WHITE PAPER

Addressing E-mail Archiving and Discovery

with Microsoft® Exchange Server 2010

Introduction
With businesses generating and sharing an ever-increasing volume of information through e-mail, the
ability to protect and preserve these critical communications is essential. Whether your motivation is to
improve storage management, meet regulatory requirements for data retention, or lower the costs of
conducting electronic discovery (e-Discovery), implementing an effective e-mail archiving and discovery
solution can offer a number of benefits.

Even though there are clear-cut drivers for adopting such solutions, a significant number of
organizations rely instead on potentially less efficient means to store and search these enormous
amounts of data. For example, when users have small mailbox quotas, they often archive older
messages into local Microsoft® Outlook® Data Files (.PST files), removing this important historical record
from Exchange Server. With these messages no longer under the direct control of your IT department, it
can be very challenging for your organization to comply with regulations or respond in a timely fashion
to e-Discovery requests.

To help you more effectively address these needs, Microsoft Exchange Server 2010 introduces
integrated e-mail archiving, retention, and discovery capabilities. These built-in tools can help you
simplify the process of preserving and discovering e-mail without having to change the way your users
or administrators work with and manage Exchange Server.

The importance of archiving e-mail

From mitigating the risks associated with the annual double-digit percentage increases in legal disputes
to finding ways to reduce your storage costs, the motivations for deploying a comprehensive solution for
archiving e-mail are best summarized as the following:
  Optimizing storage management to lower costs
 Complying with industry and regulatory data retention requirements
 Streamlining discovery processes to ease the burden of responding to legal orders

Challenges with current approaches

While organizations strongly desire the real benefits of archiving e-mail, many have faced complexity
and challenges that have either stalled or prevented the successful deployment of an adequate solution.

First, e-mail can be stored in numerous locations across your network.

“PST files are quite a E-mail can be found in .PST files, posted to Microsoft SharePoint®
nightmare for IT to manage. sites, stored on backup tapes, hosted on third-party solutions, or even
We look forward to Exchange forwarded by your users to their personal e-mail accounts. With the
2010 negating the need for potential of up to 90 percent of your e-mail residing outside of your
supporting PSTs. It’s going to Exchange Server, it can be daunting to enforce data retention policies
take a lot of headaches away
or locate relevant communications when compliance matters arise.
for us.”
– Ronald Loewenthal Additionally, many e-mail archiving approaches introduce an
Customer Service Manager,
environment that is unfamiliar to both your users and IT
Super Group
administrators. For instance, users often need to leave the familiarity
of Microsoft Outlook to interact with their archived e-mail. They will
likely need to learn new skills and client applications to search or access archived messages. This can
disrupt the normal workflow for managing their inboxes. In many situations, e-mail is archived out of
Exchange and into separate data repositories, which could result in a loss of features that boost user
productivity—such as the new Conversation View or the “anywhere access” benefits of Outlook Web
App—that likely led you to choose Exchange to begin with.

For your IT department, complexity can arise from having to deploy and maintain Outlook and Outlook
Web App add-ins to enable user access to archived e-mail. When it comes to administrative tasks, there
could be a range of challenges to learning and implementing yet another infrastructure that needs to be
as reliable and easy to access as your Exchange Server. And, your IT staff may experience the added
burden of having to utilize different methods to conduct mailbox searches across recent e-mail in
Exchange and messages archived to another repository—all to perform queries on behalf of your
organization’s compliance officers, legal department, or human resources.

Lastly, there is cost. Not only do you need to deploy and operate a separate infrastructure that runs in
parallel to your business critical e-mail platform, you’ll need to train your users and support increased
help desk call volume as users learn new tools for managing their e-mail. All of these can lead to higher
operational costs in a time when every business is seeking to transform IT into a competitive asset by
driving down the costs and overhead of infrastructure investments.

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A different approach to e-mail archiving
Recognizing the importance of deploying an effective archiving and discovery solution, Microsoft has
delivered new, integrated e-mail archiving, retention, and discovery capabilities with the release of
Exchange Server 2010. These built-in features (Figure 1) were designed with an appreciation for the
potential barriers that have limited wide scale adoption of e-mail archiving. They can help you preserve
and discover e-mail without having to alter either the user or IT professional experience.

Figure 1: Integrated e-mail archiving features of Exchange Server 2010

Delivering a familiar experience

When organizations have small mailbox quotas in place, users spend valuable time trying to stay below
these limits by either deleting e-mail from their inboxes or offloading it to their PCs in the form of .PST
files. While .PST files provide an intuitive user experience, their creation isolates this e-mail on individual
desktops. As highlighted previously, this can make it challenging for your organization to meet industry
and regulatory requirements around e-mail retention and timely e-Discovery. For example, when a
discovery request is made, .PST files must be retrieved and searched manually—a potentially time-
consuming and costly process. Similarly, legal holds and message expiration policies cannot be enforced
consistently.

Through the introduction of a new, integrated Personal Archive in Exchange 2010, e-mail currently
stored in .PST files or other locations can be easily moved back to the server.

The Personal Archive is a specialized, secondary Exchange mailbox that is uniquely associated with a
user’s primary mailbox. It offers your users an alternative storage location for their historical e-mail,
greatly reducing the need for and proliferation of .PST files. E-mail items from a user’s primary mailbox
can be automatically offloaded to the Personal Archive through Retention Polices (see below).
Administrators also have the option to import historical e-mail from existing .PST files† directly into
Exchange.

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 Both you and your users will immediately benefit from having
all of your organization’s important e-mail back under IT
department control. All of your e-mail can be better
protected thanks to built-in high availability features and
policy management, while your users gain the improved
business mobility they often demand.

When implemented in conjunction with the large mailbox

investments made in Exchange 20101, you can cost-effectively
manage both current and archived e-mail in a single platform.
Specifically, Exchange 2010 enables you to take advantage of
high-capacity, low-cost disks. Combined with the significant
IO savings and built-in mailbox resiliency technologies
delivered in this release, you now have more choices at your
disposal to meet your storage management requirements
without having to break your budget. You also have the
flexibility to provision and manage archive mailboxes on
separate Exchange databases†, allowing you to implement
alternative storage strategies for less frequently accessed e-
Figure 2: A familiar experience with Personal
Archive appearing in Outlook Web App mail data.

To help deliver a familiar user experience, the Personal Archive appears alongside primary mailbox
folders in both Outlook2 and Outlook Web App (Figure 2). Just like any other folder or opened .PST file,
your users can easily interact with archived e-mail using existing skills. For example, they can “drag and
drop” e-mail messages to their Personal Archive, create folders, set flags, reply to messages, and even
conduct searches across archived e-mail, all within Outlook and Outlook Web App. This greatly reduces
the need for costly user training or additional support resources when rolling out a new archiving
solution.

For your administrators, the same tools that they use to manage other aspects of Exchange Server—
such as the Exchange Management Console or PowerShell—can be used to configure and deploy the
Personal Archive. This includes tasks like setting separate storage quotas for the Personal Archive,
enabling delegate access to the archive†, and importing e-mail from existing .PST files into Exchange†.

Flexible and granular retention policies

To help you meet a wide array of company, industry, or regulatory requirements, Exchange 2010
includes an improved approach to managing message retention. You can define and deploy Retention
Policies (Figure 3) which automate the deletion and archiving of e-mail and other Exchange item types.

1
“The Microsoft Large Mailbox Vision” - http://www.microsoft.com/downloads/details.aspx?FamilyID=e3303d34-
af6c-4108-861b-dc05f9cf3e76&displaylang=en

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Requires Outlook 2010 or Outlook 2007†

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 Retention Policy Tags (Figure 4) can be created to
apply retention settings to default folders, such as
the Inbox and Sent Items. Exchange then performs
specified retention actions once the item has
reached its retention age. Actions can include
moving the message to the user’s Personal Archive,
moving it to the Deleted Items folder, or
permanently deleting the item. You can allow users
to assign personal retention policies to individual
messages, conversations, or custom folders to
ensure proper message expiry is set on important e-
mail. This allows your users to adapt e-mail
Figure 3: Easily create and deploy Retention Policies from
the Exchange Management Console† retention and message classification to their
individual work styles.

As items are moved from one folder to another, they can inherit any Retention Policy Tags applied to
the folders to which they moved. If an e-mail is moved to a folder that does not have a policy assigned,
the default retention policy set by your Exchange administrators will be applied to it. If the item has
been tagged explicitly by a user, this retention setting takes precedence over folder-level or default tags.
Outlook 2010 displays retention policy details right in the message preview pane. This removes the need
for your users to monitor a specific folder to learn which messages may be expiring soon.

Retention policies work seamlessly across both the

primary mailbox and Personal Archive. Both types of
policies (Delete and Move to archive) can be combined
on the same item or folder. For example, an e-mail can
be tagged so that it is automatically moved to the
Personal Archive in ‘x’ days and then deleted within ‘y’
days.

Exchange 2010 also adds a new Legal Hold policy. Legal

Hold enables the preservation of any edits to or Figure 4: Different Retention Policy Tag types
deletions of e-mail made by the user placed on hold, available in Exchange Server 2010

whether in their primary mailbox or Personal Archive.

Altered messages are captured in a recoverable items store within Exchange that is neither accessible to
nor changeable by the user.

Legal Hold can be set on individual mailboxes or across the enterprise and can be set for a specific time
period (for example, hold items for 90 days). Legal Hold also includes an option that automatically alerts
users through Outlook 2010 that a hold has been placed on their mailbox.

You can apply Retention Policies and Legal Hold even if a user does not have a Personal Archive
provisioned. For example, your organization may choose to simply deploy large mailboxes without

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Personal Archives. Legal Hold can still be used to preserve e-mail to comply with data retention
requirements.

Powerful multi-mailbox search

Exchange 2010 simplifies the e-Discovery process with a new, Web-based, easy-to-use Multi-Mailbox
Search feature. This capability can be delegated to specialist users, such as compliance officers, who are
normally tasked with conducting e-Discovery for range of legal, regulatory, or personnel reasons. Thanks
to the new role-based security model of Exchange 2010 you can offload this burden confidently without
having to provide full administrative privileges.

Based on the content indexes created by the built-in Exchange Search,

“We used to spend one or two Multi-Mailbox Search provides rich, keyword-based search criteria
days looking for information (using Advanced Query Syntax) for an assortment of Exchange
we needed for legal message types such as e-mail, calendar appointments, and instant
requirements. Now, with messaging conversations. Exchange 2010 also indexes a long list of
multi-mailbox search in attachment types as well as messages protected using Information
Exchange Server 2010, we can
Rights Management (IRM).
find what we need in an hour
or less.” You can select a specific mailbox or mailboxes—even distribution
– Julio Sandoval
groups—as targets of the search. And, a single search query
Head of Middleware,
Binaria automatically includes relevant e-mail found in a user’s primary
mailbox, Personal Archive, and recoverable items store.

A search preview† provides details on the estimated number of results including keyword statistics to
help you conduct early case assessments or fine-tune search criteria. Once satisfied with the search
parameters, results can be copied to a specialized mailbox specifically created for discovery purposes. A
new folder is created in the target mailbox for the search with subfolders for each user mailbox
containing relevant messages. These messages are copied to a folder that has the same name and
location as it appears in the original mailbox, preserving the folder hierarchy. Optional de-duplication of
search results† allows for copying of only one instance of messages, and facilities right in Outlook Web
App allow you to easily annotate† reviewed items help make your e-Discovery workflow more efficient.
The result: you no longer need to export results to a .PST file and manually import them into Outlook to
review your search.

Lastly, Multi-Mailbox Search logging options allow you to capture information about conducted
searches. For instance, a comma separated value (CSV) file can be created that contains details on the
query, the mailboxes searched, all the items in the search results, and attributes of these messages.

Third-party e-mail archiving solutions

While you’ll likely find that the built-in archiving and discovery capabilities in Exchange 2010 meet your
organization’s needs, we’ve also made it possible for Microsoft independent software vendor partners
to extend our archiving, retention, and discovery feature set through scalable Web services interfaces.

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Microsoft is working closely with a number of leading archiving and compliance solution providers to
deliver additional tools that build upon the functionality delivered in Exchange 2010 to help you address
specialized or industry-specific compliance or e-Discovery needs. Most importantly, you will be able to
preserve familiar user and IT professional experiences. For more information on partner solutions for
Exchange 2010, visit microsoft.com/exchange.

Conclusions
There are likely many reasons your organization is seeking new and better ways to preserve and
discover the critical business communications conducted over e-mail. Whether your motivation is to
lower your storage costs, address regulatory compliance, or meet time tables for legal discovery orders,
the integrated e-mail archiving, retention, and discovery features offered in Exchange 2010 can help
your organization:
 Deliver a seamless experience without interrupting your users’ e-mail workflow.
 Streamline administrative tasks using familiar management tools and delegation.
 Reduce costs and lower administrative overhead through integrated capabilities.

†
Available with Exchange Server 2010 Service Pack 1 (SP1)