Mod 9 : Archiving, - PowerPoint Presentation

Mod 9: Archiving, eDiscovery and Compliance Chris Oakman | Managing Partner Infrastructure Team | Eastridge TechnologyStephen Hall | CEO & SMB Technologist | District Computers Version 2.0 for Office 365 Wave 15

Day 1 Administering Office 365Day 2Administering Exchange OnlineOffice 365 Overview & InfrastructureAdministering Lync OnlineOffice 365 User ManagementAdministering SharePoint OnlineOffice 365 DirSync, Single Sign-On & ADFSExchange Online Basic ManagementMEAL BREAKExchange Online Deployment & MigrationExchange Online FOPEExchange Online Archiving & Compliance Jump Start Schedule – Target Agenda

Module 9: Archiving, eDiscovery and Compliance Overview User Experience Retention & Hold Policies eDiscovery For Midsize Businesses and Enterprises

Why Archive Email? 4 Discovery Respond to strict timelines for legal discovery ordersReduce costs involved in searching for and retrieving email dataReport on email communications as part of auditing proceduresData RetentionMeet industry and regulatory email data retention requirementsSupport ongoing compliance, litigation, or personnel mattersPreserve valuable intellectual property and corporate assets Storage ManagementBalance mailbox size demands with available storage resources Reduce the proliferation of .PST files stored outside of IT control Improve overall application and network performance

Challenges to Archiving Email 5

Full-featured archiving 6 Preserve SearchSecondary mailbox with separate quota Managed through Exchange Administrative Center or PowerShellAvailable on-premises, online, or through Exchange Online Archiving In-Place Archive Automated and time-based criteria Set policies at item or folder level Expiry date shown in email message Governance Capture deleted and edited email messages Time-based In-Place Hold Granular query-based In-Place Hold Optional notification Web-based eDiscovery Center and multi-mailbox search Search primary, In-Place Archive, and recoverable items Delegate through role-based admin De-duplication after discovery Auditing to ensure that controls are met Hold eDiscovery

Preserve: Archive and the Cloud 7 * Requires Exchange Server 2010 SP1 on-premises

Module 9: Archiving, eDiscovery and Compliance Overview User Experience Retention & Hold Policies eDiscovery For Midsize Businesses and Enterprises

User Experience End User ExperiencePersonal archive provides a PST-like experienceAccessible on Outlook and OWANo Outlook restart – auto discovers archiveMail automatically moved to the archive through admin policyIT Pro Experience Same mailbox management experience across the primary and the archive Archive must have a primary mailboxSimilar management experience across On-Premises and Cloud9

Seamless Experience Specialized Exchange mailbox configured and associated with the user’s primary mailboxDelivers users familiar experience by seamlessly surfacing in both Outlook and Outlook Web AppUse same skills/methods already used to interact with archive email“Drag-and-drop” email to folders Create folders and categorize Conduct searches and filter resultsReply to messages and set flags10

Search Faster Quickly find new or historical email wherever you are with new, faster search technology11

Transparent User Experience Put information workers in charge of their email by keeping them informed of when items are to be moved or archived12

Archive Client Access Exchange Online archive is only accessible online Via Outlook and/or OWANo additional client access configuration requiredAlways point clients to primary mailbox CAS location 13

Cloud Archive Choice | Per User Feature Primary + Archive in the cloud Setup tenantProvision archivesStandalone ArchiveSetup tenantSetup Rich Co-Existence between on- prem and tenantProvision archives14

Rapid Provisioning Quickly enable in-place archiving for users, either on-premises, in the cloud, or as a hybrid15 Enable or modify quickly

Track Changes Audit changes in mailboxes and configurations settings with built-in reports 16

Module 9: Archiving, eDiscovery and Compliance Overview User Experience Retention & Hold Policies eDiscovery For Midsize Businesses and Enterprises

Retention Management Set policies allowing you to define, deploy, and automate the expiry and archiving of email 18

Move and Delete Concepts Retention TagsName, Action, Time periodAdmin mandated or User applied All Items in Inbox are deleted in 3 yearsItems and Folders may have a 2 year Archive Policy Retention Policies Retention tagsPolicies span to groups of users like ‘Accounting’ User has one policy and many tags applied19

Message Retention Archive(Move) Policy: Automatically moves mail to the archiveEnd User Impact: Keeps Mailbox under quotaLike Outlook Auto-Archive – without PSTs!Delete Policy: Automatically deletes mail End User Impact: Unwanted mail is removed from viewEnd User Impact: Keeps Mailbox under quotaDelete Policies apply whether in primary or archivePer item policies take precedence over folder policiesPolicy properties are preserved so message retention is respected in third party systems20

Retention Policies Use the defaults or create new for special projects/roles (e.g., HR)21 IT provisioned policies Delete PolicyArchive Policy

Policies in Outlook 2013 & OWA 22

Message Retention vs. Managed Folders Compliance management is a spectrumFull IT Admin control to no IT control (End user tool)Managed folders (Exchange 2007)Addresses only one end of the spectrumVery little end user flexibility Message Retention (Exchange 2010/2013)Addresses both ends on the spectrumFramework for IT admins to associate policy with mailboxes and system foldersFramework for end users to optionally associate policy with their folders and mail itemsRetention policies managed separately for on-premises and the cloud Except when only archive in the cloud23

Module 9: Archiving, eDiscovery and Compliance Overview User Experience Retention & Hold Policies eDiscovery For Midsize Businesses and Enterprises

Legal Hold OverviewCaptures edits/deletes on a mailbox (user/admin access) User workflow is unchanged, items captured in hidden folders in Dumpster 2.0Users can receive notification they are on hold; eliminates manual processMulti-mailbox search retrieves items indexed in Dumpster 2.0No end-user impact 25 Preserve items for recovery and discovery for a finite or indefinite period of time without impacting end user experience

Legal Hold EAC Configuration 26 Manage Litigation Hold

Hold Policy IT Pro Experience 27 Enable the hold policy from the mailbox settings page Comment and URL tell the user how to comply

Hold Policy 28 End user is told how to comply (no action needed for email)URL links to additional info

New – In-Place eDiscovery and Hold Using this new model, In-Place Hold allows you to create granular hold policies to preserve mailbox items in the following scenarios:Indefinite hold - The indefinite hold scenario is similar to litigation hold in Exchange 2010. It’s intended to preserve mailbox items so you can meet eDiscovery requirements. During the period of litigation or investigation, items are never deleted Query-based hold - If your organization preserves items based on specified query parameters, you can use a query-based In-Place Hold. You can specify query parameters such as keywords, start and end dates, sender and recipient addresses, and message types. After you create a query-based In-Place Hold, all existing and future mailbox items (including messages received at a later date) that match the query parameters are preserved.29

New – In-Place eDiscovery and Hold Time-based hold -  allows you to specify a duration of time for which to hold items. The duration is calculated from the date a mailbox item is received or created. You can use In-Place Hold to place a user on multiple holds. When a user is placed on multiple holds, search parameters of all In-Place Holds are applied together (using an OR operator). 30 In-Place Hold is a premium feature that requires an Exchange Online Plan 2 or Exchange Online Archiving license to enable it for each user mailbox.

Placing a Mailbox on In-Place Hold Authorized users that have been added to the Discovery Management role-based access control (RBAC) role group or assigned the Legal Hold and Mailbox Search management roles can place mailbox users on In-Place Hold31 Click New +to open the in-place eDiscvery & hold dialog

Placing a Mailbox on In-Place Hold Use the Shell to create an In-Place HoldNew-MailboxSearch "Hold-CaseId012" -SourceMailboxes "joe@contoso.com" - InPlaceHoldEnabled $truehttp://technet.microsoft.com/en-us/library/dd298064(v=exchg.150).aspx32

Single Item Recovery & Fixed Retention Fixed Retention: The ability to preserve user data for a rolling window of time that overrides user actionsCan be achieved using Single Item Recovery (SIR)SIR captures all edits and stores them for the specified time period33 > Set-Mailbox -Identity bobk - SingleItemRecoveryEnabled $true

Single Item Recovery Off by default on-premisesOn by default in datacenter With default period of 14 daysExtend beyond 14 days via Service RequestNot recommended beyond 1 year retention 34

Journaling IT Pros Can Continue to Journal to Mailbox or Archive35

Multi-Mailbox Search Goals and AssumptionsPerforms distributed search across end user mailboxes located on multiple serversSearch is throttled and parallelizedResults are copied to discovery mailbox after searchAdmins by default do not have access to search all mailboxes, specific RBAC Discovery Role is required Single discovery experience across premise and cloud36

Identify and Hold For each case, allow items to be placed on time-based In-Place Hold to help meet compliance requirements37

Deep Analytics and Statistics Retrieve content in Exchange, SharePoint, Lync, and file shares in-place Laser-focused, refined query capabilities can get the exact content you are looking for 38

Resources Setting up Exchange Online Archivinghttp://social.technet.microsoft.com/wiki/contents/articles/9665.office-365-setting-up-exchange-online-archiving-for-online-users.aspxRetention Policieshttp://help.outlook.com/en-us/140/gg271153.aspx In-Place Hold http://technet.microsoft.com/en-us/library/ff637980(v=exchg.150).aspx39