E-Domec Electronic archving and document management in the Commission.
Exchange Server 2010 Archving And Retention
-
Upload
harold-wong -
Category
Technology
-
view
16.715 -
download
0
description
Transcript of Exchange Server 2010 Archving And Retention
Exchange 2010Archiving and Retention
Harold Wongblogs.technet.com/haroldwong
Why Archive? A Vicious Cycle of Volume vs. Control
Growing E-mail Volume
Performance & Storage Issues
Mailbox Quota PSTs
Discovery and Compliance
Issues
Increasing storage and back-up costs
Users forced to manage quota
Quota management often results in
growing PSTs (Outlook auto-
archive)
• PSTs difficult to discovery centrally
• Regulatory retention
schedules contribute to
further volume/ storage issues
Breaking the CycleWith large mailbox archiecture and archiving
Growing e-mail volume
Performance & Storage Issues
Mailbox Quota PSTs
Compliance/Discovery
Issues
Large Mailbox Architecture• maintains performance • provides option for DAS-SATA storage to reduce costs
Archivingenables simple
migration of PSTS back to server
Archivingsimplifies discovery,
retention and legal hold
Large Mailbox Lower Costs, Better Performance
Challenge
Solution
Long recovery time
• High availability features allow for up to 16 mailbox database copies
• Can provide replication with 30 second database-level failover
High storage costs
• 70% reduction in I/O • + Smoother I/O patterns • = Option to use larger, slower,
cheaper disks (SATA)• 3+ database copies enables
JBOD/RAID-less storage
Slow Outlook (online)/OWA performance
• Optimized for 100,000 items vs. 20,000 in Exchange 2007
Large Volume Search
• Index optimized for large mailboxes in Exchange 2007; further enhanced in Exchange 2010
0
0.2
0.4
0.6
0.8
1DB IOPS/Mailbox
IOPS/Mailbox
+90% Reduction!
Exchange 2010 ArchivingBetter mailbox management
•Secondary mailbox node
•PST /Primary Mailbox Management
Personal Archive
•Folder/Item Level
•Archive/Delete policies
Retention Policies
•Role-based GUI
Multi-Mailbox Search
•Edited and Deleted Items
•Searchable with MM Search
Legal Hold
•Journal de-duplication
•Journal decryption
Journaling
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
Expiration date stamped directly
on e-mail
Delete policies
Policies can be applied
to all email within a
folder
Policies can be applied directly within an email
Archive policies
Retention Policies Move, Delete
• Move Policy: Automatically moves messages to the archive– Options: 6 months, 1 year, 2 years (default), 5 years,
Never− Helps keep mailbox under quota− Works like Outlook Auto-Archive – without creating PSTs!
• Delete Policy: Automatically deletes messages− Delete policies are Global (they travel with messages as
they move to Archive)− Removes unwanted items
• Move + Delete Policy: Automatically moves message to archive after x months and then deletes from archive after y months− Policy priority: Explicit policies over default policies;
Longer policies apply over shorter policies
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
Export search results to a mailbox or SMTP address
Request email alert when search is complete
Search specific mailboxes or DLS
Search results organized per
original hierarchy
API enables 3rd tool integration with query results for
processing
Legal Hold More control
Feature Benefits Copy edited and deleted items
Builds on E2007 hold of auto-deleted items
Set duration of Legal Hold Indefinite or specify time period
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
Archive Management IT Pro Principles
1. Preserve mailbox management experience across primary and archive for the IT Pro.
2. The archive must be associated with a primary mailbox.
3. The archive and primary share the same user account.
4. The IT-Pro can provision only one archive per user.
5. Outlook and OWA should work against the archive exactly the same as the primary.
6. E2007-2010 Migration changes managed folder into regular folder with Delete Policy.
Archive Management Add-Remove-View Archive
Adding the archive requires a simple checkbox in the new-mailbox wizard
Archive auto-discover requires no Outlook restart to activate archive
Archive can be disabled together or separate from the mailbox
Archive Management Set Quota
The default quota warning for the Archive is 10 GB
Select archive quota to change default settings
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
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
© 2008 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.
Appendix
Exchange 2010 Storage Enhancements
• 70% reduction in IOPS• Smoother IO patterns• Resilience against corruption
Storage ImprovementsPerformance Enhancements Enable New
Options
Storage Area Network (SAN)
Direct Attached w/ SAS Disks
JBOD SATA(RAID-less)
Direct Attached w/ SATA Disks
Read IOPS
Write IOPS
Ex 2003
Ex 2007
Ex 2010
Choose from a wide range of storage technologies without sacrificing system availability:
Lowering Exchange 2010 Storage Costs• Optimized for DAS storage• Use larger, slower, cheaper disks• Support larger mailboxes at lower cost
• HA provides resilience from disk failures• HA Solution remains unchanged
regardless of data volume size
• JBOD/RAID-less storage now an option• Requires 3+ DB Copies
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 • Manual retrieval costs can be HUGE (backup tapes, PSTs) • FRCP Amendments (US) place strict timelines on
discovery• Amendments cover all email from all sources, including
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)
SharePoint
Outlook PSTs
Gmail
Third Party Archive
Backups
Exchange Server
Where is your e-mail?
Bring e-mail back to ExchangeLarge Mailbox, Personal Archive
SharePoint
Outlook PSTs
Gmail
Third Party Archive
Backups
Exchange Server 2010
• Large Mailbox• Personal Archive
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