Exchange 2010Archiving and Retention <br />Harold Wong<br />blogs.technet.com/haroldwong<br />
Why Archive? A Vicious Cycle of Volume vs. Control  <br /><ul><li>PSTs difficult to discovery centrally
Regulatory retention schedules contribute to further volume/ storage issues </li></ul>Increasing storage and back-up costs...
Breaking the CycleWith large mailbox archiecture and archiving <br />Large Mailbox Architecture<br /><ul><li> maintains pe...
 provides option for DAS-SATA storage to reduce costs </li></ul>Archiving<br />simplifies discovery, retention and legal h...
Large Mailbox Lower Costs, Better Performance <br />
Exchange 2010 ArchivingBetter mailbox management<br />
Personal ArchiveOverview <br />A secondary mailbox that is configured by the administrator <br />Appears alongside a user’...
Personal ArchiveUser experience<br />User can view, read, navigate, flag and reply to archived mail same as live mail <br ...
Personal Archive Search <br />Option to search archive only or both live and archived mail <br />Advanced search options w...
Retention PolicesAt the folder or item level<br />Policies can be applied directly within an email <br />Policies can be a...
Retention Policies Move, Delete<br />Move Policy: Automatically moves messages to the archive<br /><ul><li>Options: 6 mont...
Multi-Mailbox Search Simple, role-based GUI<br />Delegate access to search to HR, compliance, legal manager <br />Search a...
Multi-MailboxSearch<br />Additional eDiscovery features <br />Search specific mailboxes or DLS<br />Export search results ...
Legal Hold More control <br />
JournalingGreater efficiency<br />
Journal Decryption Server decryption agent <br /><ul><li>Include clear text copies of protected messages and attachments i...
Enable virus scanning, content filtering, and content based rules on IRM-protected messages</li></li></ul><li>Archive Mana...
Archive Management Add-Remove-View Archive <br />Adding the archive requires a simple checkbox in the new-mailbox wizard<b...
Archive Management Set Quota <br />Select archive quota to change default settings <br />The default quota warning for the...
JournalingGreater efficiency<br />
Exchange 2010 Archiving and Retention Key Benefits Summary <br />Seamless User Experience <br /><ul><li>Move PSTs manually...
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</li></ul>Streamlined Administrative Experienc...
Delegate compliance-related functions to non-IT compliance officers, legal, HR through easy-to-use GUI</li></ul>Reduced Co...
No separate archive to manage = lower administrative costs
Option to use DAS-SATA storage architecture to reduce storage costs </li></li></ul><li>Archiving and Retention <br />demo ...
© 2008 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be...
Appendix<br />
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TechNet Webcast Exchange 2010 Archiving And Retention

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

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TechNet Webcast Exchange 2010 Archiving And Retention

  1. 1. Exchange 2010Archiving and Retention <br />Harold Wong<br />blogs.technet.com/haroldwong<br />
  2. 2. Why Archive? A Vicious Cycle of Volume vs. Control <br /><ul><li>PSTs difficult to discovery centrally
  3. 3. Regulatory retention schedules contribute to further volume/ storage issues </li></ul>Increasing storage and back-up costs <br />Quota management often results in growing PSTs (Outlook auto-archive) <br />Users forced to manage quota<br />
  4. 4. Breaking the CycleWith large mailbox archiecture and archiving <br />Large Mailbox Architecture<br /><ul><li> maintains performance
  5. 5. provides option for DAS-SATA storage to reduce costs </li></ul>Archiving<br />simplifies discovery, retention and legal hold <br />Archiving<br />enables simple migration of PSTS back to server <br />
  6. 6. Large Mailbox Lower Costs, Better Performance <br />
  7. 7. Exchange 2010 ArchivingBetter mailbox management<br />
  8. 8. Personal ArchiveOverview <br />A secondary mailbox that is configured by the administrator <br />Appears alongside a user’s primary mailbox in Outlook or Outlook Web Access. <br />PSTs can be dragged and dropped to the Personal Archive<br />Mail in primary mailbox can be moved automatically using Retention Policies <br />Archive quota can be set separately from primary mailbox<br />
  9. 9. Personal ArchiveUser experience<br />User can view, read, navigate, flag and reply to archived mail same as live mail <br />Folder hierarchy from primary mailbox maintained <br />Reply to message in archive puts message in live mail sent items (same as PSTs) <br />User gets conversation view scoped to Archive (same as PSTs)<br />
  10. 10. Personal Archive Search <br />Option to search archive only or both live and archived mail <br />Advanced search options work across live and archived mail<br />8<br />
  11. 11. Retention PolicesAt the folder or item level<br />Policies can be applied directly within an email <br />Policies can be applied to all email within a folder<br />Delete <br />policies <br />Archive policies <br />Expiration date stamped directly <br />on e-mail <br />
  12. 12. Retention Policies Move, Delete<br />Move Policy: Automatically moves messages to the archive<br /><ul><li>Options: 6 months, 1 year, 2 years (default), 5 years, Never</li></ul>Helps keep mailbox under quota<br />Works like Outlook Auto-Archive – without creating PSTs!<br />Delete Policy: Automatically deletes messages<br />Delete policies are Global (they travel with messages as they move to Archive)<br />Removes unwanted items<br />Move + Delete Policy: Automatically moves message to archive after x months and then deletes from archive after y months<br />Policy priority: Explicit policies over default policies; Longer policies apply over shorter policies<br />
  13. 13. Multi-Mailbox Search Simple, role-based GUI<br />Delegate access to search to HR, compliance, legal manager <br />Search all mail items (email, IM, contacts, calendar) across primary mailbox, archives<br />Filtering includes: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, regular expressions, IRM protected items <br />
  14. 14. Multi-MailboxSearch<br />Additional eDiscovery features <br />Search specific mailboxes or DLS<br />Export search results to a mailbox or SMTP address<br />Search results organized per original hierarchy <br />Request email alert when search is complete <br />API enables 3rd tool integration with query results for processing <br />
  15. 15. Legal Hold More control <br />
  16. 16. JournalingGreater efficiency<br />
  17. 17. Journal Decryption Server decryption agent <br /><ul><li>Include clear text copies of protected messages and attachments in journal mailbox
  18. 18. Enable virus scanning, content filtering, and content based rules on IRM-protected messages</li></li></ul><li>Archive Management IT Pro Principles<br />Preserve mailbox management experience across primary and archive for the IT Pro.<br />The archive must be associated with a primary mailbox.<br />The archive and primary share the same user account.<br />The IT-Pro can provision only one archive per user. <br />Outlook and OWA should work against the archive exactly the same as the primary.<br />E2007-2010 Migration changes managed folder into regular folder with Delete Policy.<br />
  19. 19. Archive Management Add-Remove-View Archive <br />Adding the archive requires a simple checkbox in the new-mailbox wizard<br />Archive can be disabled together or separate from the mailbox<br />Archive auto-discover requires no Outlook restart to activate archive <br />17<br />
  20. 20. Archive Management Set Quota <br />Select archive quota to change default settings <br />The default quota warning for the Archive is 10 GB<br />
  21. 21. JournalingGreater efficiency<br />
  22. 22. Exchange 2010 Archiving and Retention Key Benefits Summary <br />Seamless User Experience <br /><ul><li>Move PSTs manually into Personal Archive folder for discovery
  23. 23. Move mail in primary automatically into Personal Archive to manage quota
  24. 24. Access archive through Outlook or OWA
  25. 25. Apply retention policies, Search across primary mailbox and Personal Archive</li></ul>Streamlined Administrative Experience <br /><ul><li>Leverage familiar Exchange management tools across all primary and archive mailboxes (retention policies, litigation hold, multi-mailbox search)
  26. 26. Delegate compliance-related functions to non-IT compliance officers, legal, HR through easy-to-use GUI</li></ul>Reduced Costs <br /><ul><li>No additional archive licenses (archive is part of Exchange 2010 ECAL)
  27. 27. No separate archive to manage = lower administrative costs
  28. 28. Option to use DAS-SATA storage architecture to reduce storage costs </li></li></ul><li>Archiving and Retention <br />demo <br />
  29. 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.<br />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.<br />
  30. 30. Appendix<br />
  31. 31. Storage Improvements<br />Performance Enhancements Enable New Options<br />Exchange 2010 Storage Enhancements<br />70% reduction in IOPS<br />Smoother IO patterns<br />Resilience against corruption<br />Direct Attached w/ SATA Disks<br />Choose from a wide range of storage technologies without sacrificing system availability:<br />Storage Area Network (SAN)<br />Direct Attached w/ SAS Disks<br />JBOD SATA(RAID-less)<br />
  32. 32. Lowering Exchange 2010 Storage Costs<br /><ul><li>Optimized for DAS storage
  33. 33. Use larger, slower, cheaper disks
  34. 34. Support larger mailboxes at lower cost
  35. 35. HA provides resilience from disk failures
  36. 36. HA Solution remains unchanged regardless of data volume size
  37. 37. JBOD/RAID-less storage now an option
  38. 38. Requires 3+ DB Copies</li></li></ul><li>Why Archive E-mail? Key drivers <br />Volume <br /><ul><li>As data volume grows, Outlook performance compromised
  39. 39. Mailbox quotas control volume but also encourage PSTs
  40. 40. PSTs add to further performance/management issues </li></ul>Retention <br /><ul><li>Compliance adds to volume challenges
  41. 41. Regulations mandate specific retention periods for relevant email (SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years) </li></ul>Discovery <br /><ul><li>Manual retrieval costs can be HUGE (backup tapes, PSTs)
  42. 42. FRCP Amendments (US) place strict timelines on discovery
  43. 43. Amendments cover all email from all sources, including PSTs </li></li></ul><li>The problems with PSTs Compliance, cost, reliability <br />IT Pro <br /><ul><li>Litigation hold can’t be enforced
  44. 44. PSTs cannot be easily discovered
  45. 45. Lost laptop results in exposure of PSTs
  46. 46. Backup/Recovery cost prohibitive</li></ul>End User <br /><ul><li>Accessible on local machine only
  47. 47. Can’t get to PSTs when needed
  48. 48. PST corruptions increase on network share
  49. 49. As PSTs grow, stability lessens (>5GB)</li></li></ul><li>Where is your e-mail? <br />SharePoint<br />Outlook PSTs<br />Exchange Server<br />Gmail<br />Third Party Archive<br />Backups<br />
  50. 50. Bring e-mail back to ExchangeLarge Mailbox, Personal Archive <br />SharePoint<br />Outlook PSTs<br />ExchangeServer 2010<br />Gmail<br /><ul><li> Large Mailbox
  51. 51. Personal Archive </li></ul>Backups<br />Third Party Archive<br />
  52. 52. Archiving and RetentionPart of our larger E2010 compliance story <br />

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