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SecurExchange - > How To
Search Exchange Mailboxes and Public Folder for Content?
An Exchange mailbox content search can be initiated to identify any correspondence concerning a certain topic in response to a legal, financial or other action weeks or even months after they occur or to cleanup and remove sensitive information like credit card or account number data. Scanning of Exchange mailboxes compliments SecurExchange's real-time monitoring and active control of email thereby providing protection at the 4 critical points of email delivery (internal, outgoing, inbound, and "After the Fact"). Support for Recovery Storage Groups (RSG) is supported. A mailbox search involves the Exchange System Administrator quickly creating or activating a previous mailbox search definition.
When messages and their attachments are encountered in a user's mailboxes that meet the search criteria, any number of Smart Action Triggers can be invoked on the message. Smart Action Triggers for instance can copy the message to the Security Officer, copy or move to message to a public folder , archive the message to a SQL or ODBC database, or completely delete the message from the employee's or contractor's mailbox.
When invoking a mailbox content search, an existing Concept Policy item, or Nemx provided template such as credit card data (PCI), Social Security Numbers (SSN), account numbers, confidential material, harassing or inappropriate language may be used as the search criteria allowing analysis of the content of both the message and any attachments. Office documents such as Word (*.doc,*.rtf), Excel (*.xls,*.xlt), and PowerPoint (*.ppt) and Adobe PDF files (*.pdf) as well as archive files (*.zip) will be fully scanned. Mailbox scanning utilizes Nemx's Intelligent Content Analysis which uses natural language processing queries and techniques including dictionary, thesaurus and prefix/suffix, plural stripping methods, and regular expressions (to name a few) to ensure you find what you are looking for, something keyword and keyphrase based products can not do.
In this How To, we will copy all messages located in all user's mailboxes to a public folder for review as well a text based Audit Log will be created. The original messages will remain in the user's mailbox and subfolder after the search.
For other scenarios of SecurExchange see the following link.
Create the Smart Action Trigger:
If the Smart Action Trigger (SAT) that you wish to invoke on every message matching the search definition is not currently defined, then one will need to be created
On the Actions configuration tab, select Content and Spam Actions
Click Add
In the Name Field, enter a name for this Action, say "Search Mailboxes - Copy to Security Officer Folder"
In the Message Auxiliary area, enable the "Send Copy to" action, and hit the Copies button
Select the appropriate Address List type. For this example, select "Public Folders"
Set the Security Officer Public Folder and then the Add button.
Hit Ok to save the Send Copy recipients
In the Message Auxiliary area, enable the "Log Filter History" and hit the Options button
Enter the filename for the Audit Log (or select an SQL or ODBC DSN for database archiving recording)
Hit Ok to save the Audit Log location
Hit Ok to save the Smart Action Trigger
Create the Mailbox Search Definition:
For any mailbox search, a definition of what to scan or discover needs to be created along with the frequency in which the definition will periodically be run. Definitions once created will remain available for future mailbox searches.
In this How To we will create a new Mailbox Search Definition, which will be run once and will look for a existing "Confidential" policy concept in both the message text and within attachments.
On the Actions configuration tab, select Mailbox Content Search
Click Add
Enter a Description for this search definition
Set the Frequency of execution to "Run Once"
Select the Message Store Search Type. For this example select "Private Message Store" (user mailboxes)
Enable the Message Content Filtering option
In the Defaults Action list, select the previously created SAT, namely "Search Mailboxes - Copy to Security Office Folder"
Hit the Content Rules button
Hit Add to add a new content rule or existing Concept Policy
In the Message Content field enter "Confidential Concept" (existing Concept Builder Policy)
Select the Scan Format options as Message Body and Attachments
Select any specific options in terms of message direction (inbound/outbound/private/public)
Select any Include or Exclude Restrictions if required
Hit Okay to save the Search Mailbox Definition
Run the Mailbox Search Definition:
Once a mailbox search definition is created, it can be run at any point in time. As this definition is current set as Run Once, all that is required to start searching mailboxes is to enable the definition.
On the Actions configuration tab, select Mailbox Content Search
Select the previously created Mailbox Search Definition in the Schedule Definitions list
Select the "Active" checkbox.
Hit Ok
At this point, the Nemx SecurExchange service will start to run the definition. Status on the Mailbox Search definition can be viewed in real time by starting the Schedule Event Viewer.
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