An e-mail archive can be used to obtain compliance with federal law, monitor employee e-mail usage, and keep a record of customer correspondence. 602LAN SUITE 2004.0.05.0623 introduces a new feature that can designate a user account to act as an e-mail archive. All incoming and outgoing e-mail will be copied to this user’s inbox regardless of who sent or received the message.

Create Archive User

The archiving feature was introduced in 602LAN SUITE 2004.0.05.0623. After you have upgraded to this build, follow the instructions below to configure a user account to act as an e-mail archive:

1. Open 602LAN SUITE, click Settings, and then click Advanced Configuration.
2. Click the Users tab.
3. Click the Add button to add a new account.
4. For the User Name: enter archive then define a strong Password:. This archive all e-mail to this separate user account.
5. Make sure the only option checked is Copy all incoming and outgoing messages to this user.
6. Click OK then Save to save your settings.

Search the Archive with the Web Mail Client

The Web Mail Client provides fast access to all e-mail copied to the archive. To access the e-mail archive via the Web Mail Client, do the following:

1. Open your web browser and navigate to http://serverip/mail/, where serverip is the IP address of your 602LAN SUITE server (e.g. 192.168.1.1).
2. Type the user name and password for the account you created in the previous step, then click Login.
3. Sort the Inbox by clicking the appropriate header you would like to sort by: Date and time, Sender or Subject.
4. You can use the web browser Find (CTRL + F) feature to search for information within the page.

NOTE: To see more messages on the screen at once, click Options and change the number of Messages per Page.

Full-text Search the Archive with Windows Search

602LAN SUITE stores all e-mail in plain-text format. If you need to search the complete full-text of the entire archive you can use the built-in search feature in Windows 2000/XP/2003. Here is how to do it:

1. Open 602LAN SUITE, click Settings, and then click Advanced Configuration.
2. Click the Users tab.
3. Click the user name that is the archive account and click Properties.
4. Write down the mailbox information from the top of this dialog (e.g. Modify user “archive” Mailbox: 4BC8FDC).
5. Open Windows Search (e.g. Start - Search - For Files or Folders…).
6. For Search for files or folders named: enter *.dat. This will only search the message portion of the e-mail (attachments are found in the *.zas files).
7. For Look in: specify the folder C:\Program Files\Software602\602LAN SUITE\mboxes\XXXXXXXX\ (where XXXXXXXX is the mailbox information you found on step 4).
8. For Containing text: enter your search term (e.g. bob@yourdomain.com, Subject: Invoice).
9. Click Search Now.
10. Open the file name in the results to the right with Notepad to view the contents.