Enhancing Microsoft Exchange & Office 365 Archiving, Retention, and Discovery with Netmail

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1 Netmail Platform White Paper Enhancing Microsoft Exchange & Office 365 Archiving, Retention, and Discovery with Netmail With organizations creating and sharing more and more information over , the ability to protect, preserve, store, and search this valuable information has becoming increasingly more important, especially since has evolved from being a simple communication tool between individuals into a searchable archive, an accountability source, and a quick way to exchange documents. According to a recent survey conducted by the Harvard Business Review, when asked what tasks they primarily rely on for respondents listed the following: Microsoft recognized the importance of archiving and first introduced out-of-the-box archiving, retention, and discovery capabilities with Exchange 2010 and then added enhanced ediscovery capabilities with Exchange Office 365 Microsoft s cloudbased offering provides the same archiving and discovery capabilities as what s available on-premise with Exchange 2013, but includes some important differences in the areas of storage and ediscovery. But while the addition of archiving, retention, and discovery to Microsoft Exchange can certainly help some organizations address the challenges of protecting and preserving important data, many organizations in highly-regulated industries like healthcare, financial services, and governmental agencies have regulatory compliance, retention, and rapid discovery needs that will not be met with Microsoft s archiving and compliance capabilities alone. Typically, organizations deploy archiving solutions to address three main business problems: compliance, legal discovery, and storage management. But whether your motivation is to meet compliance regulations for data retention or lower the cost of fulfilling ediscovery requests, most organizations agree that implementing an archiving solution is no longer a nice-to-have option, but a necessity. In this white paper, we ll take a look at the builtin archiving, retention, and discovery features in Exchange and Office 365. We will also illustrate how implementing an integrated management solution like Netmail to help store, manage, and discover information alongside your Microsoft Exchange system can significantly extend the capabilities of Exchange and Office

2 Exchange Archiving & Retention Microsoft first introduced built-in archiving, retention, and discovery capabilities in Exchange 2010 to provide an easy way to separately manage lessneeded , as well as a basic set of tools for meeting compliance-related archiving requirements and storage management. Organizations could provision Archive mailboxes for their users, allowing them to store older that s accessed less frequently in the Archive. From the user s perspective, the Archive mailbox behaves like a PST file, minus the file management overhead and risks of a PST file. Microsoft Exchange 2013 and Office 365 includes the same archiving capabilities as Exchange 2010, but also introduced a number of enhancements around ediscovery, most importantly In-Place Archiving, In-Place Holds, and In-Place Discovery.. In-Place Archiving eliminates the need for PST files by allowing users to store messages in an Archive mailbox accessible in Outlook and Outlook Web App.. In-Place Holds allows a privileged user to search and preserve messages matching query parameters. Messages are protected from deletion, modification, and tampering and can be preserved indefinitely for a specified period. retention age, it s moved to the user s Archive or Deleted Items Folder. When you delete an message in Microsoft Outlook or Microsoft Outlook Web App, a copy of the deleted item is placed in your Deleted Items Folder and you can retrieve the message directly from the Deleted Items Folder. By default, deleted items are retained in your Deleted Items Folder for 30 days. When you delete a message from the Deleted Items Folder, the message is moved to the Recoverable Items Folder (RIF). By default, deleted items are retained in your Recoverable Items Folder for 14 days. If Single Item Recovery is enabled and the deleted item retention period has elapsed, the item is moved to the Purges folder. When the retention period of an item in the Purges folder expires, the item is permanently removed from Exchange and can t be recovered. The following diagram illustrates the Single Item Recovery process:. In-Place ediscovery allows the privileged user to search mailbox data across the organization, preview search results, and copy them to a Discovery mailbox. In Exchange 2010/2013 and Office 365, Messaging Records Management (MRM) was also introduced to help organizations to manage the lifecycle of . MRM is used to apply retention settings to all messages, or to allow users to classify messages so that they can be retained for a specified duration. MRM in Exchange 2010/2013 and Office 365 is accomplished by using retention policies and retention tags. Retention policies are used to apply retention settings to mailboxes, but it s important to note that a mailbox can t have more than one retention policy in Exchange. Retention tags are used to apply retention settings to folders and individual items such as messages. These settings specify how long a message remains in a mailbox and the action to be taken when the message reaches the specified retention age. When a message reaches its In Offiice 365, there is also a 30-day retention period for deleted mailboxes. If a mailbox is accidentally deleted during the 30-day retention period, then your administrator can generally get it back. Mailboxes cannot be recovered if they were deleted more than 30 days ago. Resource mailboxes are not recoverable, unless they are on litigation hold. Netmail, an management platform, includes 2

3 policy-based archiving that allows for archiving based on very granular defined messaging criteria. Netmail helps organizations archive all messages, attachments, calendar items, tasks, and notes and control the length of time these items remain in the archive by maintaining a static copy of the data. The flexible Administration Console facilitates the granular application of unique retention policies to selected users or groups of users in the system. With Netmail, organizations can guarantee 100% message retention without the requirement for enterprise licensing and litigation hold on all accounts. This is achieved by exploiting single item recovery mode in the Exchange/O365 system to extract all data, even data that users inadvertently or intentionally delete.. Using the same methodology, organizations can create customized corporate-wide retention policies which are then applied to selected users or mailboxes in Exchange or Office 365. This provides a granularity for different retention policies within the system based on user, position or regulatory requirement. Netmail ensures that your messages, attachments, calendar items, tasks, notes and address books are always available by creating a secure backup copy of your data using its built-in archiving functionality and storing it in a centralized on-premise archive to ensure the security and availability of the data for years to come. In addition the system allows for restoration of archived messages to the live or archive mailboxes on the Exchange system thereby fulfilling a critical backup and restoration role at the message level.. With many services moving to the cloud, maintaining your archives on-premise ensures organizations are in complete control of their critical data. Organizations get to choose what s archived, where it s stored, and who has access to it. In addition, some highly-regulated organizations have strict policies that state that data need s to reside in the country of creation. One of the fundamental differences between Netmail and Exchange archiving is that archiving and retention decisions, unless the organization has applied a general retention policy, can be made by end users. If a message doesn t have a retention tag assigned by policy or default, users can apply their own retention tags to messages. Depending on government and industry regulations, organizations need to implement enterprise-wide retention policies, and the more granular the policy the better. All users don t have the knowledge or understanding about ever-changing regulatory requirements and should not be asked to make a judgment call on how long to retain . Best practice is to involve legal and compliance departments in devising smart record retention policies and implement selective archiving based on those policies, but this is unrealistic due to the costs of policy enforcement, policy management, and policy training, so many organizations adopt a keep all approach. Unfortunately, more and more organizations are simply keeping what they need and when required, placing legal holds on certain users for litigation purposes. ediscovery and Search Another requirement for organizations is the ability to respond to an ever-increasing number of litigationrelated demands that require you to produce records in the event of litigation, an audit, or a request for information. According to the Harvard Business Review survey, one-third of users find search to be time-consuming and difficult to navigate with the average time to locate a document in at two minutes. Exchange 2013 and Office 365 includes discovery tools to help organizations comply with discovery requests, regulatory audits, or internal investigations. The In- Place ediscovery feature allows users with appropriate permissions to search for messages containing specific keywords or characteristics in the mailboxes of a set of users, or an entire organization. This is an excellent feature, however it does required that auditors understand Boolean search syntaxes to apply holds to data. The In-Place ediscovery is not a federated search. Only data stored within Exchange 2013 or Office 365 can be searched or placed on hold. Querying across platforms or other Exchange versions is not possible. No PST files or mailboxes on older servers can be included in the In-Place ediscovery. To perform federated searches and holds across multiple repositories, you must also install Microsoft Sharepoint. Although the results of a query can be sent to a special Discovery mailbox when items need to be placed on hold, you can only export the results of your In-Place 3

4 ediscovery search to a PST file. This lets you distribute the results to other people within your organization, such as a human resources manager or records manager, or to opposing counsel in a legal case, but the file can only be opened in Outlook to review or print. In Exchange 2013 and Office 365, a mailbox search includes both the primary mailbox and the Archive mailbox, but Exchange only natively indexes 53 files types so you can t be sure that all content was properly searched. This may not be an issue unless you are in an industry that uses speciality software programs. You can t perform searches on the Journal mailbox (only the Archive and primary mailboxes) and you can t search the BCC field, and because Exchange moves archived files to secondary mailboxes within Outlook, you can t simply search in one place to find the items you need. Netmail, and its advanced web-based ediscovery tool Search provides a robust feature set to help perform a more thorough and efficient ediscovery search. In addition to an extensive set of date, size and content criteria, Netmail Search also includes sophisticated Case Management features with the ability to tag, audit, and comment on messages as well as export to PST, PDF, or searchable XML files as required. You can also share cases with auditors, as well as manage multiple cases. well as the ability to search all address fields and members of distribution lists. Searching the Archives With Exchange 2010/2013 and Office 365, there is a difference between how it performs in online and offline modes. Archiving is only available when you are in online and connected to Exchange. When you are working offline in Outlook s cache mode, the Archive is not cached and therefore not available to the user. When online, users gets search results from both their primary and Archive mailboxes, yielding significantly more search results than when they are offline, creating inconsistent results and end-user confusion. Outlook doesn t create a local copy of the archive mailbox on an end user s computer even if it s configured to use Cached Exchange Mode. For end users with travel obligations, access to their Archive mailbox will only be available in Online Mode only, or via Outlook WebAccess. Netmail also includes advanced search capabilities like keyword and pattern matching, Boolean, proximity and Soundex searches which require no advanced search logic expressions but does support RegEX for those advanced users. Simple word lists can also be created and saved as templates for use in future cases. Audit searches can be carried out to sort data based on contents in the auditor s name, comments, tags, and more. Guided navigation allows data sets to be quickly culled down from millions of records to a couple dozen with just a few of clicks of the mouse, allowing for easy viewing and auditing. Commenting and tagging features allow different levels of reviewers, like paralegal staff and non-legal staff, to perform an initial review of data and note the importance or relevance of items before presentation to attorneys or external counsel. Netmail supports over 200 files types, and it searches all data in the archive, whether placed there by journaling or by an archive job. Complex searches are also supported, as 4

5 Head to head: Netmail versus Exchange 2013 and Office 365 Feature Exchange 2013/Office 365 Netmail Provide Clandestine Hold of Data Search for Data Audit Trail Message Tagging and Classification Record is easily put on hold and user is not aware of hold. Simple Boolean Expressions for each Case. Auditing is held in a log file which is purged from system after a while. None. Records can be easily placed on hold. Complex Case creation with sophisticated search and multiple search windows for the same case. Auditing is tagged to the specific message and exists during and after the lifecycle of the message. Audit events are indexed and fully searchable Provides ability to tag individual messages with comments or pre-defined tags. Search Public Folders Supported. Unsupported. Message Statistics Displayed with each Case to show number of hits by search term. Unsupported. Audit Reports Predefined audit reports that can be extracted from the system in CSV format. No reports, only display of messages meeting audit search criteria. Lync Support Supported. Supported. Data Extraction View Hold Results Redaction PST to local workstation. Preview (Read Only). Unsupported. PST, PDF, packaged XML with ediscovery tool to download page. Preview or Open, Delete or Forward of Message. Supported, if exporting to PDF format which can then be redacted using PDF Writer. Sharepoint Support Future Integration. Unsupported. License Required Enterprise. All Licenses. Auditor Self Service No IT Involvement. No IT involvement 5

6 Legal Holds Legal holds the need to immediately begin preserving content that might otherwise be deleted through normal deletion processes are often imposed by a letter from an opposing counsel in a process known as a Preservation of Evidence request. It is imperative that an organization act by preserving the data either based on this request or an anticipated request. A failure to do so can result in a number of consequences, including sanctions by a court, a directed verdict in favor of the opposing party, or a court s instruction to a jury that they may consider missing information as evidence of culpability. Exchange 2010 introduced a legal hold feature by preserving mailbox items in the primary mailbox when required for litigation, but legal holds in Exchange 2010 held entire mailboxes, not just items relevant to litigation. To enable 100% retention in Exchange 2010, organizations had to put everyone on litigation hold. This practice retained all data within the Exchange system and increased storage growth considerably considering that multi-instance storage was required. This process held all mail items in a specific mailbox indefinitely, without the ability to place holds based on timeframe or content, and regardless of whether or not the content was associated with a legal matter. This process increased ediscovery costs as irrelevant data was incorporated into case data and increased risk by holding data that may have been relevant to future lawsuits and could potentially be deleted via a standard retention and deletion policy. Given that the average legal hold is four years, multiple mailboxes on hold over a prolonged period of time dramatically increased the storage requirements in Exchange. In Exchange 2013, Microsoft added new litigation hold functionality to address the need to preserve data with a more granular approach by allowing organizations the ability to enact item-level legal holds based on query language or time, in addition to the indefinite mailbox hold available in Exchange This process lets organizations enact a more-refined hold request, including the ability to specify a legal hold based upon keywords, start and end dates, sender and recipient addresses and message types. This hold simply tags individual message items within the Exchange mailbox so they cannot be deleted, but it does not differentiate between different legal hold cases which may be enacted against the same mailboxes or items. In Office 365, for the purposes of ediscovery, there is a 50-mailbox search limitation. If you need to capture additional content, the process must be repeated and held in another 50-mailbox batch. Similarly, organizations who require tamper-proof storage, highly granular legal holds and access right, the ability to perform very complex searches for regulatory compliance purposes, and the ability to output to a wide variety of files formats when exporting content is not possible. In Netmail, organizations can perform legal holds by searching the archive for all items that meet specific criteria. This legal hold folder contains all the potentially relevant messages but the folder and its contents remain safely outside of Exchange s retention and deletion process. This methodology eliminates the need to change the retention on specific sets of messages and simplifies the process by which messages are retained for the duration of legal matters. Netmail s In-Place Legal Hold feature allows you to simply tag a mailbox as Under Legal Hold without any additional action. Once a mailbox has been placed under legal hold, deletion policies are de-activated which ensures that no data is deleted by the retention policy. It also ensures that if new data needs to be added to the legal hold from the system for ongoing legal hold, it will be. Custodians are notified that they are on hold, and you can perform ongoing legal hold with zero-day archiving of any data that is on legal hold which ensures that if new data needs to be added to the legal hold from the system for ongoing legal hold, it will be. With Netmail, when placing a mailbox under legal hold, you can also specify where you want to keep items under legal hold. You can keep all items in a single repository or specify different legal hold repositories, so for example you can have custodians from Case A in one repository without having to include the same custodians in the same legal hold repository as Case B. Using a comprehensive Case Management Dashboard, you can also assign Case Manager and Auditor roles. Case Managers can create, update, and delete cases, as well as assign Auditor rights to priviledged users to allow them to view, edit, and collaborate on select cases. 6

7 From a litigation preparedness point of view with Netmail, the archive is maintained separately from the Exchange system, allowing organizations to prove that they have taken care and precautions to maintain one unique authoritative source for ediscovery purposes. The ability to maintain a separate archive also eliminates the costly risk of having to submit data from multiple sources like the live Exchange system, backup tapes, PST files, etc. Storage Management on Microsoft Exchange The explosive growth of is very often one of the major drivers behind an organization s decision to adopt archiving so as to address the large amount of data storage that and its attachments require. Not specifying or deploying the right archiving-related storage properly however, can result in a variety of problems, including the inability to store all data, slow performance during discovery searches, and other problems. Prior to the release of Exchange 2010, organizations typically had to store large amounts of data on their Exchange systems. However, because has become such a critical business application that needs to be frequently accessed, that Exchange system required very fast drives and had to be run on expensive fault-tolerant (RAID) storage. Backing up large amounts of data also made managing those ever-growing message stores extremely difficult for IT administrators. With the introduction of Exchange 2010, Microsoft changed its storage approach so that Exchange can now use slower, low-cost disks for all storage as well as maintain several copies of message databases across servers (or even datacenters). Presently, both Exchange 2010 and Exchange 2013 rely on Database Availability Groups (DAGs) for high availability and better performance which drives down the overall cost of storage and makes frequent backups less necessary through the use of these redundant databases. While this strategy may be good for Office 365 deployments, it isn t practical for most organizations who will want to take advantage of the benefits of virtualization due to the numbers of servers they run. Even though Exchange can be run on a lower-tiered storage, it is still expensive. A more practical approach would be to use virtualization to protect the organization from hardware failures, rely on Data Availability Groups (DAGs) to guard against system failures, and employ a data backup strategy to protect against database corruption. Single-instance storage the ability to retain a single copy of a message or attachments sent to multiple recipients was eliminated in Exchange 2010 and the same holds true for The lack of singleinstance storage means that storage growth may quickly become expensive as you are now required to save and replicate multiple copies of messages and attachments, which may lead to unnecessary storage bloat. So, for example, one message sent to 100 users will be stored 100 times in Exchange 2010, which will dramatically increase storage requirements. The use of DAGs multiplies storage requirements even further by essentially creating a second or third copy of all and attachments in the mailbox to ensure high availability. The addition of the Archive mailbox, intended to replace the use of local PST files, also lightens the load on Exchange as users spend most of their time in the inbox of their primary mailbox that is automatically cleaned up (and moved to the inbox in their Archive mailbox). However, because all data (primary and Archive mailbox data) resides on the core Exchange server, it is subject to the storage costs and management considerations of the primary mailbox. This change will likely increase the storage needs of an organization. Even though Exchange 2013 includes the ability to archive messages, all mail historical or otherwise is still stored on the Exchange Server, which is not an ideal solution for keeping archive data in a non-proprietary format. For storage management purposes, moving off Exchange will still require the use of third-party archiving solutions. Netmail provides single-instance storage for messages and attachments. A message containing a large PowerPoint attachment, for example, will only be stored once in the archive. All other messages that reference that attachment will have pointers to the single instance of the presentation, not a copy of the presentation itself. This results in dramatic storage savings. Consider a 5 MB PowerPoint presentation ed to 12 users. In Exchange 2013, at least 60 MB of storage will be consumed (12 copies of the 5 MB presentation). In Netmail Archive, the total storage would be only 5.1 MB 7

8 (5 MB for the presentation and approximately 100 KB for the 12 8 KB pointers to the presentation). Netmail takes this one step further by allowing the organization to exploit the single instance storage in the Archive and replace attachments in the Exchange message store with links to the attachments in the Archive thus allowing for up to an 80% decrease in Exchange database storage requirements. About PST Files can be stored in numerous locations across your network. can be found in PST files, posted to Microsoft SharePoint sites, stored on backup tapes, hosted on third-party solutions, or even forwarded by your users to their personal accounts. With the potential of up to 90 percent of your residing outside of your Exchange Server, it can be daunting to enforce data retention policies or locate relevant communications when compliance matters arise. A significant number of organizations rely on Exchange s PST functionality to store historical . To circumvent small mailbox quotas, end users often archive older messages into local PST files, removing the electronic record from the main Exchange Server. With PST files scattered across the organization, however, complying with regulations or responding promptly to ediscovery requests becomes very challenging for an IT administrator. In Exchange, you can import historical from existing PST files directly into the Archive mailbox. End users can also drag and drop a PST file into their Archive mailbox and the PST file is automatically imported into the Archive. Exporting PST files from Exchange, however, is not a granular process; you have to export the entire query. Conclusion There are likely many reasons why your organization is seeking new and better ways to preserve and discover critical business communications conducted over . Whether your motivation is to lower your storage costs, address regulatory compliance, or meet legal discovery requests, the basic archiving and discovery features offered in Exchange and Office 365 can certainly help some organizations. If you are an organization with strict legislation, retention, and rapid discovery needs like healthcare, financial services, and governmental agencies with regulatory compliance, retention, and rapid discovery needs, however, the archiving and compliance capabilities of Exchange and Office 365 may not be enough. Fortunately with Exchange and Office 365, there is a great deal of flexibility regarding how you manage and operate your system and how and where you store your archives. You can migrate your system to the cloud and simply store your archives on premise. Or if you are a larger organization subject to strict legislation and compliance regulations requiring you to maintain strict control over where your data resides, maintaining a separate independent archive alongside your Exchange system may be the solution for you. Deployed in tandem with Exchange or Office 365, implementing an integrated management platform like Netmail to help store, manage and discover information alongside your system can significantly extend the capabilities of Exchange and Office 365 by providing an independent, tamper-proof long-term archive with granular ediscovery, and strong legal hold capabilities. With Netmail, you can automatically scan and detect PST files stored any computers, laptops, and files servers in your organization and then import them into Netmail Archive or the Exchange Archive based on whatever criteria you establish to ensure that you re compliant with any legal requirements placed upon you. Exporting PST files from Netmail is a granular process; you can export the query or individually select or deselect items for export which may contain sensitive or redacted data. November 5,

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