        Roles and Enterprise Vault Reporting
      6. Working with predefined RBA roles
        1.  
          Listing RBA roles
        2.  
          Listing an RBA role's members
        3.  
          Managing RBA role membership
      7. Customizing RBA roles
        1.  
          Downloading the RBA store
        2.  
          Editing the RBA store
        3.  
          Uploading the RBA store
      8.  
        Determining your current role entitlements
      9.  
        Resetting all roles and assignments
    3.  
      Using permissions to control access
    4.  
      Changing the Vault Service account
  3. Day-to-day administration
    1.  
      Monitoring the system status
    2.  
      Monitoring application logs
    3. About Exchange mailbox archiving reports
      1.  
        Configuring Exchange mailbox archiving reports
      2. Using Exchange mailbox archiving reports
        1.  
          Using the Exchange mailbox archiving reports web page
        2.  
          Using the Exchange mailbox archiving reports on the Enterprise Vault server
      3.  
        Getting more information
    4.  
      Monitoring MSMQ queues
    5. About starting or stopping tasks or services
      1.  
        Starting or stopping tasks
      2.  
        Starting or stopping services
    6.  
      Checking logs with the Windows Event Viewer
    7. Monitoring journal mailboxes
      1.  
        Use the default ANSI codepage (ACP codepage)
    8. About monitoring disks
      1. Checking disk space for vault stores
        1.  
          How the Admin service monitors disk space
        2.  
          Modifying the Admin service
      2.  
        Disk space and indexes
    9. About maintaining the SQL databases
      1.  
        Vault store database maintenance
      2.  
        Directory database maintenance
      3.  
        Fingerprint database maintenance
      4.  
        Monitoring database maintenance
      5.  
        FSA Reporting database maintenance
    10. Using SQL AlwaysOn availability groups
      1.  
        PowerShell cmdlets for use when implementing SQL AlwaysOn availability groups
      2. Implementing SQL AlwaysOn availability groups
        1.  
          Stopping Enterprise Vault services
        2.  
          Deploying a SQL AlwaysOn availability group
        3.  
          Finding the existing database configuration using Get-EVDatabaseDetail
        4.  
          Reconfiguring Enterprise Vault using Set-EVDatabaseDetail
        5.  
          Starting Enterprise Vault services
    11. About managing vault store groups and sharing
      1.  
        Viewing the status of the vault stores in a vault store group
      2.  
        Changing the sharing level of a vault store
      3.  
        Moving a vault store to a different vault store group
      4.  
        Deleting a vault store group
      5.  
        Monitoring the fingerprint databases
      6.  
        Monitoring the archive space reduction due to single instance storage
    12. About managing safety copies
      1.  
        Configuring the removal of Enterprise Vault safety copies
      2.  
        Checking that partitions have been backed up
    13. About managing partition rollover
      1.  
        Configuring partition rollover
      2.  
        Changing rollover order
      3.  
        Forcing partition rollover
    14.  
      Recovering deleted items
    15. About expiry and deletion
      1.  
        Setting up storage expiry
      2.  
        Setting up shortcut deletion
    16. Working with retention categories and retention plans
      1.  
        Creating a retention category
      2.  
        About retention plans
      3.  
        Creating retention plans
      4.  
        Applying retention plans to your Enterprise Vault archives
      5.  
        About the PowerShell cmdlets for working with retention plans
      6.  
        How retention plans affect storage expiry
      7. Setting up retention folders
        1.  
          Supplying alternative names of retention folders in multiple languages
        2.  
          Setting up retention folders using the Administration Console
        3. Creating an XML file to define the attributes of retention folders
          1.  
            Supplying localized folder names in the XML file
          2.  
            Importing the retention folder information in the XML file into retention plans
        4.  
          Points to note before you propagate retention folders with alternative language names
    17.  
      About maintaining provisioning groups
    18. Enabling archiving for new mailboxes
      1.  
        Checking for hidden mailboxes
    19.  
      About applying or removing legal holds on selected archives
    20. About moving archives
      1. How Move Archive works
        1.  
          How Compliance Accelerator and Discovery Accelerator affect Move Archive
        2.  
          Move Archive and indexing levels
        3.  
          Move Archive and user-deleted items
        4.  
          Move Archive and retention plans
      2. About moving mailbox archives within a site
        1.  
          Moving an active archive to a new archive
        2.  
          Moving an inactive archive to an active archive
        3.  
          Moving an active archive to an inactive archive
        4.  
          Moving other mailbox archives
      3. About moving mailbox archives between sites
        1.  
          Moving active archives between sites
        2.  
          Moving other mailbox archives between sites
      4.  
        About moving journal archives within a site
      5. About configuring Move Archive
        1.  
          Configuring the Move Archive task
        2.  
          Configuring task guardian service
        3.  
          Changing Move Archive's performance
      6. Running Move Archive
        1.  
          Selecting a destination site
        2.  
          Selecting a site
        3.  
          Selecting archives
        4.  
          Select destination
        5.  
          Selecting destination vault stores
        6.  
          Selecting billing accounts
        7.  
          Matching retention categories
        8.  
          Reviewing the archives you have chosen to move
        9.  
          Displaying the status page
      7. Monitoring Move Archive
        1.  
          Modifying move operations in the Move Archive Status page
        2.  
          Move Archive statuses
      8.  
        Deleting archives after Move Archive
      9.  
        Managing Move Archive operations with Failed and Error statuses
      10.  
        Move Archive reporting and monitoring
    21.  
      Deleting an archive
    22. PowerShell cmdlets for managing archives
      1.  
        Archiving cmdlets error handling
    23.  
      Deleting a vault store
    24.  
      Setting a system message
    25.  
      About index volumes
    26.  
      Moving the directory database
    27.  
      Moving a vault store database
    28.  
      Moving a fingerprint database
    29.  
      Moving the Monitoring database
    30.  
      Moving the auditing database
    31.  
      Changing the Vault Service account password
  4. Using Enterprise Vault for records management
    1.  
      Introducing records management
    2.  
      About records and non-records
    3.  
      How Enterprise Vault marks items as records
    4.  
      Setting up the required record types
    5. Setting the default record type for users
      1.  
        Creating the required retention categories
      2.  
        Associating the retention categories with retention plans
      3.  
        Applying the retention plans to the target users
    6.  
      Allowing users to change the record types of individual items
    7.  
      Using the classification feature for records management
    8.  
      Potential conflicts between EVPM and the classification feature
    9. Common configuration scenarios
      1.  
        Configuring users as Capstone officials and marking all their items as permanent records
      2.  
        Configuring users as Capstone officials but using classification to exclude certain items from the permanent record set
      3.  
        Configuring users as Capstone non-officials
    10. Searching archives for items marked as records
      1.  
        Using the advanced search facilities in Enterprise Vault Search to find records
      2.  
        Helping advanced search users to find records more easily
      3.  
        Customizing Enterprise Vault Search to show record types and IDs in the results pane
    11.  
      Viewing the records management settings for one or more archives
    12.  
      Exporting items from archives
  5. Automatically filtering events
    1. About filtering events
      1.  
        Events generated by event filtering
      2.  
        Configuring event filtering
      3.  
        Event filtering examples
  6. Managing indexes
    1. About the indexing wizards
      1.  
        About indexing tasks and subtasks
      2.  
        Configuring the deletion of indexing subtasks
      3. About the Upgrade wizard
        1.  
          Deletion of upgraded index volumes
      4.  
        About the Verify wizard
      5.  
        About the Synchronize wizard
      6. About the Rebuild wizard
        1.  
          Deletion of rebuilt index volumes
      7.  
        About the Change Location wizard
      8.  
        Using the indexing wizards
      9. Managing indexing tasks
        1.  
          Using the Monitor Indexing Tasks page
        2.  
          Using the Monitor Indexing Tasks page (subtask view)
        3.  
          Subtask statuses
        4.  
          Managing index upgrade and index rebuild tasks
        5.  
          Managing index verification tasks
        6.  
          Managing index synchronization tasks
        7.  
          Managing change location tasks
    2. Managing indexing exclusions
      1.  
        How indexing exclusions work
      2.  
        Managing indexing exclusions
    3.  
      Viewing details of index volumes
    4. About the indexing PowerShell cmdlets
      1.  
        Running the indexing PowerShell cmdlets
      2.  
        Using Get-IndexServerForIndexLocation
      3.  
        Using Set-IndexMetadataSyncLevel
  7. Advanced Domino mailbox and desktop policy settings
    1.  
      About the advanced policy settings for Domino mailbox and desktop policy
    2. Editing the advanced settings for Domino mailbox and desktop policy
      1.  
        How to apply the new settings for Domino mailbox and desktop policy
    3. Domino mailbox policy advanced settings
      1. Archiving General: Domino mailbox policy
        1.  
          Action for failed items (Domino Archiving General setting)
        2.  
          Archive draft items (Domino Archiving General setting)
        3.  
          Lookup e-mail addresses (Domino Archiving General setting)
        4.  
          Reset archive names (Domino Archiving General setting)
        5.  
          Strip attachments to non-shortcut items (Domino Archiving General setting)
    4. Domino desktop policy advanced settings
      1. Vault Cache: Domino desktop policy
        1.  
          Pause interval (Domino Vault Cache setting)
        2.  
          Preemptive archiving threshold (Domino Vault Cache setting)
  8. Advanced Exchange mailbox and desktop policy settings
    1.  
      About the advanced Exchange mailbox and desktop settings
    2. Editing the advanced Exchange mailbox and desktop settings
      1.  
        How to apply the new Exchange mailbox and desktop settings
    3. Exchange mailbox policy advanced settings
      1. Archiving General (Exchange mailbox policy advanced settings)
        1.  
          Archive deleted items (Exchange Archiving General setting)
        2.  
          Archive draft items (Exchange Archiving General setting)
        3.  
          Archive Exchange Managed Folders (Exchange Archiving General setting)
        4.  
          Archive naming convention (Exchange Archiving General setting)
        5.  
          Archive unexpired Calendar Events (Exchange Archiving General setting)
        6.  
          Code pages for right-to-left custom shortcuts (Exchange Archiving General setting)
        7.  
          Do not archive pending reminders (Exchange Archiving General setting)
        8.  
          Encode custom body using appropriate code pages (Exchange Archiving General setting)
        9.  
          Future item retention category (Exchange Archiving General setting)
        10.  
          Include default and anonymous permissions (Exchange Archiving General setting)
        11.  
          Inherited permissions (Exchange Archiving General setting)
        12.  
          Maximum message size to archive in MB (Exchange Archiving General setting)
        13.  
          Pending shortcut timeout (Exchange Archiving General setting)
        14.  
          Reset archive names (Exchange Archiving General setting)
        15.  
          Set failed messages 'Do Not Archive' (Exchange Archiving General setting)
        16.  
          Strip attachments to non-shortcut items (Exchange Archiving General setting)
        17.  
          Synchronize folder permissions (Exchange Archiving General setting)
        18.  
          Text direction indicator for custom shortcuts (Exchange Archiving General setting)
        19.  
          Valid Enterprise Vault site aliases (Exchange Archiving General setting)
        20.  
          Warn if default or anonymous permissions exist (Exchange Archiving General setting)
    4. Exchange desktop policy advanced settings
      1. Office Mail App (Exchange desktop policy advanced settings)
        1.  
          Availability (Exchange Office Mail App setting)
        2.  
          Behavior of Mail App Bar (Exchange Office Mail App setting)
        3.  
          Mode (Exchange Office Mail App setting)
      2. Outlook (Exchange desktop policy advanced settings)
        1.  
          Add server to intranet zone (Exchange Outlook setting)
        2.  
          Allow script in public folders (Exchange Outlook setting)
        3.  
          Allow script in shared folders (Exchange Outlook setting)
        4.  
          Allow shortcut copy (Exchange Outlook setting)
        5.  
          Alternative Web Application URL (Exchange Outlook setting)
        6.  
          Automatically delete IE file cache (Exchange Outlook setting)
        7.  
          Automatically re-enable Outlook add-in (Exchange Outlook setting)
        8.  
          Deploy forms locally (Exchange Outlook setting)
        9.  
          Display notifications (Exchange Outlook setting)
        10.  
          Display Office Apps on original items (Exchange Outlook setting)
        11.  
          Folder properties visible (Exchange Outlook setting)
        12.  
          Force form reload on error (Exchange Outlook setting)
        13.  
          Forward original item (Exchange Outlook setting)
        14.  
          Limit automatic re-enabling of add-in (Exchange Outlook setting)
        15.  
          Mailbox properties visible (Exchange Outlook setting)
        16.  
          Mark PST files (Exchange Outlook setting)
        17.  
          Message properties visible (Exchange Outlook setting)
        18.  
          Outlook Add-In behavior (Exchange Outlook setting)
        19.  
          Policy lookup locations (Exchange Outlook setting)
        20.  
          Preserve message class (Exchange Outlook setting)
        21.  
          Preserve message class (for content class) (Exchange Outlook setting)
        22.  
          Prevent disabling of Outlook Add-In (Exchange Outlook setting)
        23.  
          Printing behavior (Exchange Outlook setting)
        24.  
          PST Import pause interval (Exchange Outlook setting)
        25.  
          PST Import work check interval (Exchange Outlook setting)
        26.  
          PST search interval (Exchange Outlook setting)
        27.  
          Public Folder operations (Exchange Outlook setting)
        28.  
          Remove PST entries (Exchange Outlook setting)
        29.  
          Remove server from intranet zone (Exchange Outlook setting)
        30.  
          Reply behavior (Exchange Outlook setting)
        31.  
          RPC over HTTP restrictions (Exchange Outlook setting)
        32.  
          Search behavior (Exchange Outlook setting)
        33.  
          Shortcut download progress (Exchange Outlook setting)
        34.  
          Soft deletes (Exchange Outlook setting)
        35.  
          Use proxy settings (Exchange Outlook setting)
        36.  
          Web Application URL (Exchange Outlook setting)
      3. OWA versions before 2013 (Exchange desktop policy advanced settings)
        1.  
          Archive confirmation (Exchange OWA versions before 2013 setting)
        2.  
          Archive subfolders (Exchange OWA versions before 2013 setting)
        3.  
          Basic archive function (Exchange OWA versions before 2013 setting)
        4.  
          Basic restore function (Exchange OWA versions before 2013 setting)
        5.  
          Delete shortcut after restore (Exchange OWA versions before 2013 setting)
        6.  
          External Web Application URL (Exchange OWA versions before 2013 setting)
        7.  
          Forward mode (Exchange OWA versions before 2013 setting)
        8.  
          Location for restored items (Exchange OWA versions before 2013 setting)
        9.  
          Open mode (Exchange OWA versions before 2013 setting)
        10.  
          OWA 'Archive Policy' context menu option (Exchange OWA versions before 2013 setting)
        11.  
          Premium archive function (Exchange OWA versions before 2013 setting)
        12.  
          Premium restore function (Exchange OWA versions before 2013 setting)
        13.  
          Reply mode (Exchange OWA versions before 2013 setting)
        14.  
          'Reply To All' mode (Exchange OWA versions before 2013 setting)
        15.  
          Restore confirmation (Exchange OWA versions before 2013 setting)
        16.  
          'Search Vaults' in Basic OWA client (Exchange OWA versions before 2013 setting)
        17.  
          'Search Vaults' in Premium OWA client (Exchange OWA versions before 2013 setting)
        18.  
          View mode (Exchange OWA versions before 2013 setting)
        19.  
          Web Application alias (Exchange OWA versions before 2013 setting)
      4. Vault Cache (Exchange desktop policy advanced settings)
        1.  
          Download item age limit (Exchange Vault Cache setting)
        2.  
          Lock for download item age limit (Exchange Vault Cache setting)
        3.  
          Manual archive inserts (Exchange Vault Cache setting)
        4.  
          Offline store required (Exchange Vault Cache setting)
        5.  
          Pause interval (Exchange Vault Cache setting)
        6.  
          Per item sleep (Exchange Vault Cache setting)
        7.  
          Preemptive archiving in advance (Exchange Vault Cache setting)
        8.  
          Root folder (Exchange Vault Cache setting)
        9.  
          Root folder search path (Exchange Vault Cache setting)
        10.  
          Show Setup Wizard (Exchange Vault Cache setting)
        11.  
          Synchronize archive types (Exchange Vault Cache setting)
        12.  
          WDS search auto-enable (Exchange Vault Cache setting)
      5. Virtual Vault (Exchange desktop policy advanced settings)
        1.  
          Max archive requests per synchronization (Exchange Virtual Vault setting)
        2.  
          Max attempts to archive an item (Exchange Virtual Vault setting)
        3.  
          Max data archived per synchronization (Exchange Virtual Vault setting)
        4.  
          Max delete requests per synchronization (Exchange Virtual Vault setting)
        5.  
          Max item size to archive (Exchange Virtual Vault setting)
        6.  
          Max item updates per synchronization (Exchange Virtual Vault setting)
        7.  
          Max total size of contentless operations (Exchange Virtual Vault setting)
        8.  
          Max total size of items to archive (Exchange Virtual Vault setting)
        9.  
          Show content in Reading Pane (Exchange Virtual Vault setting)
        10.  
          Threshold number of items to trigger synchronization (Exchange Virtual Vault setting)
        11.  
          Threshold total size of items to trigger synchronization (Exchange Virtual Vault setting)
        12.  
          Users can archive items (Exchange Virtual Vault setting)
        13.  
          Users can copy items to another store (Exchange Virtual Vault setting)
        14.  
          Users can copy items within their archive (Exchange Virtual Vault setting)
        15.  
          Users can hard delete items (Exchange Virtual Vault setting)
        16.  
          Users can reorganize items (Exchange Virtual Vault setting)
  9. Advanced Exchange journal policy settings
    1.  
      Editing the advanced Exchange journal policy settings
    2. Archiving General (Exchange journal policy advanced settings)
      1.  
        ClearText copies of RMS Protected items (Exchange Archiving General setting)
      2.  
        Expand distribution lists (Exchange Archiving General setting)
      3.  
        Failed DL expansion behavior (Exchange Archiving General setting)
      4.  
        Inherited permissions (Exchange Archiving General setting)
      5.  
        Journal delay (Exchange Archiving General setting)
      6.  
        Maximum message size to archive in MB (Exchange Archiving General setting)
      7.  
        Pending shortcut timeout (Exchange Archiving General setting)
      8.  
        Queue Journal items (Exchange Archiving General setting)
      9.  
        Reset archive names (Exchange Archiving General setting)
      10.  
        Return failed items to inbox (Exchange Archiving General setting)
  10. Advanced Exchange public folder policy settings
    1.  
      Editing advanced Exchange public folder settings
    2. Archiving General (Exchange public folder policy advanced settings)
      1.  
        Archive unexpired Calendar Events (Exchange Archiving General setting)
      2.  
        Code pages for right-to-left custom shortcuts (Exchange Archiving General setting)
      3.  
        Do not archive pending reminders (Exchange Archiving General setting)
      4.  
        Inherited permissions (Exchange Archiving General setting)
      5.  
        Maximum message size to archive in MB (Exchange Archiving General setting)
      6.  
        Pending shortcut timeout (Exchange Archiving General setting)
      7.  
        Set failed messages 'Do Not Archive' (Exchange Archiving General setting)
      8.  
        Strip attachments to non-shortcut items (Exchange Archiving General setting)
  11. Advanced SMTP policy settings
    1.  
      Editing advanced SMTP policy settings
    2. Journal Reports settings
      1.  
        ClearText copies of RMS Protected items (Advanced SMTP policy setting)
      2.  
        Journal report processing (Advanced SMTP policy setting)
  12. Site properties advanced settings
    1.  
      About site properties advanced settings
    2. Editing site properties advanced settings
      1.  
        How to apply new settings for site properties
    3. Site properties advanced settings
      1. Content Conversion (site properties advanced settings)
        1.  
          File types excluded from conversion (site properties Content Conversion setting)
        2.  
          File types converted to text (site properties Content Conversion setting)
        3.  
          File types for Postscript conversion (site properties Content Conversion setting)
        4.  
          File types for OCR conversion (site properties Content Conversion setting)
        5.  
          File types for IFilter conversion (site properties Content Conversion setting)
        6.  
          Conversion timeout (site properties Content Conversion setting)
        7.  
          Conversion timeout for archive file types (site properties Content Conversion setting)
        8.  
          Include hidden text (site properties Content Conversion setting)
        9.  
          Include hidden spreadsheet data (site properties Content Conversion setting)
        10.  
          Show spreadsheet border (site properties Content Conversion setting)
        11.  
          Show metadata properties (site properties Content Conversion setting)
        12.  
          Maximum conversion size (site properties Content Conversion setting)
        13.  
          Include metadata properties (site properties Content Conversion setting)
        14.  
          OCR language (site properties Content Conversion setting)
        15.  
          OCR optimization (site properties Content Conversion setting)
        16.  
          Log conversion failure events (site properties Content Conversion setting)
        17.  
          Log fallback to text events (site properties Content Conversion setting)
        18.  
          Log conversion timeout events (site properties Content Conversion setting)
        19.  
          Log file type not recognized events (site properties Content Conversion setting)
        20.  
          Log maximum conversion size exceeded events (site properties Content Conversion setting)
        21.  
          OCR Conversion of embedded images (site properties Content Conversion setting)
        22.  
          File types for OCR conversion of embedded images (site properties Content Conversion setting)
        23.  
          OCR conversion of scanned pages (site properties Content Conversion setting)
      2. File System Archiving (site properties advanced settings)
        1.  
          Age-based retention of report (site properties File System Archiving setting)
        2.  
          Days to keep report (site properties File System Archiving setting)
        3.  
          Location of the report (site properties File System Archiving setting)
        4.  
          Maximum size of report for rollover (site properties File System Archiving setting)
        5.  
          Name of the folder shortcut file (site properties File System Archiving setting)
      3. IMAP (site properties advanced settings)
        1.  
          Folder limit (site properties IMAP setting)
        2.  
          Caching duration (site properties IMAP setting)
        3.  
          Caching duration when disk space is low (site properties IMAP setting)
        4.  
          Send Email Timeout (site properties IMAP setting)
      4. Indexing (site properties advanced settings)
        1.  
          Allowed index location characters (Site Properties Indexing setting)
        2.  
          Index Group server preference for mailboxes (Site Properties Indexing setting)
        3.  
          Maximum concurrent indexing tasks (Site Properties Indexing setting)
        4.  
          Maximum consecutive failed items (Site Properties Indexing setting)
        5.  
          Maximum update errors (Site Properties Indexing setting)
        6.  
          Search Cache Permissions (Site Properties Indexing setting)
        7.  
          Search Max Attempts When Engine Busy (Site Properties Indexing setting)
        8.  
          Search Max Folders For Specific Folder Optimization (Site Properties Indexing setting)
        9.  
          Search Specific Folder Optimization (Site Properties Indexing setting)
        10.  
          Search VSA Can Search All Archives (Site Properties Indexing setting)
        11.  
          Text limit for custom properties (Site Properties Indexing setting)
      5. Skype for Business (site properties advanced settings)
        1.  
          Include trusted application data
      6. SQL Server (site properties advanced settings)
        1.  
          SQL AlwaysOn checks (site properties SQL Server setting)
        2.  
          SQL server connection timeout (site properties SQL Server setting)
      7. SMTP (site properties advanced settings)
        1.  
          Delete messages without recipients or a matching target (Site Properties SMTP setting)
        2.  
          List of internal SMTP domains (Site Properties SMTP setting)
        3.  
          Log action when a message does not contain any archiving-enabled target (Site Properties SMTP setting)
        4.  
          Selective Journal Archiving (Site Properties SMTP setting)
      8. Storage (site properties advanced settings)
        1.  
          Additional StorageOnlineOpns instances (Site Properties Storage setting)
        2.  
          Maximum classification content size (Site Properties Storage setting)
        3.  
          Maximum expiry errors per archive (Site Properties Storage setting)
        4.  
          Transaction history (Site Properties Storage setting)
        5.  
          Update frequency for Information Classifier configuration file (Site Properties Storage setting)
  13. Computer properties advanced settings
    1.  
      About computer properties advanced settings
    2. Editing computer properties advanced settings
      1.  
        How to apply new settings for computer properties
    3. Computer properties advanced settings
      1. Agents (computer properties advanced settings)
        1.  
          Send compressed bytes (Computer Properties Agents setting)
      2. IMAP (computer properties advanced settings)
        1.  
          Generate transcripts (Computer Properties IMAP setting)
        2.  
          Maximum concurrent connections (Computer Properties IMAP setting)
        3.  
          Thread pool algorithm (Computer Properties IMAP setting)
        4.  
          Thread pool maximum size (Computer Properties IMAP setting)
      3. Indexing (computer properties advanced settings)
        1.  
          Create multiple Index Locations (Computer Properties Indexing setting)
        2.  
          Empty index volume deletion limit (Computer Properties Indexing setting)
        3.  
          Force Indexing Engine Shutdown (Computer Properties Indexing setting)
        4.  
          Frequency of checks for failed volumes (Computer Properties Indexing setting)
        5.  
          Frequency of checks for index volumes to process (Computer Properties Indexing setting)
        6.  
          Frequency of full checks for index volumes to process (Computer Properties Indexing setting)
        7.  
          Indexing Engine Query Service Port (Computer Properties Indexing setting)
        8.  
          Indexing Execution Timeout (Computer Properties Indexing setting)
        9.  
          Indexing Max Request Length (Computer Properties Indexing setting)
        10.  
          Indexing memory throttling threshold (Computer Properties Indexing setting)
        11.  
          Maximum child process shutdown time (Computer Properties Indexing setting)
        12.  
          Maximum child process startup time (Computer Properties Indexing setting)
        13.  
          Maximum concurrent indexing capacity (Computer Properties Indexing setting)
        14.  
          Maximum indexing application pool start time (Computer Properties Indexing setting)
        15.  
          Maximum indexing engine shutdown time (Computer Properties Indexing setting)
        16.  
          Maximum indexing engine startup time (Computer Properties Indexing setting)
        17.  
          Maximum item wait time (Computer Properties Indexing setting)
        18.  
          Maximum items in a file system index volume (Computer Properties Indexing setting)
        19.  
          Maximum items in a journal index volume (Computer Properties Indexing setting)
        20.  
          Maximum items in a mailbox index volume (Computer Properties Indexing setting)
        21.  
          Maximum items in a public folder index volume (Computer Properties Indexing setting)
        22.  
          Maximum items in a shared index volume (Computer Properties Indexing setting)
        23.  
          Maximum items in a SharePoint index volume (Computer Properties Indexing setting)
        24.  
          Maximum items in an index volume (Computer Properties Indexing setting)
        25.  
          Maximum items in an internet mail index volume (Computer Properties Indexing setting)
        26.  
          Search HTTP Service Path (Computer Properties Indexing setting)
        27.  
          Search HTTP Service Port (Computer Properties Indexing setting)
        28.  
          Search HTTP Service Requires SSL (Computer Properties Indexing setting)
        29.  
          Search Log Queries (Computer Properties Indexing setting)
        30.  
          Search Log Results (Computer Properties Indexing setting)
        31.  
          Search Logs Folder (Computer Properties Indexing setting)
        32.  
          Search Maximum Threads (Computer Properties Indexing setting)
        33.  
          Search Minimum Threads (Computer Properties Indexing setting)
        34.  
          Search Performance Counters Enabled (Computer Properties Indexing setting)
      4. Storage (computer properties advanced settings)
        1.  
          Compress savesets (Computer Properties Storage setting)
        2.  
          Keep classification files (Computer Properties Storage setting)
        3.  
          Maximum concurrent active connections (Computer Properties Storage setting)
        4.  
          Maximum vault stores for concurrent storage expiry processing (Computer Properties Storage setting)
        5.  
          Number of threads per vault store for storage expiry processing (Computer Properties Storage setting)
        6.  
          Threshold for number of queued items (Computer Properties Storage setting)
        7.  
          Threshold for remaining disk space (Computer Properties Storage setting)
  14. Task properties advanced settings
    1.  
      Editing task properties advanced settings
    2. Advanced SMTP Archiving task properties
      1.  
        Checkpoint interval for the SMTP Archiving task
      2.  
        Frequency to update SMTP Archiving task Summary Report
      3.  
        Maximum occurrences of unchanged checkpoints
  15. Advanced Personal Store Management properties
    1.  
      About the advanced Personal Store Management properties settings
    2.  
      Editing the advanced Personal Store Management properties settings
    3. PST Message Sampling (Personal Store Management properties advanced settings)
      1.  
        Change migration state percentage (Personal Store Management properties advanced settings)
      2.  
        Message type exclude list (Personal Store Management properties advanced settings)
  16. Classification policy advanced settings
    1.  
      Editing the classification policy advanced settings
    2. Classification Settings (Classification Policy advanced settings)
      1.  
        Retention category selection (Classification Policy setting)
  17. Managing the Storage queue
    1.  
      About the Storage queue
    2.  
      How the Storage queue keeps safety copies
    3.  
      Checking how many safety copies are on the Storage queue
    4.  
      Viewing or changing Advanced Storage settings
    5.  
      Changing the Storage queue location
    6.  
      Closing or opening a Storage queue location
  18. Automatic monitoring
    1.  
      About automatic monitoring
    2.  
      Monitoring in Site Properties
    3. About monitoring using Enterprise Vault Operations Manager
      1.  
        Accessing Operations Manager
    4. About monitoring using MOM
      1.  
        Installing MOM
      2. Configuring MOM
        1.  
          Optional MOM configuration
    5. About monitoring using SCOM
      1. Setting up SCOM monitoring for Enterprise Vault servers
        1.  
          Creating a Run As account
        2.  
          Assigning the Monitoring Application role to an account
        3.  
          Distributing the Run As account credentials
        4.  
          Importing the Enterprise Vault SCOM management pack
        5.  
          Associating the Run As account with the Run As profile
        6.  
          Enabling Agent Proxy for the installed agents
      2.  
        Using or removing an earlier SCOM management pack
      3.  
        Optional SCOM configuration
      4.  
        Points to note about SCOM monitoring
  19. Managing extension content providers
    1.  
      About extension content providers
    2.  
      Extension content provider properties
    3.  
      Assigning the Extension Content Provider Administrator role
    4.  
      Assigning the Extension Content Provider Application role
    5.  
      Enabling an extension content provider
    6.  
      Viewing the content provider reports
  20. Exporting archives
    1.  
      About the Export Archive wizard
    2. Importing (migrating) exported files
      1. PST configuration files and exported archives
        1.  
          Example PST configuration file with an exported archive
    3.  
      Starting the export with the Export Archive wizard
  21. Enterprise Vault message queues
    1.  
      Accessing Enterprise Vault message queues
    2.  
      MSMQ queue summary
    3. Exchange Mailbox task queues
      1.  
        Notes on the Exchange Mailbox task queues
    4. Exchange Journaling task queues
      1.  
        Notes on the Exchange Journaling task queues
    5. Exchange Public Folder task queues
      1.  
        Notes on the Exchange Public Folder task queues
    6. Retrieval queues
      1.  
        Notes on the retrieval queues
    7. Storage service queues
      1.  
        Notes on the Storage service queues
  22. Customizations and best practice
    1. Mailbox archiving strategies
      1.  
        About mailbox archiving strategies
      2.  
        Notes on archiving based on age
      3. Notes on archiving based on quota or age and quota
        1.  
          Recommendations for quota-based archiving
        2.  
          Notes on configuring archiving based on age and quota with a script
      4. Notes on archiving items from Exchange Server 2010 managed folders
        1.  
          Requirements for synchronized archiving from Exchange managed folders
        2.  
          Setting the system default filter on Exchange managed folders
        3.  
          Preventing synchronization with Exchange managed folders
      5.  
        Archiving items only if they have attachments
      6.  
        How to customize the Enterprise Vault settings for a journal mailbox
      7.  
        Disabling archiving for mailboxes
    2.  
      Public folder archiving best practice
    3. About performance tuning
      1.  
        Moving the Windows Temp folder
      2. Improving performance on Storage service computers
        1.  
          How to control content conversion
        2.  
          How to deal with items that stay a long time on the Archive Queue
        3.  
          How to exclude items from content conversion
  23. Failover in a building blocks configuration
    1.  
      About Enterprise Vault services in building blocks configurations
    2.  
      Extra requirements for building blocks
    3.  
      Updating service locations after failover
    4.  
      Additional actions after failover for FSA Archiving
    5.  
      Additional actions after failover for SMTP Archiving
    6.  
      Additional actions after failover for Skype for Business Archiving
  24. Appendix A. Ports used by Enterprise Vault
    1.  
      About the ports used by Enterprise Vault
    2.  
      Firewall settings for Enterprise Vault programs
  25. Appendix B. Useful SQL queries
    1.  
      About the SQL queries
  26. Appendix C. Troubleshooting
    1. Installation problems
      1. Enterprise Vault servers: installation problems
        1.  
          Problems when running the installation procedure
      2.  
        Desktop clients: installation problems
    2. Microsoft SQL Server problems
      1.  
        Error: ODBC SQL Server Driver Connection is Busy
      2.  
        Number of SQL Server licenses exceeded
      3.  
        How to reset passwords after moving an Enterprise Vault database
    3. Server problems
      1.  
        Fixing errors when opening MSMQ dead letter queue
    4. Client problems
      1.  
        MAPISVC.INF problems (client)
      2. Problems seen by Enterprise Vault users
        1.  
          Items can no longer be accessed from shortcuts: user problem
        2.  
          RPC server is unavailable, or call to the retrieval task failed: user problem
        3.  
          Out of date vault index data: user problem
        4.  
          Timeouts when restoring large baskets: user problem
        5.  
          PowerPoint conversions
    5. Problems enabling or processing mailboxes
      1.  
        Checking the Enterprise Vault system mailbox
    6. Problems with Vault Cache synchronization
      1.  
        Viewing the Vault Cache Diagnostics page
      2.  
        About Vault Cache Diagnostics
      3.  
        Advanced use of Vault Cache Diagnostics
      4.  
        Exporting results
      5.  
        Client synchronization status text
      6. Identifying and resolving Vault Cache issues on the Enterprise Vault server
        1.  
          Tracing Vault Cache server components
      7. Identifying and resolving Vault Cache issues on an end-user computer
        1.  
          Fixing issues caused by a corrupt MDC file
        2.  
          Fixing issues caused by a corrupt DatabaseList.ini file
        3.  
          Resetting Vault Cache on a client computer
        4.  
          Viewing the Enterprise Vault client log file
        5.  
          Performance tuning Vault Cache and Virtual Vault
      8.  
        Examining IIS log files
    7. Problems with Enterprise Vault components
      1. Troubleshooting: All tasks and services
        1.  
          Task or service fails to start: all tasks and services
        2.  
          Failed to create MAPI session: all tasks and services
        3.  
          Error creating or opening an MSMQ message: all tasks and services
        4.  
          User does not have access to an archive: all tasks and services
        5.  
          Tasks or services stop because of low system resources: all tasks and services
      2.  
        Troubleshooting: File System Archiving
      3. Troubleshooting: Directory service
        1.  
          Client problems: Directory service
        2.  
          Service problems: Directory service
        3.  
          SQL problems: Directory service
        4.  
          Security problems: Directory service
        5.  
          Setting tracing levels: Directory service
      4. Troubleshooting: Exchange archiving or Journaling tasks
        1.  
          Archiving fails completely: Exchange archiving or Journaling tasks
        2.  
          Archiving fails partially: Exchange archiving or Journaling tasks
        3.  
          Setting up cross-domain archiving: Exchange archiving or Journaling tasks
      5.  
        Troubleshooting: Restoring items
      6.  
        Troubleshooting: Indexing
      7. Troubleshooting: Storage service
        1.  
          Storage Service does not start: Storage service
        2.  
          Failing to create queues: Storage service
        3.  
          Failure to access queues: Storage service
        4.  
          Cannot create vault stores: Storage service
        5.  
          Cannot perform archive, restore, replay, online operations: Storage service
        6.  
          Cannot archive: Storage service
        7.  
          Exchange messages stay as Archive pending: Storage service
        8.  
          Messages are not restored: Storage service
        9.  
          Error creating a vault store: Storage service
      8. Troubleshooting: Shopping service
        1.  
          Common problems: Shopping service
        2.  
          Poor performance: Shopping service
        3.  
          Recovering lost disk space: Shopping service
        4.  
          Moving shopping data: Shopping service
      9. Troubleshooting: Web Access application
        1.  
          Users do not see the web page: Web Access application
        2.  
          Web Access application does not work: Web Access application
        3.  
          Other problems: Web Access application
      10.  
        Troubleshooting: Enterprise Vault Operations Manager and the Monitoring database
      11.  
        Troubleshooting: Enterprise Vault Reporting and FSA Reporting
      12.  
        Specific problems
      13.  
        Restoring items for users
    8. Techniques to aid troubleshooting
      1.  
        Veritas Quick Assist
      2.  
        Running on Demand: Run Now
      3.  
        Use the Exchange mailbox archiving reports
      4.  
        Moved Items report from the Exchange Mailbox task
      5.  
        Running DTrace from the Administration Console
      6.  
        Using the Deployment Scanner
      7.  
        Creating a mail message that contains the Outlook Add-In log
      8. How to modify registry settings
        1.  
          Changing the MSMQ timeout
        2.  
          Optimizing offline storage by sharing items
        3.  
          Controlling content conversions
        4.  
          Setting the maximum number of message recipients
    9. About moving an Indexing service
      1.  
        Notes on the Indexing data structure of the Vault Directory database
      2.  
        Moving the Indexing service
  27. Appendix D. Enterprise Vault accounts and permissions
    1.  
      About accounts and permissions

About records and non-records

In the Capstone approach to records management, a record is anything that documents government activities or that is used to conduct government business. Each record can be of two types: permanent or temporary. Items that do not meet the legal definition of a record are classed as non-records.

Permanent records

Permanent records are of historical value and worthy of long-term preservation in the U.S. National Archives. According to the Capstone guidelines, the following people are likely to send or receive items that are suitable for marking as permanent records:

  • Officials at the higher levels of federal agencies or component organizations.

  • Other staff members who regularly create or receive emails that are presumed to be of permanent value.

  • Anyone else who creates or receives emails of permanent value.

The U.S. National Archives recommends that agencies consult the United States Government Policy and Supporting Positions (Plum Book), U .S. Government Manual, and other sources when assigning permanent account status. In this chapter, the term "Capstone officials" refers to those people for whom it may be appropriate to mark their emails as permanent records.

To simplify the process of records management, Capstone recommends that every email in the accounts of such people is treated as a permanent record by default. However, Capstone acknowledges that certain emails may not be worthy of preservation. In these instances, the account users have the option to mark the emails as non-permanent.

The Capstone approach requires federal agencies to make periodic transfers of permanent records to the National Archives. Depending on the security classification of the records, the National Archives may then make them publicly available.

Temporary records

Temporary records may contain government or business information but are of limited value. A federal agency does not transfer such records to the National Archives but still needs to retain them for a set period of time, based on the agency's needs.

Capstone recommends that those people who are not high-level policy makers but who may send or receive emails that constitute records have all their emails marked as temporary records by default. Again, however, Capstone gives these people the option to mark certain emails as either permanent records or non-records.

In this chapter, the term "Capstone non-officials" refers to those people for whom it may be appropriate to mark their emails as temporary records.

Non-records

Non-records are items that do not contain any government or business information, such as personal emails and charitable solicitations. Those people who have their emails marked as permanent records or temporary records by default also have the option to mark individual emails as non-records, where appropriate.