ediscovery Features of SharePoint 2013 and Exchange 2013 Paul Branson Solution Architect Microsoft

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1 ediscovery Features of SharePoint 2013 and Exchange 2013 Paul Branson Solution Architect Microsoft

2 Agenda On-Premises vs. Online ediscovery in SharePoint, Exchange and Lync Notes on Implementation How Microsoft does ediscovery Getting Help

3 On-Premises vs. Online

4 Deployment Scenarios On-Premises Hybrid Cloud

5 ediscovery in SharePoint, Exchange and Lync

6 ediscovery Architecture Exchange Admin Center Lync IMs SharePoint ediscovery Center SharePoint Content + File Shares File Shares SharePoint...

7 SharePoint ediscovery Center

8 ediscovery Center & Case Management

9 Dataset Management

10 SharePoint Legal Holds

11 Demo SharePoint ediscovery Center

12 Sources and Capabilities Source Search In-place Preservation Export SharePoint 2010 and SharePoint 2007 Yes No Yes Exchange 2010 No No No SharePoint 2013 Yes Yes Yes Exchange 2013 Yes Yes Yes File shares Yes No Yes Content from External systems No No No

13 How it fits with the EDRM Model Processing Information Management Identification Preservation Collection Review Production Presentation Analysis

14 Evolution of the EDRM Model Processing Information Management Collection Identification Preservation Analysis Review Production Presentation

15 Exchange Management

16 Exchange Legal Holds (1) Message delivered User Mailbox Inbox (2) Message moved to Deleted Items (3) Message deleted Deleted Items Recoverable Items (5) Message Edited (4a) Message purged by user (Litigation Hold / Single Item Recovery) (4b) Message purged by user (In-Place Hold) (4a) (4b) Deletions Versions Purges Audits DiscoveryHold Calendar Logging (6a) Messages purged by DIRW Policy (or maintained for Litigation Hold) (6b) Mailboxes with SIR and In- Place Hold enabled have expired messages moved (6c) MFA evaluates item against hold queries set on mailbox

17 Preserving Lync Content Lync 2010 Exchange 2010 Lync 2013 Exchange 2013 Archive Compliance Compliance Lync archives content into Exchange mailboxes when user is on In-Place Hold Includes instant messaging and meeting content In-Place Hold, ediscovery, MRM of Lync data consolidated to Exchange tools

18 Demo Exchange Admin Center

19 Notes on Implementation

20 Implementation Steps On-Premises Online Install SharePoint, Exchange, and Lync Enable Archiving in Exchange Configure Lync to use Exchange Archiving Install Exchange Web Services API in SharePoint Configure trust relationship in SharePoint Configure trust relationship in Exchange Configure SharePoint Search Create ediscovery Center Create ediscovery Center Grant Permissions Grant Permissions Configure Cases Configure Cases

21 Multiple Farm Scenarios ediscovery Centers are tied to a Search Service Application

22 The Hybrid Scenario SharePoint Online On-Prem SharePoint content and other content SPO content 2 separate search indexes Each contains only local content

23 Hybrid and ediscovery SharePoint Online On-Prem SharePoint content and other content SPO content

24 SharePoint 2013 Search Architecture Public API Unit of scale/role boundary HTTP File shares SharePoint User profiles Lotus Notes Documentum Exchange folders Custom - BCS SharePoint SP Apps Devices Non-SP UX

25 Access Considerations ediscovery does not override search security filtering Users responsible for ediscovery need to have permissions to the select content Grant users access using a web application user policy Add users as a site collection administrator For file shares, this must be done at the file share level Use Groups instead of users Access to the group(s) can be controlled easier than adding individual users Prevents search from needing to reindex items Don t forget the crawl log Access to the crawl log needed for items that could not be indexed

26 In-Place Holds Search Storage Considerations Preservation Libraries only created when content is edited documents, pages, lists Two places where queries can be made Rate of disk increase will be dependent on rate of change Amount of content will dictate architecture Current guidance is 500 GB disk for 10M items 10M items per index Different types of content will have different storage impacts

27 Search Considerations Complex queries are more taxing than simple queries More terms, more operators (AND, OR, NEAR) ediscovery features within the ediscovery feature leverage search Adding more Exchange sources to a Set increases the number of queries Adding more SharePoint/File Share sources to a Set increases the complexity of queries Preview functionality, document counts, query statistics, applying refiners If shared with Enterprise Search, users could be impacted Recommend running large queries off hours or properly manage discovery sets

28 Export Considerations Content is downloaded individually using respective protocols (SharePoint, file shares) Search is not used during the export process In general, exports are not expected to affect a SharePoint environment

29 How Microsoft Does ediscovery

30 Average Microsoft Case in Custodians Preserved 1.26TB, or approx. 77,490,000 pages 12 Custodians Collected & Processed 370GB, ~22,140,000 pages 12 Custodians Collected & Processed GB Reviewed Reviewed 18.4 GB 18.4GB, ~1,107,000 pages Produced Produced 4 GB 4GB, ~249,254 pages Used 249 pp. Used 249pg

31 Pre-SharePoint 2013 Inside Corp Firewall Managed by MSIT Entirely MS technology Exchange Mailbox Copies Local Data SharePoint File Shares Outside Corp Firewall Co-managed by MS FTEs and Data Center Vendor Third party technology Data Minimization Tool Litigation Data Repository Linear Review Tool Completely Outsourced Review Attorneys Tiffing and Production Tool Production Set

32 Post SharePoint 2013 Local Data Inside Corp Firewall Managed by MSIT Entirely MS technology Exchange Servers SharePoint File Shares Linear Review Tool Completely Outsourced Review Attorneys Tiffing and Production Tool Production Set

33 Getting Help

34 Where do I get help?! Microsoft Services ediscovery Quick Start Overview of ediscovery Collection of your use cases Set up of full (SharePoint, Exchange, Lync) POC with prebuilt VMs Import of your SharePoint data Configuration of ediscovery features and your use cases 10 weeks, Architectural Guidance, Roadmap, Documentation Datasheet available on ILTA site or Microsoft Booth

35 Questions?

36 Paul Branson Thank You!

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