Exchange 2010Archiving and Retention

Harold Wongblogs.technet.com/haroldwong

Why Archive? A Vicious Cycle of Volume vs. Control

Growing E-mail Volume

Performance & Storage Issues

Mailbox Quota PSTs

Discovery and Compliance

Issues

Increasing storage and back-up costs

Users forced to manage quota

Quota management often results in

growing PSTs (Outlook auto-

archive)

• PSTs difficult to discovery centrally

• Regulatory retention

schedules contribute to

further volume/ storage issues

Breaking the CycleWith large mailbox archiecture and archiving

Growing e-mail volume

Performance & Storage Issues

Mailbox Quota PSTs

Compliance/Discovery

Issues

Large Mailbox Architecture• maintains performance • provides option for DAS-SATA storage to reduce costs

Archivingenables simple

migration of PSTS back to server

Archivingsimplifies discovery,

retention and legal hold

Large Mailbox Lower Costs, Better Performance

Challenge

Solution

Long recovery time

• High availability features allow for up to 16 mailbox database copies

• Can provide replication with 30 second database-level failover

High storage costs

• 70% reduction in I/O • + Smoother I/O patterns • = Option to use larger, slower,

cheaper disks (SATA)• 3+ database copies enables

JBOD/RAID-less storage

Slow Outlook (online)/OWA performance

• Optimized for 100,000 items vs. 20,000 in Exchange 2007

Large Volume Search

• Index optimized for large mailboxes in Exchange 2007; further enhanced in Exchange 2010

0

0.2

0.4

0.6

0.8

1DB IOPS/Mailbox

IOPS/Mailbox

+90% Reduction!

Exchange 2010 ArchivingBetter mailbox management

•Secondary mailbox node

•PST /Primary Mailbox Management

Personal Archive

•Folder/Item Level

•Archive/Delete policies

Retention Policies

•Role-based GUI

Multi-Mailbox Search

•Edited and Deleted Items

•Searchable with MM Search

Legal Hold

•Journal de-duplication

•Journal decryption

Journaling

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 Archive

• Mail in primary mailbox can be moved automatically using Retention Policies

• Archive quota can be set separately from primary mailbox

Personal ArchiveUser experience

User can view, read, navigate, flag and reply to archived mail same as live mail

User gets conversation view scoped to Archive (same as PSTs)

Reply to message in archive puts message in live mail sent items (same as PSTs)

Folder hierarchy from primary mailbox maintained

Personal Archive Search

Option to search archive only or both live and archived mail

Advanced search options work across live and archived mail

Retention PolicesAt the folder or item level

Expiration date stamped directly

on e-mail

Delete policies

Policies can be applied

to all email within a

folder

Policies can be applied directly within an email

Archive policies

Retention Policies Move, Delete

• Move Policy: Automatically moves messages to the archive– Options: 6 months, 1 year, 2 years (default), 5 years,

Never− Helps keep mailbox under quota− Works like Outlook Auto-Archive – without creating PSTs!

• Delete Policy: Automatically deletes messages− Delete policies are Global (they travel with messages as

they move to Archive)− Removes unwanted items

• Move + Delete Policy: Automatically moves message to archive after x months and then deletes from archive after y months− Policy priority: Explicit policies over default policies;

Longer policies apply over shorter policies

Multi-Mailbox Search Simple, role-based GUI

Filtering includes: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, regular expressions, IRM protected items

Delegate access to search to HR, compliance, legal manager

Search all mail items (email, IM, contacts, calendar) across primary mailbox, archives

Multi-Mailbox SearchAdditional eDiscovery features

Export search results to a mailbox or SMTP address

Request email alert when search is complete

Search specific mailboxes or DLS

Search results organized per

original hierarchy

API enables 3rd tool integration with query results for

processing

Legal Hold More control

Feature Benefits Copy edited and deleted items

Builds on E2007 hold of auto-deleted items

Set duration of Legal Hold Indefinite or specify time period

Auto alert notification Sends alert to users that they are on hold; eliminates manual process

Search dumpster Use multi-mailbox search to retrieve deleted/edited items indexed in dumpster folder

JournalingGreater efficiency

Feature Benefit

Transport Journaling

• Ability to journal individual mailboxes or SMTP address (hosted archive) • Detailed reports per To/Cc/Bcc/Alt-

Recipient and DL expansion

Journal Report de-duplication

• Customers report up to 40% duplication of journal reports (Example: internal/external recipients on same DL) • E14 creates one report per message • Can dramatically reduce hosted archive

storage costs

Journal Decryption Server decryption agent

• Include clear text copies of protected messages and attachments in journal mailbox•Enable virus scanning, content filtering, and content based rules on IRM-protected messages

Archive Management IT Pro Principles

1. Preserve mailbox management experience across primary and archive for the IT Pro.

2. The archive must be associated with a primary mailbox.

3. The archive and primary share the same user account.

4. The IT-Pro can provision only one archive per user.

5. Outlook and OWA should work against the archive exactly the same as the primary.

6. E2007-2010 Migration changes managed folder into regular folder with Delete Policy.

Archive Management Add-Remove-View Archive

Adding the archive requires a simple checkbox in the new-mailbox wizard

Archive auto-discover requires no Outlook restart to activate archive

Archive can be disabled together or separate from the mailbox

Archive Management Set Quota

The default quota warning for the Archive is 10 GB

Select archive quota to change default settings

JournalingGreater efficiency

Feature Benefit

Transport Journaling

• Ability to journal individual mailboxes or SMTP address (hosted archive) • Detailed reports per To/Cc/Bcc/Alt-

Recipient and DL expansion

Journal Report de-duplication

• Customers report up to 40% duplication of journal reports (Example: internal/external recipients on same DL) • E14 creates one report per message • Can dramatically reduce hosted archive

storage costs

Seamless User Experience •Move PSTs manually into Personal Archive folder for discovery •Move mail in primary automatically into Personal Archive to manage quota • Access archive through Outlook or OWA• Apply retention policies, Search across primary mailbox and Personal Archive

Exchange 2010 Archiving and Retention Key Benefits Summary

Streamlined Administrative Experience • Leverage familiar Exchange management tools across all primary and archive mailboxes (retention policies, litigation hold, multi-mailbox search) •Delegate compliance-related functions to non-IT compliance officers, legal, HR through easy-to-use GUI

Reduced Costs • No additional archive licenses (archive is part of Exchange 2010

ECAL) • No separate archive to manage = lower administrative costs• Option to use DAS-SATA storage architecture to reduce storage

costs

Archiving and Retention

demo

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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.

Appendix

Exchange 2010 Storage Enhancements

• 70% reduction in IOPS• Smoother IO patterns• Resilience against corruption

Storage ImprovementsPerformance Enhancements Enable New

Options

Storage Area Network (SAN)

Direct Attached w/ SAS Disks

JBOD SATA(RAID-less)

Direct Attached w/ SATA Disks

Read IOPS

Write IOPS

Ex 2003

Ex 2007

Ex 2010

Choose from a wide range of storage technologies without sacrificing system availability:

Lowering Exchange 2010 Storage Costs• Optimized for DAS storage• Use larger, slower, cheaper disks• Support larger mailboxes at lower cost

• HA provides resilience from disk failures• HA Solution remains unchanged

regardless of data volume size

• JBOD/RAID-less storage now an option• Requires 3+ DB Copies

Volume •As data volume grows, Outlook performance compromised•Mailbox quotas control volume but also encourage PSTs•PSTs add to further performance/management issues

Why Archive E-mail? Key drivers

Retention •Compliance adds to volume challenges •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) • FRCP Amendments (US) place strict timelines on

discovery• Amendments cover all email from all sources, including

PSTs

The problems with PSTs Compliance, cost, reliability

IT Pro • Litigation hold can’t be enforced• PSTs cannot be easily discovered • Lost laptop results in exposure of PSTs• Backup/Recovery cost prohibitive

End User • Accessible on local machine only• Can’t get to PSTs when needed• PST corruptions increase on network share• As PSTs grow, stability lessens (>5GB)

SharePoint

Outlook PSTs

Gmail

Third Party Archive

Backups

Exchange Server

Where is your e-mail?

Bring e-mail back to ExchangeLarge Mailbox, Personal Archive

SharePoint

Outlook PSTs

Gmail

Third Party Archive

Backups

Exchange Server 2010

• Large Mailbox• Personal Archive

Archiving and Retention Part of our larger E2010 compliance story

• Personal Archive • Retention Policies• Multi-Mailbox Search • Legal Hold • Journaling • Auditing and Reporting

Archiving and

Retention

• Transport Protection Rules• Outlook Protection Rules • Transport Decryption • Enhanced Transport Conditions • Moderation • MailTips

Information Protection

and Control