Manage Journal Archives After Transition from EHA

Manage Journal Archives After Transition from EHA

Exchange Hosted Archiving (EHA) customers who have an on-premises Exchange server and do not have a hybrid deployment must manage journal archives for their users using the script provided by Microsoft before the transition. The script allow you to provision journal archive for a user and propagate any email address changes to Office 365. Use the EAC to remove the journal archive for a user.

IMPORTANT: This article does not apply to EHA customers with a hybrid deployment. For details, see Exchange Hosted Archive Transition Center.

Prerequisites

  • Windows PowerShell 3.0 or later
  • Windows Azure Active Directory Module
    (formerly known as MSOnline PowerShell Module)
  • Exchange Administrator credentials for your on-premises organization
  • Your Office 365 admin credentials
  • The ConfigureJournalArchive.ps1 script, provided by Microsoft before your EHA transition begins

New user joins the organization

When one or more new users join the organization, you can provision user accounts and mailboxes in your on-premises Exchange server. After these are created, follow the steps below to provision their journal archive in Office 365.

  1. Create a CSV file in a spreadsheet or a text editor. The spreadsheet must contain the following headers and a row for each new user you want to provision a journal archive for.

    COLUMN HEADER VALUE (EXAMPLE)
    1 PrimarySMTPAddress april@contoso.com
    2 FirstName April
    3 LastName Summers
    4 DisplayName April Summers
    5 CountryOrRegion US (Use ISO Alpha-2 Country Code)
  2. Run the ConfigureJournalArchive.ps1 script to provision a journal archive for the new user. This example provisions journal archives for users listed in the CSV.

    ConfigureJournalArchives.PS1 –ProcessMode CREATE –InputCSVPath “c:\MyDocs\NewUsers.CSV” –OutputFolderPath “c:\MyDocs” -PowerShellInternalUrl <value>

The script runs a few validation checks and then provisions a journal archive for each new user included in the CSV file. At completion, the script generates a log file in the output folder you specified. Check the log for any errors.

User’s email address is changed

If you change a user’s email address (i.e. add/remove or change a proxy address), you must update the user’s journal archive in Office 365 with that information.

  1. Create a CSV file in a spreadsheet or a text editor. The spreadsheet must contain the following headers and a row for each new user you want to provision a journal archive for

    COLUMN HEADER VALUE (EXAMPLE)
    1 PrimarySMTPAddress april@contoso.com
    2 AlternativeEmailAddresses april.summers@contoso.com
  2. Run the ConfigureJournalArchive.ps1 script to update the user's journal archive. This example provisions journal archives for users listed in the CSV.

    ConfigureJournalArchives.PS1 –ProcessMode UPDATE –InputCSVPath “c:\MyDocs\UpdatwUsers.CSV” –OutputFolderPath “c:\MyDocs” - PowerShellInternalUrl <value>

The script runs a few validation checks and then updates the journal archive for each user included in the CSV file. At completion, the script generates a log file in the output folder you specified. Check the log for any errors.

User departs the organization

When a user leaves the organization, you may want to remove their user account, and along with it, the user’s journal archive. Or you can make the user’s journal archive inactive and retain the data to meet your compliance and eDiscovery requirements.

To remove the departed user’s journal archive:

  1. Log in to the Office 365 administrator portal as the tenant administrator, and then then navigate to users & groups > active users.
  2. Find the user whose journal archive you want to delete. Journal Archive user accounts appear as <“UserDisplayName” – Journal Archive”>.
  3. Select the user account, and then delete it using the DELETE icon. Choose YES to confirm.

Because the journal archive is on hold, it will be retained as an inactive mailbox and be visible in eDiscovery searches. If you don't want to preserve data in the journal archive as an inactive mailbox, you can remove Litigation Hold from the journal archive user and then delete the user account.

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Comments
  • Under "User departs the organization", it says "because the journal archive is on hold, it will be retained".  But the instructions to actually place it on hold are not included.  The section should detail how to put the journal archive mailbox on Litigation Hold.

  • @whopper2: Thanks for the feedback. Our script automatically places the _journalarchive mailbox on Hold.

  • Where can we find the "ConfigureJournalArchives.PS1" script?  

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