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TechNet Webcast Exchange 2010 Archiving And Retention
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TechNet Webcast Exchange 2010 Archiving And Retention


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View the full video presentation here:

This webcast will introduce new ways to address archiving and retention with Exchange Server 2010.

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  • 1. Exchange 2010Archiving and Retention
    Harold Wong
  • 2. Why Archive? A Vicious Cycle of Volume vs. Control
    • PSTs difficult to discovery centrally
    • 3. 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
  • 4. Breaking the CycleWith large mailbox archiecture and archiving
    Large Mailbox Architecture
    • maintains performance
    • 5. provides option for DAS-SATA storage to reduce costs
    simplifies discovery, retention and legal hold
    enables simple migration of PSTS back to server
  • 6. Large Mailbox Lower Costs, Better Performance
  • 7. Exchange 2010 ArchivingBetter mailbox management
  • 8. 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
  • 9. 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)
  • 10. Personal Archive Search
    Option to search archive only or both live and archived mail
    Advanced search options work across live and archived mail
  • 11. Retention PolicesAt the folder or item level
    Policies can be applied directly within an email
    Policies can be applied to all email within a folder
    Archive policies
    Expiration date stamped directly
    on e-mail
  • 12. Retention Policies Move, Delete
    Move Policy: Automatically moves messages to the archive
    • Options: 6 months, 1 year, 2 years (default), 5 years, Never
    Helps keep mailbox under quota
    Works like Outlook Auto-Archive – without creating PSTs!
    Delete Policy: Automatically deletes messages
    Delete policies are Global (they travel with messages as they move to Archive)
    Removes unwanted items
    Move + Delete Policy: Automatically moves message to archive after x months and then deletes from archive after y months
    Policy priority: Explicit policies over default policies; Longer policies apply over shorter policies
  • 13. 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
  • 14. Multi-MailboxSearch
    Additional eDiscovery features
    Search specific mailboxes or DLS
    Export search results to a mailbox or SMTP address
    Search results organized per original hierarchy
    Request email alert when search is complete
    API enables 3rd tool integration with query results for processing
  • 15. Legal Hold More control
  • 16. JournalingGreater efficiency
  • 17. Journal Decryption Server decryption agent
    • Include clear text copies of protected messages and attachments in journal mailbox
    • 18. Enable virus scanning, content filtering, and content based rules on IRM-protected messages
  • Archive Management IT Pro Principles
    Preserve 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.
  • 19. Archive Management Add-Remove-View Archive
    Adding the archive requires a simple checkbox in the new-mailbox wizard
    Archive can be disabled together or separate from the mailbox
    Archive auto-discover requires no Outlook restart to activate archive
  • 20. Archive Management Set Quota
    Select archive quota to change default settings
    The default quota warning for the Archive is 10 GB
  • 21. JournalingGreater efficiency
  • 22. Exchange 2010 Archiving and Retention Key Benefits Summary
    Seamless User Experience
    • Move PSTs manually into Personal Archive folder for discovery
    • 23. Move mail in primary automatically into Personal Archive to manage quota
    • 24. Access archive through Outlook or OWA
    • 25. 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)
    • 26. 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)
    • 27. No separate archive to manage = lower administrative costs
    • 28. Option to use DAS-SATA storage architecture to reduce storage costs
  • Archiving and Retention
  • 29. © 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.
  • 30. Appendix
  • 31. Storage Improvements
    Performance Enhancements Enable New Options
    Exchange 2010 Storage Enhancements
    70% reduction in IOPS
    Smoother IO patterns
    Resilience against corruption
    Direct Attached w/ SATA Disks
    Choose from a wide range of storage technologies without sacrificing system availability:
    Storage Area Network (SAN)
    Direct Attached w/ SAS Disks
    JBOD SATA(RAID-less)
  • 32. Lowering Exchange 2010 Storage Costs
    • Optimized for DAS storage
    • 33. Use larger, slower, cheaper disks
    • 34. Support larger mailboxes at lower cost
    • 35. HA provides resilience from disk failures
    • 36. HA Solution remains unchanged regardless of data volume size
    • 37. JBOD/RAID-less storage now an option
    • 38. Requires 3+ DB Copies
  • Why Archive E-mail? Key drivers
    • As data volume grows, Outlook performance compromised
    • 39. Mailbox quotas control volume but also encourage PSTs
    • 40. PSTs add to further performance/management issues
    • Compliance adds to volume challenges
    • 41. 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)
    • 42. FRCP Amendments (US) place strict timelines on discovery
    • 43. Amendments cover all email from all sources, including PSTs
  • The problems with PSTs Compliance, cost, reliability
    IT Pro
    • Litigation hold can’t be enforced
    • 44. PSTs cannot be easily discovered
    • 45. Lost laptop results in exposure of PSTs
    • 46. Backup/Recovery cost prohibitive
    End User
    • Accessible on local machine only
    • 47. Can’t get to PSTs when needed
    • 48. PST corruptions increase on network share
    • 49. As PSTs grow, stability lessens (>5GB)
  • Where is your e-mail?
    Outlook PSTs
    Exchange Server
    Third Party Archive
  • 50. Bring e-mail back to ExchangeLarge Mailbox, Personal Archive
    Outlook PSTs
    ExchangeServer 2010
    • Large Mailbox
    • 51. Personal Archive
    Third Party Archive
  • 52. Archiving and RetentionPart of our larger E2010 compliance story