Email Archiving

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Email Archiving

Email holds much of the information businesses use daily, making the need to easily preserve and search this information essential. Exchange 2010 offers searchable, legally-compliant email archiving for all users:

  • Users can easily access their own email archives within their Inbox
  • Automatic archiving eliminates the need to monitor user archiving
  • Easy to search across multiple end-user mailboxes at once
  • No need to purchase and maintain a separate email archiving product

Personal Archive:

Personal Archive is a specialized mailbox associated with a user’s primary mailbox. It appears alongside the primary mailbox folders in Outlook or Outlook Web App, giving users direct access to archived email in the same way as non-archived email. For example, users can search both their Personal Archive and primary mailbox using Outlook or Outlook Web App. Email items from the primary mailbox can be automatically offloaded to the Personal Archive through retention polices, and administrators can also import historical email data from .PST files directly into Exchange. With the flexibility to provision a user’s Personal Archive to a different mailbox database from their primary mailbox, organizations can more easily implement separate storage strategies for less frequently accessed email.

Retention Policies:

Retention polices can be used to apply settings to specific items, conversations or folders in a mailbox. Policies are configured by the Exchange administrator and are displayed in Outlook 2010 inside each email along with a header stating the applied policy and delete date. There are two types of policies available to users: delete policies and archive policies. Both types of policies can be combined on the same item or folder. For example, an email can be tagged so that it is automatically moved to the Personal Archive in 15 days and deleted within 45 days. Administrators can also use archive policies to control when messages are automatically moved from a primary mailbox to the Personal Archive.

Legal Hold:

Legal Hold enables the preservation of a user’s edited and deleted mailbox items (email, appointments, tasks, etc.) from both their primary mailbox and Personal Archive. Legal Hold can be set on individual mailboxes or across the enterprise. They can also be set for a specific time period (for example, place a mailbox on hold for 90 days). In addition, Legal Hold includes an option that automatically alerts users through Outlook 2010 that a hold has been placed on their mailbox.

Multi-Mailbox Search:

Multi-Mailbox Search enables search of mailbox items, including email, attachments, calendar appointments, tasks and contacts. Exchange also indexes a long list of attachment types as well as Information Rights Management-protected content. Multi-mailbox search can work simultaneously across primary mailboxes, Personal Archives and recovered items with an easy-to-use, Web-based console. To help streamline discovery processes, search results may be previewed with keyword statistics—before emails discovered through search are 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 Query Syntax (AQS) support.

Role Based Access Control:

In Exchange, administrators can grant users such as records managers, compliance officers and litigators specific rights to perform multi-mailbox searches and other role-specific tasks.