Archiving and Retention

NameTitleMicrosoft Corporation

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

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 • FRCP Amendments place strict timelines on discovery of

email • Amendments cover all email from all sources, including

PSTs • Retrieval costs can be HUGE (backup tapes, 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)

Poor User Experience • Unfamiliar environment • Inability to search and/or access archived content • Clunky experience with OLK/OWA add-on

E-mail Archiving Today What customers are telling us

Complex Administrative Experience •Outlook add-on install/performance issues •Separate search/management of primary and archive mailboxes•Concerns over reliability of hosted archive vendors

High Costs • Separate archive licenses• Additional archive management costs

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

Policy automatically deletes email after x days

Expiration date label

Policies automatically move mail to archive after x days

Policies applied to all mail within a folder

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

Search specific mailboxes

Export search results to a specific mailbox or SMTP address

Request email alert when search is complete

Legal HoldEasier, more control

Feature Benefits

Copy edited and deleted items

Builds on E2007 hold of auto-deleted items

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

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.