Exchange server 2010 archiving and retention

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Our ExchangeCloud service offers a dedicated Exchange 2010 server. This presentation outlines the archiving and retention features in the latest release

Our ExchangeCloud service offers a dedicated Exchange 2010 server. This presentation outlines the archiving and retention features in the latest release

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  • 1. Archiving and Retention
    Name
    Title
    Microsoft Corporation
  • 2. Archiving and RetentionPart of our larger E2010 compliance story
  • 3. Why Archive E-mail? Key drivers
    Volume
    • As data volume grows, Outlook performance compromised
    • 4. Mailbox quotas control volume but also encourage PSTs
    • 5. PSTs add to further performance/management issues
    Retention
    • Compliance adds to volume challenges
    • 6. 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
    • 7. Amendments cover all email from all sources, including PSTs
    • 8. Retrieval costs can be HUGE (backup tapes, PSTs)
  • The problems with PSTs Compliance, cost, reliability
    IT Pro
    • Litigation hold can’t be enforced
    • 9. PSTs cannot be easily discovered
    • 10. Lost laptop results in exposure of PSTs
    • 11. Backup/Recovery cost prohibitive
    End User
    • Accessible on local machine only
    • 12. Can’t get to PSTs when needed
    • 13. PST corruptions increase on network share
    • 14. As PSTs grow, stability lessens (>5GB)
  • E-mail Archiving Today What customers are telling us
    Poor User Experience
    • Unfamiliar environment
    • 15. Inability to search and/or access archived content
    • 16. Clunky experience with OLK/OWA add-on
    Complex Administrative Experience
    • Outlook add-on install/performance issues
    • 17. Separate search/management of primary and archive mailboxes
    • 18. Concerns over reliability of hosted archive vendors
    High Costs
    • Separate archive licenses
    • 19. 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
  • 20. Personal ArchiveUser experience
    User can view, read, navigate, flag and reply to archived mail same as live mail
    Folder hierarchy from primary mailbox maintained
    Reply to message in archive puts message in live mail sent items (same as PSTs)
    User gets conversation view scoped to Archive (same as PSTs)
  • 21. Personal Archive Search
    Option to search archive only or both live and archived mail
    Advanced search options work across live and archived mail
    8
  • 22. Retention PolicesAt the folder or item level
    Policy automatically deletes email after x days
    Policies applied to all mail within a folder
    Policies automatically move mail to archive after x days
    Expiration date label
  • 23. Multi-Mailbox Search Simple, role-based GUI
    Delegate access to search to HR, compliance, legal manager
    Search all mail items (email, IM, contacts, calendar) across primary mailbox, archives
    Filtering includes: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, regular expressions, IRM protected items
  • 24. Multi-MailboxSearch
    Additional eDiscovery features
    Search specific mailboxes
    Export search results to a specific mailbox or SMTP address
    Request email alert when search is complete
  • 25. Legal HoldEasier, more control
  • 26. JournalingGreater efficiency
  • 27. Journal Decryption Server decryption agent
    • Include clear text copies of protected messages and attachments in journal mailbox
    • 28. Enable virus scanning, content filtering, and content based rules on IRM-protected messages
  • Exchange 2010 Archiving and Retention Key Benefits Summary
    Seamless User Experience
    • Move PSTs manually into Personal Archive folder for discovery
    • 29. Move mail in primary automatically into Personal Archive to manage quota
    • 30. Access archive through Outlook or OWA
    • 31. Apply retention policies, 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)
    • 32. 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)
    • 33. No separate archive to manage = lower administrative costs
    • 34. Option to use DAS-SATA storage architecture to reduce storage costs
  • Archiving and Retention
    demo
  • 35. © 2008 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
    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.