Mod 9: Archiving, eDiscovery and Compliance

Chris Oakman | Managing Partner Infrastructure Team | Eastridge TechnologyStephen Hall | CEO & SMB Technologist | District Computers

Version 2.0 for Office 365 Wave 15

Day 1Administering Office 365

Day 2Administering Exchange Online

Office 365 Overview & Infrastructure Administering Lync Online

Office 365 User Management Administering SharePoint Online

Office 365 DirSync, Single Sign-On & ADFS Exchange Online Basic Management

MEAL BREAK

Exchange Online Deployment & Migration

Exchange Online FOPE

Exchange Online Archiving & Compliance

Jump Start Schedule – Target Agenda

Module 9: Archiving, eDiscovery and Compliance

• Overview• User Experience• Retention & Hold Policies• eDiscovery

For Midsize Businesses and Enterprises

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Why Archive Email?

Discovery• Respond to strict timelines for legal discovery orders• Reduce costs involved in searching for and retrieving

email data• Report on email communications as part of auditing

procedures

Data Retention• Meet industry and regulatory email data retention

requirements• Support ongoing compliance, litigation, or personnel

matters• Preserve valuable intellectual property and corporate

assets

Storage Management• Balance mailbox size demands with available storage

resources• Reduce the proliferation of .PST files stored outside of IT

control• Improve overall application and network performance

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Challenges to Archiving Email

Full-featured archiving

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Preserve Search

Secondary mailbox with separate quota

Managed through Exchange Administrative Center or PowerShell

Available on-premises, online, or through Exchange Online Archiving

In-Place Archive

Automated and time-based criteria

Set policies at item or folder level

Expiry date shown in email message

Governance

Capture deleted and edited email messages

Time-based In-Place Hold

Granular query-based In-Place Hold

Optional notification

Web-based eDiscovery Center and multi-mailbox search

Search primary, In-Place Archive, and recoverable items

Delegate through role-based admin

De-duplication after discovery

Auditing to ensure that controls are met

Hold eDiscovery

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Preserve: Archive and the Cloud

* Requires Exchange Server 2010 SP1 on-premises

Module 9: Archiving, eDiscovery and Compliance

• Overview• User Experience• Retention & Hold Policies• eDiscovery

For Midsize Businesses and Enterprises

9

User Experience End User Experience

Personal archive provides a PST-like experience Accessible on Outlook and OWA No Outlook restart – auto discovers archive Mail automatically moved to the archive through admin policy

IT Pro Experience Same mailbox management experience across the primary and the archive Archive must have a primary mailbox Similar management experience across On-Premises and Cloud

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Seamless Experience Specialized Exchange mailbox

configured and associated with the user’s primary mailbox

Delivers users familiar experience by seamlessly surfacing in both Outlook and Outlook Web App

Use same skills/methods already used to interact with archive email “Drag-and-drop” email to folders Create folders and categorize Conduct searches and filter results Reply to messages and set flags

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Search Faster

Quickly find new or historical email wherever you are with new, faster search technology

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Transparent User Experience

Put information workers in charge of their email by keeping them informed of when items are to be moved or archived

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Archive Client Access Exchange Online archive is only accessible online

Via Outlook and/or OWA

No additional client access configuration required Always point clients to primary mailbox CAS location

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Cloud Archive Choice | Per User Feature Primary + Archive in the cloud

Setup tenant Provision archives

Standalone Archive Setup tenant Setup Rich Co-Existence between on-prem and tenant Provision archives

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Rapid Provisioning

Quickly enable in-place archiving for users, either on-premises, in the cloud, or as a hybrid

Enable or modify quickly

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Track Changes

Audit changes in mailboxes and configurations settings with built-in reports

Module 9: Archiving, eDiscovery and Compliance

• Overview• User Experience• Retention & Hold Policies• eDiscovery

For Midsize Businesses and Enterprises

18

Retention Management

Set policies allowing you to define, deploy, and automate the expiry and archiving of email

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Move and Delete Concepts Retention Tags

Name, Action, Time period Admin mandated or User applied

All Items in Inbox are deleted in 3 years Items and Folders may have a 2 year Archive

Policy

Retention Policies Retention tags Policies span to groups of users like

‘Accounting’ User has one policy and many tags applied

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Message Retention

Archive(Move) Policy: Automatically moves mail to the archive End User Impact: Keeps Mailbox under quota

Like Outlook Auto-Archive – without PSTs!

Delete Policy: Automatically deletes mail End User Impact: Unwanted mail is removed from view End User Impact: Keeps Mailbox under quota Delete Policies apply whether in primary or archive Per item policies take precedence over folder policies Policy properties are preserved so message retention is respected in third

party systems

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Retention Policies

Use the defaults or create new for special projects/roles (e.g., HR)

IT provisioned policies

Delete Policy

Archive Policy

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Policies in Outlook 2013 & OWA

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Message Retention vs. Managed Folders Compliance management is a spectrum

Full IT Admin control to no IT control (End user tool)

Managed folders (Exchange 2007) Addresses only one end of the spectrum Very little end user flexibility

Message Retention (Exchange 2010/2013) Addresses both ends on the spectrum

Framework for IT admins to associate policy with mailboxes and system folders

Framework for end users to optionally associate policy with their folders and mail items

Retention policies managed separately for on-premises and the cloud Except when only archive in the cloud

Module 9: Archiving, eDiscovery and Compliance

• Overview• User Experience• Retention & Hold Policies• eDiscovery

For Midsize Businesses and Enterprises

25

Legal Hold Overview Captures edits/deletes on a mailbox (user/admin

access) User workflow is unchanged, items captured in hidden

folders in Dumpster 2.0 Users can receive notification they are on hold;

eliminates manual process Multi-mailbox search retrieves items indexed in

Dumpster 2.0 No end-user impact

Preserve items for recovery and discovery for a finite or indefinite period of time without impacting end user experience

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Legal Hold EAC Configuration

Manage Litigation

Hold

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Hold Policy IT Pro Experience

Enable the hold policy from the

mailbox settings page

Comment and URL tell the user how to comply

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Hold Policy

End user is told how to comply (no action needed for

email)

URL links to additional info

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New – In-Place eDiscovery and Hold Using this new model, In-Place Hold allows you to

create granular hold policies to preserve mailbox items in the following scenarios: Indefinite hold - The indefinite hold scenario is similar to litigation hold in

Exchange 2010. It’s intended to preserve mailbox items so you can meet eDiscovery requirements. During the period of litigation or investigation, items are never deleted

Query-based hold - If your organization preserves items based on specified query parameters, you can use a query-based In-Place Hold. You can specify query parameters such as keywords, start and end dates, sender and recipient addresses, and message types. After you create a query-based In-Place Hold, all existing and future mailbox items (including messages received at a later date) that match the query parameters are preserved.

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New – In-Place eDiscovery and Hold Time-based hold -  allows you to specify a duration of time for which to hold

items. The duration is calculated from the date a mailbox item is received or created. 

You can use In-Place Hold to place a user on multiple holds. When a user is placed on multiple holds, search parameters of all In-Place Holds are applied together (using an OR operator).

In-Place Hold is a premium feature that requires an Exchange Online Plan 2 or Exchange Online Archiving license to enable it for each user mailbox.

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Placing a Mailbox on In-Place HoldAuthorized users that have been added to the Discovery Management role-based access control (RBAC) role group or assigned the Legal Hold and Mailbox Search management roles can place mailbox users on In-Place Hold

Click New +to open the in-place eDiscvery & hold

dialog

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Placing a Mailbox on In-Place Hold Use the Shell to create an In-Place Hold

New-MailboxSearch "Hold-CaseId012" -SourceMailboxes "joe@contoso.com" -InPlaceHoldEnabled $true

http://technet.microsoft.com/en-us/library/dd298064(v=exchg.150).aspx

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Single Item Recovery & Fixed Retention Fixed Retention: The ability to preserve user data for a

rolling window of time that overrides user actions Can be achieved using Single Item Recovery (SIR) SIR captures all edits and stores them for the specified

time period

> Set-Mailbox -Identity bobk -SingleItemRecoveryEnabled $true

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Single Item Recovery Off by default on-premises On by default in datacenter

With default period of 14 days Extend beyond 14 days via Service Request Not recommended beyond 1 year retention

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Journaling IT Pros Can Continue to Journal to Mailbox or Archive

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Multi-Mailbox Search

Goals and Assumptions Performs distributed search across end user mailboxes

located on multiple servers Search is throttled and parallelized Results are copied to discovery mailbox after search Admins by default do not have access to search all

mailboxes, specific RBAC Discovery Role is required Single discovery experience across premise and cloud

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Identify and Hold For each case,

allow items to be placed on time-based In-Place Hold to help meet compliance requirements

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Deep Analytics and Statistics Retrieve content

in Exchange, SharePoint, Lync, and file shares in-place

Laser-focused, refined query capabilities can get the exact content you are looking for

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Resources Setting up Exchange Online Archiving

http://social.technet.microsoft.com/wiki/contents/articles/9665.office-365-setting-up-exchange-online-archiving-for-online-users.aspx

Retention Policies http://help.outlook.com/en-us/140/gg271153.aspx

In-Place Hold http://technet.microsoft.com/en-us/library/ff637980(v=exchg.150).aspx