![]() The personal archive helps solve these (and other) challenges by providing an Exchange-based storage location for email that previously would likely have been stored in a PST file. Is it feasible to apply retention policies or litigation holds against email residing in PST files?.Is data or information potentially responsive to a discovery request contained within unidentified PST files?.Where are PST files located? (Removable media, file shares, local hard drive, etc.?).Personal archives, along with large mailbox support, enable bringing large volumes of (formerly unmanaged) email under control.īy eliminating PST files, challenges familiar to many legal and RIM professionals are addressed, such as: Personal ArchiveĮxchange 2010 introduces the personal archive, an additional mailbox designed to augment a user’s primary mailbox and replace the PST files into which users have historically offloaded email messages. Large mailbox support is a key foundational element for eliminating PST files, and thus enabling the centralized storage of email. ![]() ![]() While current users could, in theory, amass enormous volumes of email (20 or 30 gigabytes for example), as discussed in this article, Exchange 2010 provides records management and archiving features that support implementing an email management policy that calls for systematic purging of email. In the absence of quotas, users don’t have to move items into PST files to avoid exceeding their quota. Large mailbox support means organizations no longer need to employ mailbox quotas to keep mailboxes below a certain size. Exchange 2010 addresses these issues through a re-architected storage system that embraces the concept of large (multi-gigabyte) mailboxes. Larger mailboxes introduced exorbitant system processing overhead, extended backup window requirements, and increased storage costs. Prior to Exchange 2010, the architecture and storage was optimized for small mailboxes. Large mailboxes are not a feature per se, but rather, an architectural change in the underlying Exchange 2010 database and storage system. To support such a plan, Exchange 2010 introduced two new features: large mailboxes and personal archives. If users are allowed to store email outside of the Exchange environment, then such locations should integrate with records management and eDiscovery tools. There are a number approaches to centralizing storage of email within the Exchange environment proper. 2 Ideally, PST files would be eliminated, and users would not be permitted to store email outside of Exchange, except in a managed repository (for example, an email archiving solution). Email outside the control of Exchange-for example, residing in PST files-is beyond the control and order imposed by Exchange 2010’s records management and eDiscovery features.Ĭonsequently, when contemplating deployment of Exchange 2010’s records management and eDiscovery features, it is essential to create a plan to bring all email into the Exchange environment proper. One of the first considerations when implementing Exchange 2010’s records management and eDiscovery features is centralizing the storage of email on the Exchange Server itself. The retention policies for backup and server based email should be carefully synchronized. Centralizing Storage of Email 1 While beyond the scope of this article, any discussion about centralizing the storage and management of email should also address backup media retention policies. This article examines these features-and others-in an effort to provide legal and RIM professionals with an understanding of whether-and how to-leverage the native records management and eDiscovery features of Exchange 2010. While the discovery search feature enables performing a single search across all of an organization’s mailboxes (using keywords and other parameters), certain file types are not, by default, searchable-certainly a critical consideration from an eDiscovery perspective.Retention tags can be used to specify when email can be purged, but a litigation hold policy and a process suspending such purging also must be in place (Exchange 2010 has a built-in litigation hold feature).Although the new personal archive can store dozens of gigabytes of email, it should be implemented in tandem with PST file elimination.Ensuring these elements are configured properly and interoperate as planned is essential if the records management and eDiscovery processes supported by Exchange 2010 are to follow-or at least aspire to follow-best practices. The goal of this article is to examine how Exchange 2010’s records management and eDiscovery features work, and identify issues which could arise from deployment and use of those features.Ī number of interrelated elements comprise Exchange 2010’s records management and eDiscovery feature-set.
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