Exchange Server 2010:Archiving, Retention, and Discovery

NameTitleMicrosoft Corporation

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

Challenges to Archiving E-mail

.PST Files

Web Mail

Third-party ArchivesBackups

Your E-mail Server

E-mail has the potential to exist in so many places…

…will you be ready if you receive a discovery request?

SharePoint

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

Integrated E-mail ArchivingIntegrated e-mail archiving capabilities offer

customers tools to preserve and discover e-mail data, without changing the user or IT

professional experience

Preserve Discover

• Secondary mailbox with separate quota

• Appears in Outlook and OWA

•Managed through EMC or PowerShell

Personal Archive

• Automated and time-based criteria

• Set policies at item or folder level

• Expiry date shown in e-mail message

Move and Delete Policies

• Capture deleted and edited e-mail messages

•Offers single item restore

•Notify user on hold

•Web-based UI

• Search primary, archive, and recoverable items

•Delegate through roles-based admin

Hold Policy Multi-Mailbox Search

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 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

• Separate quotas may be set for archive and primary mailboxes

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A Seamless User Experience

Primary mailbox folder hierarchy maintained

Conversation view scoped to archived e-mail

Read, reply, and navigate archived e-mail same as live e-mail

One User Search Experience

Same search steps with option to search across archived e-mail

Streamlined AdministrationUse your existing Exchange admin skills

and tools to manage and deploy the personal archive

Add an archive when creating a new mailbox

Enable the archive on an existing

mailbox

Set separate quota for archive mailbox

Retention ManagementSet policies that allow you to define, deploy, and automate the expiry and

archiving of e-mail data• Automatically move content to personal

archive• Time-based criteria (such as e-mail older than

2 years)• Preserves primary mailbox folder hierarchy

• Automatically delete content• Time-based criteria (such as e-mail older than

2 years)• Retention policies travel with archived

messages

• Automatically move message to archive after ‘x’ months, then delete from archive after ‘y’ months

• Longer policies have priority over shorter policies

Archive Policy

Retention Policy

Combined Policies

Granular Yet Flexible Policies

Apply Retention and Archive policies to individual messages

Retention policy and expiry details

Allow your users to select policies for items or folders in Outlook and Outlook

Web App

Policies assigned to all e-mail within a folder

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

Capture and edits or deletions to e-mail items made by the user under hold

Web-Based Multi-Mailbox Search

Rich search criteria and targeting options

Delegate capability to specialist users

Results stored in specialized discovery mailbox

Empower compliance officers to conduct multi-mailbox searches with ease

Simplified e-Discovery ResultsMailbox searches include results from primary and archive mailboxes, as well as

recoverable items

Attachments included with search results

One query searches all possible locations

Use built-in search and filtering to conduct additional investigation

Updates to Journaling Features

• Includes clear text copies of protected messages and attachments in journal mailbox

• Enables virus scanning, content filtering, and content-based rules on IRM-protected messages

Journal Decryption

• Journal to individual mailboxes or SMTP address

• Detailed reports per To/CC/BCC/Alt-Recipient and distribution group expansion

Transport Journaling

• Exchange Server 2010 creates one report per message

• Helps reduce hosted archive storage costs

Journal ReportDe-duplication

Exchange Server 2010 Archiving

Deliver a seamless user experience without interrupting users’ e-mail workflow

Reduce costs and lower administrative overhead through integrated capabilities

Streamline administrative tasks using familiar management tools and delegation

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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.