Archiving and Retention Harold WongIT Pro Evangelistblogs.technet.com/haroldwong

Configuring and Using Archive

Configuring Retention (Legal) Holds

Agenda

Archiving and Retention: An Overview

Personal Archive Retention Policies Multi-Mailbox Search Legal Hold Journaling Auditing and Reporting

Transport Protection Rules

Outlook Protection Rules Transport Decryption Enhanced Transport

Conditions Moderation MailTips

Archiving and RetentionPart of Our Larger Exchange Server 2010 Compliance Story

Archiving and Retention

Information Protection and

Control

Why Archive E-mail?Key Drivers

Volume As data volume grows, Outlook performance compromised Mailbox quotas control volume but also encourage PSTs PSTs add to further performance and management issues

Discovery FRCP amendments place strict timelines on discovery of e-

mail Amendments cover all e-mail from all sources, including

PSTs Retrieval costs can be exorbitant (backup tapes, PSTs)

Retention Compliance adds to volume challenges Regulations mandate specific retention periods for

relevant e-mail (SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years)

Problems With PSTsCompliance, Cost, Reliability

End User Accessible on local machine only Cannot get to PSTs when needed PST corruptions increase on network

share As PSTs grow, stability lessens (>5GB)

IT Pro Litigation hold can’t be enforced PSTs cannot be easily discovered Lost laptop results in exposure of

PSTs Backup/recovery cost prohibitive

E-mail Archiving TodayWhat Customers Are Telling Us

High costs Separate archive licenses Additional archive management costs

Poor user experience Unfamiliar environment Inability to search and access archived content Clunky experience with OLK/Outlook Web Access add-ons

Complex administrative experience Outlook add-on installation and performance issues Separate search and management of primary and

archive mailboxes Concerns over reliability of hosted archive vendors

Configuring and Using Archive

demo

Personal ArchiveOverview

A secondary mailbox that is configured by the administrator

Appears alongside a user’s primary mailbox in Outlook or Outlook Web Access

PSTs can be dragged and dropped to the Personal Archive

Items in primary mailbox can be moved automatically using retention policies

Archive quota can be set separately from primary mailbox

Copy edited and deleted items

Enhances feature in Exchange Sever 2007 that holds automatically deleted items

Alert notification

Sends alert automatically to a user placed on hold; eliminates manual process

Search dumpster

Use multi-mailbox search to retrieve deleted or edited items indexed in dumpster folder 

Legal HoldEasier, More Control

Feature Benefits

Ability to journal individual mailboxes or SMTP address (hosted archive)

Detailed reports per To/cc/bcc/Alt-Recipient and DL expansion

Transport Journaling

Customers report up to 40% duplication of journal reports for example, internal/external recipients on same DL

One report is created per message Can dramatically reduce hosted archive

storage costs

Journal Report De-duplication

JournalingGreater Efficiency

Feature Benefits

Journal DecryptionServer Decryption Agent

Include clear text copies of protected messages and attachments in journal mailbox

Enable virus scanning, content filtering, and content-based rules on IRM-protected messages

Configuring Retention (Legal) Hold

demo

Exchange 2010 Archiving and RetentionKey Benefits Summary

Reduced costs No additional archive licenses (archive is part of Exchange Server 2010

ECAL) No separate archive to manage = lower administrative costs Option to use DAS-SATA storage architecture to reduce storage costs

Seamless user experience Move PSTs manually into Personal Archive folder for discovery Move items in primary mailbox automatically into Personal Archive to

manage quota Access archive through Outlook or Outlook Web Access Apply retention policies and search across primary mailbox and Personal

Archive

Streamlined administrative experience Leverage familiar Exchange management tools across all primary and

archive mailboxes (retention policies, litigation hold, multi-mailbox search)

Delegate compliance-related functions to non-IT compliance officers, legal, or HR through easy-to-use interface

Learn More About Exchange 2010

Technical Resources

The New Efficiency Virtual Launch Experience TechNet Exchange Website Exchange Webcasts and Podcasts

Get Hands on Training

Training Offers—Exclusive for Launch Attendees

Community Resources

Exchange Team Blog Exchange Forums

http://msexchangeteam.com/URL here

http://social.technet.microsoft.com/Forums/en-US/exchange2010/threads

www.microsoft.com/learning/careeroffers

www.thenewefficiency.com

http://technet.microsoft.com/en-us/exchange/default.aspx

http://technet.microsoft.com/en-us/exchange/bb288465.aspx

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