Searchable Archive

[The Idahoan]

My use-case for GYB is archiving users before deletion from our GSuite account. 

This is a "just in case we need to access an old message' scenario.  

My question is, what's the easiest way to search for any messages we might need in the future? 

Is there an app/tool that makes .eml archives searchable? Or some other method that other users are using? Or is my best option to restore an entire account to Thunderbird locally if/when we need to search for an old email? 

[Jay Lee]

Your best option is to keep the mail in Gmail and use archive user license:

https://support.google.com/a/answer/9048232?hl=en

that way you have a single archive of company mail data to search within Google Vault.

Once you export that mail to a GYB archive there's no tool I know of that can search messages nearly as effectively as Google Vault. The .eml files are plain text so you could do some searching on them but if the search words are in an attachment or if the message has a weird encoding you are out of luck.

Jay

Jay Lee

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[The Idahoan]

Thanks for the suggestions - though we're trying to avoid paying the ~$50/archived-user/yr if we can, especially considering we don't expect to need to reference these with any regularity, and may never need to at all. 

[Scott Marquardt]

I've done this with a few thousand former users to date, and we've had perhaps three occasions of needing to search old emails.

Thunderbird does the trick, don't know of any others I'd bother with. 

- S

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On Thu, Aug 11, 2022 at 3:01 PM aaron ackley <aaron....@gmail.com> wrote:

it's a balance between $50/user and how long it takes to import the mail into a client, and then possibly back up to Gmail using IMAP.  If you do it infrequently enough that you don't mind babysitting the process, it's very achievable for essentially zero cost.

If you can narrow down the dates you want to search, you can grep/split the file into smaller chunks and only upload the relevant bits.   If you are looking for specific emails that you have enough header information about, you can also find them with simple text searches.  Working directly on gigabyte class text files in the shell is a risky process, so ALWAYS work on a copy, and never on your actual archive.

For free-form keyword guessing, it's always worked best for me to just upload the entire archive to an empty gmail account.

~A

On Thu, Aug 11, 2022 at 2:41 PM The Idahoan <andrew...@gmail.com> wrote:

Thanks for the suggestions - though we're trying to avoid paying the ~$50/archived-user/yr if we can, especially considering we don't expect to need to reference these with any regularity, and may never need to at all. 

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[jre...@challiance.org]

I was going to say we've used Thunderbird & https://sourceforge.net/projects/mbox-viewer/, both worked well, but every time it was a single .mbox file being dealt with. We typically use Vault to export .mbox files as accounts get decommissioned, and GYB mainly for moving a Gmail mailbox to a Group, a quick/smaller export when needed, or to import a Vault's backup to something else later on.