GWAVACon 2013: Why is third party archiving still neccessary?


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  • Hello and Welcome everybody to our Session „Why third party archiving is still necessary in Exchange and Office 365“! My Name is Martin Etzrodt and I am Partner Executive at GWAVA. In this Session, we will see why Customers are still using third party archiving though they could theoraticaly archive within Exchange or their O365 Plans. So…
  • Anyone has an Idea?
  • Anyone has an Idea? Retain goes becond Exchange archiving functionalities!
  • Anyone has an Idea?
  • Let‘s have a look at all O365 plans. They are speperated in Small, Midsize and Enterprise Business. In the office 365 comparison here, it‘s all about Advanced email, which is archiving and legal capabilities. The second point we‘ll compare is eDiscovery Center, which provides comlpliance search across sharepoint and exchange. Ok. Those two features of O365 are just not available unless you go for the E3 or E4 plan. That means that there is wether archiving nor eDiscovery in all plans below. That gives you the possibilities to place retain.
  • Let‘s take a second to talk about costs of the exchange on prem First point is CALs For in-Place Archive you‘re going to need the STANDARD CAL + ENTERPRISE CAL For eDiscovery within exchange on prem, you‘ll have to have a Sharepointserver installed.
  • Furthermore: Emails are just being copied to another in-place archive what means, you will have another copy of your mailbox below your „live-mailbox. We take Space, too but we use SIS on it. Microsoft does only do that on the eDiscovery mailbox, where every search result is copied to.
  • What does Retain cost?? You‘ll have to purchase the Retain Server License and the module you want. Due to the single instant storage technoligie and our compression via Gzip, we‘ll reduce storage costs! No extra Microsoft CAL is needed.
  • Let‘s now have a look at a few screenshots of MS compared to retain. You have to set a seperate mailbox quota for your archive mailbox. The activation is just one click. BUT for every single User!
  • Within Retains Installation the whole AD is copied to the retain server. All accessed through our Retain Web Interface. Migrations of other mail systems are possible. We have a new migration toolkit, which will be provided to you next month. A big point for Retain is that you have the freedom of choice in SQL databases.
  • To reach compliance in Exchange you have to create several „retention tags“. In Exchange 2013 you have now different retention activities: DELETE and Archive. For each you have to create your tags. To archive all data, you have to create several archiving tags.
  • In retain, it is really easy to create an archiving job. You just choose When to archive, where to archive and what to archive.
  • To prevent users from deleting content, you have to activate inplace hold, due to another KQL query. I personaly think, thats the wrong way.
  • Retain does that, the other way around. The administrator or compliance officer has to set rights for every user. And as you can see, one of the rights is Delete messages from another mailbox and delete personal messages.
  • Let‘s have a look at the eDiscovery functions in Exchange on Premise. There is no eDiscovery for end users, what means every search query has to be done by an administrator. All in KQL again The Search result is copied to a special search mailbox. And without a Sharepoint server, you can‘t even use eDiscovery.
  • Here you see a KQL query. It‘s quite similiar to SQL language but now imagine. A compliance officer in a big environment who is a lawyer and does this job for like 20 years. You think this guy knows how to create any SQL or KQL query?
  • eDiscovery in Retain looks like anyone can handle it. Every user is enabled to eDiscover No special languages are needed There is a Keyword Search and an advanced search with up to 6 filters. The search results don‘t use any extra space. If you save a query, it is just that, what is going to be saved. None of the content is copied to anywhere.
  • Let us now have a look at Exchanges export functions. Here you can export to pst The export needs a KQL query what makes it impossible for users to export.
  • With retain you have a lot of more export functions. The user is, if you want, able to export directly to PDF container files We can export in PSTs, too And we have a publisher tool. Where you can publish for example for an audit. That means, that you‘re able to export one or several mailboxes with an own viewer.
  • Conclusion So we had the Sceanario that exchange users want to relieve their exchange system. Due to the fact that Exchange copies every single mail into another „Archive Mailbox“, this point goes to retain. You want to find mails faster!? That is a good point on exchange, too. You can directly search your sharepoint and Exchange. As long Retain does not archive sharepoint, i would give one point to Exchange and one to Retain because on pure exchange, retain would be faster. You must provide audit requests. Exchange just has the PST Export within it‘S KQL eDiscovery. There is eDiscovery in exchange but no user can use it If you want to migrate mail servers, take retain. With it‘s new migration toolkit it is more than comfortable. The exchange users want to avoid losing emails. With a special query for litigation hold, you can prevent them. That is why that point goes to Retain. If you want to switch a 365 plan you just can‘t do it from any to any plan. We will help you with this.
  • GWAVACon 2013: Why is third party archiving still neccessary?

    1. 1. Martin Etzrodt Partner Executive Why Third Party Archiving is still Necessary in Exchange and Office 365 9/28/2013
    2. 2. © GWAVA Inc, Confidential & Proprietary2 QUESTION: Why do you need a 3rd party archiving solution if you are using Microsoft Exchange?
    3. 3. © GWAVA Inc, Confidential & Proprietary3
    4. 4. Exchange or O365 Scenarios © GWAVA Inc, Confidential & Proprietary5 • You want to relieve the Exchange Server? • You want to find mails faster? • You must provide audit requests? • You want to use eDiscovery? • You want to migrate mail servers? • You want to avoid losing emails? • You want to switch the O365 Plan? Limited capabilities within the MS Exchange archiving! Limited or no capabilities within the Office 365 archiving!
    5. 5. © GWAVA Inc, Confidential & Proprietary6 Comparing Plans & Costs
    6. 6. © GWAVA Inc, Confidential & Proprietary7 Office 365 Plan Comparison
    7. 7. Exchange on Prem Archiving Costs © GWAVA Inc, Confidential & Proprietary8 • Standard + Enterprise CAL needed • Sharepoint server needed for full eDiscovery
    8. 8. © GWAVA Inc, Confidential & Proprietary9 • Emails are being copied to the archive mailbox • No de-duplication except the eDiscovery search mailbox • Every search query uses storage (results are being copied) Exchange on Prem Archiving Costs
    9. 9. © GWAVA Inc, Confidential & Proprietary10 • Retain Server plus Retain Module • Single Instance Storage = no de-duplication • Reduce storage costs • No extra Microsoft CALs needed Retain Archiving Costs
    10. 10. © GWAVA Inc, Confidential & Proprietary11 • Seperate Quota for Archive Mailbox • Activation is just one click • BUT for every single User Exchange Installation
    11. 11. © GWAVA Inc, Confidential & Proprietary12 • Whole AD is copied • All accessed via Archive Job Settings • Migrations to other emailsystems possible • Freedom of choice in SQL databases Exchange Installation
    12. 12. Retention Policies Creation Exchange © GWAVA Inc, Confidential & Proprietary13 • Creation of different retention tags is needed • Different retention activities: Delete or Archive • Several tags needed to reach compliance
    13. 13. © GWAVA Inc, Confidential & Proprietary14 • Intuitive web interface • When to archive • What to archive • Where to archive Retention Policies Creation Retain
    14. 14. © GWAVA Inc, Confidential & Proprietary15 Another KQL Query needed to prevent users from deleting content Enduser Deletion Exchange
    15. 15. © GWAVA Inc, Confidential & Proprietary16 • The other way around • Admin sets rights for every user Enduser Deletion Retain
    16. 16. © GWAVA Inc, Confidential & Proprietary17 • No eDiscovery for end user • KQL language querys • query is copied to search mailbox • For all of that the customer needs SharePoint eDiscovery – Exchange OnPrem
    17. 17. © GWAVA Inc, Confidential & Proprietary18 eDiscovery – Exchange OnPrem
    18. 18. © GWAVA Inc, Confidential & Proprietary19 • Every user can use eDiscovery • No special query language • „Keyword“ search • Advanced search, up to 6 filters • Messages aren‘t copied again • A saved query doesn‘t need storage eDiscovery – Retain
    19. 19. © GWAVA Inc, Confidential & Proprietary20 • Export to PST • Export through compliance officer only • KQL query to export Data Export – Exchange
    20. 20. © GWAVA Inc, Confidential & Proprietary21 • Export to PDF • Export to PST • Export by user • Publisher/Viewer tool for big exports Data Export – Retain
    21. 21. © GWAVA Inc, Confidential & Proprietary22 • You want to relieve the Exchange Server? • You want to find mails faster? • You must provide audit requests? • You want to use eDiscovery? • You want to migrate mail servers? • You want to avoid losing emails? • You want to switch the O365 Plan? Retain vs. Exchange
    22. 22. Thank You!