Configure Secure POP3 Journaling

What is Secure POP3 Journaling?

Secure POP3 journaling is making journaled messages available in a POP3 mailbox that is accessible to your email archiving process. The POP3 mailbox will be checked daily by your email archiving service for mail to archive. Once the mail is securely archived it will be deleted from the POP3 mailbox.

Secure POP3 can be used to fetch email with any email platform supporting that protocol. The mail system will need to support some type of journaling functionality or the system would need to be configured to BCC copies to a mailbox.

Why use Secure POP3 Journaling?

By configuring Secure POP3 Journaling, all emails are extracted from the Journal mailbox on your internal email server to your archiving provider. Once the archive service has downloaded all the emails from the Secure POP3 server and uploaded it to the archive, emails will be automatically deleted from the Secure POP3 server and the archive service will close the connection to the server.

1. How do I configure Secure POP3 Journaling (with MS Exchange)?

To configure Secure POP3 Journaling, there are multiple configuration steps, some of which are required in your Exchange environment, and other changes which need to be made to your archiving account. It is important to follow the steps, to ensure that all applicable emails are journaled.

Note: To implement POP3S, a valid SSL certificate (public, or in certain instances a self-signed certificate) is required. We strongly recommends the use of public trusted certificates.

Before enabling journaling on your Exchange server ensure the following have been completed:

        1. Create a new Dedicated Journal Mailbox within Active Directory. (e.g. <yourarchivingprovider>journal)

Note: Ensure the password settings are configured not to expire, the user cannot change password and account will not lock out.

        2. Set the Microsoft Exchange Secure POP3 service to start automatically, and start the service (i.e. enable Secure POP3 virtual server)

        3. Configure the firewall to allow port 110 (unencrypted) or 995 (encrypted) communications to the Exchange server containing the journal mailbox from the archive service IP addresses.

        4. Configure Exchange Journaling:
                a) Exchange 2003 - How to enable Exchange journaling.
                b) Exchange 2007 - How to enable standard journaling.
                c) Exchange 2010 - Configure authenticating for POP3.

2. Configure Secure POP3 Collector in the Archive Service:

To set up the Secure POP3 collector in the Archive user interface:

        1. Login in to your Archive account as the Account Administrator.

        2. Go to the Admin section of the archive. 

        3. Select Collectors | Add Journal Mailbox Collector (note: if you do not see the Collectors tab, make sure you are logged in with an account that has Administrator credentials).

        4. Follow the steps outlined in the screenshot below.

To verify that your collector has been setup properly you can use the “Perform POP3 Test Collection” button. The feature performs a Secure POP3 collection, which will collect 200 messages but DOES NOT delete the emails from the mail server. This feature can be used even if the collector is set to INACTIVE. 

Note: Once successfully configured, the Collection History counts (button under 'Collectors' tab) will reflect mail collected via Secure POP3 collection, as well as the Dashboard Statistics under the "Data Collected Since YYYY-MM-DD" field.