Exchange Server 2010 E-Mail Archiving Alessandro Appiani Microsoft TechNet Speaker & Certified Trainer email: v-alessa@microsoft.com Pulsar IT Founder & CEO sip/im/email: alessandro.appiani@pulsarit.net

L’eccellenza sulle tecnologie Microsoft Pulsar IT è stata tra le prime società in Italia a certificarsi sulle infrastrutture di rete Microsoft (1995) e sulle soluzioni in area Server Pulsar IT è specializzata sulle soluzioni per la comunicazione, la collaborazione e la sicurezza Le persone di Pulsar IT sono Speaker tecnici in conferenze ed eventi Microsoft da oltre 15 anni Pulsar IT è Microsoft Voice-Ready Partner specializzato nell’integrazione delle tecnologie Microsoft Unified Communications con i sistemi VoIP e legacy PBX

Agenda E-mail store & archive Exchange 2010 Archiving & Retention esigenze Exchange 2010 Archiving & Retention obiettivi e design goal Exchange Personal Archive principi e funzionalità configurazione e management Archiving Policies criteri di archiviazione, conservazione e gestione dei contenuti eDiscovery search e multi-mailbox search

E-mail store & archive Introduzione e obiettivi

Dove sono le e-mail? SharePoint Outlook PSTs Webmail Exchange Server Webmail Third Party Archive Backups

E-mail “store” Mailbox PSTs Personal Archive Organization Archive Highly Available/Reliable Rich Client Access PSTs Circumvent Quota Highly Portable Personal Archive Circumvent Quota Allow Org Control Organization Archive Keep all E-mail Allow Org Control Optimized for Search End User Access Exchange (MBs) Outlook PSTs (GBs) Personal Archive (TBs) Org Archive (PBs) Backup Backup Replicated Backups Replicated Backups Replication Common Backups Less Common Tape/Disk Backups Common Item Level Backups Common Backups uncommon and hard Users do manual backups IT does unsupported backups Replication Only Choice Datasets Require Replication

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 No generic feature set

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 & Retention Principi e funzionalità

Exchange 2010: E-mail in Exchange SharePoint Outlook PSTs Exchange Server 2010 Webmail Backups Third Party Archive

Exchange archiving, retention, discover Uniformare l’interfaccia utente e gli strumenti tra store primario ed archivio Uniformare i metodi di configurazione client, i protocolli e le modalità di accesso rete privata/geografica/internet outlook/web/mobile/... Uniformare e semplificare la gestione dello store Uniformare e semplificare l’amministrazione delle componenti di exchange con quelle dell’archiving Favorire/sensibilizzare gli utenti alle tematiche di retention (conservazione) e consentire personalizzazioni Consentire la conservazione e la consultazione di grandi volumi di e-mail

Exchange 2010: conservare e trovare Archiving, 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 Archiving Come funziona L’amministratore abilita/crea personal archive Alla 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 Management le policy possono essere automatiche a livello mailbox, folder, item L’utente può spostare contenuti da 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 Archive Caratteristiche, funzionalità utente, management

Personal Archive Architettura 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-user c’è un’associazione diretta tra user mailbox (primary) e archive ogni 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 archive L’archive è aperto automaticamente da Outlook e OWA architettura assolutamente uniforme tra mailbox e archive nessun problema per accesso interno/esterno/anywhere Non c’è offline store per l’archive * informazioni relative alla versione RTM

Personal Archive Funzionalità e caratteristiche Semplice per l’utente molto simile al concetto di PST o Outlook archive, ma server-side comportamento ed interfaccia identica tra mailbox primaria ed archive stesso 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

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Exchange User Properties Exchange 2010 AD Schema Archive è un’estensione della mailbox Proprietà specifiche per l’archive: Archive GUID Archive Name Archive Database Archive Quota User Object in AD Exchange User Properties Legacy-Exchange-DN ms-Exch-Organizations-Address-Book-Roots-BL ms-Exch-Mailbox-Move-Remote-Host-Name ms-Exch-ADC-Global-Names ms-Exch-AL-Object-Version ms-Exch-Organizations-Global-Address-Lists-BL ms-Exch-Mailbox-Move-Status ms-Exch-Configuration-Unit-BL ms-Exch-Mailbox-Move-Target-MDB-Link ms-Exch-CU ms-Exch-Dirsync-ID ms-Exch-Organizations-Template-Roots-BL ms-Exch-Mailbox-OAB-Virtual-Directories-Link ms-Exch-Edge-Sync-Cookies ms-Exch-OWA-Allowed-File-Types-BL ms-Exch-Mailbox-Template-Link ms-Exch-Edge-Sync-Source-Guid ms-Exch-OWA-Allowed-Mime-Types-BL ms-Exch-Mailbox-Url ms-Exch-Heuristics ms-Exch-OWA-Blocked-File-Types-BL ms-Exch-Max-Blocked-Senders ms-Exch-Inconsistent-State ms-Exch-Hide-From-Address-Lists ms-Exch-OWA-Force-Save-File-Types-BL ms-Exch-OWA-Blocked-MIME-Types-BL ms-Exch-Max-Safe-Senders ms-Exch-MDB-Over-Hard-Quota-Limit ms-Exch-OU-Root ms-Exch-OWA-Force-Save-MIME-Types-BL ms-Exch-MDB-Over-Quota-Limit ms-Exch-Provisioning-Flags ms-Exch-MDB-Rules-Quota ms-Exch-Recipient-Validator-Cookies ms-Exch-OWA-Remote-Documents-Allowed-Servers-BL ms-Exch-MDB-Storage-Quota ms-Exch-Replication-Signature ms-Exch-Replicated-Object-Version ms-Exch-OWA-Remote-Documents-Blocked-Servers-BL ms-Exch-MDB-Use-Defaults ms-Exch-Mobile-Allowed-Device-IDs ms-Exch-Server-Association-BL ms-Exch-Mobile-Blocked-Device-IDs ms-Exch-Server-Association-Link ms-Exch-OWA-Remote-Documents-Internal-Domain-Suffix-List-BL ms-Exch-Mobile-Debug-Logging ms-Exch-Setup-Status ms-Exch-Mobile-Mailbox-Flags ms-Exch-Unmerged-Atts-Pt ms-Exch-Unmerged-Atts ms-Exch-OWA-Transcoding-File-Types-BL ms-Exch-Mobile-Mailbox-Policy-Link ms-Exch-Pf-Root-Url ms-Exch-Version ms-Exch-OWA-Transcoding-Mime-Types-BL ms-Exch-Previous-Home-MDB Show-In-Address-Book ms-Exch-UM-Addresses ms-Exch-Parent-Plan-BL ms-Exch-UM-Audio-Codec ms-Exch-Archive-Name ms-Exch-RBAC-Policy-BL ms-Exch-Archive-Warn-Quota ms-Exch-RMS-Computer-Accounts-BL ms-Exch-UM-Enabled-Flags ms-Exch-UM-Audio-Codec-2 ms-Exch-UM-Enabled-Flags-2 ms-Exch-Server-Site-BL ms-Exch-UM-Fax-Id ms-Exch-Archive-Quota ms-Exch-SMTP-Receive-Default-Accepted-Domain-BL ms-Exch-UM-Mailbox-OVA-Language ms-Exch-Archive-GUID ms-Exch-Supervision-DL-BL ms-Exch-UM-Operator-Number ms-Exch-UM-Max-Greeting-Duration ms-Exch-Archive-Database-Link ms-Exch-Supervision-One-Off-BL ms-Exch-UM-Phone-Provider ms-Exch-Supervision-User-BL ms-Exch-UM-Pin-Checksum ms-Exch-Archive-Database-BL ms-Exch-User-BL ms-Exch-UM-Server-Writable-Flags ms-Exch-X500-Access-Control-List ms-Exch-Alternate-Mailboxes Garbage-Coll-Period ms-Exch-UM-Template-Link ms-Exch-Use-OAB ms-Exch-Availability-Org-Wide-Account-BL ms-Exch-Approval-Application-Link ms-Exch-Availability-Per-User-Account-BL ms-Exch-AutoReply ms-Exch-Delegate-List-Link ms-Exch-Delegate-List-BL ms-Exch-Deleted-Item-Flags ms-Exch-Device-Access-Control-Rule-BL ms-Exch-Dumpster-Quota ms-Exch-Mailbox-Move-Source-MDB-BL ms-Exch-Dumpster-Warning-Quota ms-Exch-Mailbox-Move-Target-MDB-BL ms-Exch-ELC-Expiry-Suspension-End ms-Exch-Mobile-Remote-Documents-Allowed-Servers-BL ms-Exch-ELC-Mailbox-Flags ms-Exch-ELC-Expiry-Suspension-Start ms-Exch-Mobile-Remote-Documents-Blocked-Servers-BL ms-Exch-External-OOF-Options ms-Exch-Home-MDB ms-Exch-Mobile-Remote-Documents-Internal-Domain-Suffix-List-BL ms-Exch-Home-Server-Name ms-Exch-Mailbox-Guid ms-Exch-Mailbox-Move-Flags

Archive Autodiscover No Outlook Restart! CAS (4) OLK connects to the Archive (3) OLK receives Archive props in Auto- Discover response (1) OLK does Auto- Discovery User Object Mailbox Props Archive Props MRM Props AD No Outlook Restart! CAS (2) Auto-Discover reads Archive props

Primary e archive store accoppiato (es: move mailbox) (6) Outlook connects to target CAS server CAS for Target DB User Object Mailbox Props Archive Props AD (5) Auto-Discover finds new database (4) OLK does Auto Discovery CAS for Source DB Move Request Service (3) MRS updates AD with new target database MRS starts move request Primary Mailbox Archive Mailbox E2010 Source DB Primary Mailbox Archive Mailbox E2010 Target DB (2) MRS moves data to target

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Archiving Policies Criteri di archiviazione, conservazione e gestione dei contenuti

Archiving & Retention La gestione dei contenuti delle mailbox e l’archiviazione avviene utilizzando le tecnologie di Message Record Management di Exchange Server 2010 Retention Policy può essere associata ad una mailbox raggruppa un insieme di retention tag Retention Tag Retention 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 tags Personal tags: sono quelli che l’utente può applicare a singoli item all’interno della propria mailbox e delle proprie folder Retention Age Limit Actions MoveToArchive, MoveToDeletedItems, DeleteAndAllowRecovery, PermanentlyDelete, MarkAsPastRetentionLimit

Un esempio

Archiving Policy Exchange 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 Messages are automatically moved to the archive mailbox after five years. Personal never move to archive Messages are never moved to the archive mailbox. * Built-in retention tag gestiti separatamente dalle cmdlet (switch IncludeSystemTags)

Message Retention Policy Move Policy: spostano automaticamente messaggi nell’archive aiutano l’utente a mantenere la mailbox entro le dimensioni della quota concetto simile a Outlook Auto-Archive, ma server-side ... e senza PST Delete Policy: cancellano automaticamente messaggi consentono la rimozione degli elementi da non conservare aiutano a ridurre le dimensioni delle mailbox (quota) sono regole globali, condivise tra mailbox e archive le policy con durata maggiore “vincono” Hold Policy: conservano automaticamente un messaggio trasparente per l’utente garantiscono la persistenza delle informazioni aziendali

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eDiscovery Ricerca dei contenuti

Ricercare i contenuti Utente Auditor/Legal/HR/... 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 mailbox la ricerca può coinvolgere grandi quantità di dati la ricerca deve normalmente essere mirata specifiche mailbox range di date keyword/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

eDiscovery ricerca Multi-Mailbox User Friendly flessibile e semplificata per auditor, legal, HR, ...

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In sintesi

Riepilogo Archiving nativo in Exchange (finalmente ) semplice per l’utente semplice per il sysadmin Sfrutta la nuova architettura di Exchange I/O più leggero facilità di mantenimento e gestione di grandi masse di dati pensata per storage “large/slow/low-cost” Parte del modello di Messaging Record Management retention policy potenti sensibilizzazione degli utenti eDiscovery semplificato security integrata in Exchange (con RBAC) interfaccia semplice e familiare per multi-mailbox search

Risorse (1) Understanding Personal Archives Managing Personal Archives http://technet.microsoft.com/en-us/library/dd979795.aspx Managing Personal Archives http://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 Management http://technet.microsoft.com/en-us/library/dd335093.aspx Understanding Legal Hold http://technet.microsoft.com/en-us/library/ee861123.aspx Understanding Multi-Mailbox Search http://technet.microsoft.com/en-us/library/dd335072.aspx

Risorse (2) Microsoft Exchange Server TechCenter http://technet.microsoft.com/en-us/exchange Microsoft Exchange Team Blog http://msexchangeteam.com Microsoft Unified Communications Group Team Blog http://blogs.technet.com/uc Microsoft Unified Communications | TechNet Edge http://edge.technet.com/unifiedcommunications Microsoft Exchange Server Home http://www.microsoft.com/exchange Microsoft Unified Communications (UC) Home http://www.microsoft.com/uc Microsoft Exchange Server Italy Home http://www.microsoft.com/italy/server/exchange

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