Agenda: Compliance Vision Archive Preserve (Hold) Delete (Messaging Records Management) Q&A.

Julian Zbogar-SmithSenior Program Manager LeadInformation Protection TeamMicrosoft

Preserve, Delete, and Archive in Exchange

EDC303

Agenda:• Compliance Vision• Archive• Preserve (Hold)• Delete (Messaging Records Management)• Q&A

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, Windows

Archiving

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 archiving

Integrated, consistent experienceAn integrated In-Place Archive enables users to save time by managing their archive as they do their mailbox

Outlook OWA

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 view

Demo

Archive Admin Experience

• How it works• Second mailbox associated with user in online mode, not cached• Use same tools to manage mailbox & archive• Same HA and migration concepts as primary mailbox

• Where it livesHybrid

ARCHIVE

Cloud Archive (EOA)

ARCHIVE

PRIMARY

On-premises only or cloud only

PRIMARY PRIMAR

YARCHIVE

PRIMARY

ARCHIVE

PRIMARY

ARCHIVE

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 ArchivingSingle In-Place data store for Exchange & Lync compliance

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

Inbox

Preserve (Hold)

Evolution: In-Place Hold

Litigation Hold

Time-Based Hold

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 2013

Demo

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

In-Place Hold as you want it

Preserve message recipients in distribution groupsNew

Exchange Admin Center Hold SharePoint eDiscovery Center Hold

Delete (Messaging Records Management)

Key Concept: Retention Tags Actions:

Delete Move to Archive Do nothing

Scope Entire mailbox: default policy tag

Applies to the entire mailbox Full control for the IT Pro

Default mailbox folders: retention policy tag Applies to system folders – Inbox, Sent Items, Deleted Items, etc. Full control for IT Pro (with granularity)

Folders/items tagged by the IW: personal tags Useful 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)19

Demo

Improved Workflow

Automate 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 policies

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 archived

Data governance

Manage storage and risk proactively with mailbox management and expiration policiesDelete Policy

Archive Policy (mailbox management)

Guaranteed Retention +Deletion

• 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 archive• Tag and Time-based deletion

Recap

Q&A

© 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.