Exchange 2010 includes features that help break the cycle of growing mailbox volumes and storage costs. It provides large mailbox architecture and personal archiving to move older emails out of the primary mailbox automatically according to retention policies. This simplifies discovery, retention, and legal holds while lowering costs. Users can access archived emails through Outlook or OWA and IT administrators can leverage familiar tools to manage policies and search across mailboxes and archives.

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

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 Archivingsimplifies discovery, retention and legal hold Archivingenables 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 ArchiveMail in primary mailbox can be moved automatically using Retention Policies Archive quota can be set separately from primary mailbox

9. 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)

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

11. 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

12. 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

13. 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

14. 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

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 messagesArchive 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.

19. 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

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 ArchiveStreamlined 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 GUIReduced 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 demo

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 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)

32. Lowering Exchange 2010 Storage CostsOptimized 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 CopiesWhy Archive E-mail? Key drivers Volume As data volume grows, Outlook performance compromised

39. Mailbox quotas control volume but also encourage PSTs

40. PSTs add to further performance/management issues Retention 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) Discovery 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 prohibitiveEnd 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? SharePointOutlook PSTsExchange ServerGmailThird Party ArchiveBackups

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

51. Personal Archive BackupsThird Party Archive

52. Archiving and RetentionPart of our larger E2010 compliance story