Email Archiving and Retention with Microsoft Exchange Server

Email Archiving and Retention with Microsoft Exchange Server 2010 Kamal Janardhan Lead Program Manager Microsoft Corporation Session Code: UNC 312

World Today: Where is your e-mail? Share. Point Outlook PSTs Exchange Server Backups Webmail Third Party Archive

World Today: Email Repositories Mailbox • Highly Available • Rich Client Access PSTs • Circumvents Quota • Highly Portable Personal Archive • Circumvent Quota • Allows Org Control End User Access Exchange (MBs) Outlook PSTs Organization Archive • Keeps all E-mail • Allows Org Control • Optimized for Search Personal Archive Org Archive Backup Replicated Backups • Backups uncommon and difficult • Users do manual backups • IT does unsupported backups • Replication Common • Backups Less Common • Replication Only Choice • Datasets Require Replication (GBs) (PBs) (TBs) Backup • Tape/Disk Backups Common • Item Level Backups Common

World Today: Pain Points Mailbox PSTs Personal Archive Org Archive Different user experience for mail within and without Exchange • Quotas painful • Forwards to keep mail • User burden of legal hold • Only available locally • Search degraded • Data Loss (>5 GB PST) • OLK/OWA Integration • No user search for data • Issues with stubs NA Higher Cost and Different Compliance Tools for IT Pro/Records Mgr • SANs cost limits size • Backup costs limit size • High new mail inflow • SLAs hard to achieve • No org-wide mail search • No guaranteed legal hold • Info. Disclosure risk • No Discovery • No Legal Hold • Corruption caused loss • No Backup/Recovery • Manual Backups • Backup to share • >Twice CAPEX/OPEX • Delays Office upgrades • Add-in perf. problems • Backup costs limit size • No generic feature set • >Twice CAPEX/OPEX

Exchange 2010: E-mail in Exchange Share. Point Outlook PSTs Exchange Server 2010 Webmail Backups Third Party Archive

Exchange 2010: Preserve and Discover Archiving, Message Retention and Discovery Preserve Personal Archive • Archive in Outlook/OWA • Archive Mgmt with CMDLets and EMC Discover Archive & Delete Retention Policy Hold Policy • Move and Delete Policies in OLK/OWA • Folder/Item Level Policy • Edited/Deleted items preserved • Single Item Restore or Legal Hold Prove Multi-Mailbox Search • CMDLet and Discovery GUI Support • Role-based Access

Preserve Personal Archive • Archive in Outlook/OWA • Archive Mgmt with CMDLets and EMC Discover Archive & Delete Retention Policy • Move and Delete Policies in OLK/OWA • Folder/Item Level Policy Hold Policy • Edited/Deleted items preserved • Single Item Restore or Legal Hold Multi-Mailbox Search • CMDLet and Discovery GUI Support • Role-based Access Prove Preserve: Personal Archive End User, IT Pro Experience

Overview of the Personal Archive Primary Mailbox A secondary mailbox that is configured by the administrator Appears alongside a user’s primary mailbox in Outlook or Outlook Web App. PST data can be dragged and dropped to the Personal Archive E-mail in primary mailbox can be moved automatically using Retention Policies Archive quota can be set separately from primary mailbox

Demo Setting up the Archive

Preserve: Archive and the User Goals and Assumptions Preserve or improve the PST experience Preserve or improve end user workflow from regulatory or storage constraints User will have one, online only archive in E 2010 Mail is automatically moved to the archive Delete policies created by Admin apply in archive or primary Scenarios Copy/Move Items to/from the Archive View Items and Folders in the Archive Reply to/Search mail in Archive Delete/Categorize/Flag Items from the Archive

Preserve: Archive and the User Read, Reply, Navigate Folder hierarchy from primary mailbox maintained Reply to message in archive puts message in live mail sent items (same as PSTs) 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)

Preserve: Archive and the User Move Mail Move menu has latest used folders, including archive folders.

Preserve: Archive and the User Search Option to searchive only or both live and archived mail Advanced search options work across live and archived mail

Preserve: Archive and the IT Pro Goals and Assumptions Same mailbox management experience across the primary and the archive Archive and primary share the same user account Archive must have a primary mailbox IT-Pro can provision only one archive per user Scenarios Add the archive to a user (New, Enable, Connect) Remove the archive from a user (Disable, Remove) View and Manage the Archive Get-Mailbox properties, statistics, enumerate archives Set-Mailbox properties, Hold policy Migrate Archive and Primary (New-Move-Request)

New-Enable-Connect Archive GUI Adding the archive requires a simple checkbox in the new-mailbox wizard Archive can be disabled together or separate from the mailbox Archive autodiscover requires no Outlook restart to activate archive

New-Enable-Connect Archive CMDLet Adding the archive requires passing in a single new parameter Enabling the archive for an existing mailbox enabled user

E 14 Archive Autodiscover (4) OLK connects to the Archive (3) OLK receives Archive props in Autodiscover response (1) OLK does Autodiscover AD E 14 CAS (2) Autodiscover reads Archive props User Object Mailbox Props Archive Props MRM Props No Outlook Restart!

Remove-Disable Archive GUI Disconnect primary mailbox and archive Disconnect the archive

Remove-Disable Archive CMDLet Only the Archive can be disabled; Warning modified

Get-Set Archive GUI Select archive quota to change default settings The default quota warning for the Archive is 10 GB Click on Archive enabled user to change properties like Archive name

Get-Set Archive CMDLet Archive properties are returned with mailbox properties

Get-Mailbox. Statistics Cmdlet Execution Statistics for Archive only

Migrate Primary and Archive Move in pairs (6) Outlook connects to target CAS server (5) Autodiscover finds new database (4) OLK does autodiscover AD User Object CAS for Source DB Move Request Service (1) MRS starts move request E 2010 Source DB Primary Mailbox CAS for Target DB Archive Mailbox Props Archive Props (3) MRS updates AD with new target database E 2010 Target DB (2) MRS moves data to target Primary Mailbox Archive Mailbox

Preserve Personal Archive • Archive in Outlook/OWA • Archive Mgmt with CMDLets and EMC Discover Archive & Delete Retention Policy • Move and Delete Policies in OLK/OWA • Folder/Item Level Policy Hold Policy • Edited/Deleted items preserved • Single Item Restore or Legal Hold Multi-Mailbox Search • CMDLet and Discovery GUI Support • Role-based Access Prove Preserve: Message Retention Archive and Delete Policies

Preserve: Message Retention Archive Policy: automatically moves mail to the archive End User Impact: Keeps Mailbox under quota Like Outlook Auto-Archive – without PSTs! Delete Policy: automatically deletes mail End User Impact: Unwanted mail is removed from view End User Impact: Keeps Mailbox under quota Delete Policies apply whether in primary or archive Per item policies take precedence over folder policies Hold Policy: automatically preserve mail for recovery and discovery No User Impact

Demo Message Retention: Archive and Delete

Preserve: Archive and Delete Policy Scenarios Out of Box Experience (Move Policy Only) Options: 6 months, 1 year, 2 years (default), 5 years, Never Apply explicit Move Policy on folder or item Move Policy + Delete Policies Apply explicit Move Policy on folder or item Migrating from Managed Folders

Preserve: Message Retention Archive and Delete policies Policies can be applied to an entire folder Policies can be applied directly within an email Delete policies Archive policies Expiration date stamped directly on e-mail

Set Explicit Move Policy on a Folder Outlook OWA User selects 5 Years from set of Policies

Set Move Policy on an Item No delete policy Outlook OWA User selects 5 Years from set of Policies

Set Move Policy on a Folder With delete policy Outlook OWA does not have Delete Policies in R 4 User selects 10 Years from set of Delete Policies User selects 5 Years from set of Move from set of Policies

Set Move Policy on an Item With delete policy Outlook OWA User selects 5 Years from set of Move from set of Policies User selects 10 Years from set of Move Policies OWA does not have Delete Policies in R 4

Preserve: Move Policy Initial message flow Message delivered default policy applied Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox Online Archive Message moved by Default Policy after 2 Years • 2 -10 yrs of E-mail • Size 10 -30 GB • Online Only Inbox Deleted Items … …

Preserve: Move Policy Set Move Policy on a folder Message moved to Project X folder Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox Online Archive Message moved by Default Policy after 2 Years • 2 -10 yrs of E-mail • Size 10 -30 GB • Online Only Inbox Deleted Items … … Project X Message moved by Explicit Policy after 5 Years Project X • I’m a filer, keeping all items about the X project in my “Project X” folder. • I want to keep items about X in my mailbox for 5 years so that I have offline access to them.

Preserve: Move Policy Set Move Policy on an item Message delivered and explicit Policy applied Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online. Inbox and Offline RE: Contract Deleted Items … Message moved by Default Policy after 2 Years Message moved by Explicit Policy after 5 Years Message moved by Default Policy after 2 Years Online Archive • 2 -10 yrs of E-mail • Size 10 -30 GB • Online. Inbox Only RE: Contract Deleted Items … • I’m a piler, keeping all items in my inbox • I want to keep a specific mail about an important contract in my mailbox for 5 years so I have offline access to it

Preserve: Move + Delete Policy After delete policy deployed Message delivered, default policies applied Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox Online Archive Message moved by Default Policy after 2 Years • 2 -10 yrs of E-mail • Size 10 -30 GB • Online Only Inbox … … Deleted Items Dumpster 2. 0 Recoverable Items Recoverale Items Message deleted by Default Policy after 5 Years

Preserve: Move + Delete Policies On a folder Message moved to the Project X folder Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox Deleted Items Online Archive Message moved by Default Policy after 2 Years • 2 -10 yrs of E-mail • Size 10 -30 GB • Online Only Inbox Deleted Items … … Project X Dumpster 2. 0 Recoverable Items Message moved by Explicit Policy after 5 Years Dumpster 2. 0 Message deleted by Default Policy after 5 Years Message deleted by Explicit Policy after 10 Years Recoverable Items Scenario: • I want to keep items about X in my mailbox for 5 years so that I have offline access to them. • I want to keep items about X for 10 years before they are deleted because they are critical research documents.

Preserve: Move + Delete Policies On an item Message delivered and explicit policies applied Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online. Inbox and Offline RE: Contract … Deleted Items Dumpster 2. 0 Recoverable Items Message moved by Default Policy after 2 Years Message moved by Explicit Policy after 5 Years Message moved by Default Policy after 2 Years Online Archive Online • 2 -10 yrs of E-mail • Size 10 -30 GB • Online. Inbox Only * Message deleted by Default Policy in 5 Years RE: Contract … * Message deleted by Explicit Policy in 10 Years Deleted Items Dumpster 2. 0 Recoverable Items Scenario: I want to keep a specific mail about an important contract in my mailbox for 5 years so I have offline access. I want to keep that same specific mail from being deleted for 10 years because it is important to the business.

Preserve Personal Archive • Archive in Outlook/OWA • Archive Mgmt with CMDLets and EMC Discover Archive & Delete Retention Policy • Move and Delete Policies in OLK/OWA • Folder/Item Level Policy Hold Policy • Edited/Deleted items preserved • Single Item Restore or Legal Hold Multi-Mailbox Search • CMDLet and Discovery GUI Support • Role-based Access Prove Preserve: Message Retention Hold Policy

Preserve: Hold Policy Goals and Assumptions Hold Policy captures *all* edits/deletes on a user’s mailbox whether by admin or end user. User workflow is unchanged, edited and deleted items are captured in Dumpster 2. 0 folders. Multi-Mailbox search discovers mail indexed in Dumpster 2. 0 Admin can choose to notify end users they are on hold. Scenarios Litigation hold: capture all e-mail indefinitely for pending lawsuit or internal investigation. Single Item Recovery: ensure that e-mail remains available for X days for retrieval without restore from backup.

Preserve: Hold Policy IW Experience IW is told how to comply (no action needed for e-mail) URL links to additional info

Preserve: Hold Policy IT Pro Experience Comment and URL tell the IW how to comply Specify how long items are kept

Preserve: Hold Policy Message Flow Exchange 2007 behavior (1) Message delivered Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox (2) Message moved to Deleted Items (3) Message deleted … Deleted Items Dumpster 1. 0 Recoverable Items (4) Message purged by 14 day policy or by user

Preserve: Hold Policy Litigation Hold (1) Message delivered Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox (2) Message moved to Deleted Items (3) Message deleted or edited (4) Message “purged” by user … Deleted Items Dumpster 2. 0 Recoverable Items Edits Purges

Preserve: Hold Policy Single Item Recovery (N days) policy where N=14 (1) Message delivered Mailbox • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline Inbox (2) Message moved to Deleted Items (3) Message deleted or edited (4) Message “purged” by user … Deleted Items Dumpster 2. 0 Recoverable Items Edits Purges (5) Message removed from system after 14 days

Preserve: Hold Policy Litigation Hold + Move and Delete Policies (1) Message delivered Mailbox Inbox (2) Message moved to Deleted Items (3) Message deleted or edited (4) Message “purged” by user Archive • 2 -10 yrs of E-mail • Size 10 -30 GB • Online Only • 1 -2 yrs of E-mail • Size 2 -10 GB • Online and Offline … (5) Message moved by policy or user Inbox … Deleted Items Dumpster 2. 0 Recoverable Items Edits Purges (6) Message moved to Deleted Items (7) Message deleted or edited (8) Message “purged” by user

Preserve Personal Archive • Archive in Outlook/OWA • Archive Mgmt with CMDLets and EMC Discover Archive & Delete Retention Policy • Move and Delete Policies in OLK/OWA • Folder/Item Level Policy Hold Policy • Edited/Deleted items preserved • Single Item Restore or Legal Hold Prove Discover Multi-Mailbox Search • CMDLet and Discovery GUI Support • Role-based Access

Demo Hold and Discover

Discover: Multi-Mailbox Search Goals and Assumptions Performs distributed search across end user mailboxes located on multiple servers. Search is throttled and parallelized Results are copied to discovery mailbox after search Admins by default do not have access to search all mailboxes, specific RBAC Discovery Role is required Scenarios Organizational HR driven search Litigation related search required to present evidence to courts (per regulations in the US, EU, UK, Australia, Japan)

Discover: Multi-Mailbox Search Simple, role-based GUI Delegate access to search to HR, compliance, legal manager Filtering includes: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, regular expressions, IRM protected items Search all mail items (email, IM, contacts, calendar) across primary mailbox, archives

Discover: Multi-Mailbox Search specific mailboxes or DLS Export search results to a mailbox or SMTP address Request email alert when search is complete Search results organized per original hierarchy API enables 3 rd tool integration with query results for processing

Exchange 2010 Archiving and Retention Key benefits summary 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 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

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Related Content Breakout Sessions • UNC 201 • Introducing Microsoft Exchange Server 20 • UNC 306 • Information Protection and Control in Microsoft Exchange Server 2010 • UNC 307 • Microsoft Exchange Server 2010 High Availability • UNC 309 • Getting the Most out of Microsoft Exchange Server 2010: Performance and Scalability • UNC 314 • Microsoft Exchange Server 2010 Storage Architecture

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