A Feature Comparison for Email Archiving Microsoft continues to add features to its Exchange platform in response to customer feedback. But do these features meet the needs of customers for sophisticated information solutions to support Archiving, Retention management, ediscovery and Compliance? Here we compare the features available in Exchange Server 2013 against C2C s latest ArchiveOne products. Note that in order to enable most of these features in Exchange Server 2013 you will need to purchase an Enterprise CAL from Microsoft for each end user. END USER ACCESS ARCHIVEONE EXCHANGE SERVER 2013 Single Mailbox Real-Time Access Browse Archive Users have a single mailbox, and archived email is accessed in the same way as live data Real-time access to archived data is available at all times Users are able to browse through a hierarchy of folders to locate their live and archived emails Archived email is stored in a separate mailbox, so users have two different mailboxes to search and manage Real-time access to archived data is available at all times, but users have to remember to look in their secondary mailbox Users are able to to browse through a hierarchy of folders to locate their live and archived emails Search Archive It is possible to search archive data from within Outlook It is possible to search archive data from within Outlook Offline Access Web Access Outlook Versions Users can have full access to archived data whilst they are offline Users have web client access via OWA to both live and archived email All versions of Outlook from Outlook 2003 onwards provide fully integrated access to live and archived data Users cannot access archived data when they are offline Users have web client access via OWA to both live and archived email, but they must remember to look in their secondary mailbox Office Professional, Enterprise and Stand-alone versions of Outlook from 2007 onwards can access archived data. No version of Outlook 2003 can access archived data Page 1 of 5
ARCHIVING ARCHIVEONE EXCHANGER SERVER 2013 Folder Based Criteria Individual folders can be configured for archiving Individual folders can be configured for archiving Date Based Criteria Size Based Criteria Archiving criteria allow the selection of items over a specific age, items before or after a specific date, or items between two dates It is possible to use the size of the item (or any attachments) as a criteria for archiving The only date-based criteria available is to archive items over a specific age The size of an item cannot be used as a criteria for archiving Quota Based Criteria Other Criteria Mailbox quota criteria such as Warn Limit and Stop Sending Limit, as well as the size and percentage used, can all be used as criteria for archiving Over 70 other aspects of mailbox, folder and email metadata (including any word in the subject, body or attachments) can be used as criteria for archiving It is not possible to use the size of an individual mailbox or the percentage used as a criteria for archiving from that mailbox No other criteria are available to be used as a basis for archiving Public Folders Data in Public Folders can be archived It is not possible to archive data from Public Folders Compression Single Instance Storage Email headers, body text and all attachments are archived in compressed format to reduce storage requirements ArchiveOne employs Single Instancing for emails and attachments, to avoid storing duplicate data Email headers and body text are compressed to save space, but attachments are not Single Instancing is not available (it was removed in Exchange Server 2010) Administration ArchiveOne has an easy-to-use MMC-based graphical interface for administrators Exchange Server 2013 has an easy-to-use web-based graphical interface for administrators Page 2 of 5
PST MANAGEMENT ARCHIVEONE EXCHANGE SERVER 2013 Discover PST Files Import PST files Discover PST content ArchiveOne provides automated discovery of PST files located on client machines or servers ArchiveOne can import PST files regardless of their location ArchiveOne can discover content in PST files located on client machines or servers Exchange Server 2013 does not have the ability to discover PST files PST files can be imported from known locations only Exchange Server 2013 cannot process the contents of PST files in-place Retention criteria ArchiveOne can set retention periods on data in PST files before ingestion into Exchange Retention criteria cannot be applied to data in PST files Scheduled ingestion Ingestion of PST files can be scheduled Ingestion of PST files can be scheduled RETENTION ARCHIVEONE EXCHANGE SERVER 2013 Retention Criteria Retention periods can be defined by User/Role, by Age, & by Folder/Location, and overriden for individual items Retention periods can be defined by User/Role, by Age, & by Folder/Location, and overriden for individual items Public Folders PST Files Recycle Bin ArchiveOne is able to manage retention periods on data in Public Folders ArchiveOne provides the ability to manage retention on PST files, whether they are located on a client machines or on a server ArchiveOne provides a full Recycle Bin facility for items that have been deleted or have expired their retention periods Retention periods cannot be set on data in Public Folders Retention periods cannot be set on PST data Exchange Server 2013 does not have a Recycle Bin, but it s possible to restore items that have been deleted or have expired their retention period Page 3 of 5
LEGAL HOLD ARCHIVEONE EXCHANGE SERVER 2013 Mailbox/User Level Item Level Multiple s Whole mailboxes may be placed on Legal, preventing any data from being deleted Selected items within a mailbox can be placed on Legal Items or mailboxes can be on more than one Legal at a time Whole mailboxes may be placed on Legal, preventing any data from being deleted Selected items within a mailbox can be placed on Legal Items or mailboxes can be on more than one Legal at a time Legal Repository Emails on Legal are placed in a separate secure repository, following best practice to minimise the risk of amending, deleting or losing data Exchange does not have a separate Legal repository. Emails are tagged to avoid deletion or amendment Public Folders ArchiveOne can place data in Public Folders on Legal. It is not possible to put data in Public Folders on Legal PST FIles ArchiveOne can place data in PST files (located on either a client machine or a server) on Legal It is not possible to put data in PST files on Legal Page 4 of 5
DISCOVERY ARCHIVEONE EXCHANGE SERVER 2013 Full Organization Search Discovery Searches can be conducted across all mailboxes Discovery Searches can be conducted across all mailboxes Multi Mailbox Search Full Text Search Proximity Search Bates Stamping Send Results to PST Discovery Searches can be conducted across a single or multiple mailboxes Discovery Searches can be conducted against any word in the email or attachments ArchiveOne provides configurable proximity searching, such as one word near another ArchiveOne provides fully configurable Bates Stamping for results & exports of Discovery Searches Results can exported to a PST File, a Public Folder, a specified mailbox, or a Litigation Repository Discovery Searches can be conducted across a single or multiple mailboxes Discovery Searches can be conducted against any word in the email or attachments Exchange Server 2013 provides configurable proximity searching, such as one word near another Exchange Server 2013 does not provide Bates Stamping Exchange Server 2013 can write results to a Mailbox, with command line tools to export this to a PST file Page 5 of 5