1. Exchange Migrations using E-Mail Archiving as an Enabler David Trevallion Messaging Team Lead Capita Group PLC

2. Agenda  Quick Introduction  Archive Solutions – What’s Out there  Business Goals  The Problem we had  What we used  Compliance  Questions?

3. Introduction  Who am I ? David Trevallion David Trevallion In the IT Industry for 14 years In the IT Industry for 14 years Exchange since 5.0 Exchange since 5.0 Archiving since 2000 Archiving since 2000 With Capita since 2003 With Capita since 2003  Session Aims Using Archiving to remove some of the pain with migrations Using Archiving to remove some of the pain with migrations Using Archiving to control mailbox sizes Using Archiving to control mailbox sizes Using Archiving as part of an email compliance solution Using Archiving as part of an email compliance solution Present based mainly on our experiences at Capita Present based mainly on our experiences at Capita

4. Archive Solutions  What’s out there Lots to choose from Lots to choose from Define your requirements Define your requirements Look to the market Look to the market  What did we use? Looked at 8 products in total Looked at 8 products in total Zantaz - Exchange Archive Solution for Exchange Zantaz - Exchange Archive Solution for Exchange May not be what you need but session aims should be achievable with them all May not be what you need but session aims should be achievable with them all

5. Business Goals  Key Driver – Compliance No evidential chains No evidential chains Mail not being removed from mailboxes in line with contractual / regulatory requirements Mail not being removed from mailboxes in line with contractual / regulatory requirements Different compliance around the various Capita Businesses Different compliance around the various Capita Businesses Not everyone needs compliance Not everyone needs compliance  Reduce Operational Costs  Allow users to retain older messages with out having lots of “Expensive Exchange Storage”  Simple and Easy to use for users  Enforce the removal of aged messages inline with company policy

6. Our Problem Large Mailbox and Public Folder Stores Mailbox moves over WAN Slow Slow Backup & Restores 27,000 Users 23 Sites 30 Servers Slow & Over Utilised WAN Links Aggressive Consolidation Timescales Minimal User Impact

7. What we Used – Zantaz EAS Access Server Index Database Search Catalogue Email/File/SharePoint Servers & Personal Archives Document Store IIS acts as a proxy between users and the archive. Retrieval does NOT involve the EAS Archive Engine! Outlook/OWA & Windows Clients User clicks on shortcut Item returned Compressed by 50% Easy to scale IIS Web Farms Parent / Child Archive Servers Low impact on network Compression Fast archive rates Multi threaded Secure Access Respects MAPI Permissions User does not access Document Store

8. Demo Time Move Standard Mailbox Move Standard Mailbox Enrol Mailbox into EAS Enrol Mailbox into EAS Archive Mailbox Archive Mailbox Test Retrieval & Search Test Retrieval & Search Move Mailbox Move Mailbox Look at Document Store Look at Document Store Compare Mailbox Sizes Compare Mailbox Sizes Compare Move Times Compare Move Times Public Folders Public Folders

9. Compliance  Compliance Journaling Transparent copy of every message sent and received Transparent copy of every message sent and received Users can not change journal message Users can not change journal message Tamper Proof Evidential Storage (EMC / IBM etc) Tamper Proof Evidential Storage (EMC / IBM etc) Envelope Journaling – Why ? Envelope Journaling – Why ?  Exchange 2003 Journaling Store Level Only Store Level Only Not Very Flexible if not all users need to be compliant Not Very Flexible if not all users need to be compliant Have to enable Envelope Journaling (Exejcfg.exe) Have to enable Envelope Journaling (Exejcfg.exe) Exchange 2003 Envelope Journaling Demo Exchange 2003 Envelope Journaling Demo  Exchange 2007 Journaling Runs at Hub Transport level (all messages go via HT) Runs at Hub Transport level (all messages go via HT) Very granular, individual user, groups, everyone etc Very granular, individual user, groups, everyone etc Exchange 2007 Envelope Journaling Demo Exchange 2007 Envelope Journaling Demo

10. Q & A Come and visit the MMMUG stand if you have any questions or contact me via the MMMUG Website

11. Closing…. Microsoft Messaging & Mobility User Group MMMUG – www.mmmug.co.uk www.mmmug.co.uk Thanks to… Essential Computing www.essential.co.uk Essential Computing www.essential.co.uk www.essential.co.uk Autonomy Zantaz www.zantaz.com Autonomy Zantaz www.zantaz.com www.zantaz.com Capita www.capita.co.uk Capita www.capita.co.uk www.capita.co.uk