Senior Program Manager Lead Information Protection Team Microsoft Preserve Delete and Archive in Exchange EDC303 Agenda Compliance Vision Archive Preserve Hold Delete Messaging Records Management ID: 259477
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Julian Zbogar-SmithSenior Program Manager LeadInformation Protection TeamMicrosoft
Preserve, Delete, and Archive in Exchange
EDC303Slide3
Agenda:
Compliance Vision
Archive
Preserve (Hold)
Delete (Messaging Records Management)
Q&ASlide4
Empower the User
Outlook, Word, PowerPoint, SharePoint,
Mobile
Apps, etc.
Exchange, SharePoint, Lync, AD, File Server,
third
parties, etc.
Exchange/ SharePoint
Enable the Compliance
Officer
Easy for IT
Compliance built into workloads IT already deploys (Exchange, SharePoint)
End users workflow unchanged in the Office Client Experiences
One console for the Compliance Officer spanning all the workloads and data sources
Our Vision
for
Compliance
In Place and Extensible
Exchange, SharePoint, WindowsSlide5
ArchivingSlide6
Simplify email discovery and retention mgmt.
Eliminate lost
or corrupted
.PST files
Access to all
email from
most clients
No time
spent managing
mailbox quota
Benefits of large mailbox with
archivingSlide7
Integrated, consistent experience
An integrated In-Place Archive enables
users to save time by managing their archive as they do their mailbox
Outlook
OWASlide8
Search everywhere at onceQuickly find new or historical email wherever you are with new, faster search technology
Quickly find new or historical email wherever you are with new, faster search technology
Single Search in OWA and Outlook returns results from Primary & Archive Mailboxes
Combined conversation view
Search everywhere at once
Integrated search
Combined conversation viewSlide9
DemoSlide10
Archive Admin
Experience
How it works
Second mailbox associated with
user in online mode, not
cached
Use same tools to manage mailbox & archiveSame HA and migration concepts as primary mailboxWhere it lives
Hybrid
ARCHIVE
Cloud Archive (EOA)
ARCHIVE
PRIMARY
On-premises only or cloud only
PRIMARY
PRIMARY
ARCHIVE
PRIMARY
ARCHIVE
PRIMARY
ARCHIVESlide11
Lync archives content into Exchange mailboxes when user is on In-Place Hold
Includes instant messaging and meeting content
In-Place Hold, eDiscovery,
Delete of
Lync data consolidated to Exchange tools
Lync 2010
Exchange 2010
Compliance
Archive
Compliance
New Lync
New Exchange
Preserve: Lync Archiving
Single In-Place data store for Exchange & Lync complianceSlide12
Lync Archiving: How does it work?
User A Mailbox
Server side archiving
All Lync modalities captured (PC, mobile, web, OWA)
User A on hold
Hold state synced
Recoverable Items
Deleted Items
InboxSlide13
Preserve (Hold)Slide14
Evolution: In-Place Hold
* Preserve all content
* Preserve Indefinitely
* Ex Only
* Preserve all content
* Preserve - time received
*
Ex Only* Query based hold* Time Based hold
* Mailbox Hold* Hold across Ex, SP, Lync Exchange 2010
Office 365 Exchange 2013Slide15
DemoSlide16
User A Mailbox
Recoverable
Items
Deletions
Inbox
Purges
Versions
Deleted Items
…
DiscoveryHold
(7a
)
Message kept or deleted when time period ends or hold removed (Litigation Hold)
(5) Message Edited
(3) Message deleted
(4a) Message “purged” by user (Litigation
Hold)
Lifecycle of
items on hold
(4b) Message “purged” by user (In-Place Hold)
(6) Message evaluated against hold queries and time periods
(7b
)
Message moved to
DiscoveryHold
or
deleted when time
period ends, query changes, or
hold
removed (In-Place Hold)
(1) Message delivered
(2) Message moved to Deleted Items Slide17
In-Place Hold as you want it
Preserve message recipients in
distribution groups
New
Exchange Admin Center Hold
SharePoint eDiscovery Center HoldSlide18
Delete (Messaging Records Management)Slide19
Key Concept: Retention Tags
Actions:
Delete
Move
to Archive
Do nothing
ScopeEntire mailbox: default policy tagApplies to the entire mailboxFull control for the IT ProDefault mailbox folders
: retention policy tagApplies to system folders – Inbox, Sent Items, Deleted Items, etc.Full control for IT Pro (with granularity
)Folders/items tagged by the IW: personal tagsUseful for exceptions due to business requirements (tag an item to keep it longer)Useful for quota management (delete items in
this folder faster or move to archive sooner)
19Slide20
DemoSlide21
Improved WorkflowAutomate
the deletion and archiving of email and other Exchange data to meet data retention requirements
Automate the deletion and archiving of email and other Exchange data to meet data retention requirements
Assign personal tags to system folders in Outlook and OWA
View default mailbox policy
Single menu for policiesSlide22
Transparent user experience
Retention policy and expiry details
Assign to an individual item, folder, or all email
Put
information workers in charge of their email by
keeping them informed of
when items are to be moved or archivedSlide23
Data governance
M
anage storage and risk proactively with mailbox management and expiration policies
Delete Policy
Archive Policy (mailbox management)Slide24
Guaranteed Retention +DeletionSlide25
Archive
In-Place data store for Exchange & Lync
Archive access via Outlook and OWA
Preserve (Hold)
In-Place Preservation for Exchange, SharePoint and Lync
Query and time-based preservation
Delete (Messaging Records Management)
Delete and move content to archiveTag and Time-based deletion
RecapSlide26
Q&ASlide27Slide28
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