UNC308 Archiving , Retention and Discovery with Microsoft Exchange Server 2010 SP1

2. UNC308Archiving, Retention and Discovery with Microsoft Exchange Server 2010 SP1 Krish Sundaresan Program Manager Microsoft Corporation

3. Session Objectives and Takeaways • Session Objective(s): • Explain and demonstrate key archive & compliance features in Exchange 2010 & SP1: • Personal Archive • Retention & Hold Policies • Discovery • Key Takeaways • Exchange 2010 Personal Archive allows customers to consolidate email • Exchange 2010 Personal Archive enables simplified compliance management • Exchange 2010 helps customers manage and deploy retention and hold policies. • Exchange 2010 enables e-discovery of email data

4. World Today: Email Repositories • Personal Archive • Circumvent Quota • Allows Organization Control • Mailbox • Highly Available • Rich Client Access • PSTs • Circumvents Quota • Highly Portable • Organization Archive • Keeps all E-mail • Allows Organization Control • Optimized for Search 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 • Size Require Replication

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

6. In-Place Archiving in Exchange 2010 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 Hold Policy Multi-Mailbox Search Move/Delete Policy • 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 • Web-based UI • Search primary, archive, and recoverable items • Delegate through roles-based admin • Audit Log Reports • Capture deleted and edited e-mail messages • Offers single item restore • Notify user on hold

7. In-Place Archiving in Exchange 2010 SP1 • Provide a richer feature set incorporating customer feedback and take archive and discovery to the cloud Preserve Discover Personal Archive Hold Policy Multi-Mailbox Search Move/Delete Policy • Archive on a separate DB • Archive in the cloud • Outlook 2007 Support • PST Import into Archive • Admin Delegation • EWS Support • Managed through EMC • EWS Support for Archive • Support for Tasks, Calendar and Voicemail • Search Preview • De-duplication • Search and Destroy • Annotations • Cross Premise Search • CmdLet Auditing • Automatically move content to Archive dumpster • Managed through ECP

8. Preserve: Archive and the Cloud* Archive in the Cloud Fully Hosted Archive Archive Primary Primary Primary Archive Primary Archive On-Premises Cloud On-Premises Cloud Cross-premise Co-Existence On-Premises Cloud *All these deployment scenarios requires SP1 On-Premises

9. On-Premises Vs. Cloud Management Symmetry of Management Tools and Experience ECP On-Premises ECP to Cloud EMC On-Premises EMC to Cloud EMS On-Premises EMS to Cloud

10. ArchiveMove & Delete PolicyHold PolicyDiscovery

11. Archive and the User • Goals and Assumptions • Preserve and improve the PST experience • Preserve and 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 • On-Premises vs. Cloud is transparent to the user.

12. Archive and the IT Pro • Goals and Assumptions • Same mailbox management experience across the primary and the archive • Archive must have a primary mailbox • IT-Pro can provision only one archive per user • Similar management experience across On-Premises and Cloud

13. Configure and Access Archive demo

14. Archive Design • Mailbox Size • Archive mailbox is for cold data • Provide large primary mailboxes enough to hold ~2 years data • Invest in larger, cheaper homogenous storage for primary and archive • To co-locate or not? • Depends on your storage strategy • Differentiated storage model – Separate DB • Homogenous storage model – Co-Locate

15. Archive Client Access • Archive is online access only (on Outlook & OWA) • No additional client access configuration required for the archive • Always point to the primary mailbox CAS location CAS CAS Exchange On-Premises Exchange Online A P Outlook Auto-discovery

16. On-Premises Vs. Cloud Archive Management • Archive Provisioning sourced from on-premises whenever possible • Archive property management against current primary MBX location (on-premises or cloud) • Applies in hybrid cases as well: • E.g. some mailboxes with archive in the cloud and • some with mailbox + archive in the cloud.

17. Archive Provisioning Experience and the Cloud For all other deployments For cloud only deployments • Create cloud archives for local users • Requires Exchange Server 2010 SP1 on-premises • Manage the archive using the Exchange Management Console • If primary mailbox is later moved to the cloud, archive moves with it Enable archiving for an Exchange Online user Create a remote archive for an Exchange Server 2010 mailbox • Easily add archiving capabilities for cloud-based users • Manage the archive from the Exchange Control Panel

18. Archive in the cloud Cmdlets Provision Archive in the cloud Manage Archive in the cloud Move archive to the cloud

19. Mechanics of Archive in the Cloud Office 365 AD On-Premises Exchange Exchange Online Forward Sync DirSync DirSync WriteBack AD AD AD FS

20. Mechanics of Archive in the CloudArchive in the Cloud: Provisioning is asynchronous Office 365 AD “Enable-Mailbox user1 –remotearchive “ “Get-Mailbox user1 –archive” Provision archive mailbox Forward Sync DirSync DirSync WriteBack AD AD AD FS On-Premises Exchange Exchange Online

21. SP1 PST Ingestion & Export Make it easy to import data into personal archives from non-Exchange data sources • Native support for PST export and import from Exchange • Same job scheduling semantics as mailbox moves • Ability to import directly into the archive • Import to Cloud in the works

22. ArchiveMove & PolicyHold PolicyDiscovery

23. Move & Delete Policy: Principles • Archive(Move) 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 • Policy properties are preserved so message retention is respected in third party systems.

24. Move & Delete Policy: Concepts • 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

25. Deploying Message Retention Policy demo

26. Message Retention V. Managed Folders • Compliance management is a spectrum • Full IT Admin control to no IT control (End user tool) • Managed folders (Exchange 2007) • Addresses only one end of the spectrum • Very little end user flexibility • Message Retention (Exchange 2010) • Addresses both ends on the spectrum • Framework for IT admins to associate policy with mailboxes and system folders • Framework for end users to optionally associate policy with their folders and mail items

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

28. 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

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

30. Move & Delete Policies 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

31. Message Retention Management & the Cloud • MRM policies managed separately for on-premises and the cloud • Except when only archive in the cloud

32. Message Retention Management & the Cloud A A A A A A A P P P P P P P

33. MRM Mailbox Assistant • MRM Scheduling is a Mailbox Assistant • Exchange 2010 RTM – MRM is a time based Assistant • Exchange 2010 SP1 – MRM runs as a throttle based Assistant • Specify how often each mailbox must be processed • WLM will scheduled to meet that SLA • Throttles each workload based on preset values. • Caveat: • The MRM Mailbox Assistant is also used for legal hold on/off and retention hold on/off

34. Migrating Policy to Cloud • Migrating Primary mailboxes to cloud: • MRM policy not automatically migrated or synced • Scripts shipped to automate migration and sync* • Export-RetentionTags.ps1 • Import-RetentionTags.ps1 Export Import Export-RetentionTags.ps1 Import-RetentionTags.ps1 .xml MRM Policy A A P P On-Premises Cloud • *Location: %Program Files%\Microsoft\Exchange Server\V14\Scripts

35. ArchiveMove & PolicyHold PolicyDiscovery

36. 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. No end-user impact

37. Managing Legal Hold demo

38. 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

39. 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 2.0 Recoverable Items (5) Message removed from system after Hold Period (10 years) Edits (4) Message “purged” by user Purges

40. Hold Management & the Cloud • Manage Legal Hold against current location of the primary mailbox

41. Hold Management & the Cloud A A A A A A A P P P P P P P

42. ArchiveMove & PolicyHold PolicyDiscovery

43. Discovery 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 • Seamless discovery across mailboxes on-premises and cloud • Partners:Enable web services access to the multi-mailbox search for partners to build discovery solutions.

44. Organization Discovery demo

45. On-Premises Vs. Cloud Discovery Search Provide a single organization-wide discovery console across on-premises and cloud

46. On-Premises Vs. Cloud Discovery Search : Primary MBX P A A A A A P P P P P : Archive MBX A

47. Session Objectives and Takeaways • Session Objective(s): • Overview of compliance in Exchange 2010 • Explain and demonstrate key compliance features with a focus on SP1: • Personal Archive • Retention Policies • Hold Policies • Discovery • Key Takeaways • Exchange 2010 Personal Archive allows customers to consolidate email • Exchange 2010 Personal Archive enables simplified compliance management • Exchange 2010 helps customers manage and deploy retention and hold policies on the mail store. • Exchange 2010 enables e-discovery of email data

48. Contact Information Krish Sundaresan Senior Program Manager Exchange Archive & Compliance Team Email: rasundar@microsoft.com

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50. © 2010 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. 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.