Companies that want to move their on-premise email infrastructure to a Cloud Exchange or Office 365 should check if they need Office 365 journaling and archiving. Journaling may be necessary for legal reasons, as well as compliance, or another requirement.
What does the term mean? Journaling is the recording of all communication used in company retention or archiving policy. It is usually done as a requirement for legal or compliance reasons and requested on behalf of the company. In simple terms, the emails from the mailbox are copied into a dedicated sandbox where they remain stored.
Journaling produces an exact copy of the original email. Archiving, on the other hand, is the act of moving of emails from the native location such as Office 365, and storing them somewhere else, where they can be further managed, retriever, or backed up. In this case, physical storage exists, and it is outside of the location of the live mailbox. The difference between Archiving and Journaling lies in the fact that archiving is a backup and restoration strategy in a Disaster Recovery Framework, while Journaling is a continual audit of all communications.
Companies use journaling to show compliance with regulatory requirements. The primary purpose is the guarantee that all communication has an audit trail and that it can be safely retrieved without tampering with or editing. It is important to note that journaling is not a simple mailbox archive via backup procedures. When a backup occurs, all edited, removed, or deleted data is overwritten, meaning that the backed-up data is useless.
An example of this happened in 2009 when the IT department in the White House set up journaling on the Vice President’s mailbox. The National Archives and Records Administration (NARA) regulation requires that all email communication needs to be archived. However, the IT department relied on a manual process, instead of an automated archiving system.
The Vice President’s office received a Freedom of Information Request, and the investigation found that a considerable amount of data was missing. The Congressional hearing revealed that the IT department failed to implement a proper journaling strategy, and failed to monitor the manual transfers. This led to the deletion of a vast amount of data.
Archive360 launched its Archive2Azure platform which allows customers to stream live journal data, as well as onboard their legacy data. At the same time, the customers can keep the contents intact and avoid the loss of metadata. Live journal and legacy data, therefore, always stays in the same Microsoft Cloud, under the direct control of the customer. This eliminates the need to rely on a third-party cloud provider and lowers the costs of journaling.
When migrating to Office365, companies should keep in mind that the use of shared mailboxes for journal data is impossible because there is a storage limit of 50GB. Microsoft does not support the migration of individual emails into custodian mailboxes by exploding legacy journals. Keeping your data safe in your cloud is the best option.
Read more about Office365 journaling here https://www.archive360.com/blog/office-365-journaling
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