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Archiving Email

Discussion in 'E-mail Discussions' started by djmojo, Apr 18, 2005.

  1. djmojo

    djmojo Registered

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    I have a client that needs to comply with the following:

    According to the Security and Exchange Commission (SEC), financial services companies are mandated to retain records of internal and external communications (specifically broker-dealer transactions), including emails. The retention of documents (Rule 17a-3) is required for a minimum of six years, with the first two years in an easily accessible location (Rule 17a-4). Rule 17a-4 states that administrators are required to retain one copy specifically in a non-rewriteable, non-erasable format, as well as store two duplicate copies separate from the first on an acceptable medium. This is to ensure that during the specified period, the electronic media can not be tampered with, deleted, or destroyed.

    Does anyone know how I could manage this with exim and smtp? Any and all suggestions are appreciated.
     
  2. chirpy

    chirpy Well-Known Member

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    Well, exim as an MTA is only a transfer service, the responsibility to store emails ought to lie with the client if they're using POP3 to download their email. From the description the client is going to have to store a copy of their emails onto CD-ROM. Looks like a typically drafted bit of legislation by people who have no idea of the technical application/implication.

    Really, if they're going to be constrained by something like that, you need a dedicated email servers where all emails are stored centrally, not on clients, and effectively the server backups provide the compliance.

    As an alternative, there is an archive option in MailScanner that allows you to store all emails passing through exim into local files. But doing something like that, if you're a third-party to this, has its own legal implications that you should check with a lawyer youself.
     
    #2 chirpy, Apr 18, 2005
    Last edited: Apr 18, 2005
  3. djmojo

    djmojo Registered

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    I see that you offer an installation service of mailscanner. Would you be willing to set it up (or show me how to) to store the emails?
     
  4. chirpy

    chirpy Well-Known Member

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    If you want to do it yourself, you can install using the free MailScanner script:
    http://www.configserver.com/free/mailscanner.html

    Configuring the Archive option is quite straightforward:
    Code:
    #
    # Mail Archiving and Monitoring
    # -----------------------------
    # 
    
    # Space-separated list of any combination of
    # 1. email addresses to which mail should be forwarded,
    # 2. directory names where you want mail to be stored,                   
    # 3. file names (they must already exist!) to which mail will be appended
    #    in "mbox" format suitable for most Unix mail systems.               
    #
    # Any of the items above can contain the magic string _DATE_ in them
    # which will be replaced with the current date in yyyymmdd format.        
    # This will make archive-rolling and maintenance much easier, as you can  
    # guarantee that yesterday's mail archive will not be in active use today.
    # 
    # If you give this option a ruleset, you can control exactly whose mail  
    # is archived or forwarded. If you do this, beware of the legal implications 
    # as this could be deemed to be illegal interception unless the police have
    # asked you to do this.
    #Archive Mail = /var/spool/MailScanner/archive
    Archive Mail =
    
    If you'd prefer me to do it, feel free to purchase the MailScanner Package.
     
  5. ttremain

    ttremain Well-Known Member

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    I have a very similar need, for one domain on a server.

    What I have tried to do is add these lines to the system filter file:
    /etc/antivirus.exim


    if $header_to: contains "@clientsdomain.com"
    then
    save /home/account/mail/clientsdomain.com/archive-inbound2005/
    finish
    endif

    if $header_from: contains "@clientsdomain.com"
    then
    save /home/account/mail/clientsdomain.com/archive-outbound2005/
    finish
    endif

    However, nothing gets sent to the archive mailboxes when I try this.
     
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