External messages only: Journal rules with the scope set to journal external messages sent to recipients or received from senders outside your Exchange organization.Internal messages only: Journal rules with the scope set to journal internal messages sent between the recipients inside your Exchange organization.The following list describes these scopes: You can use a journal rule to journal only internal messages, only external messages, or both. For details, see Journal, Transport, and Inbox rule limits. In Exchange Online, there's a limit to the number of journal rules that you can create. Journaling mailbox: Specifies one or more mailboxes used for collecting journal reports.Journal recipient: Specifies the SMTP address of the recipient you want to journal.Journal rule scope: Defines which messages are journaled by the Journaling agent.The following are key aspects of journal rules: Japan's Personal Information Protection Act.European Union Data Protection Directive (EUDPD).Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (Patriot Act).Health Insurance Portability and Accountability Act of 1996 (HIPAA).Financial Institution Privacy Protection Act of 2003.Financial Institution Privacy Protection Act of 2001.Gramm-Leach-Bliley Act (Financial Modernization Act).National Association of Securities Dealers 3010 & 3110 (NASD 3010 & 3110).Security Exchange Commission Rule 17a-4 (SEC Rule 17 A-4).and international regulations where journaling may help form part of your compliance strategies: The following list shows some of the more well-known U.S. The ability to journal all classes of data in an enterprise is a valuable functionality of the IT architecture. Other client communication mechanisms may include faxes and telephone conversations, which may also be subject to regulation. In this example, email messages might be one type of the employee-to-client communications that managers must review therefore, journaling can be used to collect all email messages sent by client-facing employees. After all managers report approval to the corporate officer, the corporate officer reports compliance, on behalf of the company, to the regulating body. Every quarter, the managers verify compliance and approve their employees' conduct. To verify that the claims are accurate, a corporate officer may set up a system where managers review some part of employee-to-client communications regularly. For example, corporate officers in some financial sectors may be held liable for the claims made by their employees to their customers. You can use Exchange journaling as a tool in your email retention or archival strategy.Īlthough journaling may not be required by a specific regulation, compliance may be achieved through journaling under certain regulations. To meet an increasing number of regulatory and compliance requirements, many organizations must maintain records of communications that occur when employees perform daily business tasks.ĭata archiving refers to backing up the data, removing it from its native environment, and storing it elsewhere, therefore reducing the strain of data storage. Journaling is the ability to record all communications, including email communications, in an organization for use in the organization's email retention or archival strategy. Why journaling is importantįirst, it's important to understand the difference between journaling and a data archiving strategy: When planning for messaging retention and compliance, it's important to understand journaling, how it fits in your organization's compliance policies, and how Exchange Online helps you secure journaled messages. Journaling can help your organization respond to legal, regulatory, and organizational compliance requirements by recording inbound and outbound email communications. They are no longer available in the new Exchange admin center. Please refer to the Microsoft 365 security center and the Microsoft 365 compliance center for Exchange security and compliance features.
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