This document discusses email archiving options when migrating to or using Office 365. It recommends using a specialized archiving solution rather than archiving within Office 365, noting that specialized solutions do a better job of archiving all information, enabling eDiscovery readiness and legal holds, and using the right tool for the job. It also outlines key questions to consider regarding what can be archived in Office 365 versus other data, how well legal discovery is supported, and security of legal holds. An example archiving vendor, AXS-One, is presented as offering a cloud or on-premises solution that can archive various data types to support information governance, compliance and eDiscovery needs.

1. Office 365 Emails
& Archiving:
What you should know
before migrating or
archiving email data

2. Introductions
• Anita Engles - Vice President of Products and
Marketing
• Dan Byrne – Director, Professional Services
• Kuba Stawicki – Director, Product Management

3. Why Archive?
1. As part of an Information Governance program for business
continuity and compliance.
2. Streamline eDiscovery and investigations reducing the time,
cost and risk of these activities.
3. Ensure Regulatory Compliance requirements are being met
for SEC, FINRA, SOX, HIPAA, etc.
4. Reduce Storage and Infrastructure Costs
due to massive growth in number, size and
formats of data.

4. Office 365 – Archiving Options
Other hosted solutions
Other on-premises solutions

5. Is it a good idea to archive within
your current mail system?
While Office 365 is an excellent
choice to host your mail system,
solutions that specialize in archiving
do a much better job:
• Archiving all information
• eDiscovery readiness
• Legal Hold implementation
“Use the right tool for the job.”

6. What can you archive v. what
should you archive?
What can you archive in Office 365?
• Mailbox content in Exchange, and archived Lync 2013 content
• SharePoint 2013 and SharePoint Online websites, documents, file
shares indexed by SharePoint
What about the rest of your data?
• Email not migrated to Office 365
• File shares not indexed by SharePoint
• Yammer
• Other unstructured data like Instant Messages, Social Media,
Business Media and Voice
• Structured data like reports, logs, and application data

7. How well does your Mail system
support legal discovery?
• Can you create a Case by defining details and
custodians, manage and save all searches, issue legal
holds and package discovered data?
• Does it have a sophisticated search tool including
advanced features like proximity, thesaurus and
stemming?
• Do you have the ability to review and tag results?
• Can you schedule an ongoing searches to collect
future data?
• Can you release all case related holds with one click?
• Can you run an unlimited number of concurrent
searches?

8. How secure are Legal Holds
Legal and in-Place Holds
• Are messages really tamper proof in a users mailbox?
• Can you issue Legal Hold notifications that notify the
custodian, track their response and
prevent deletion of data?
• Can you easily identify whose
documents to put on hold?
• How many query-based holds
can you apply?

9. Archiving data can reduce the
cost of migration to Office 365
• Public folders
• Limit migration to only
subset of messages
offers significant
savings in time and
money
• Mailboxes over the size
limit
• Allows users to see
their Notes messages in
Outlook without
migrating them to
Office 365
• Messages can still be
viewed in native Notes
format for legal and
compliance reviews

10. AXS-One Cloud and On-premises Solution
Portals
User Archive Access
My Archive
Supervision
Retention Manager (Information Lifecycle Management, Auditable Chain of Custody)
E-Mail
Instant
Messages
Social
Media Voice
Voice
VoIP
Reports
File Systems
& ERP
File Systems
Print Lists
Office Docs
(300+ types)
SharePoint
Images (OCR)
Archive Platform – Capture / Categorize / De-Dupe / Store / Index / Compress
SAP
Print Streams
XML
Images Legacy
Data
eDiscovery
Case Manager

11. Q&A