Enterprise Vault.cloud™ Legacy Import Guide
Legacy email message assignment
After the Veritas data management team receives your legacy email messages, we securely capture and index the messages before we import them to Enterprise Vault.cloud. The indexing process assigns the legacy email messages from your organization to individual Enterprise Vault.cloud accounts. The assignment of email messages to individual accounts is based on various parts of a message such as the message sender or message recipient. During the indexing process, a single email message may be matched and assigned to several different accounts. To ensure that email messages are assigned to the correct account, we use the unique hash key or the common name that is associated with them.
We associate a unique hash key with each legacy email message that we receive. The unique hash key is also known as an identification code. The unique hash key contains some numbers that represent the following information:
Company ID
Subject
Date
Sender
Recipients (including Forward, CC, or BCC recipients)
We use the unique hash key to assign all legacy email messages for your organization and check them against all Enterprise Vault.cloud accounts for your organization. During the indexing process, the unique hash key is compared to all other unique hash keys in an account. If the unique hash key already exists, the email message is discarded as a duplicate. If the unique hash key does not already exist, the email message is assigned to the account.
Note:
We use this deduplication process to discard multiple copies of the same email message. This process helps to speed up the search speeds for your Enterprise Vault.cloud instance.
Interoffice email messages refer to messages that are sent between two users within the same email domain. Microsoft Outlook and other email applications often label interoffice email messages using the common names of the message sender and recipient. For example, a message that is sent from joe.smith@example.com to jane.doe@example.com would be labeled from Joe Smith to Jane Doe. During the indexing process, the Veritas data management team can assign legacy email messages to individual Enterprise Vault.cloud accounts using these common names. However, we can only use common names if your organization provides us with a list of all common names in a CSV file. The CSV file must contain the first name, last name, email address, and Enterprise Vault.cloud account user names for all the users in your organization.
Note:
The common name CSV file is different from the CSV mapping file that your organization provides to the Veritas data management team during email message extraction.
During the indexing process, the common name legacy email messages are compared to the first name and last name for an account. However, the following limitations prevent deduplication of the email messages that are assigned to an account using common names:
The unique hash key for a common name legacy email message differs from the hash key for the same message containing the full email address. The deduplication process does not discard either message as a duplicate because the unique hash keys for the two messages are different.
When more than one user in your organization has the same common name, the indexing process cannot assign and discard duplicate email messages properly. If two users have the same common name, but one user no longer belongs to your organization, all legacy email messages for both users are assigned to the user that is still part of your organization. If two active users have the same common name, the legacy email messages for both users are assigned to the unassigned legacy account. The system cannot differentiate between the two users.
Note:
Due to these limitations, we do not recommend using common names to assign legacy email messages to user accounts. If possible, all legacy email stores should be matched to user accounts using PST files.