Microsoft Exchange Hosted Archive
Exchange Hosted Archive is an advanced message archiving system for
e-mail and instant messages.
Corporate message retention has become a way of business life. With laws
being passed that govern the length of time business e-mail is retained, the
manner in which it must be preserved, and specific message review
requirements, the need for a centralized multitasking mail repository is
growing. In addition, the increasing likelihood that e-mail will be required
for legal discovery encourages enterprises to take a proactive approach to
e-mail and instant message (IM) retention policies to mitigate risk.
Exchange Hosted Archive is one of four distinct services in the Microsoft
Exchange Hosted Services portfolio. The service is designed to help
enterprises meet a variety of regulatory and legal demands placed on their
electronic communication systems. Exchange Hosted Archive is deployed over
the Internet, which helps minimize up-front capital investment, free up IT
resources to focus on value-producing initiatives, and mitigate messaging
risks before they reach the corporate network.
How it Works
The Exchange Hosted Archive service benefits from the in-stream spam and
virus protection technologies provided by the Exchange Hosted Filtering
service. As e-mail messages pass through the network, a copy of each is made
and stored in a security-enhanced online message repository. Similarly, mail
sent within the organization is captured through the envelope journaling
function in Microsoft Exchange Server 2003. Instant messaging (IM) and other
communications such as Bloomberg Mail can also be copied directly to the
archive. As messages are received, the archive system assigns a unique
serial number and timestamp. Comprehensive text indexing allows stored
messages to be searched by header, subject line, message body, and more than
200 attachment file types.
Once archived, messages can then be accessed through a security-enhanced,
Web-based interface. Flexible search queries can be used to locate messages
quickly. Once messages are retrieved, users can conduct a variety of
actions, including tag, file, export, forward via Simple Mail Transfer
Protocol (SMTP), and restore.
Exchange Hosted Archive also includes a backup mail system for e-mail
continuity during a network outage. The Web-based system enables end users
to read, compose, and reply to e-mail in real time.
Solution Overview
Exchange Hosted Archive includes a complete role hierarchy, enabling
different users in the organization to leverage the central archive
repository for their specific needs.
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Automatically harvest messages for
review based on keyword or random sample percentage
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View all recipients on a message,
including distribution lists and BCC
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Review messages as required, using
review tags and notes to track and escalate as needed
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Evidentiary reports are available
ad-hoc or are delivered regularly through e-mail
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Automated message destruction is based
on retention period and original capture date
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Electronic records are stored based on
retention requirements set by the customer
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Stall message destruction temporarily
by using the legal hold status
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Help protect confidential information
by using the attorney/client privilege tag
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Indexed message and attachment store
allows search across message header, subject, body, and more
than 200 attachments; tag, share, export or restore results
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Manage records investigations with
built-in folder system
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No software or hardware to install;
simply redirect your MX record and enable envelope
journaling
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Event Viewer helps audit and report
all system activity
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Communication tools help manage users
during and following a primary mail system outage
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Following a disaster, restoration
function helps provide seamless restoration of messages sent
from the application
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System reports identify user activity
and volume
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Familiar Web-based interface helps
eliminate the need for user training
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Sustained end-user productivity during
an outage with use of the online archive to compose, read,
forward, restore, and reply to e-mail
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Benefits
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Archiving captures messages in transit after they’ve been
filtered, helping ensure that spam, viruses, and other unwanted
content are kept out of the archive
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Minimizes up-front capital investment
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Integrates with existing e-mail infrastructure
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Helps free up administrator time to focus on other projects
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Familiar interface minimizes the need for end-user training
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Provides end users with continual access to their message store
through a security-enhanced browser
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Indexed storage for fast retrieval of messages for legal
discovery
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Easy-to-use evidentiary reports and monitoring features to help
manage National Association of Securities Dealers (NASD) and
Securities and Exchange Commission (SEC) compliance
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Backup mail system for real-time e-mail continuity during an
outage
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Next Steps
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