Barracuda Message Archiver

Barracuda Message Archiver

Your Solution to Email Storage and Management

What is it?

The Barracuda Message Archiver, or BMA for short, is an email archiving solution designed for optimizing email storage. BMA provides anytime/anywhere access to all of your email and includes powerful search, retrieval, and export capabilities.

What does it do?

All messages that are sent or received through our Exchange servers are duplicated into the BMA archiver where they can be retrieved on demand, independent to what occurs within your mailbox.  For example, if you delete an email, it will still exist in the BMA archiver.  You never have to worry about losing any messages. By following a few simple steps, you can easily manage the size of your mailbox and virtually eliminate the threat of your mailbox reaching its capacity.

Why do we have BMA?

E-discovery

The University needed a centralized system for the storage of email messages in order to meet e-discover requirements. In conjunction with e-discovery, it followed that we needed to eliminate the popular practice and dependence on using one’s local drive for long term email retention. As well as, provide a method to mitigate the risks of loss content.

End User email message retrieval

The University needed a centralized system for long term retention of email messages. Whether you’re a Windows or MAC user, you can locate your emails using simple (or complex) search criteria. The same features that allow the Network Services Team to search for content for e-Discovery requests are available to all Faculty and Staff members.  Deleting messages is now a safe thing to do.  Messages deleted or misplaced can be quickly located by you on the BMA archiver without contacting IT.  This makes it less important to keep as many email messages in your “active” mailbox, i.e., in your inbox or folders. 

How long do messages live in the archive?

Email messages are stored indefinitely on the BMA storage appliance. They are also replicated to cloud storage for redundancy. We have a system that allows us to get back an email message indefinitely, long after it is gone from the mail servers. Messages stored in the archive can only be purged by administrative policy.

Do I still have a quota?

At present the short answer is, yes.  Due to the relatively modest size of the servers supporting faculty and staff, we must still keep size restrictions on mailboxes. Size restrictions on mailboxes may change in the future. Keep in mind, because BMA has a mechanism to help manage size of your messages.

How does BMA help me manage the size of my mailbox?

Message Stubbing

Stubbing shrinks the size of email messages by relocating attachments to the archiver appliance while keeping the text of the message intact and the message location intact. This is already happening nightly to messages that meet the criteria. You can choose to reduce the size of your mailbox on-demand without deleting or moving email whenever you determine it is needed.

How do I stub email messages?

You stub email messages by selecting messages in your mailbox, and then clicking the Archive button. In the example below,

  1. The sent items folder was sorted by size to identify the largest messages.
  2. These messages were selected; and then
  3. The Archive button was selected.

Once the Archive button is selected the messages become stubbed messages (reduced in size). They remain in the same folder, sorted by their new, reduced size.

Baracuda Outlook Screenshot

Please note:  
  • Calendar items cannot be stubbed. 
  • BMA will display a warning for message types that cannot stubbed.
  • Items that cannot be stubbed can still be recovered if deleted.
  • You might also receive a warning message, “Outlook could not find item,” if you attempt to open a message or attachment immediately after it was stubbed. You need to allow time for the message to be indexed. Occasionally, it could take up to 20 minutes to access a message.

Baracuda Message Archiver

Stub vs. Archive

BMA archives all messages as soon as they enter our Exchange server; both incoming and outgoing. During this process, two actions are taken on your messages: (1) copies are made, and (2) the message size is reduced within your mailbox by creating a pointer to data in the email message to its location on the archive server. This is similar to creating a shortcut on your desktop to a file that is stored on a network shared drive.  You can access the file using the shortcut, but the file is really stored in another location. Archiving can be considered the first action, and stubbing the second.

How Do I access the Archiver?

From

Do this

https://archive.samuelmerritt.edu

  • From the Sign in page, type your SMU username and password

 

The web interface of the archiver provides the same and perhaps better features, including message tagging

Outlook Web Access

 

  • Sign in to Webmail and click the Archived Mail Button on the Navigation Pane at the bottom right.

Baracuda Message Archiver

  • Enter your SMU username and password.

Baracuda Message Archiver

Outlook Client

  • On the right side of the top ribbon click on Search Archive

 

MAC users

 

Follow this link to the Barracuda Message Archiver and log in.
Click the Client Downloads link as shown:
Baracuda Message Archiver
Locate and then intall the MAC, for the standalone  - Search Utility  as shown:
Baracuda Message Archiver

Mobile devices (iOS or Android App)

Sign on to the archiver web interface, Select the Client Downloads link as shown:
Baracuda Message Archiver
Locate and then install the iOS app from Mobile Downloads as shown:
Baracuda Message Archiver

Note:  It is not necessary to download the Outlook Add-In Installer for PC as this should be deployed to your computer automatically.  If you do not have the Outlook Add-In, Contact the service desk.

How Do I find email in the Archiver?

Barracuda Outlook Add-In

You will find that searching for email in the archiver is very similar to using the find and advanced find tools in outlook.  The Outlook Add-In provides advanced search capabilities as well as the ability to save searches.    Learn more about the Barracuda Outlook Add-In

Barracuda Message Archiver Web Interface

The web interface of the archiver provides the same and perhaps better features, including message tagging. 

Mac Search Utility and Mobile Apps

Downloads for the Mobile apps and Mac Search Utility are available when you log on via the archive web interface.  Click the Client Downloads link to access the Downloads page:
Baracuda Message Archiver
*It is not necessary to download the Outlook Add-In Installer for PC as this should be deployed to your computer automatically.  If you do not have the Outlook Add-In, Contact the service desk.

Create and Advanced Search

You can find virtually anything you are looking for in the archiver by using more complex search criteria.
To create precise and useful searches learn more about Searching using ANDs and ORs and Searching using Keyword Expressions.

What happens to my ‘Old’ email archives?

Local archives – The Final Frontier

The Barracuda message archiver contains an automated method for collecting data from local archives from Windows PC’s. This is achieved via a client server application that is deployed over the network.

Local archives or ‘pst files’ will remain a part of your Outlook profile if present.  They will become Read-only.  You will be able to retrieve email messages from them, but you will not be able to move messages to them or create new local archives.  Outlook will display the message below when you try to move items into a local archive.  This is expected behavior:

Baracuda Message Archiver

These settings are enforced through group policy across the environment. 

Local archives have become a deprecated technology, so they are being phased out.  They will remain on your computer where they currently exist, but will not be replaced during re-imaging or inventory refresh tasks. 

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