Exchange 2010Archiving and Retention Harold Wongblogs.technet.com/haroldwong

Why Archive? A Vicious Cycle of Volume vs. Control PSTs difficult to discovery centrally Regulatory retention schedules contribute to further volume/ storage issues Increasing storage and back-up costs Quota management often results in growing PSTs (Outlook auto-archive) Users forced to manage quota

PSTs difficult to discovery centrally

Regulatory retention schedules contribute to further volume/ storage issues

Breaking the CycleWith large mailbox archiecture and archiving Large Mailbox Architecture maintains performance provides option for DAS-SATA storage to reduce costs Archivingsimplifies discovery, retention and legal hold Archivingenables simple migration of PSTS back to server

maintains performance

provides option for DAS-SATA storage to reduce costs

Large Mailbox Lower Costs, Better Performance

Exchange 2010 ArchivingBetter mailbox management

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 ArchiveMail in primary mailbox can be moved automatically using Retention Policies Archive quota can be set separately from primary mailbox

Personal ArchiveUser experienceUser 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)

Personal Archive Search Option to search archive only or both live and archived mail Advanced search options work across live and archived mail8

Retention PolicesAt the folder or item levelPolicies can be applied directly within an email Policies can be applied to all email within a folderDelete policies Archive policies Expiration date stamped directly on e-mail

Retention Policies Move, DeleteMove Policy: Automatically moves messages to the archiveOptions: 6 months, 1 year, 2 years (default), 5 years, NeverHelps keep mailbox under quotaWorks like Outlook Auto-Archive – without creating PSTs!Delete Policy: Automatically deletes messagesDelete policies are Global (they travel with messages as they move to Archive)Removes unwanted itemsMove + Delete Policy: Automatically moves message to archive after x months and then deletes from archive after y monthsPolicy priority: Explicit policies over default policies; Longer policies apply over shorter policies

Options: 6 months, 1 year, 2 years (default), 5 years, Never

Multi-Mailbox Search Simple, role-based GUIDelegate access to search to HR, compliance, legal manager Search all mail items (email, IM, contacts, calendar) across primary mailbox, archivesFiltering includes: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, regular expressions, IRM protected items

Multi-MailboxSearchAdditional eDiscovery features Search specific mailboxes or DLSExport search results to a mailbox or SMTP addressSearch results organized per original hierarchy Request email alert when search is complete API enables 3rd tool integration with query results for processing

Legal Hold More control

JournalingGreater efficiency

Journal Decryption Server decryption agent Include clear text copies of protected messages and attachments in journal mailboxEnable virus scanning, content filtering, and content based rules on IRM-protected messages

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

Archive Management IT Pro PrinciplesPreserve mailbox management experience across primary and archive for the IT Pro.The archive must be associated with a primary mailbox.The archive and primary share the same user account.The IT-Pro can provision only one archive per user. Outlook and OWA should work against the archive exactly the same as the primary.E2007-2010 Migration changes managed folder into regular folder with Delete Policy.

Archive Management Add-Remove-View Archive Adding the archive requires a simple checkbox in the new-mailbox wizardArchive can be disabled together or separate from the mailboxArchive auto-discover requires no Outlook restart to activate archive 17

Archive Management Set Quota Select archive quota to change default settings The default quota warning for the Archive is 10 GB

JournalingGreater efficiency

Exchange 2010 Archiving and Retention Key Benefits Summary Seamless User Experience Move PSTs manually into Personal Archive folder for discovery Move mail in primary automatically into Personal Archive to manage quota Access archive through Outlook or OWAApply retention policies, Search across primary mailbox and Personal ArchiveStreamlined 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, HR through easy-to-use GUIReduced Costs No additional archive licenses (archive is part of Exchange 2010 ECAL) No separate archive to manage = lower administrative costsOption to use DAS-SATA storage architecture to reduce storage costs

Move PSTs manually into Personal Archive folder for discovery

Move mail in primary automatically into Personal Archive to manage quota

Access archive through Outlook or OWA

Apply retention policies, Search across primary mailbox and Personal Archive

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, HR through easy-to-use GUI

No additional archive licenses (archive is part of Exchange 2010 ECAL)

No separate archive to manage = lower administrative costs

Option to use DAS-SATA storage architecture to reduce storage costs

Archiving and Retention demo

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Appendix

Storage ImprovementsPerformance Enhancements Enable New OptionsExchange 2010 Storage Enhancements70% reduction in IOPSSmoother IO patternsResilience against corruptionDirect Attached w/ SATA DisksChoose from a wide range of storage technologies without sacrificing system availability:Storage Area Network (SAN)Direct Attached w/ SAS DisksJBOD SATA(RAID-less)

Lowering Exchange 2010 Storage CostsOptimized for DAS storageUse larger, slower, cheaper disksSupport larger mailboxes at lower costHA provides resilience from disk failuresHA Solution remains unchanged regardless of data volume sizeJBOD/RAID-less storage now an optionRequires 3+ DB Copies

Optimized for DAS storage

Use larger, slower, cheaper disks

Support larger mailboxes at lower cost

HA provides resilience from disk failures

HA Solution remains unchanged regardless of data volume size

JBOD/RAID-less storage now an option

Requires 3+ DB Copies

Why Archive E-mail? Key drivers Volume As data volume grows, Outlook performance compromisedMailbox quotas control volume but also encourage PSTsPSTs add to further performance/management issues Retention Compliance adds to volume challenges Regulations mandate specific retention periods for relevant email (SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years) Discovery Manual retrieval costs can be HUGE (backup tapes, PSTs) FRCP Amendments (US) place strict timelines on discoveryAmendments cover all email from all sources, including PSTs

As data volume grows, Outlook performance compromised

Mailbox quotas control volume but also encourage PSTs

PSTs add to further performance/management issues

Compliance adds to volume challenges

Regulations mandate specific retention periods for relevant email (SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years)

Manual retrieval costs can be HUGE (backup tapes, PSTs)

FRCP Amendments (US) place strict timelines on discovery

Amendments cover all email from all sources, including PSTs

The problems with PSTs Compliance, cost, reliability IT Pro Litigation hold can’t be enforcedPSTs cannot be easily discovered Lost laptop results in exposure of PSTsBackup/Recovery cost prohibitiveEnd User Accessible on local machine onlyCan’t get to PSTs when neededPST corruptions increase on network shareAs PSTs grow, stability lessens (>5GB)

Litigation hold can’t be enforced

PSTs cannot be easily discovered

Lost laptop results in exposure of PSTs

Backup/Recovery cost prohibitive

Accessible on local machine only

Can’t get to PSTs when needed

PST corruptions increase on network share

As PSTs grow, stability lessens (>5GB)

Where is your e-mail? SharePointOutlook PSTsExchange ServerGmailThird Party ArchiveBackups

Bring e-mail back to ExchangeLarge Mailbox, Personal Archive SharePointOutlook PSTsExchangeServer 2010Gmail Large Mailbox Personal Archive BackupsThird Party Archive

Large Mailbox

Personal Archive

Archiving and RetentionPart of our larger E2010 compliance story