Archiving, Retention, and Discovery
As the volume of e-mail continues to increase, the need to preserve and discover this information has become critical. Microsoft Exchange Server 2010 introduces integrated e-mail archiving, retention, and discovery capabilities that can help you simplify this process without changing how you or your users work.
A new Personal Archive is available seamlessly in both Microsoft Outlook and Outlook Web App, so your users can easily interact with archived e-mail by using existing skills and familiar clients.
Exchange 2010 adds retention management policies, enabling you to automate archiving and deleting e-mail. This feature includes a Legal Hold feature that retains and places on hold e-mail that a user has edited or deleted.
A new Web-based, multi-mailbox search in Exchange 2010 can be delegated to specialist users, such as a compliance officer, to make it easier to conduct e-Discovery across Exchange message types, whether they are in the user’s primary or archive mailbox.
Archiving, Retention, and Discovery features in Microsoft Exchange Server 2010
Archiving, Retention, and Discovery Features
Key new archiving, retention, and discovery features in Microsoft Exchange Server 2010 include:
Personal Archive. This is a specialized mailbox that is associated with a user’s primary mailbox. It appears alongside the primary mailbox folders in Outlook or Outlook Web App, so users have direct access to e-mail within the archive just as they would their primary mailboxes. Users can drag e-mail from .pst files into the Personal Archive to make them easier to access online. E-mail items from the primary mailbox can also be moved to the Personal Archive automatically using Retention Polices, which reduces the mailbox size and improves application and network performance. In addition, users can search both their Personal Archives and primary mailboxes in Outlook or Outlook Web App.
Retention policies. With retention policies, you can apply retention settings to specific items, conversations, or folders in an e-mail mailbox. The Exchange administrator configures policies, which are displayed in Outlook 2010 inside each e-mail message, along with a header that states the applied policy and delete date. Two types of policies are available to users: delete policies and archive policies. Both types of policies can be combined on the same item or folder. For example, an e-mail message can be tagged so that it is automatically moved to the Personal Archive in a specified number of days and deleted within a specified number of days. Administrators can also use archive policies to control when messages are automatically moved from a primary mailbox to the Personal Archive.
Legal Hold. Exchange 2010 enables you to immediately preserve users’ deleted and edited mailbox items (including e-mail, appointments, and tasks) from both their primary mailboxes and Personal Archives. Legal Hold can be set on individual mailboxes or across the enterprise and can be set for a specific time period (for example, you can place a mailbox on hold for 90 days). Legal Hold also includes an option that automatically alerts users through Outlook 2010 that a hold has been placed on their mailboxes.
Single item restore. With Exchange 2010, administrators can control how long deleted and edited e-mail is kept in the Recoverable Items folder.
Multi-Mailbox Search. Users can search a variety of mailbox items, including e-mail, attachments, calendar appointments, tasks, and contacts, as well as Information Rights Management-protected content. Multi-mailbox search can work simultaneously across both primary mailboxes and Personal Archives with an easy-to-use, Web-based console. For legal discovery purposes, e-mail located through search can be copied and moved to a specified mailbox, as defined by the administrator, for further investigation. Rich filtering capabilities include sender, receiver, message type, sent/receive date, and cc/bcc, along with advanced regular expressions.
Role-based access Control (RBAC). With Exchange 2010, administrators can grant specific rights to users, such as records managers, compliance officers, and litigators perform multi-mailbox searches and other role-specific tasks.
