What's New in Archiving, Retention , and Discovery in Microsoft Exchange Server 2010 SP1

1. Required Slide SESSION CODE: UNC307 What's New in Archiving, Retention, and Discovery in Microsoft Exchange Server 2010 SP1 Kamal Janardhan Lead Program Manager Exchange Product Group Microsoft Corporation Archiving, Retention and Discovery in Exchange Server 2010 (SP1)

2. Where is your email? • Org Archive • Keeps all E-mail • Allows Org Control • Optimized for Search • Personal Archive • Circumvent Quota • Allows Org Control • Mailbox • Highly Available • Rich Client Access • PSTs • Circumvents Quota • Highly Portable End User Access Exchange (MBs) Outlook PSTs (GBs) Personal Archive (TBs) Org Archive (PBs) Backup Backup Replicated Backups Replicated Backups • 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

3. In-Place Archiving Roadmap • Give customers a choice by making the application archive enabled • Application provides APIs for federation • Federation built by Microsoft and partners. World Today Archive enabled applications Discovery, Policy, Reporting External Repository Exchange Other… SharePoint Federated Discovery, Policy, Reporting Exchange (Archive enabled) SharePoint (Archive enabled) IMs

4. In-Place Archiving in Exchange 2010: E-mail in Exchange Integrated e-mail archiving capabilities offer tools to preserve and discover e-mail data, without changing the user or IT professional experience Preserve Discover Personal Archive Move and Delete Policies Hold Policy Multi-Mailbox Search • 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 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

5. In-Place Archiving in Exchange 2010 SP1 Integrated e-mail archiving capabilities offer tools to preserve and discover e-mail data, without changing the user or IT professional experience Preserve Discover Personal Archive Move and Delete Policies Hold Policy Multi-Mailbox Search • 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 Voicemail • 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

6. IW and IT Pro Experience Preserve: Personal Archive

7. 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 E2010 • 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

8. 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 • Partners:Create PST Import tools that will scan, enumerate and import PSTs into Exchange using the new Online Move Mailbox pipe. • 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)

9. DEMOConfigure and Access Archive DEMO

10. Preserve: Archive and the User Read, Reply, Navigate Folder hierarchy from primary mailbox maintained User can view, read, navigate, flag and reply to archived mail same as live mail Reply to message in archive puts message in live mail sent items (same as PSTs) User gets conversation view scoped to Archive (same as PSTs)

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

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

13. Preserve: Archive and the IT ProNew-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

14. Preserve: Archive and the IT ProNew-Enable-Connect Archive CMDLet Adding the archive requires passing in a single new parameter Enabling the archive for an existing mailbox enabled user

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

16. Preserve: Archive and the IT ProRemove-Disable Archive GUI Disconnect primary mailbox and archive Disconnect the archive

17. Preserve: Archive and the IT ProGet-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

18. Migrate Primary and Archive Move in pairs (RTM) or move individually (SP1) (6) Outlook connects to target CAS server CAS for Target DB User Object Mailbox Props Archive Props (5) Autodiscover finds new database (4) OLK does autodiscover E2010 Source DB E2010 Target DB CAS for Source DB Move Request Service (3) MRS updates AD with new target database MRS starts move request Archive Mailbox Archive Mailbox AD Primary Mailbox Primary Mailbox (2) MRS moves data to target

19. Streamlined Administration Use existing Exchange admin skills and tools to manage and deploy the personal archive Set separate quota for archive mailbox Enable the archive on an existing mailbox Add an archive when creating a new mailbox

20. A Seamless User Experience Read, reply, and navigate archived e-mail same as live e-mail Conversation view scoped to archived e-mail Primary mailbox folder hierarchy maintained

21. Support for Tiered Storage in SP1 • Users primary and archive mailboxes can be located on the same or separate databases • Mailboxes can be moved together or separately • Allows for different storage hardware, DAGs, RPOs, RTOs, etc. • Exchange 2010 SP1 supports: • Primary and Archive On-Premises (Same DB) • Primary and Archive On-Premises (Different DBs) • Primary and Archive in the Cloud • Primary On-Premises and Archive in the Cloud

22. Support for Tiered Storage in SP1

23. Retention Management with Archive/Delete Policies Preserve: Move and Delete

24. Preserve: Move and Delete Archive and Retention Policies define where email lives and how long it remains in the user’s view. Archive • Automatically move content to personal archive • Helps keep the primary under quota for end users • Time-based criteria (such as e-mail older than 2 years) • Preserves primary mailbox folder hierarchy Retention • Automatically delete content • User Impact: removes unwanted items • Time-based criteria (such as e-mail older than 2 years) • Retention policies travel with archived messages Combined Policies • Automatically move to archive in ‘x’ months, delete in ‘y’ months • User policies override defaults , Item policies override folder policies.

25. 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 • Partners:Policy properties are preserved so message retention is respected in third party systems. • Hold Policy: automatically preserve mail for recovery and discovery • No User Impact

26. Preserve: Move and Delete • Retention Tags • Name, Action, Time period • Admin mandated or User applied • All Items in Inbox are deleted in 3 years) • Items and Folders may have a 2 year Archive Policy • Retention Policies • Retention tags • Policies span to groups of users like ‘Accounting’ • User has one policy and many tags applied

27. EMC Configuration in SP1

28. Preserve: Message RetentionPolicies in Outlook 2010 and OWA Policies can be applied directly within an email Policies can be applied to an entire folder Delete policies Archive policies Expiration date stamped directly on e-mail

29. Preserve: Optional Retention Tags in SP1 Delete Policy Archive Policy • Additional policies for special projects, or roles (e.g., HR)

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

31. Preserve: Move Policy Admin + User Move Policies • Admin created • Default Move Policy of 2 years • Optional Move Policy of 5 years • User applied • User Policy of 5 years applied to Project X folder (can also be applied to item only) Archive Mailbox Primary Mailbox Messages moved 2 years after receipt Message moved to Project X folder Inbox Inbox Deleted Items Deleted Items … … Message moved 5 years after receipt Project X Project X

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

33. Preserve: Move and Delete Admin + User Move and Delete Policies • Admin created • Default Move Policy of 2 years, Delete Policy of 10 years • Optional Move Policy of 5 years, Delete Policy of Never • User applied • Optional Policy of 5 years applied to Project X folder • Optional Policy of Never applied to Item Contract Message Never Deleted Archive Mailbox Primary Mailbox Messages moved 2 years after receipt Message moved to Project X folder Inbox Inbox RE:Contract RE:Contract Messages deleted 10 years after receipt Deleted Items Deleted Items Messages moved 5 years after receipt Project X Project X

34. Legal Hold, Single Item Recovery and the Dumpster Preserve: Hold Policy

35. Preserve: Legal HoldOverview Preserve items for recovery and discovery for an finite or indefinite period of time without impacting end user experience Captures edits/deletes on a mailbox (user/admin access.) User workflow is unchanged, items captured in hidden folders in Dumpster 2.0. Multi-mailbox search can retrieve items indexed in Dumpster 2.0. Users can receive notification they are on hold; eliminates manual process.

36. Preserve: Legal HoldConfiguration 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 • Optional alert message for users with Outlook 2010 and OWA

37. Legal Hold ECP Config in SP1

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

39. Preserve: Dumpster Message FlowExchange 2007 behavior (1) Message delivered Primary Mailbox Inbox … (2) Message Deleted Deleted Items (3) Message Permanently Deleted Dumpster 1.0 Recoverable Items (4) Message purged by 14 day policy or by user

40. Preserve: 2010 Hold Message FlowHold Period of 10 years (1) Message delivered Primary Mailbox Inbox … (2) Message Edited/Deleted Deleted Items (3) Message Permanently Deleted Dumpster 1.0 Recoverable Items (5) Message removed from system after Hold Period (10 years) Edits (4) Message “purged” by user Purges

41. Preserve: Hold Policy • Move and Delete policies are for end users and while Hold Policy is for Admins • Hold is respected whether the message is deleted by the user by Admin or User applied delete policies • Admin may configure Retention policy to delete emails to the Deleted Items, Dumpster 2.0 or permanently. • With Archive on a separate Database, content will be moved from primary dumpster to archive dumpster.

42. Discovery Console in ECP and PowerShell search Discover: Multi-Mailbox Search

43. 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 • Partners:Enable web services access to the multi-mailbox search for partners to build discovery solutions. • Scenarios • Organizational HR driven search • Litigation related search required to present evidence to courts (per regulations in the US, EU, UK, Australia, Japan)

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

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

46. SP1: Multi-Mailbox Search Empower compliance officers to conduct multi-mailbox searches with ease Delegate capability to specialist users Rich search criteria and targeting options Results stored in specialized discovery mailbox

47. Improved Workflow in SP1 • Search preview provides info on estimated number of results with keyword statistics before copying result set to designed discovery mailbox • De-duplication of search results copies only one instance of a message • Searchable annotation offers tagging of reviewed items

48. Summary of SP1 Enhancements 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

49. Unified Communications Track Call to Action! Learn More! • View Related Unified Communications (UNC) Content at TechEd/after at TechEd Online • Visit microsoft.com/communicationsserver for more Communications Server “14” product information • Find additional Communications Server “14” content in the Technical Library, weekly technical articles at NextHop, and follow DrRez on Twitter • Check out Microsoft TechNet resources for Communications Server and Exchange Server • Visit additional Exchange 2010 IT Professional-focused content • Partner LinkorCustomer Link (Name: ExProPword: EHLO!world) Try It Out! • Exchange 2010 SP1 Beta downloadis now available from the download center!

50. Required Slide Resources Learning • Sessions On-Demand & Community • Microsoft Certification & Training Resources www.microsoft.com/teched www.microsoft.com/learning • Resources for IT Professionals • Resources for Developers http://microsoft.com/technet http://microsoft.com/msdn