Mod 9 : Archiving, e Discovery and Compliance

1. Mod 9: Archiving, eDiscovery and Compliance Version 2.0 for Office 365 Wave 15 Chris Oakman | Managing Partner Infrastructure Team | Eastridge Technology Stephen Hall | CEO & SMB Technologist | District Computers

2. Jump Start Schedule – Target Agenda

3. Module 9: Archiving, eDiscovery and Compliance For Midsize Businesses and Enterprises • Overview • User Experience • Retention & Hold Policies • eDiscovery

4. Why Archive Email? Storage Management • Balance mailbox size demands with available storage resources • Reduce the proliferation of .PST files stored outside of IT control • Improve overall application and network performance Data Retention • Meet industry and regulatory email data retention requirements • Support ongoing compliance, litigation, or personnel matters • Preserve valuable intellectual property and corporate assets Discovery • Respond to strict timelines for legal discovery orders • Reduce costs involved in searching for and retrieving email data • Report on email communications as part of auditing procedures

5. Challenges to Archiving Email

6. Full-featured archiving Preserve eDiscovery In-Place Archive Governance Hold Search Web-based eDiscovery Center and multi-mailbox search Search primary, In-Place Archive, and recoverable items Delegate through role-based admin De-duplication after discovery Auditing to ensure that controls are met Secondary mailbox with separate quota Managed through Exchange Administrative Center or PowerShell Available on-premises, online, or through Exchange Online Archiving Automated and time-based criteria Set policies at item or folder level Expiry date shown in email message Capture deleted and edited email messages Time-based In-Place Hold Granular query-based In-Place Hold Optional notification

7. Preserve: Archive and the Cloud * Requires Exchange Server 2010 SP1 on-premises

8. Module 9: Archiving, eDiscovery and Compliance For Midsize Businesses and Enterprises • Overview • User Experience • Retention & Hold Policies • eDiscovery

9. User Experience • End User Experience • Personal archive provides a PST-like experience • Accessible on Outlook and OWA • No Outlook restart – auto discovers archive • Mail automatically moved to the archive through admin policy • IT Pro Experience • Same mailbox management experience across the primary and the archive • Archive must have a primary mailbox • Similar management experience across On-Premises and Cloud

10. Seamless Experience • Specialized Exchange mailbox configured and associated with the user’s primary mailbox • Delivers users familiar experience by seamlessly surfacing in both Outlook and Outlook Web App • Use same skills/methods already used to interact with archive email • “Drag-and-drop” email to folders • Create folders and categorize • Conduct searches and filter results • Reply to messages and set flags

11. Search Faster Quickly find new or historical email wherever you are with new, faster search technology

12. Transparent User Experience Put information workers in charge of their email by keeping them informed of when items are to be moved or archived

13. Archive Client Access • Exchange Online archive is only accessible online • Via Outlook and/or OWA • No additional client access configuration required • Always point clients to primary mailbox CAS location

14. Cloud Archive Choice | Per User Feature • Primary + Archive in the cloud • Setup tenant • Provision archives • Standalone Archive • Setup tenant • Setup Rich Co-Existence between on-prem and tenant • Provision archives

15. Rapid Provisioning Quickly enable in-place archiving for users, either on-premises, in the cloud, or as a hybrid • Enable or modify quickly

16. Track Changes Audit changes in mailboxes and configurations settings with built-in reports

17. Module 9: Archiving, eDiscovery and Compliance For Midsize Businesses and Enterprises • Overview • User Experience • Retention & Hold Policies • eDiscovery

18. Retention Management Set policies allowing you to define, deploy, and automate the expiry and archiving of email

19. Move and Delete 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

20. Message Retention 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

21. Retention Policies Use the defaults or create new for special projects/roles (e.g., HR) Delete Policy IT provisioned policies Archive Policy

22. Policies in Outlook 2013 & OWA

23. Message Retention vs. 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 2010/2013) • 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 • Retention policies managed separately for on-premises and the cloud • Except when only archive in the cloud

24. Module 9: Archiving, eDiscovery and Compliance For Midsize Businesses and Enterprises • Overview • User Experience • Retention & Hold Policies • eDiscovery

25. Legal Hold Overview • Captures edits/deletes on a mailbox (user/admin access) • User workflow is unchanged, items captured in hidden folders in Dumpster 2.0 • Users can receive notification they are on hold; eliminates manual process • Multi-mailbox search retrieves items indexed in Dumpster 2.0 • No end-user impact Preserve items for recovery and discovery for a finite or indefinite period of time without impacting end user experience

26. Legal Hold EAC Configuration Manage Litigation Hold

27. Hold Policy IT Pro Experience Comment and URL tell the user how to comply Enable the hold policy from the mailbox settings page

28. Hold Policy End user is told how to comply (no action needed for email) URL links to additional info

29. New – In-Place eDiscovery and Hold • Using this new model, In-Place Hold allows you to create granular hold policies to preserve mailbox items in the following scenarios: • Indefinite hold - The indefinite hold scenario is similar to litigation hold in Exchange 2010. It’s intended to preserve mailbox items so you can meet eDiscovery requirements. During the period of litigation or investigation, items are never deleted • Query-based hold - If your organization preserves items based on specified query parameters, you can use a query-based In-Place Hold. You can specify query parameters such as keywords, start and end dates, sender and recipient addresses, and message types. After you create a query-based In-Place Hold, all existing and future mailbox items (including messages received at a later date) that match the query parameters are preserved.

30. New – In-Place eDiscovery and Hold • Time-based hold -  allows you to specify a duration of time for which to hold items. The duration is calculated from the date a mailbox item is received or created.  • You can use In-Place Hold to place a user on multiple holds. When a user is placed on multiple holds, search parameters of all In-Place Holds are applied together (using an OR operator). In-Place Hold is a premium feature that requires an Exchange Online Plan 2 or Exchange Online Archiving license to enable it for each user mailbox.

31. Placing a Mailbox on In-Place Hold Authorized users that have been added to the Discovery Management role-based access control (RBAC) role group or assigned the Legal Hold and Mailbox Search management roles can place mailbox users on In-Place Hold Click New +to open the in-place eDiscvery& hold dialog

32. Placing a Mailbox on In-Place Hold • Use the Shell to create an In-Place Hold • New-MailboxSearch "Hold-CaseId012" -SourceMailboxes "joe@contoso.com" -InPlaceHoldEnabled $true • http://technet.microsoft.com/en-us/library/dd298064(v=exchg.150).aspx

33. Single Item Recovery & Fixed Retention • Fixed Retention: The ability to preserve user data for a rolling window of time that overrides user actions • Can be achieved using Single Item Recovery (SIR) • SIR captures all edits and stores them for the specified time period > Set-Mailbox -Identity bobk -SingleItemRecoveryEnabled $true

34. Single Item Recovery • Off by default on-premises • On by default in datacenter • With default period of 14 days • Extend beyond 14 days via Service Request • Not recommended beyond 1 year retention

35. Journaling • IT Pros Can Continue to Journal to Mailbox or Archive

36. 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 • Single discovery experience across premise and cloud

37. Identify and Hold • For each case, allow items to be placed on time-based In-Place Hold to help meet compliance requirements

38. Deep Analytics and Statistics • Retrieve content in Exchange, SharePoint, Lync, and file shares in-place • Laser-focused, refined query capabilities can get the exact content you are looking for

39. Resources • Setting up Exchange Online Archiving • http://social.technet.microsoft.com/wiki/contents/articles/9665.office-365-setting-up-exchange-online-archiving-for-online-users.aspx • Retention Policies • http://help.outlook.com/en-us/140/gg271153.aspx • In-Place Hold • http://technet.microsoft.com/en-us/library/ff637980(v=exchg.150).aspx