Kamal Janardhan Lead Program Manager Exchange Product Group Microsoft Corporation SESSION CODE: UNC307 Archiving, Retention and Discovery in Exchange Server 2010 (SP1)

Org Archive Keeps all Allows Org Control Optimized for Search PSTs Circumvents Quota Highly Portable Mailbox Highly Available Rich Client Access Personal Archive Circumvent Quota Allows Org Control Exchange (MBs) Org Archive (PBs) Personal Archive (TBs) Outlook PSTs (GBs) Backup Tape/Disk Backups Item Level Backups Backups uncommon and difficult Manual Unsupported backups Replication Common Backups Less Common Replication Only Volume of data Requires Replication End User Access Replicated Backups

Exchange External Repository Discovery, Policy, Reporting SharePoint Exchange (Archive enabled) SharePoint (Archive enabled) IMs Federated Discovery, Policy, Reporting Other…

Integrated archiving capabilities offer tools to preserve and discover e- mail data, without changing the user or IT professional experience Secondary mailbox with separate quota Appears in Outlook and OWA Managed through EMC or PowerShell Automated and time- based criteria Set policies at item or folder level Expiry date shown in e- mail message Capture deleted and edited messages Offers single item restore Notify user on hold Web-based UI Search primary, archive, and recoverable items Delegate through roles- based admin

Integrated archiving capabilities offer tools to preserve and discover e- mail data, without changing the user or IT professional experience Archive on a separate DB PST Import into Archive Admin Delegation Outlook 2007 Support EWS Support Admin Delegation Managed through EMC EWS Support for Archive Support for Tasks, Calendar and Voic Automatically move content from the Primary to Archive dumpster Managed through ECP Search Preview De-duplication after Discovery Search and Destroy Annotations CMDLet Auditing Non-Owner Auditing

IW and IT Pro 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

Move menu has latest used folders, including archive folders.

Option to search archive only or both live and archived mail Advanced search options work across live and archived mail

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

Adding the archive requires passing in a single new parameter Enabling the archive for an existing mailbox enabled user

User Object Mailbox Props Archive Props MRM Props AD (2) Autodiscover reads Archive props (1) OLK does Autodiscover E14 CAS (3) OLK receives Archive props in Autodiscover response (4) OLK connects to the Archive No Outlook Restart!

Disconnect the archive Disconnect primary mailbox and archive

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

User Object Mailbox Props Archive Props AD Primary Mailbox Archive Mailbox E2010 Source DB Move Request Service Primary Mailbox Archive Mailbox E2010 Target DB CAS for Target DB (1)MRS starts move request (2) MRS moves data to target (3) MRS updates AD with new target database (5) Autodiscover finds new database (4) OLK does autodiscover (6) Outlook connects to target CAS server CAS for Source DB

Add an archive when creating a new mailbox Enable the archive on an existing mailbox Set separate quota for archive mailbox

Primary mailbox folder hierarchy maintained Conversation view scoped to archived Read, reply, and navigate archived same as live

Retention Management with Archive/Delete Policies

Automatically move content to personal archive Helps keep the primary under quota for end users Time-based criteria (such as older than 2 years) Preserves primary mailbox folder hierarchy Automatically move content to personal archive Helps keep the primary under quota for end users Time-based criteria (such as older than 2 years) Preserves primary mailbox folder hierarchy Automatically delete content User Impact: removes unwanted items Time-based criteria (such as older than 2 years) Retention policies travel with archived messages Automatically delete content User Impact: removes unwanted items Time-based criteria (such as older than 2 years) Retention policies travel with archived messages Automatically move to archive in ‘x’ months, delete in ‘y’ months User policies override defaults, Item policies override folder policies. Automatically move to archive in ‘x’ months, delete in ‘y’ months User policies override defaults, Item policies override folder policies. Archive Retention Combined Policies

Expiration date stamped directly on Delete policies Policies can be applied to an entire folder Policies can be applied directly within an Archive policies

Archive Policy Delete Policy

Preserve: Move Policy Admin Move Policies Only Primary Mailbox Message delivered (Policy applied) Deleted Items Inbox … … Messages moved 2 years after receipt Archive Mailbox Deleted Items Inbox … …

Preserve: Move Policy Admin + User Move Policies Primary Mailbox Deleted Items Inbox … … Messages moved 2 years after receipt Archive Mailbox Deleted Items Inbox … … Message moved to Project X folder Project X Message moved 5 years after receipt Project X

Preserve: Delete Policy Admin Move and Delete Policies Only Primary Mailbox Message delivered (Policy applied) Deleted Items Inbox … … Messages moved 2 years after receipt Archive Mailbox Deleted Items Inbox … … Messages deleted 10 years after receipt

Preserve: Move and Delete Admin + User Move and Delete Policies Primary Mailbox Deleted Items Inbox Messages moved 2 years after receipt Archive Mailbox Deleted Items Inbox Message moved to Project X folder Project X Messages moved 5 years after receipt Project X Messages deleted 10 years after receipt RE:Contract Message Never Deleted

Legal Hold, Single Item Recovery and the Dumpster

Set legal hold to capture all changes indefinitely Captured data found in multi-mailbox search results

URL links to additional info IW is told how to comply (no action needed for e- mail)

Primary Mailbox Dumpster 1.0 Recoverable Items (1) Message delivered Deleted Items Inbox … … (2) Message Deleted (3) Message Permanently Deleted (4) Message purged by 14 day policy or by user

Primary Mailbox Dumpster 1.0 Recoverable Items Deleted Items Inbox … … (1) Message delivered (2) Message Edited/Deleted (3) Message Permanently Deleted (4) Message “purged” by user Edits Purges (5) Message removed from system after Hold Period (10 years)

Discovery Console in ECP and PowerShell search

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 ( , IM, contacts, calendar) across primary mailbox, archives

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

Rich search criteria and targeting options Delegate capability to specialist users Results stored in specialized discovery mailbox

Personal Archive Enhancements Support for archive and primary mailboxes on separate databases.PST file import/export for archive and primary mailboxes Support for “admin enabled” delegate access to archive Archive provisioning and configuration with Exchange Control Panel Exchange Web Services access to the archive mailbox Retention Policy Management Enhancements Create and Configure Retention Tags and Policies in EMC Configure Legal Hold policies via Exchange Control Panel User Self-service for selection of optional Retention Policies in ECP Hold Policy notification (RetentionComment) displayed in OWA User on hold has content moved from primary to archive dumpster Multi-Mailbox Search Enhancements Search results preview including item count and keyword statistics De-duplication of search results (optional) Support for annotation of reviewed items in search results Discover and Delete

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