exchange server 2010 archiving and retention
DESCRIPTION
Our ExchangeCloud service offers a dedicated Exchange 2010 server. This presentation outlines the archiving and retention features in the latest releaseTRANSCRIPT
Archiving and Retention
NameTitleMicrosoft Corporation
Archiving and Retention Part of our larger E2010 compliance story
•Personal Archive
•Retention Policies
•Multi-Mailbox Search
•Legal Hold
•Journaling •Auditing
and Reporting
Archiving and
Retention
•Transport Protection Rules
•Outlook Protection Rules
•Transport Decryption
•Enhanced Transport Conditions
•Moderation
•MailTips
Information
Protection and
Control
Volume •As data volume grows, Outlook performance compromised•Mailbox quotas control volume but also encourage PSTs•PSTs add to further performance/management issues
Why Archive E-mail? Key drivers
Retention •Compliance adds to volume challenges •Regulations mandate specific retention periods for relevant email (SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years)
Discovery • FRCP Amendments place strict timelines on discovery of
email • Amendments cover all email from all sources, including
PSTs • Retrieval costs can be HUGE (backup tapes, PSTs)
The problems with PSTs Compliance, cost, reliability
IT Pro • Litigation hold can’t be enforced• PSTs cannot be easily discovered • Lost laptop results in exposure of PSTs• Backup/Recovery cost prohibitive
End User • Accessible on local machine only• Can’t get to PSTs when needed• PST corruptions increase on network share• As PSTs grow, stability lessens (>5GB)
Poor User Experience • Unfamiliar environment • Inability to search and/or access archived content • Clunky experience with OLK/OWA add-on
E-mail Archiving Today What customers are telling us
Complex Administrative Experience •Outlook add-on install/performance issues •Separate search/management of primary and archive mailboxes•Concerns over reliability of hosted archive vendors
High Costs • Separate archive licenses• Additional archive management costs
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
• Mail in primary mailbox can be moved automatically using Retention Policies
• Archive quota can be set separately from primary mailbox
Personal ArchiveUser experience
User can view, read, navigate, flag and reply to archived mail same as live mail
User gets conversation view scoped to Archive (same as PSTs)
Reply to message in archive puts message in live mail sent items (same as PSTs)
Folder hierarchy from primary mailbox maintained
Personal Archive Search
Option to search archive only or both live and archived mail
Advanced search options work across live and archived mail
Retention PolicesAt the folder or item level
Policy automatically deletes email after x days
Expiration date label
Policies automatically move mail to archive after x days
Policies applied to all mail within a folder
Multi-Mailbox Search Simple, role-based GUI
Filtering includes: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, regular expressions, IRM protected items
Delegate access to search to HR, compliance, legal manager
Search all mail items (email, IM, contacts, calendar) across primary mailbox, archives
Multi-Mailbox SearchAdditional eDiscovery features
Search specific mailboxes
Export search results to a specific mailbox or SMTP address
Request email alert when search is complete
Legal HoldEasier, more control
Feature Benefits
Copy edited and deleted items
Builds on E2007 hold of auto-deleted items
Auto alert notification Sends alert to users that they are on hold; eliminates manual process
Search dumpster Use multi-mailbox search to retrieve deleted/edited items indexed in dumpster folder
JournalingGreater efficiency
Feature Benefit
Transport Journaling
• Ability to journal individual mailboxes or SMTP address (hosted archive) • Detailed reports per To/Cc/Bcc/Alt-
Recipient and DL expansion
Journal Report de-duplication
• Customers report up to 40% duplication of journal reports (Example: internal/external recipients on same DL) • E14 creates one report per message • Can dramatically reduce hosted archive
storage costs
Journal Decryption Server 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
Seamless User Experience •Move PSTs manually into Personal Archive folder for discovery •Move mail in primary automatically into Personal Archive to manage quota • Access archive through Outlook or OWA• Apply retention policies, Search across primary mailbox and Personal Archive
Exchange 2010 Archiving and Retention Key Benefits Summary
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, HR through easy-to-use GUI
Reduced Costs • No additional archive licenses (archive is part of Exchange 2010
ECAL) • No separate archive to manage = lower administrative costs• Option to use DAS-SATA storage architecture to reduce storage
costs
Archiving and Retention
demo
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The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after
the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.