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Company
LOGO
State of Alaska
Exchange & Active Directory Project
Enterprise Technology Services
ETS is a customer driven team that provides world class enterprise technology services for all
branches of state government.
Email Management
PresentationArchiving &
Email Management
Russell KunibeExchange & AD Project ManagerEnterprise Technology Services
Archiving
Archiving
Exchange (Email) and Archiving Proposed based on the results of our Feb
2006 Needs Assessment The addition of Archiving to the Project was
approved 6/27/2006 Formed a workgroup to develop System
Requirements
Archiving
Enterprise Archiving Goals
Reduce system costs Moves the storage of emails to lower cost storage Removes the need to re-size the Email system to
keep pace with the growth
Facilitate legal discovery by making all email searchable by authorized personnel
Provides the tools to assist with compliance with retention requirements and manage email
Archiving
ZANTAZ Enterprise Archiving System (EAS) is the State’s Selected Archiving System
Archiving
How Archiving Reduces Costs Moves the Storage of Emails from the
Email System to the Archive Storage Archive Storage is less expensive Archive Storage is compressed The Archive System uses single instance
storage Stabilizes the Exchange System Design
Email growth occurs in the Archive system
Archiving & Legal Discovery
Legal Discovery “Timely detection” “Rapid and current disclosure” “Conduct a reasonable investigation to promptly
determine” “The most expedient time possible and without
unreasonable delay”These are a just a few of the phrases used by legislation, regulation
and the U.S Supreme Court to describe the time-sensitive requirements for responding to an electronic records discovery request.
Archiving
ZANTAZ EAS Supports Legal Discovery
Accessibility: Emails are placed in a single searchable store
Authenticity: the origin of the record can be reliably demonstrated
Accuracy; the record contains the information it is supposed to contain
Integrity; the record has not been altered
Email Management
Managing Incoming Email
Email has become, for many people, the
primary way they communicate. Learning
how to manage mailboxes efficiently is a
skill that people need to take the time to
acquire.
Email Management
Email Growth for the State
Email storage per user is 40 MB – 1 GB
Estimates for Local Email Storage are 7 – 10 TB
Email storage is growing 400 GB / month
In five years email storage growth will be 770 GB /
month
Email Management
With the increase in number of emails that I need to read, answer, file for reference I just
don’t have time for any new email tasks!!
The number of emails per day that a user must deal with keeps increasing
The outlook and the archive system provides additional tools to manage email
Using our new email management tools users can reduce the time spent managing emails while becoming compliant with retention rules
Email Management
Enterprise Exchange Design
300 MB Exchange Mailbox limit Predictable design Stable performance Includes: Inbox, Sent Mail, Deleted Items, Folders, Archive
“Stubs”, Calendar And Contacts
Archiving system is sized for all current mail in excess of 300 MB all local email storage
Archived email appears to the end user the same as an email message
Expands the user’s email storage Can have a retention date assigned
Email Management
Archived Messages
Archiving a message moves it from Exchange to the archive
storage
The archived message is replaced with a “Stub” in
Exchange
The Stub links Outlook to the message and attachments in
the archive system
Archived messages can have a retention period
Email Management
Archived Mail Appears as Another Message in Outlook
The default “stub” will contain all of the header information plus 600
characters of the body of the message. The default size is 1 KB
Default Stub• From• To• CC• BCC• Subject• Date and Time• Attachments• First 600 Characters from the body
Email Management
The average message size is 5 KB300 MB = 61,440 messages
The average Word document is 40 KB300 MB = 6,827 messages with a word doc
The average MP3 is 3 MB300 MB = 102 messages with a MP3 attached
The average default stub is 1 KB300 MB = 307,200 stubs with attachments
Email Management
Default Email Settings to Manage Email Inbox / Sent Items - temporary storage Deleted Items for Immediate restores User Defined Folders
How retentions help manage email Folders Default retentions User Defined retentions
EAS Search Calendar Items defaults The first 90 days Collecting Locally Stored Messages
Email Management
The 90 Day Inbox / Sent Item Rule
Email residing on the enterprise Exchange Messaging
Inbox and Sent Items will be stored for a maximum of 90
days.
When email needs to be kept beyond 90 days the User
will need to move the messages to folders with archiving
rules attached
This rule ensures that messages are evaluated by the
user for retention compliance
Email Management
Deleted Items for Immediate Restores
Deleted messages will be moved to the users Deleted Items Folder
Items in the Deleted Items Folder will be maintained for 7 days
Users can restore an Item from the Deleted Items Folder by moving it to another folder
Email Management
Using Email Retentions to Help Mange Emails
Folders in Exchange can have archive and retention rules
placed on them based on the folder name
Retention rules in the archive system sets a date for the
email to be purged from the system
Once a retention has been set on an item it cannot be
purged from the system until it has reached its retention
A retention can be set longer but never shorter
By having retentions set, the user doesn’t have to go
through old emails to delete them
Email Management
All Emails in user defined folders will be archived and a retention applied
Messages in all user defined folders will be archived
The default retention will be 135 days
Folders names that have specific suffixes will have a
longer retention applied -6mo, -1yr, -2yr, -3yr, -4yr, -5yr, -6yr, -7yr, -8yr, -9yr, -10yr
Sub-folders inherit retention properties unless another suffix is
used
Email Management
Retention folders are created in
users’ mailboxes
Email Management
User selects messages to be archived
Email Management
User drags and drops messages to retention folder
Email Management
Messages are archived and stubbed by ZANTAZ EAS
Email Management
EAS Search
RemoveStub / Reference
Email Management
Archiving During the Migration Departments will begin migrating users to the new system on June
1st, 2007.
Departments will communicate their specific migration plan to their users
Users who have their email migrated to the new system and have more than 300 MB of mail
Will have their excess mail archived starting with the oldest messages
Some departments will make excess mail available to end users through an attached PST file
These PST files will migrated to Archive system after all users have been transitioned to the new system
Messages in the Inbox and Sent Items folders will not be deleted
Email Management
Persistent Folders Z Imported
Calendar Items Default Retention is 5 years
Quota Based Archiving Legal Holds Out of Office / Administrative holds
Email Management
Conclusion
The combination of the Email Archive Solution and Email Retention
Policy solves:
Exchange performance issues related to email growth
Reduces the cost of Email storage
The legal discovery issues
Provides Tools to meet retention rules
Assists with the management of Emails
Will slow the growth of Email storage
Preserves knowledge stored in email beyond an individual
Archive StoreFolders Retention
from Date Received
Old Mail
sub folders
No Retention or 52 days after owner is removed from the system
Inbox 90 days
Sent 90 days
New Folder-6mo 6 months
Folder-1yr 1 year
Folder-6yr 6 year
Exchange MailboxInbox Delete Messages and/or Stubs
after 90 days
Sent Archive after 7 days and delete stubs after 90 days
Trash Delete after 7 days
New Folders Archive with No Retention. A 135 day default retention will be set after 90 days
New Folder-6mo
Archive with a 6 month retention
New Folder-#yr
Where # is 1,2,3,4,5,6,7,8,9,10 designates years retention
Sub Folders Same retention as Parent Folder unless a retention is set
Calendar Items
5 years
Mail Stored in Exchange and in the Archive are presented to the user through a single view in Outlook
Email Management
Q&A
Question and Answer Session
For More Information…
Please Visit the Project Websitehttp://www.state.ak.us/local/akpages/ADMIN/info/msEA/
Training Materials Scope and Vision Statement FAQ’s Status Reports Service Level Agreements Announcements and Bulletins Technical Documentation
The End
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