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Effectively managing your email - how to eliminate PST
 

Effectively managing your email - how to eliminate PST

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The dangers of using PSTs and how to properly eliminate them.

The dangers of using PSTs and how to properly eliminate them.

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    Effectively managing your email - how to eliminate PST Effectively managing your email - how to eliminate PST Presentation Transcript

    • INFORMATION MANAGEMENT The Know-IT-All’s Guide to PST File Elimination Martin Tuip Martin.tuip@autonomy.com Twitter: @mtuipPOWER PROTECT PROMOTE
    • Introduction POWER PROTECT PROMOTE • Today’s speaker Martin Tuip • Sr. Technical Product Marketing Manager • Autonomy • 10 time Microsoft Exchange MVP • Nearly a decade archiving experience
    • Agenda POWER PROTECT PROMOTE • How did we get to the PST problem? • Identify the challenges around managing PST files • Tips on how bringing the PST files back under control
    • The PST Conundrum POWER PROTECT PROMOTE • Ideal World – Executives Set Policy – IT Implements Policy – End Users Do As They Are Told • Real World – Can’t Train Users – Think It’s Their Data – PST’s Are A Shell Game
    • How Did We Get Here? POWER PROTECT PROMOTE
    • Where’s My Data? POWER PROTECT PROMOTE Exchange Outlook Active Directory Databases • Exchange • Organizational • Online (No Local Database (EDB) • Names Copies) File(s) • Email • Personal Store • Streaming Addresses (PST) Content File • Distribution • Offline Store (STM, pre 2007) Lists (OST), • Transaction Logs Synchronized • Mailboxes • OST Cache- • Folders Mode, Replicated In Background • Mobile- PDA’s, Phones
    • Typical Outlook Configuration POWER PROTECT PROMOTE • Using Cache Mode (OST File) – Synchronization Happens In The Background – Better Perceived Performance On Desktops – Notebook Replication Seamless / Outlook Anywhere • Old Email Stored In PST Files – User Based Extra Email Storage – Either Locally Or On Network Shares – Personal Copies (Just In Case) – What Storage Limitations? – What Retention Policy?
    • A Bit of History: PSTs POWER PROTECT PROMOTE • PST History – Microsoft Outlook Personal Store Files – User managed via Outlook – Two versions • Why did PSTs become so popular? – Easy to use – Mobile access – Storage management
    • History and industry issues POWER PROTECT PROMOTE • Enforcement of quotas is old school – Limited mailbox quotas are counterproductive • Forces users to create PSTs or pushes users to do “underground archiving” – End users will create other repositories in hotmail/Gmail • Stubbing can create significant performance issues – Store performance is not related to size, but mailbox items – Microsoft recommends not using stubbing
    • PST problems POWER PROTECT PROMOTE • No centralized management – Users control the creation and location of PSTs – PST growth is unchecked • How did PSTs become such a problem? – Data loss, corruption, infrastructure costs, more… – Weak elimination strategies – User productivity – No Exchange storage control
    • PST Legal and Compliance Problems POWER PROTECT PROMOTE • PST Legal Problems – No centralized management – Manual search – No retention and disposition / compliance – No risk analysis
    • PST Legal and Compliance Problems POWER PROTECT PROMOTE • How did lawyers learn to target PSTs? – Sometimes they are the only record of information – Enormous risk to organization – Easily transported – Smoking Gun…
    • Most requested information POWER PROTECT PROMOTE Source: American College of Trial Lawyers, Interim Report on the Joint Project of The American College of Trial Lawyers Task Force on Discovery and the Institute for the Advancement of the American Legal System, August 1, 2008. Source: ESG Research Report, E-Discovery Requirements Escalate, November 2007
    • Most requested information POWER PROTECT PROMOTE Source: American College of Trial Lawyers, Interim Report on the Joint Project of The American College of Trial Lawyers Task Force on Discovery and the Institute for the Advancement of the American Legal System, August 1, 2008. Source: ESG Research Report, E-Discovery Requirements Escalate, November 2007
    • How to preserve information POWER PROTECT PROMOTE • Leverage an archive properly – A backup is not an archive – Ensure you capture all the data you need – Set retention and keep privacy rules in mind – Use an archiving solution to help out with storage management of Exchange – Dont forget PST files
    • There are No Good Reasons to have PST files POWER PROTECT PROMOTE • To make it clear once and for all, here is a list of reasons why there are no good reason to have PST files in a corporate environment anymore – You cannot apply retention or legal hold to PST files – eDiscovery request are nearly impossible to accomplish as they require searching, discovery and manually opening and searching all the content in them. – PST files are quite often used when employees leave organizations to take their mail data with them to a competitor. They can store them on an MP3 player and walk out of the door which is a huge security risk for data leakage.
    • There are No Good Reasons to have PST files POWER PROTECT PROMOTE - They are difficult to find except if you use appropriate PST crawlers. - They’re fragile, especially as they get big. They get corrupted too easily. Users aren’t the best at ensuring that their systems are properly shut down. - Your users don’t back them up. Presumably you do back up the server. - Your users don’t compact them. They just get bigger and bigger. - Your users forget their PST passwords. Even though there are unsupported tools to crack them, it can take a significant amount of time to do so.
    • There are No Good Reasons to have PST files POWER PROTECT PROMOTE - You lose single instance store (SIS) as messages take up more space in a PST than in an Exchange store. - It’s simply crazy to store PSTs on a network drive. They just end up taking up more space. Is disk space on your file server cheaper than disk space on your Exchange server? (besides that Microsoft doesn’t support PST files on a File Share) - For road warriors, OSTs is a superior storage technique. They allow untethered computing at a higher level than with PSTs, plus with the added security of a backed-up information store on the server.
    • There are No Good Reasons to have PST files POWER PROTECT PROMOTE - A PST can be opened by only one machine at a time. This precludes a manager and assistant from working from the same PST simultaneously, and precludes team access. - You cannot use Outlook Web Access to read your downloaded messages. - PST files are not secure. Anyone with access to the PST file can open it using the right tools. - You cannot clean up PST files after virus infestations.
    • And now on to the good part POWER PROTECT PROMOTE - Now that we know what is bad - How do you get rid of PST files? - Out of the box tools are limited
    • PST Elimination Strategies POWER PROTECT PROMOTE 1 Write a project plan – What to do about data from employees that have left the company? – What about password protection? – Write out all the risks and actions as it will save time
    • PST Elimination Strategies POWER PROTECT PROMOTE 2 Prevent further growth of the problem – Download the Office 2007 Administrative Templates (ADM files) from http://go.microsoft.com/fwlink/?LinkId=78161 – There is a specific ADM file for Outlook that contains group policy settings that can be configured especially for Managing PST files.
    • PST Elimination Strategies POWER PROTECT PROMOTE 3 Discover all existing PSTs – Find all the PST files in the network – If you run scripts to do this, ensure you don’t do an all out search as it will saturate your network – Located on servers, tapes, laptops, and workstations – How to deal with remote users?
    • PST Elimination Strategies POWER PROTECT PROMOTE 4 Store PST data in an archive – Bring the data under centralized management – Reason for not bringing it into Exchange is that most likely you won’t have the storage available for it – Allows for setting proper retention, eDiscovery, risk management and early case assessment
    • PST Elimination Strategies POWER PROTECT PROMOTE 5 Access for end users – Give end users access to the archived data – End users need access to their data for productivity reasons
    • PST Elimination Strategies POWER PROTECT PROMOTE 6 Avoid creating stub files – Stub files are shortcuts in the mailbox pointing to the archived item – Can create major problems on Exchange with whitespace, fragmentation, and major I/O overhead
    • PST Elimination Strategies POWER PROTECT PROMOTE 7 Disable PST creation - Well, what good is it to bring everything in and not stop the end users from creating them again? - Leverage Microsoft system management (GPO) policies to restrict users from creating PST files which can be downloaded from http://go.microsoft.com/fwlink/?LinkID=78161
    • So What To Do About PST’s POWER PROTECT PROMOTE • Set Retention and Usage Policies • Identify, Quantify • Lock-down 1: No New PST’s – Via Group Policy • Consolidate – Organizations May Require More Than Exchange 2010 Archiving Can Provide – Enterprise Need For Business Level Archive – Process And Auto-Tools To Find And Import PST’s • Lock-down 2: No PST’s Allowed – Again Via Group Policy • Finally, Own The Life Cycle
    • Is it that simple? POWER PROTECT PROMOTE • PST discovery challenges • Archive storage challenges • End user access challenges
    • PST discovery challenges POWER PROTECT PROMOTE • First problem is that you are unaware of the size of the problem • There are no adequate native tools available • Blunt force crawlers might cause problems by overloading the network with searches
    • Archive storage challenges POWER PROTECT PROMOTE • Without knowing the size of the problem sizing the archive can be a challenge • Ensure that the archive and indexes can grow to the size you expect • The bigger the indexes, the slower the response times could be • Distinguish between a business record and private data can be difficult
    • End user access challenges POWER PROTECT PROMOTE • End users have saved the data for a reason • Restricting access can reduce productivity and effectiveness • End users want access to data transparently even when they work remotely or disconnected from the network
    • Important “Take Aways” POWER PROTECT PROMOTE 1. PSTs are too risky for any organization 2. Plan PST elimination strategy carefully 3. Avoid “stub” files that will negatively impact Outlook performance 4. User productivity can be improved 5. Take back control of Exchange storage using the archive 6. Block PST file creation
    • Suggested resources POWER PROTECT PROMOTE http://www.autonomy.com/ http://www.microsoft.com/exchange http://www.thesedonaconference.org
    • Questions? Questions ? Martin.Tuip@ironmountain.comPOWER PROTECT PROMOTE