Exchange 2010 Archiving And Retention

Archiving and Retention
Harold Wong
IT Pro Evangelist
blogs.technet.com/haroldwong

Archiving and Retention: An Overview
Configuring and Using Archive
Configuring Retention (Legal) Holds
Agenda

Archiving and RetentionPart of Our Larger Exchange Server 2010 Compliance Story
Archiving and Retention
Information Protection and Control

Personal Archive
Retention Policies
Multi-Mailbox Search
Legal Hold
Journaling
Auditing and Reporting
Transport Protection Rules
Outlook Protection Rules
Transport Decryption
Enhanced Transport Conditions
Moderation
MailTips

Why Archive E-mail?Key Drivers
Volume

As data volume grows, Outlook performance compromised
Mailbox quotas control volume but also encourage PSTs
PSTs add to further performance and management issues

Retention

Compliance adds to volume challenges
Regulations mandate specific retention periods for relevant e-mail (SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years)

Discovery

FRCP amendments place strict timelines on discovery of e-mail
Amendments cover all e-mail from all sources, including PSTs
Retrieval costs can be exorbitant (backup tapes, PSTs)

Problems With PSTsCompliance, 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
Cannot get to PSTs when needed
PST corruptions increase on network share
As PSTs grow, stability lessens (>5GB)

E-mail Archiving TodayWhat Customers Are Telling Us
Poor user experience

Unfamiliar environment
Inability to search and access archived content
Clunky experience with OLK/Outlook Web Access add-ons

Complex administrative experience

Outlook add-on installation and performance issues
Separate search and management of primary and archive mailboxes
Concerns over reliability of hosted archive vendors

High costs

Separate archive licenses
Additional archive management costs

Configuring and Using Archive
demo

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
Items in primary mailbox can be moved automatically using retention policies
Archive quota can be set separately from primary mailbox

Legal HoldEasier, More Control
Feature
Benefits
Copy edited and deleted items
Enhances feature in Exchange Sever 2007 that holds automatically deleted items
Alert notification
Sends alert automatically to a user placed on hold; eliminates manual process
Search dumpster
Use multi-mailbox search to retrieve deleted or edited items indexed in dumpster folder

JournalingGreater Efficiency
Feature
Benefits

Ability to journal individual mailboxes or SMTP address (hosted archive)
Detailed reports per To/cc/bcc/Alt-Recipient and DL expansion

Transport Journaling

Customers report up to 40% duplication of journal reports for example, internal/external recipients on same DL
One report is created per message
Can dramatically reduce hosted archive

storage costs
Journal Report De-duplication

Journal DecryptionServer 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

Configuring Retention (Legal) Hold
demo

Exchange 2010 Archiving and RetentionKey Benefits Summary
Seamless user experience

Move PSTs manually into Personal Archive folder for discovery
Move items in primary mailbox automatically into Personal Archive to manage quota
Access archive through Outlook or Outlook Web Access
Apply retention policies and 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)
Delegate compliance-related functions to non-IT compliance officers, legal, or HR through easy-to-use interface

Reduced costs

No additional archive licenses (archive is part of Exchange Server 2010 ECAL)
No separate archive to manage = lower administrative costs
Option to use DAS-SATA storage architecture to reduce storage costs

Learn More About Exchange 2010
Community Resources
Technical Resources
Get Hands on Training

Exchange Team Blog
Exchange Forums
The New Efficiency Virtual Launch Experience
TechNet Exchange Website
Exchange Webcasts and Podcasts

www.thenewefficiency.com
http://technet.microsoft.com/en-us/exchange/default.aspx
http://technet.microsoft.com/en-us/exchange/bb288465.aspx

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