1. Module 9 Configuring Messaging Policy and Compliance

2. Module Overview Introducing Messaging Policy and Compliance Configuring Transport Rules Configuring Journaling and Multi-Mailbox Search Configuring Personal Archives Configuring Messaging Records Management

3. Lesson 1: Introducing Messaging Policy and Compliance What Is Messaging Policy and Compliance? Discussion: Compliance Requirements Options for Enforcing Messaging Policy and Compliance

4. What Is Messaging Policy and Compliance? Exchange Server 2010 has features that help you manage information distribution and comply with regulatory and legal requirements, such as: Restricting message flow Retaining copies of all or specific messages Managing messages in user mailboxes Searching for messages Messaging policy and compliance features in Exchange Server 2010 provide organizations with the tools to enforce compliance requirements for email

5. Discussion: Compliance Requirements What type of business does your organization conduct? What are some legislated compliance requirements for your organization? What additional compliance requirements does your organization have? How are you currently meeting these compliance requirements?

6. Options for Enforcing Messaging Policy and Compliance Transport rules Message journaling Rights management integration Mailbox searching Message retention and deletion Personal Archives

7. Lesson 2: Configuring Transport Rules What Are Transport Rules? Transport Rule Components Demonstration: How To Configure Transport Rules What Is AD RMS? AD RMS Components How AD RMS Works How AD RMS Integration Works Demonstration: How to Configure AD RMS Integration Options for Configuring Moderated Transport Demonstration: How to Configure Moderated Transport

8. What Are Transport Rules? Transport rules on an Edge Transport server are: Stored in AD LDS Unique to each Edge Transport server Used to manage inbound or outbound messages Transport rules restrict message flow or modify message contents for messages in transit Transport rules on a Hub Transport server are: Stored in the Active Directory site Applied by all Hub Transport servers Used to apply compliance requirements

9. Transport Rule Components Conditions: Specify which email message components are used to identify the email messages Exceptions: Specify which email messages to exclude from having an action applied Actions: Specify the processes to be applied to messages Predicates: Used by conditions and exceptions to define what part of an email message will be examined

10. Demonstration: How to Configure Transport Rules In this demonstration, you will see how to configure transport rules that apply: A disclaimer to messages sent to external recipients A restriction based on a regular expression

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13. What Is AD RMS? You can use AD RMS to: Restrict access to an organization’s intellectual property AD RMS is an information protection technology that works with AD RMS-enabled applications to help safeguard digital information from unauthorized use Limit the actions users can perform on content Limit the risk of content being exposed outside the organization

14. AD RMS Components AD RMS components include: AD RMS Certification Server Cluster Active Directory Domain Services SQL Server RMS-aware clients and applications Certificates and licenses Rights policy templates

15. How AD RMS Works RMS Server Information Author Recipient 1 1 2 2 3 3 4 4 5 5

16. How AD RMS Integration Works By integrating AD RMS with Exchange Server 2010, you can: Enable users to protect content Use AD RMS prelicensing Configure Outlook Protection rules to apply AD RMS templates automatically Configure Transport Protection rules to apply AD RMS templates Enable Journal Report Decryption Enable Transport Decryption Enable IRM in Outlook Web App Use new IRM-related features in Exchange Server 2010 SP1

17. Demonstration: How to Configure AD RMS Integration In this demonstration, you will see how to: Protect email messages by using AD RMS Configure a transport rule that applies AD RMS protection

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20. Options for Configuring Moderated Transport In Exchange Server 2010, you can configure: Transport rules that require moderation Recipients that require moderation Moderated transport enables the moderator to approve messages before delivery

21. Demonstration: How to Configure Moderated Transport In this demonstration, you will see how to: Configure a distribution group for moderation Configure a transport rule that enables moderation

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23. Lesson 3: Configuring Journaling and Multi-Mailbox Search Message Journaling Options Demonstration: How to Configure Message Journaling Considerations for Managing the Message Journal Mailbox What Is Multi-Mailbox Search? What Is Legal Hold? Demonstration: How to Configure Multi-Mailbox Search

24. Message Journaling Options You can configure message journaling by configuring: Per-recipient journal rules Journal mailboxes per mailbox database Message journaling enables you to send copies of messages to any mailbox or valid SMTP address A journal report is a new message that includes the original message as an attachment

25. Demonstration: How to Configure Message Journaling In this demonstration, you will see how to configure a journal rule

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27. Considerations for Managing the Message Journal Mailbox Consider using a SharePoint document library configured with an SMTP address as the messaging journal mailbox Use a retention policy to routinely remove messages that have been backed up Create policies that govern access to the journaling mailboxes in your organization Ensure compliance by obtaining plan approval from legal representatives Determine what will occur if a journaling mailbox exceeds the configured mailbox quota

28. What Is Multi-Mailbox Search? Multi-Mailbox Search: Enables cross-mailbox searches Uses the Exchange Control Panel Requires that users have discovery permissions Enhancements in Exchange Server 2010 SP1: Results preview Annotations Data de-duplication

29. What Is Legal Hold? Place a hold on users' mailboxes and keep mailbox items in an unaltered state Preserve mailbox items automatically deleted based on messaging records management retention policies Keep the legal hold transparent from the user by not having to suspend messaging records management Enable discovery searches of items placed on hold Preserve mailbox items that users attempt to delete or modify after the hold is placed Legal hold enables administrators to: The base structure of legal hold is Dumpster 2.0

30. Demonstration: How to Configure Multi-Mailbox Search In this demonstration, you will see how to: Add a user to the Discovery Management role group Perform a Multi-Mailbox Search by using Exchange Control Panel

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32. Lab A: Configuring Transport Rules, Journal Rules, and Multi-Mailbox Search Exercise 1: Configuring Transport Rules Exercise 2: Configuring Journal Rules and Multi-Mailbox Search Logon information Estimated time: 50 minutes

33. Lab Scenario You are a messaging administrator in A. Datum Corporation. Your organization has deployed Exchange Server 2010. The legal and audit departments at A. Datum provided you with several requirements for implementing messaging policy and compliance. These requirements include applying rights protection to some messages sent inside and outside the organization, restricting message flow based on information in message subjects, and restricting which messages are sent to critical distribution lists. You also must ensure that you establish a separate and secure mailbox in which to retain all messages that the legal department sends and receives. Additionally, an auditor must be able to retrieve all messages sent and received by users with legal hold enabled.

34. Lab Review In this lab, you implemented a transport rule that added a disclaimer to all messages sent to users outside the organization. What other option do you have for implementing this type of disclaimer? How can you verify that the Executives journal rule that you enabled in this lab is working properly?

35. Lesson 4: Configuring Personal Archives Discussion: Options for Implementing Mailbox Archiving How Personal Archives Work in Exchange Server 2010 Demonstration: How to Configure Personal Archives Considerations for Implementing Personal Archives

36. Discussion: Options for Implementing Mailbox Archiving Do you have any archiving or journaling requirements in your organization? How are you currently meeting these requirements?

37. How Personal Archives Work in Exchange Server 2010 The Personal Archive mailbox: Can be in the same mailbox database as the primary mailbox, in another mailbox database or server, or on Exchange Online Appears as a folder in Outlook 2007, Outlook 2010, or Outlook Web App Is indexed and searchable Is not cached in Outlook Can be managed using archive and retention policies Exchange Server 2010 Personal Archives feature creates a secondary or archive mailbox for the user Personal Archives can help organizations meet legal and corporate requirements by ensuring that all messages are stored in an Exchange Server mailbox

38. Demonstration: How to Configure Personal Archives In this demonstration, you will see how to: Configure a Personal Archives mailbox Access the Personal Archives mailbox Manage messages with a Personal Archives mailbox

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40. Considerations for Implementing Personal Archives Consider implementing Personal Archives for critical mailboxes Consider reducing the storage costs for mailbox databases that contain only archive mailboxes Use archive mailbox quotas to manage the archive mailbox size Consider removing the option of using PST files in Outlook Implementing Personal Archives can significantly increase the storage requirements on the Exchange servers

41. Lesson 5: Configuring Messaging Records Management Messaging Records Management Options What Are Retention Tags and Retention Policies? Demonstration: How to Configure Retention Tags and Policies What Are Managed Folders? Process for Deploying Managed Folders Considerations for Implementing Messaging Records Management

42. Messaging Records Management Options Managed folders Technology introduced with Exchange Server 2007 Used with managed content settings Retention policies New technology in Exchange Server 2010 Used with retention policy tags Exchange Server 2010 supports the following messaging records management options: Messaging records management helps organizations manage message retention for messages in user mailboxes

43. What Are Retention Tags and Retention Policies? Retention tags define managed content settings: Retention policy tags Default policy tag Personal tags Retention policies group one or more retention tags, and apply the tags to mailboxes Apply retention policy to mailboxes by using Exchange Management Shell or the Exchange Control Panel Retention policies group one or more retention tags, and apply the tags to mailboxes Apply retention policy to mailboxes by using Exchange Management Shell or the Exchange Control Panel

44. Demonstration: How to Configure Retention Tags and Policies In this demonstration, you will see how to: Configure retention policy tags Configure custom content settings for the retention policy tags Configure a retention policy that groups the retention policy tags Apply the retention policy to a user account

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46. What Are Managed Folders? Managed folders can include default folders and custom managed folders Managed content settings can be used to: Configure retention periods Configure the retention expiration action Configure journal settings Managed folder mailbox policies group managed folders and apply the settings to user mailboxes Managed folders manage the contents of folders in user mailboxes Users must move messages in to the custom managed folders before content settings will be applied

47. Process for Deploying Managed Folders To deploy Managed Folders: Specify the folders where you will apply managed content settings Specify the managed content settings for the selected folders Create a managed folder mailbox policy Apply the managed folder mailbox policy to users’ mailboxes Configure the managed folder assistant to apply the changes to users’ mailboxes

48. Considerations for Implementing Messaging Records Management Use managed custom folders for project based folders Use retention policies to automate messaging records management Ensure business and legal acceptance before configuring policies that delete messages Consider using retention policies to manage mailbox sizes Consider migrating managed folder settings to retention policies Plan retention policies or managed folder mailbox policies based on business groups with unique requirements Consider the default retention policy configuration

49. Lab B: Configuring Personal Archives and Retention Policies Exercise 1: Configuring Personal Archives Exercise 2: Configuring Retention Policies Logon information Estimated time: 40 minutes

50. Lab Scenario You are the messaging administrator for A. Datum Corporation. Your organization has deployed Exchange Server 2010. The legal and audit departments at A. Datum provided you with several requirements for implementing messaging policy and compliance. First, you must enable Personal Archives for all of the users in the Marketing department. These Additional requirements include configuring rules that will ensure that some messages are retained for an extended period, while other messages are deleted when they expire.

51. Lab Review Which of the following two approaches is better for ensuring that you retain a copy of specific email messages: journaling rules or retention policies? How can you ensure that users move their PST files into their archive mailbox?

52. Module Review and Takeaways Review Questions Common Issues and Troubleshooting Tips Real-World Issues and Scenarios Best Practices

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