Exchange Server 2010 E-Mail Archiving

Alessandro AppianiMicrosoft TechNet Speaker & Certified Traineremail: v-alessa@microsoft.com

Pulsar IT Founder & CEOsip/im/email: alessandro.appiani@pulsarit.net

L’eccellenza sulle tecnologie MicrosoftPulsar IT è stata tra le prime società in Italia a

certificarsi sulle infrastrutture di rete Microsoft (1995) e sulle soluzioni in area ServerPulsar IT è specializzata sulle soluzioni per la comunicazione, la collaborazione e la sicurezzaLe persone di Pulsar IT sono Speaker tecnici in conferenze ed eventi Microsoft da oltre 15 anniPulsar IT è Microsoft Voice-Ready Partner specializzato nell’integrazione delle tecnologie Microsoft Unified Communications con i sistemi VoIP e legacy PBX

AgendaE-mail store & archive

esigenze

Exchange 2010 Archiving & Retentionobiettivi e design goal

Exchange Personal Archiveprincipi e funzionalitàconfigurazione e management

Archiving Policiescriteri di archiviazione, conservazione e gestione dei contenuti

eDiscoverysearch e multi-mailbox search

E-MAIL STORE & ARCHIVEIntroduzione e obiettivi

SharePoint

Outlook PSTs

Webmail

Third Party ArchiveBackups

Exchange Server

Dove sono le e-mail?

E-mail “store”

Exchange(MBs)

Org Archive(PBs)

Personal Archive

(TBs)

Outlook PSTs(GBs)

BackupBackup

• Tape/Disk Backups Common

• Item Level Backups Common

• Backups uncommon and hard

• Users do manual backups• IT does unsupported

backups

• Replication Common• Backups Less Common • Replication Only Choice

• Datasets Require Replication

End User Access

PSTs• Circumvent Quota• Highly Portable

Mailbox• Highly

Available/Reliable• Rich Client Access

Personal Archive• Circumvent Quota• Allow Org Control

Organization Archive• Keep all E-mail • Allow Org Control• Optimized for Search

Replicated Backups

Replicated Backups

Le problematiche

Mailbox PSTs Personal Archive

Org Archive

Poor End User Experience• Quotas painful• Forwards to keep mail• User burden of legal hold

• Only available locally• Search degraded• Data Loss (>5GB PST)

• OLK/OWA Integration• No user search for data • Issues with stubs

NA

Cost and Compliance Toolset for IT Pro/Records Mgr• SANs cost limits size• Backup costs limit size• High new mail inflow• SLAs hard to achieve• No org-wide mail search• No guaranteed legal hold• Info. Disclosure risk

• No Discovery• No Legal Hold• Corruption caused loss• No Backup/Recovery• Manual Backups• Backup to share

• >Twice CAPEX/OPEX• Delays Office upgrades• Add-in perf. problems• Backup costs limit size

• No generic feature set• >Twice CAPEX/OPEX

Le caratteristiche

Mailbox PSTs Personal Archive Org Archive

End User Experience • Logs, WORM, Read Only• Single

Instancing/Compression• Configuration Auditing • Mailbox Auditing • Journaling metadata• Rogue Admin Protection• Regulatory Accreditation• Protected Content

(signing/encryption)• Federated Discovery,

Retention and Reporting across content

• Data Mining and Visualization• Case Management• Archive for Bloomberg data• Supervisory Tools• ….• ….

• Rich Client (OLK/OWA)

• No quota• Portability

• OLK/OWA Support (w/ stubs)• Time based quota (Move/Delete)• Mobile Access (Search)

Cost and Compliance Toolset• Available • Reliable

• Cheap – Unmanaged

• Discovery • Message Retention

• Move Policy• Delete Policy• Hold Policy

• Reliable with multiple copies• Highly Available with

Replication• Role Based Access• Discovery Web Service• Bulk PST Import/Export• Archive in the cloud

EXCHANGE 2010 ARCHIVING & RETENTIONPrincipi e funzionalità

Exchange 2010: E-mail in Exchange

SharePoint

Outlook PSTs

Webmail

Third Party Archive

Backups

Exchange Server 2010

Exchange archiving, retention, discoverUniformare l’interfaccia utente e gli strumenti tra

store primario ed archivioUniformare i metodi di configurazione client, i protocolli e le modalità di accesso

rete privata/geografica/internetoutlook/web/mobile/...

Uniformare e semplificare la gestione dello storeUniformare e semplificare l’amministrazione delle componenti di exchange con quelle dell’archivingFavorire/sensibilizzare gli utenti alle tematiche di retention (conservazione) e consentire personalizzazioniConsentire la conservazione e la consultazione di grandi volumi di e-mail

Exchange 2010: conservare e trovareArchiving, message retention & discovery

Personal Archive

• Archive in Outlook/OWA

• Archive Mgmt with CMDLets and EMC

Move & Delete Policy

• Move and Delete Policies in OLK/OWA

• Folder/Item Level Policy

Hold Policy

• Edited/Deleted items preserved

• Single Item Restore

Multi-Mailbox Search

• CMDLet and Discovery GUI Support

• Role-based Access

Conservazione Ricerca

Affidabilità

Exchange 2010 ArchivingCome funziona

L’amministratore abilita/crea personal archiveAlla creazione dell’archive vengono automaticamente generate le folder (se configurate)L’amministratore può imporre criteri (policy) di “movimentazione” automatica di elementi

archive/move/delete/hold/... Messaging Record Managementle policy possono essere automatiche a livello mailbox, folder, item

L’utente può spostare contenutida PST oppure da primary mailbox ad archive e viceversa

L’utente (se consentito) può variare/scegliere (non creare) quali policy applicare ad una nuova folder

PERSONAL ARCHIVECaratteristiche, funzionalità utente, management

Personal ArchiveArchitettura ed accesso

Archive in Exchange 2010 è basato sul concetto di “secondary” mailbox*La sua configurazione è una proprietà dell’utente (in AD)

è abilitato by-userc’è un’associazione diretta tra user mailbox (primary) e archiveogni utente/mailbox ha al più un solo archive

L’archive risiede nello stesso DB della primary mailbox*L’amministratore può imporre quota differenti tra mailbox e archiveL’archive è aperto automaticamente da Outlook e OWA

architettura assolutamente uniforme tra mailbox e archivenessun problema per accesso interno/esterno/anywhere

Non c’è offline store per l’archive

* informazioni relative alla versione RTM

Personal ArchiveFunzionalità e caratteristiche

Semplice per l’utentemolto simile al concetto di PST o Outlook archive, ma server-sidecomportamento ed interfaccia identica tra mailbox primaria ed archivestesso approccio per Outlook ed OWA

PST possono essere importati nell’archive direttamente dagli utenti in modo semplice (drag-n-drop)Garantisce la persistenza e l’”ordine” della mailbox anche per gli utenti non attenti alle normative

Demo

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Exchange 2010 AD Schema

Legacy-Exchange-DNms-Exch-ADC-Global-Namesms-Exch-AL-Object-Versionms-Exch-Configuration-Unit-BLms-Exch-CUms-Exch-Dirsync-IDms-Exch-Edge-Sync-Cookiesms-Exch-Edge-Sync-Source-Guidms-Exch-Heuristicsms-Exch-Hide-From-Address-Listsms-Exch-Inconsistent-Statems-Exch-OU-Rootms-Exch-Provisioning-Flagsms-Exch-Recipient-Validator-Cookiesms-Exch-Replicated-Object-Versionms-Exch-Replication-Signaturems-Exch-Server-Association-BLms-Exch-Server-Association-Linkms-Exch-Setup-Statusms-Exch-Unmerged-Attsms-Exch-Unmerged-Atts-Ptms-Exch-VersionShow-In-Address-Book

ms-Exch-Archive-Name ms-Exch-Archive-Warn-Quota ms-Exch-Archive-Quotams-Exch-Archive-GUIDms-Exch-Archive-Database-Linkms-Exch-Archive-Database-BLms-Exch-Availability-Org-Wide-Account-BLms-Exch-Availability-Per-User-Account-BLms-Exch-Delegate-List-BLms-Exch-Device-Access-Control-Rule-BLms-Exch-Mailbox-Move-Source-MDB-BLms-Exch-Mailbox-Move-Target-MDB-BLms-Exch-Mobile-Remote-Documents-Allowed-Servers-BLms-Exch-Mobile-Remote-Documents-Blocked-Servers-BLms-Exch-Mobile-Remote-Documents-

Internal-Domain-Suffix-List-BLms-Exch-Organizations-Address-Book-Roots-BLms-Exch-Organizations-Global-Address-Lists-BLms-Exch-Organizations-Template-Roots-BLms-Exch-OWA-Allowed-File-Types-BLms-Exch-OWA-Allowed-Mime-Types-BLms-Exch-OWA-Blocked-File-Types-BLms-Exch-OWA-Blocked-MIME-Types-BLms-Exch-OWA-Force-Save-File-Types-BLms-Exch-OWA-Force-Save-MIME-Types-BLms-Exch-OWA-Remote-Documents-Allowed-Servers-BLms-Exch-OWA-Remote-Documents-Blocked-Servers-BLms-Exch-OWA-Remote-Documents-Internal-Domain-Suffix-List-BLms-Exch-OWA-Transcoding-File-Types-BLms-Exch-OWA-Transcoding-Mime-Types-BLms-Exch-Parent-Plan-BLms-Exch-RBAC-Policy-BLms-Exch-RMS-Computer-Accounts-BLms-Exch-Server-Association-BLms-Exch-Server-Site-BLms-Exch-SMTP-Receive-Default-Accepted-Domain-BLms-Exch-Supervision-DL-BLms-Exch-Supervision-One-Off-BLms-Exch-Supervision-User-BLms-Exch-User-BLms-Exch-X500-Access-Control-Listms-Exch-Availability-Org-Wide-Account-BLms-Exch-Availability-Per-User-Account-BLms-Exch-Delegate-List-BLms-Exch-Device-Access-Control-Rule-BLms-Exch-Mailbox-Move-Source-MDB-BLms-Exch-Mailbox-Move-Target-MDB-BLms-Exch-Mobile-Remote-Documents-Allowed-Servers-BLms-Exch-Mobile-Remote-Documents-Blocked-Servers-BLms-Exch-Mobile-Remote-Documents-

Internal-Domain-Suffix-List-BLms-Exch-Organizations-Address-Book-Roots-BLms-Exch-Organizations-Global-Address-Lists-BLms-Exch-Organizations-Template-Roots-BLms-Exch-OWA-Allowed-File-Types-BLms-Exch-OWA-Allowed-Mime-Types-BLms-Exch-OWA-Blocked-File-Types-BLms-Exch-OWA-Blocked-MIME-Types-BLms-Exch-OWA-Force-Save-File-Types-BLms-Exch-OWA-Force-Save-MIME-Types-BLms-Exch-OWA-Remote-Documents-Allowed-Servers-BLms-Exch-OWA-Remote-Documents-Blocked-Servers-BLms-Exch-OWA-Remote-Documents-Internal-Domain-Suffix-List-BLms-Exch-OWA-Transcoding-File-Types-BLms-Exch-OWA-Transcoding-Mime-Types-BLms-Exch-Parent-Plan-BLms-Exch-RBAC-Policy-BLms-Exch-RMS-Computer-Accounts-BLms-Exch-Server-Association-BLms-Exch-Server-Site-BLms-Exch-SMTP-Receive-Default-Accepted-Domain-BLms-Exch-Supervision-DL-BLms-Exch-Supervision-One-Off-BLms-Exch-Supervision-User-BLms-Exch-User-BLms-Exch-X500-Access-Control-List

Garbage-Coll-Periodms-Exch-Alternate-Mailboxesms-Exch-Approval-Application-Linkms-Exch-Archive-Database-Linkms-Exch-AutoReplyms-Exch-Delegate-List-Linkms-Exch-Deleted-Item-Flagsms-Exch-Dumpster-Quotams-Exch-Dumpster-Warning-Quotams-Exch-ELC-Expiry-Suspension-End

ms-Exch-ELC-Expiry-Suspension-Startms-Exch-ELC-Mailbox-Flagsms-Exch-External-OOF-Optionsms-Exch-Home-MDBms-Exch-Home-Server-Namems-Exch-Mailbox-Guidms-Exch-Mailbox-Move-Flagsms-Exch-Mailbox-Move-Remote-Host-Namems-Exch-Mailbox-Move-Statusms-Exch-Mailbox-Move-Target-MDB-Linkms-Exch-Mailbox-OAB-Virtual-Directories-Linkms-Exch-Mailbox-Template-Linkms-Exch-Mailbox-Urlms-Exch-Max-Blocked-Sendersms-Exch-Max-Safe-Sendersms-Exch-MDB-Over-Hard-Quota-Limitms-Exch-MDB-Over-Quota-Limitms-Exch-MDB-Rules-Quotams-Exch-MDB-Storage-Quotams-Exch-MDB-Use-Defaultsms-Exch-Mobile-Allowed-Device-IDsms-Exch-Mobile-Blocked-Device-IDsms-Exch-Mobile-Debug-Loggingms-Exch-Mobile-Mailbox-Flagsms-Exch-Mobile-Mailbox-Policy-Linkms-Exch-Pf-Root-Urlms-Exch-Previous-Home-MDBms-Exch-UM-Addressesms-Exch-UM-Audio-Codecms-Exch-UM-Audio-Codec-2ms-Exch-UM-Enabled-Flagsms-Exch-UM-Enabled-Flags-2ms-Exch-UM-Fax-Idms-Exch-UM-Mailbox-OVA-Languagems-Exch-UM-Max-Greeting-Durationms-Exch-UM-Operator-Numberms-Exch-UM-Phone-Providerms-Exch-UM-Pin-Checksumms-Exch-UM-Server-Writable-Flagsms-Exch-UM-Template-Linkms-Exch-Use-OAB

User Object in AD

Exchange User PropertiesArchive è un’estensione della mailbox

Proprietà specifiche per l’archive:1. Archive GUID2. Archive Name3. Archive

Database4. Archive Quota

Archive Autodiscover

User ObjectMailbox Props Archive PropsMRM Props

AD

(2) Auto-Discover reads Archive props

(1) OLK does Auto-Discovery

CAS

(3) OLK receives Archive props in Auto- Discover response

(4) OLK connects to the Archive

No Outlook Restart!

Primary e archivestore accoppiato (es: move mailbox)

User ObjectMailbox Props Archive Props

AD

Primary Mailbox

Archive Mailbox

E2010 Source DB

Move Request Service

Primary Mailbox

Archive Mailbox

E2010 Target DB

CAS for Target DB

(1) MRS starts move request

(2) MRS moves data to target

(3) MRS updates AD with new target database

(5) Auto-Discover finds new database

(4) OLK does AutoDiscovery

(6) Outlook connects to target CAS server

CAS for Source DB

Demo

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ARCHIVING POLICIESCriteri di archiviazione, conservazione e gestione dei contenuti

Archiving & RetentionLa gestione dei contenuti delle mailbox e l’archiviazione avviene utilizzando le tecnologie di Message Record Management di Exchange Server 2010Retention Policy

può essere associata ad una mailboxraggruppa un insieme di retention tag

Retention TagRetention policy tags (RPTs): sono quelli che si applicano alle default folders (Inbox, Sent items, Deleted Items, ...)Default policy tags (DPTs): si applicano agli item privi di altri retention tagsPersonal tags: sono quelli che l’utente può applicare a singoli item all’interno della propria mailbox e delle proprie folder

Retention Age Limit ActionsMoveToArchive, MoveToDeletedItems, DeleteAndAllowRecovery, PermanentlyDelete, MarkAsPastRetentionLimit

Un esempio

Archiving PolicyExchange Server Setup crea la retention policy “default archive policy” che contiene i seguenti retention tags (system tags*)

Retention tag name Tag type Description

Default 2 year move to archive

Default Messages are automatically moved to the archive mailbox after 2 years. Applies to items in the entire mailbox that don't have a retention tag applied explicitly or inherited from the folder.

Personal 1 year move to archive

Personal Messages are automatically moved to the archive mailbox after 365 days.

Personal 5 year move to archive

Personal Messages are automatically moved to the archive mailbox after five years.

Personal never move to archive

Personal Messages are never moved to the archive mailbox.

* Built-in retention tag gestiti separatamente dalle cmdlet (switch IncludeSystemTags)

Message Retention PolicyMove Policy: spostano automaticamente messaggi nell’archive

aiutano l’utente a mantenere la mailbox entro le dimensioni della quotaconcetto simile a Outlook Auto-Archive, ma server-side ... e senza PST

Delete Policy: cancellano automaticamente messaggi

consentono la rimozione degli elementi da non conservareaiutano a ridurre le dimensioni delle mailbox (quota)sono regole globali, condivise tra mailbox e archivele policy con durata maggiore “vincono”

Hold Policy: conservano automaticamente un messaggio

trasparente per l’utentegarantiscono la persistenza delle informazioni aziendali

Demo

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EDISCOVERYRicerca dei contenuti

Ricercare i contenutiUtente

ha necessità di ricercare e consultare i contenuti recenti ed archiviati nella propria mailbox

Auditor/Legal/HR/...ha necessità di ricercare e consultare i contenuti recenti ed archiviati in una o più mailboxla ricerca può coinvolgere grandi quantità di datila ricerca deve normalmente essere mirata

specifiche mailboxrange di datekeyword/contenuti specifici...

Ricerca Possibilità di definire l’ambito di ricerca includendo anche l’archive

Anche la ricerca avanzata può agire su mailbox primaria ed archive

eDiscoveryricerca Multi-Mailbox

User Friendly

flessibile e semplificata per auditor, legal, HR, ...

Demo

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IN SINTESI

Riepilogo

Archiving nativo in Exchange (finalmente )semplice per l’utentesemplice per il sysadmin

Sfrutta la nuova architettura di ExchangeI/O più leggerofacilità di mantenimento e gestione di grandi masse di datipensata per storage “large/slow/low-cost”

Parte del modello di Messaging Record Management

retention policy potentisensibilizzazione degli utenti

eDiscovery semplificatosecurity integrata in Exchange (con RBAC)interfaccia semplice e familiare per multi-mailbox search

Risorse (1)Understanding Personal Archives

http://technet.microsoft.com/en-us/library/dd979795.aspx

Managing Personal Archiveshttp://technet.microsoft.com/en-us/library/dd776121.aspx

Understanding Retention Tags and Retention Policies

http://technet.microsoft.com/en-us/library/dd297955.aspx

Understanding Messaging Records Managementhttp://technet.microsoft.com/en-us/library/dd335093.aspx

Understanding Legal Holdhttp://technet.microsoft.com/en-us/library/ee861123.aspx

Understanding Multi-Mailbox Searchhttp://technet.microsoft.com/en-us/library/dd335072.aspx

Risorse (2)Microsoft Exchange Server TechCenter

http://technet.microsoft.com/en-us/exchange

Microsoft Exchange Team Bloghttp://msexchangeteam.com

Microsoft Unified Communications Group Team Blog http://blogs.technet.com/uc

Microsoft Unified Communications | TechNet Edgehttp://edge.technet.com/unifiedcommunications

Microsoft Exchange Server Homehttp://www.microsoft.com/exchange

Microsoft Unified Communications (UC) Homehttp://www.microsoft.com/uc

Microsoft Exchange Server Italy Homehttp://www.microsoft.com/italy/server/exchange

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