IT Roundtable

Email ArchivingPresented by:

RKL eSolutions

1/18/2012

Discussion Questions

• How long do you keep your mail?• Do you archive to PST files? How do you manage them?• Do you employ mail journaling?• How does Exchange 2010 change archiving?• How does Office 365 change online archiving?• Is your mail system more secure then the cloud?• Is a hardware archiving solution right for you?• How does SEC regulations / HIPAA / Sarbanes – Oxley change your

archive strategy?

How long do you keep your mail?

• Depends on your business, market and written policies• Do you have a written policy?• E-Discovery implications

Sarbanes-Oxley Act of 2002 (SOX) Financial Institution Privacy Protection Act of 2003

Security Exchange Commission Rule 17a-4 (SEC Rule 17 A-4) Health Insurance Portability and Accountability Act of 1996 (HIPAA)

National Association of Securities Dealers 3010 & 3110 (NASD 3010 & 3110)

Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001

(Patriot Act)

Gramm-Leach-Bliley Act (Financial Modernization Act) European Union Data Protection Directive (EUDPD)

Financial Institution Privacy Protection Act of 2001 Japan’s Personal Information Protection Act

Email Regulations & Retention

Archiving of PST files…

• Office 2000 – 2007 Saves PST files to user profile

• Office 2010 saves PST files to My Documents• Implications for my documents redirect?

• Office levels below 2002 (Office XP) use ANSI file format, limited to 2gb

• Office levels 2003 and above use Unicode file format, limited to 20gb

• PST files cannot be used ‘offline’ for synchronizing

• http://support.microsoft.com/kb/832925 PST file size settings

Email Journaling

• Usually third party or brokerage firm• Different from email archiving in that:

• All inbound and outbound messages are captured• Messages are captured *before* the user sees them• Depending on policy you can control what gets

journaled• Can be used in conjunction with archiving

Exchange 2010 archiving

• Server side archiving Vs. Client side archiving• Ability to store email archives in one centralized and

indexed location• Can set up retention policies for centralized archiving• Can access archives through OWA• Can access archives via Outlook Anywhere with Office

2010 Pro-Plus and better

Office 365 Archiving

• Unlimited storage space• Offsite Archiving for DR plans• Access to archived emails through OWA from anywhere

• Demo!

Physical Cloud Security

• Secure physical access for authorized personnel only: Access is restricted by job function so that only essential personnel receive authorization to manage customers’ applications and services. Physical access authorization utilizes multiple authentication and security processes: badge and smartcard, biometric scanners, on-premises security officers, continuous video surveillance, and two-factor authentication for physical access to the data center environment.

• Redundant power supplies, including two separate power feeds into each data center, battery backup, and diesel generators (with alternative fuel delivery contracts in place).

• Climate control to ensure that equipment runs at optimal temperature and humidity.• Natural disaster control, including seismically braced racks where required and fire prevention and

extinguishing systems.• Physical monitoring, including motion sensors, 24-hour secured access, video camera surveillance, and

security breach alarms.• Worldwide Microsoft data center locations: Office 365 services are deployed in Microsoft data centers that

are located around the world, and offer geographically local hosting with global availability. • Secure network design and operations: The networks within the Office 365 data centers are designed to

create multiple separate network segments within each data center. This segmentation helps to provide physical separation of critical, back-end servers and storage devices from the public-facing interfaces.

• Exceptional hardware: The underlying hardware used in Microsoft data centers is specifically designed to operate as efficiently, effectively, and securely as possible. The hardware helps Microsoft eliminate unnecessary costs, save power and space consumption, and pass on these savings to Office 365 customers.

Logical Cloud Security

• Hosted applications security: Microsoft ensures that applications hosted by Microsoft data centers are highly protected by robust security features and security measures that control access. These features include:

• Support for authenticated and encrypted communications that help identify messaging participants and prevent message tampering.

• Support for Secure/Multipurpose Internet Mail Extensions (S/MIME) encryption technologies in email messages.

• Restricted message relaying to reduce unwanted messaging and spam.• Real-time block lists (RBL) and safe lists to restrict messages from known

sources of spam.• Flexible device policies to help secure communications from mobile devices

(such as PIN lock and remote or local wipe).• Protection against malicious software (also called malware) by implementing

multilayered antivirus software for server operating systems, email messaging systems, and shared data.

» Active Directory Rights Management Services, which helps users secure data that is stored at rest in Microsoft data centers. Active Directory Rights Management Services encrypts data and controls rights and permissions to that data stored in email or on SharePoint.

Hardware archiving

• Barracuda Message Archiver

» http://archiver.barracuda.com/cgi-mod/index.cgi?locale=en_US

Other Items

• Moving Nk2 file between 2003/2007 and 2010 use Outlook.exe /importnk2

• Archiving messages based on receive date instead of last modified date• Key for Outlook 2007:

HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences Key for Outlook 2010: HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences

• Value name: ArchiveIgnoreLastModifiedTime Value type: REG_DWORD Value: 1

Extra Links

• http://www.microsoft.com/download/en/details.aspx?id=13602 – Office 365 Documentation

Questions?

Any additional Questions or Comments?

Thank you for coming!