A specialized Exchange mailbox configured and associated with the user’s primary mailbox

1. Exchange Server 2010:
Archiving, Retention, and Discovery
Name
Title
Microsoft Corporation

2. Why Archive Your E-mail?
Storage Management
• Balance mailbox size demands with available storage resources
• Reduce the proliferation of .PST files stored outside of IT control
• Improve overall application and network performance
Data Retention
• Meet industry and regulatory e-mail data retention requirements
• Support ongoing compliance, litigation, or personnel matters
• Preserve valuable intellectual property and corporate assets
Discovery
• Respond to strict timelines for legal discovery orders
• Reduce costs involved in searching for and retrieving e-mail data
• Report on e-mail communications as part of auditing procedures

3. Challenges to Archiving E-mail
Your E-mail Server

4. Potential Barriers to Archiving
A Poor User Experience
• Unfamiliar experience for your users
• Separate tools for searching and accessing archived e-mail
• Loss of full fidelity of Exchange user productivity features
Complex Administrative Experience
• Difficulty deploying add-ins and impact to Outlook performance
• Different methods for conducting multi-mailbox searches
• Complexity managing high availability and access to the archive
High Costs and Overhead
• Separate archive infrastructure investment
• Additional archive management overhead
• User training and education costs

5. Integrated E-mail Archiving
preserve discover
• Secondary mailbox • Automated and • Capture deleted • Web-based UI
with separate quota time-based criteria and edited e-mail • Search primary,
• Appears in Outlook • Set policies at item messages archive, and
and OWA or folder level • Offers single item recoverable items
• Managed through • Expiry date shown restore • Delegate through
EMC or PowerShell in e-mail message • Notify user on hold roles-based admin

6. A Familiar Personal Archive
• A specialized Exchange mailbox
configured and associated with the
user‟s primary mailbox
• Delivers your users a familiar
experience by seamlessly surfacing in
both Outlook and Outlook Web App
• Your users can use the same skills and
Primary Mailbox
methods they already use today to
interact with archive e-mail:
• “Drag and Drop” e-mail to folders
• Create folders and categorize
• Conduct searches and filter results
• Reply to messages and set flags
Archive
• Separate quotas may be set for archive
and primary mailboxes

7. A Seamless User Experience
Read, reply, and navigate archived
e-mail same as live e-mail
Conversation view scoped
to archived e-mail
Primary mailbox folder
hierarchy maintained

8. One User Search Experience
Same search steps with option to
search across archived e-mail

9. Streamlined Administration
Set separate quota
for archive mailbox
Enable the archive on
an existing mailbox
Add an archive when
creating a new mailbox

10. Retention Management
• Automatically move content to personal archive
Archive Policy • Time-based criteria (such as e-mail older than 2 years)
• Preserves primary mailbox folder hierarchy
• Automatically delete content
Retention Policy • Time-based criteria (such as e-mail older than 2 years)
• Retention policies travel with archived messages
• Automatically move message to archive after „x‟
Combined Policies months, then delete from archive after „y‟ months
• Longer policies have priority over shorter policies

11. Granular Yet Flexible Policies
Apply Retention and Archive
policies to individual messages
Policies assigned to all
e-mail within a folder
Retention policy
and expiry details

12. New Hold Policy
Set legal hold to capture
all changes indefinitely
Captured e-mail data found in
multi-mailbox search results
• Provides separate settings to enable single item restore
• Optionally set an “on hold” alert message for users with Outlook 2010

13. Web-Based Multi-Mailbox Search
Delegate capability
to specialist users
Rich search criteria
and targeting options
Results stored in specialized
discovery mailbox

14. Simplified e-Discovery Results
Use built-in search and filtering to
conduct additional investigation
One query searches all Attachments included
possible locations with search results

15. Updates to Journaling Features
Transport • Journal to individual mailboxes or SMTP address
• Detailed reports per To/CC/BCC/Alt-Recipient and
Journaling distribution group expansion
Journal Report • Exchange Server 2010 creates one report per
message
De-duplication • Helps reduce hosted archive storage costs
• Includes clear text copies of protected messages and
Journal attachments in journal mailbox
Decryption • Enables virus scanning, content filtering, and content-
based rules on IRM-protected messages

16. Exchange Server 2010 Archiving
Deliver a seamless user experience without
interrupting users‟ e-mail workflow
Streamline administrative tasks using familiar
management tools and delegation
Reduce costs and lower administrative overhead
through integrated capabilities

17. © 2009 Microsoft Corporation. All rights reserved. Microsoft, Outlook, 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.