Best Practices for Decommission PSTs - EPC Group High Level Overview


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Best Practices - Best Practices for Decommission PSTs - EPC Group - Very high level overview of decommissioning PST files (from Exchange 2007) into a new environment with Exchange 2010 and SharePoint 2010. EPC

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Best Practices for Decommission PSTs - EPC Group High Level Overview

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  2. 2. Example: EPC Group Messaging RoadmapKey considerations for the messaging roadmap include creation of a simpleand reliable messaging solution and an easy transition process for end-users SharePoint 2010 Messaging Exchange 2010 (example) Process Design Process Design Content > 30 days old in top level of Inbox and Sent Items folders migrated to High Capacity 2 GB mailboxes System Cleanup folderMailboxManagement Content > 90 days old purged from High System Cleanup and Deleted Items folder 1+1 clusters at all sites Availability Content > 13 months old purged from all user managed folders Same core design at all sites Decommissioning staged over 13 months. Consistency Automated build Age-based virtual folders in Outlook will display the targeted contentLegacy EmailRemoval Day 60, email > 4 years old Simplicity Decommission after auto-deletion Day 120, email > 3 years old Day 180, email > 2 years old Month 13, email > 13 months No new PSTs Proactive Microsoft MOM or new 2010PST Monitoring version Existing PSTs read-only and deleted at 13Elimination monthsOutlook to Drag-and-drop tool (or 3rd Party solution)SharePoint Managed folders for preservationProductivity Legal Support orders Cleanup and behavior tools Indexed mailboxes for discoveryTools
  3. 3. EPC Group Mailbox Management Process• UserClient must take a pro-active step to retain an email over 60 days in a SharePoint 2010 mailbox.• To retain a message over 13 months, message must be moved to SharePoint and classified.• No content remains in Exchange over 13 months. No new PSTs to be created. Old PSTs made read and delete only.• An extended (60 day system clean-up migration / 120 day deletion) profile will be provided where required. Mailbox Folder View Timeline Customer System Generated Inbox, All Initiated Actions Actions Sent Items, Other & Deleted items Folders Messages SharePoint with long-term value Content > 30 days old Inbox migrated to 30 & Sent Items System Clean-up folder days Content > 90 days old automatically purged in place Message Retain in mailbox New 0 - 12 classification longer than System Clean-Up 30 months and 30 days days Folder corporate retention applied. Content > 90 days old, automatically purged in place Deleted Items Folder Messages Content > 12 months old with displayed in Outlook long-term value virtual search folder 12 -13 Content deleted months All “User Created” Folders, at 13 months in place Calendar, Tasks, Notes, & Drafts 3
  4. 4. EPC Group’s PST Decommissioning Process PST Decommission Recommendation Pre-deployment tool lists all accessible PSTsClean-Up(Day 1 minus 90) User action: Identify PSTs to retain Delete PST Decommissioned Keep Active PSTs on old Exchange 2007 C: drives moved to new Exchange 2010 SharePoint workstations C: drivesPhase IDeployment& PSTs Read-Only Network based PSTs left on networkDay 1 PSTs become read-only. Make last backup copy for DR. Repeat Instructions and Reminder: every 60 “Your PST is going to be deleted in X days”Phase II daysChangeManagement User action:& User Review Identify “Long-term Keepers” User “Long-term Keepers” movedDay 1 – 13 months and move them moves to SharePoint 2010 to SharePoint message Take no actionPhase IIIDecommission System delete of PSTs13 months 4