Email Archiving2003 Zantaz


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Draft of Internal quick overview using Zantaz product. 2nd rev

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Email Archiving2003 Zantaz

  1. 1. Email Archiving A Quick Introduction for End Users Information Systems – 2008 April rev 2 (2008 June)
  2. 2. Contents Email Archiving
  3. 3. Why? <ul><li>Enable high-performance, high-availability messaging (by streamlining the core mail system) </li></ul><ul><li>Improve Email search capabilities (by using advanced search technology) </li></ul><ul><li>Better protect historical messages (by moving to reliable technology; eliminating risky PST files) </li></ul><ul><li>Lower the cost of maintaining archival email (by incorporating tiered storage) </li></ul><ul><li>Simplify user mail management (through automated archiving) </li></ul><ul><li>Standardize Email Retention and Archiving (through automated policy enforcement) </li></ul>
  4. 4. Why? BEFORE AFTER Messaging System New – Active Mail Old – Inactive Mail All Messages Active Messages (in core mail) Passive Messages (in archive mail)
  5. 5. Concepts <ul><li>User archive functions are within Outlook </li></ul><ul><li>Archiving MOVES messages; part of complete system </li></ul><ul><li>Archiving happens, no intervention (directed by policy) </li></ul>
  6. 6. Archiving <ul><li>Applies to common Message types (mail in, mail out) </li></ul><ul><li>Does not apply to Notes, Calendars, Contacts, Trash, </li></ul><ul><li>Occurs nightly </li></ul><ul><li>Mail older than 21 days is archived with a short version left behind (stubbed) </li></ul><ul><li>Mail older than 42 days is completely removed from Outlook </li></ul><ul><li>Tasks older than 1 year are archived </li></ul><ul><li>Archived mail is kept indefinitely </li></ul><ul><li>You can delete your own mail (and should!) </li></ul>Archive Policy - Processing
  7. 7. Best Practice – search for Inbox Zero Email (your friend, not your master)
  8. 8. Concepts Lingo What’s a … It’s a … Stub Message which has been archived with a portion left back for reference. It eventually disappears. Zantaz EAS That’s the name of the archiving software company and product (Enterprise Archive Solution) . You’ll see it on form banners, help screens, etc. Archive Hey, we covered that in concepts – go back. Archive Policy Our rules and guidelines which dictate what is archived. Established by me (the self-appointed King of Bits)
  9. 9. Using Archives <ul><li>Additional Toolbar </li></ul><ul><li>Stubbed Messages </li></ul><ul><li>Much Less Mail </li></ul><ul><li>Integrated Archive tools (i.e. archive browser) </li></ul>What Changes in Outlook?
  10. 10. Using Archives <ul><li>Don’t Panic – it’s in there </li></ul><ul><li>Open the EAS Web Brower to browse, search, etc or </li></ul><ul><li>Open up the Archive Search or </li></ul><ul><li>Open with Web Browser URL </li></ul><ul><li>Search, Browse, read, whatever </li></ul>Where’s my Mail! (how to retrieve mail from archives) http://scsap27p/ewaforms/main.aspx http://scsap27p/ewawindows
  11. 11. Using Archives This Outlook (archive toolbar) button, invokes the Archive Browser (EAS Web Access) Archive Browser
  12. 12. Using Archives <ul><li>Complex Search </li></ul><ul><li>Browse; by folder </li></ul><ul><li>Retrieve – Quick Preview </li></ul><ul><li>Search / Filter </li></ul><ul><li>Limited sorting </li></ul><ul><li>Restore to Mail </li></ul><ul><li>Delete </li></ul><ul><li>Once retrieved, same as mail (forward, …) </li></ul>What Can You Do What Can’t You Do <ul><li>Edit </li></ul><ul><li>Re-organize into folders </li></ul><ul><li>Extended sorting, grouping </li></ul>Archive Browser Abilities
  13. 13. Using Archives This Outlook (archive toolbar) button, invokes Archive Search Archive Search
  14. 14. Using Archives <ul><li>Complex search </li></ul><ul><li>Browse </li></ul><ul><li>Sort (limited columns) </li></ul><ul><li>Retrieve </li></ul><ul><li>Once retrieved, same as mail (forward, …) </li></ul>What Can You Do What Can’t You Do <ul><li>See Folders; Re-organize into folders </li></ul><ul><li>Delete </li></ul><ul><li>Extended sorting, grouping </li></ul>Archive Search Abilities
  15. 15. Using Archives <ul><li>Search Mail, Search Archives – Not integrated </li></ul><ul><li>Folder “handling” limited </li></ul><ul><li>Check the Age Filter (e.g. “Last Year”) </li></ul><ul><li>End of Message on Stubs </li></ul><ul><li>Deleted is Deleted </li></ul><ul><li>Do not restore into Email unless you need to </li></ul><ul><li>Empty the Trash (deleted items)! and other Junk folders </li></ul>Things to Watch Out For Gotchas
  16. 16. Using Archives Instruction - Help What Where / How City maintained Instruction / Help documentation; policy, FAQs, http://wiki/twiki/bin/view/TechNet/EmailArchive Or, in browser, type “ Wiki ”, followed by “ TechNet” link , see “ Archive” in menu Archiving software help (from vendor); how to search, navigate through records, etc. Note that all features not implemented as described. This icon in archive tool bar EAS for Exchange Outlook 2003 User Guide; how to. Note that all features not implemented as described. See link from TechNet
  17. 17. That’s all – Thanks!