ediscovery features of sharepoint 2013 and...
TRANSCRIPT
eDiscovery Features of
SharePoint 2013 and
Exchange 2013
Paul Branson
Solution Architect
Microsoft
Agenda
On-Premises vs. Online
eDiscovery in SharePoint, Exchange and Lync
Notes on Implementation
How Microsoft does eDiscovery
Getting Help
On-Premises vs.
Online
Deployment Scenarios
On-Premises Hybrid Cloud
eDiscovery in
SharePoint, Exchange
and Lync
eDiscovery Architecture
SharePoint
Content + File Shares
Lync IMs Exchange Admin Center
SharePoint eDiscovery
Center
File Shares
SharePoint
...
SharePoint eDiscovery Center
eDiscovery Center & Case Management
Dataset Management
SharePoint Legal Holds
Demo SharePoint eDiscovery Center
Source Search In-place Preservation Export
SharePoint 2010 and SharePoint 2007 Yes No Yes
Exchange 2010 No No No
SharePoint 2013 Yes Yes Yes
Exchange 2013 Yes Yes Yes
File shares Yes No Yes
Content from External systems No No No
Sources and Capabilities
How it fits with the EDRM Model
Information Management
Identification
Preservation
Collection
Processing
Review
Analysis
Production Presentation Information Management
Identification
Preservation
Collection
Processing
Analysis
Information Management
Identification
Preservation
Collection
Processing
Review Analysis Production Presentation
Evolution of the EDRM Model
Exchange Management
User Mailbox
(6a) Messages purged by DIRW
Policy (or maintained for
Litigation Hold)
(4b) Message “purged” by
user (In-Place Hold)
(3) Message deleted
(1) Message
delivered
Recoverable Items
Deletions
Inbox
Purges
Versions
Audits
Deleted Items
…
DiscoveryHold
Calendar Logging
(5) Message Edited
(4a) Message “purged” by
user (Litigation Hold / Single
Item Recovery)
(6c) MFA evaluates item against
hold queries set on mailbox
(6b) Mailboxes with SIR and In-
Place Hold enabled have
expired messages moved
(2) Message moved
to Deleted Items
(4a)
(4b)
Exchange Legal Holds
Lync archives content into Exchange mailboxes when user is on In-Place Hold Includes instant messaging and meeting content In-Place Hold, eDiscovery, MRM of Lync data consolidated to Exchange tools
Lync 2010 Exchange 2010
Compliance
Archive
Compliance
Lync 2013 Exchange 2013
Preserving Lync Content
Demo Exchange Admin Center
Notes on
Implementation
Implementation Steps
Configure Cases
Grant Permissions
Create eDiscovery Center
Configure SharePoint Search
Configure trust relationship in Exchange
Configure trust relationship in SharePoint
Install Exchange Web Services API in SharePoint
Configure Lync to use Exchange Archiving
Enable Archiving in Exchange
Install SharePoint, Exchange, and Lync
Configure Cases
Grant Permissions
Create eDiscovery Center
On-Premises Online
Multiple Farm Scenarios
eDiscovery Centers
are tied to a Search
Service Application
The Hybrid Scenario
SharePoint Online
On-Prem
SharePoint
content and
other content
SPO
content
2 separate search indexes
Each contains only local content
Hybrid and eDiscovery
SharePoint Online
On-Prem
SharePoint
content and
other content
SPO
content
HTTP
File shares
SharePoint
User profiles
Lotus Notes
Documentum
Exchange folders
Custom - BCS
SharePoint
SP Apps
Devices
Non-SP UX
SharePoint 2013 Search Architecture
Public API
Unit of scale/role boundary
Access Considerations
eDiscovery does not override search security filtering
Users responsible for eDiscovery need to have permissions to the
select content
Grant users access using a web application user policy
Add users as a site collection administrator
For file shares, this must be done at the file share level
Use Groups instead of users
Access to the group(s) can be controlled easier than adding individual
users
Prevents search from needing to reindex items
Don’t forget the crawl log
Access to the crawl log needed for items that could not be indexed
Storage Considerations
In-Place Holds
Preservation Libraries only created when content is edited –
documents, pages, lists
Two places where queries can be made
Rate of disk increase will be dependent on rate of change
Search
Amount of content will dictate architecture
Current guidance is 500 GB disk for 10M items – 10M items per
index
Different types of content will have different storage impacts
Search Considerations
Complex queries are more taxing than simple queries
More terms, more operators (AND, OR, NEAR)
eDiscovery features within the eDiscovery feature leverage search
Adding more Exchange sources to a Set increases the number of
queries
Adding more SharePoint/File Share sources to a Set increases the
complexity of queries
Preview functionality, document counts, query statistics, applying
refiners
If shared with Enterprise Search, users could be impacted
Recommend running large queries off hours or properly manage
discovery sets
Export Considerations
Content is downloaded individually using respective
protocols (SharePoint, file shares)
Search is not used during the export process
In general, exports are not expected to affect a SharePoint
environment
How Microsoft Does
eDiscovery
Average Microsoft Case in 2012
12 Custodians Collected & Processed 368.4 GB
Reviewed 18.4 GB
Produced
4 GB
Used 249 pp.
42 Custodians Preserved 1.26TB, or approx. 77,490,000 pages
12 Custodians Collected & Processed 370GB, ~22,140,000 pages
Reviewed 18.4GB, ~1,107,000 pages
Produced 4GB, ~249,254
pages
Used 249pg
Exchange Mailbox Copies Local Data SharePoint File Shares
Litigation Data
Repository
Data Minimization Tool
Linear Review Tool
Review Attorneys
Tiffing and Production Tool
Production Set
• Completely
Outsourced
• Inside Corp Firewall
• Managed by MSIT
• Entirely MS technology
• Outside Corp Firewall
• Co-managed by MS
FTEs and Data Center
Vendor
• Third party technology
Pre-SharePoint 2013
• Completely
Outsourced
• Inside Corp Firewall
• Managed by MSIT
• Entirely MS technology
Local Data
SharePoint
Linear Review Tool
Review Attorneys
Tiffing and Production Tool
Production Set
File Shares Exchange Servers
Post SharePoint 2013
Getting Help
Where do I get help?!
Microsoft Services eDiscovery Quick Start
Overview of eDiscovery
Collection of your use cases
Set up of full (SharePoint, Exchange, Lync) POC with pre-
built VMs
Import of your SharePoint data
Configuration of eDiscovery features and your use cases
10 weeks, Architectural Guidance, Roadmap,
Documentation
Datasheet available on ILTA site or Microsoft Booth
Questions?
