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Archiving and Retention

As the volume of e-mail continues to grow within organizations, the need to systematically archive this information has become a growing priority. Archiving can provide users a better e-mail experience by making space in a user's mailbox, which can result in improved performance. Archiving also helps the organization to address compliance and legal electronic discovery requirements by making e-mail easy to manage and search. To address these needs, Exchange Server 2010 now features new archiving capabilities that combine with other enhanced mailbox management features, including advanced, multi-mailbox search, legal hold and granular retention polices to provide a comprehensive solution. Easy-to-use and deploy, this built-in functionality helps organizations reduce reliance on separate archiving solutions and simplify legal and compliance processes.

Functional Descriptions

Personal Archive: An additional mailbox associated with a user's primary mailbox. It appears alongside the primary mailbox folders in Outlook. The user has direct access to e-mail within the archive just as they do to their primary mailbox. Users can drag and drop PST files into the Personal Archive, for easy online access - and efficient discovery by the organization. Users can also move e-mail items from the primary archive to the Personal Archive automatically, using Retention Polices, to reduce the size and improve the performance of the primary mailbox. In addition, users can search both their Personal Archive and primary mailbox simultaneously using Outlook.

Retention policies: These apply retention settings to specific items or folders in a mailbox. Policies are configured by the Exchange Administrator and are displayed inside each e-mail, with a header that states the applied policy and delete date. These headers make it easier for end users to identify when an e-mail is set to expire and apply a new expiration policy if the e-mail should be retained for a longer period. Administrators can also set a default policy that can move messages from the primary mailbox to the Archive automatically.

Multi-Mailbox Search: Multi-mailbox searches of mailbox items, including e-mail, attachments, calendar items, tasks, and contacts as well as IRM-protected files. Multi-mailbox search works simultaneously across both primary mailboxes and Personal Archives with an easy-to-use control panel. This enables authorized HR, legal and compliance users to perform searches without reliance on IT. For legal discovery purposes, mail located through a search can be copied and moved to a specified mailbox or external store, as defined by the administrator, for further investigation. Advanced filtering capabilities include: sender, receiver, expiry policy, message size, sent/receive date, cc/bcc, and regular expressions.

Legal Hold: Immediate preservation of a user's deleted and edited mailbox items (e-mail, appointments, tasks, etc.) from both their primary mailbox and Personal Archive. Litigation Hold can be set on individual mailboxes or across the enterprise and includes an option that automatically alerts users that a hold has been placed on their mailbox.