Email Archiving helps organizations better address compliance and legal electronic discovery requirements by making e-mail easier to manage and search. Our assessment of the archiving features of Microsoft Exchange Server 2010, combined with enhanced mailbox management features, such as advanced multi-mailbox search, legal hold and granular retention polices, provide a comprehensive solution. Exchange Server 2010 is easy-to-use and deploy, and this built-in functionality helps organizations reduce reliance on separate archiving solutions and simplify legal and compliance processes.
Summary of MS Exchange Server 2010 Email Archiving Feature
- Tightly integrated with Outlook.
- PSTs can be dragged and dropped into the archive.
- Unified search across the live message store and the archive.
- Search across multiple mailboxes for qualified staff.
- Simple retention policies, based on the number of days of retention, can be defined. These policies can be defined to apply to a folder, individual messages, or an entire mailbox.
- Legal holds can be imposed, overriding defined retention policy.
- There’s basic mailbox and configuration logs and auditing.
- Stubbing’s not used.
One of the key challenges relating to compliance is how to centrally manage and control all e-mail data, including PSTs residing on user’s desktops. Unlike mail stored on the server, PSTs on individual desktops cannot be easily and quickly discovered; litigation holds and corporate expiration policies cannot be enforced. Meanwhile, from the IWs perspective, managing PST quotas can be frustrating, including diminishing Outlook performance as PST folders grow. Move PSTs to a network share and a new set of problems arise: increased PST corruptions and a degraded search experience.
- With the introduction of an archiving feature in Exchange 14, users can move easily from an unmanaged to a managed solution
- The “archive” is a separate mailbox, managed and controlled by the administrator
- Users can drag and drop PSTs to an archive folder within their inbox or schedule auto-move of messages to archive through Folder or Item policy tags
- PSTs are now discoverable; legal holds can be easily applied and performance is not compromised for large mailboxes (10-100 GB)
- The mailbox experience does not change within the archive: users can view, read and navigate mail the same as today
Retention Policy Enforcement
The explosive growth of regulatory compliance and corporate governance requirements has made it challenging for e-mail administrators and compliance officers to provide end users with simple tools for managing retention policies of the high volume of e-mail messages being sent and received daily. It is impractical for a small group of people to police e-mail to this end directly, so tools which enable end users to apply retention policies which are defined by the organization and tools which automatically apply such policies without IT intervention are required to effectively mitigate the risk associated with compliance and governance.
- Retention policies can now be applied to any individual e-mail or folder rather than just a restricted set of managed folders
- Policies are defined centrally and pushed to the client, exposed directly to users in the UI for selection or notification
- Transport rules can be designed to automatically apply default policies for select groups of users or based on select attributes of e-mail
Advanced Enterprise Email Search
Traditional e-mail systems require complex access control policies and provide hard to use tools in order to meet the growing needs of eDiscovery and requirements of Human Resources departments relative to searching corporate communication throughout the e-mail infrastructure. Those responsible for these tasks are non-IT users who are unfamiliar with e-mail administration tools and do not have access to the e-mail servers. These compliance officers and HR representatives are having to follow complex processes and use complex tools, aided by IT, to handle what is already a complex problem due to legal and corporate governance. Solutions are required which empower these individuals to go about their business without IT intervention and which ensure that only those assigned by the organization to perform such tasks are able to.
- Cross-mailbox search user interface enables compliance officers and HR to perform searches based on select e-mail attributes across the entire mail infrastructure
- Roles based administration allows for easy delegated access to this tool with no complex Access Control Requirements
- eDiscovery processes may be followed without IT intervention and only by those authorized
- Compliance officers and HR representatives use familiar and easy-to-use tools within the existing UI of Outlook and Outlook Web Access (compared to Get Mailbox Powershell commands in E2007)
- Engineering is working on FAST integration for enhanced eDiscovery functionality.