Saving outgoing email

[ink]

Is there a way to save all outgoing mail from a particular IMAP/SMTP user to another mailbox for examination? I've been asked to do this by managment for a particular user.

[florian]

puuhh, this touches data privacy issues - at least in my country I'm not sure if you were allowed to even think that way.

anyway, let's keep it on the technical level.

1. you could create a auto-forward, keep copy rule as a server side rule. this would work through either the web-based scalix rules wizard or the outlook-integrated scalix-rules-wizard. you can also use the sxaa script supplied in the admin_resource_kit subdirectory of your tarfile download. Note: The user will be able to see these rules himself in the clients.

2. there is an Archiving interface on the server that sends ALL email that passes through the system to another SMTP interface, another mailbox or through a program. check the admin guide for details. from that stream of messages you would be able to filter out the messages sent to the particular user.

hope this helps.
-- f.

[kali]

Hi Florian,

In this country - it is becoming a bigger and bigger issue. For example, virtually all financial companies MUST by law have an archive and review by compliance of all outgoing email sent by employees on the company email. It is not privacy because it is the company email system.

Applications such as MailScanner have incorporated that function (deliver a copy of all mail to a box) and it has been very popular. Given the rules the SEC and other regulators have (not just in the US but other countries such as Japan), that functionality, built in at the administration level, may well be very applicable and appropriate.

[florian]

OK, so this would then be for all users (archiving for compliance) and filtering the archive for data. sounds more reasonable.

I believe this is what my answer (2) is being aimed at. Does that help you in any feasible way?

-- Florian.

[kali]

Well - yes and no. The ability to archive per user is really the objective. For example, there may be departments of people who must be audited by compliance (by law) and others which are not so regulated.

[florian]

right, but then it becomes a matter of filtering.

the archiving interface produces a stream of messages, again, either passed through a shell script, as SMTP messages or being put into a mailbox.

whichever mechanism you choose, you can then apply fliters to the mechanism.

there are commercial archiving products that are compatible with this interface; one that we've tested is, i believe, called Ascentor and comes from ilumin (www.ilumin.com).

Many archiving applications have filtering capabilities. as well, based on the shell interface, you can apply fliters yourself.

I'd think that this is the most appropriate way to use our interfaces.

-- Florian.

[ink]

puuhh, this touches data privacy issues - at least in my country I'm not sure if you were allowed to even think that way.

I agree completely... :-/

1. you could create a auto-forward, keep copy rule as a server side rule. this would work through either the web-based scalix rules wizard or the outlook-integrated scalix-rules-wizard. you can also use the sxaa script supplied in the admin_resource_kit subdirectory of your tarfile download. Note: The user will be able to see these rules himself in the clients.

I tried this, but it doesn't send it for some reason (9.2.1) when I compile a message in webmail. I created the rule with the web rule wizard and with sxaa -- I couldn't create the rule in Outlook because it wouldn't let me choose that as an Action. Any ideas?

[florian]

Ouch...

didn't see the "outgoing" and thought it was for incoming traffic. For full Outgoing, your basically only chance is to use the Archiving interface. The easiest way there is the bcc-mechanism with which you can send a copy of all messages that go through the system to a particular mailbox.

in that mailbox, you can then setup rules for incoming messages (that's easy through every interface) and have the ones you are interested in forwarded to somewhere else, you can also auto-delete the others or use omtidyu at regular intervals.

-- f.

[alvaro]

Florian,
would the ARCHIVE=bcc:archive@example.com setting in the cfg file cause forwarding of all incoming and outgoing emails both internal and external to the nominated address?
We need to capture all internal and external messages sent and received for compliance purposes.

Thank you
Alvaro

[florian]

Sure enough; that's what it's been designed for.
Florian

P.S. Understand you're a commercial customer; community users please note that this is functionality only available in Small Business, Enterprise and Hosting Editions of Scalix.