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State of Alaska

State of Alaska. Exchange & Active Directory Project. Enterprise Technology Services. ETS is a customer driven team that provides world class enterprise technology services for all branches of state government. Email Management. Presentation Archiving & Email Management Russell Kunibe

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State of Alaska

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  1. State of Alaska Exchange & Active DirectoryProject Enterprise Technology Services ETS is a customer driven team that provides world class enterprise technology services for all branches of state government.

  2. Email Management Presentation Archiving & Email Management Russell Kunibe Exchange & AD Project Manager Enterprise Technology Services

  3. Archiving Archiving • Exchange (Email) and Archiving • Proposed based on the results of our Feb 2006 Needs Assessment • The addition of Archiving to the Project was approved 6/27/2006 • Formed a workgroup to develop System Requirements

  4. Archiving Enterprise Archiving Goals • Reduce system costs • Moves the storage of emails to lower cost storage • Removes the need to re-size the Email system to keep pace with the growth • Facilitate legal discovery by making all email searchable by authorized personnel • Provides the tools to assist with compliance with retention requirements and manage email

  5. Archiving • ZANTAZ Enterprise Archiving System (EAS) is the State’s Selected Archiving System

  6. Archiving How Archiving Reduces Costs • Moves the Storage of Emails from the Email System to the Archive Storage • Archive Storage is less expensive • Archive Storage is compressed • The Archive System uses single instance storage • Stabilizes the Exchange System Design • Email growth occurs in the Archive system

  7. Archiving & Legal Discovery Legal Discovery • “Timely detection” • “Rapid and current disclosure” • “Conduct a reasonable investigation to promptly determine” • “The most expedient time possible and without unreasonable delay” These are a just a few of the phrases used by legislation, regulation and the U.S Supreme Court to describe the time-sensitive requirements for responding to an electronic records discovery request.

  8. Archiving ZANTAZ EAS Supports Legal Discovery • Accessibility: Emails are placed in a single searchable store • Authenticity: the origin of the record can be reliably demonstrated • Accuracy; the record contains the information it is supposed to contain • Integrity; the record has not been altered

  9. Email Management Managing Incoming Email Email has become, for many people, the primary way they communicate.  Learning how to manage mailboxes efficiently is a skill that people need to take the time to acquire.

  10. Email Management Email Growth for the State • Email storage per user is 40 MB – 1 GB • Estimates for Local Email Storage are 7 – 10 TB • Email storage is growing 400 GB / month • In five years email storage growth will be 770 GB / month

  11. Email Management With the increase in number of emails that I need to read, answer, file for reference I just don’t have time for any new email tasks!! • The number of emails per day that a user must deal with keeps increasing • The outlook and the archive system provides additional tools to manage email • Using our new email management tools users can reduce the time spent managing emails while becoming compliant with retention rules

  12. Email Management Enterprise Exchange Design • 300 MB Exchange Mailbox limit • Predictable design • Stable performance • Includes: Inbox, Sent Mail, Deleted Items, Folders, Archive “Stubs”, Calendar And Contacts • Archiving system is sized for • all current mail in excess of 300 MB • all local email storage • Archived email appears to the end user the same as an email message • Expands the user’s email storage • Can have a retention date assigned

  13. Email Management Archived Messages • Archiving a message moves it from Exchange to the archive storage • The archived message is replaced with a “Stub” in Exchange • The Stub links Outlook to the message and attachments in the archive system • Archived messages can have a retention period

  14. Email Management Archived Mail Appears as Another Message in Outlook The default “stub” will contain all of the header information plus 600 characters of the body of the message. The default size is 1 KB • Default Stub • From • To • CC • BCC • Subject • Date and Time • Attachments • First 600 • Characters from the body

  15. Email Management • The average message size is 5 KB 300 MB = 61,440 messages • The average Word document is 40 KB 300 MB = 6,827 messages with a word doc • The average MP3 is 3 MB 300 MB = 102 messages with a MP3 attached • The average default stub is 1 KB 300 MB = 307,200 stubs with attachments

  16. Email Management Default Email Settings to Manage Email • Inbox / Sent Items - temporary storage • Deleted Items for Immediate restores • User Defined Folders • How retentions help manage email • Folders Default retentions • User Defined retentions • EAS Search • Calendar Items defaults • The first 90 days • Collecting Locally Stored Messages

  17. Email Management The 90 Day Inbox / Sent Item Rule Email residing on the enterprise Exchange Messaging Inbox and Sent Items will be stored for a maximum of 90 days. • When email needs to be kept beyond 90 days the User will need to move the messages to folders with archiving rules attached • This rule ensures that messages are evaluated by the user for retention compliance

  18. Email Management Deleted Items for Immediate Restores • Deleted messages will be moved to the users Deleted Items Folder • Items in the Deleted Items Folder will be maintained for 7 days • Users can restore an Item from the Deleted Items Folder by moving it to another folder

  19. Email Management Using Email Retentions to Help Mange Emails • Folders in Exchange can have archive and retention rules placed on them based on the folder name • Retention rules in the archive system sets a date for the email to be purged from the system • Once a retention has been set on an item it cannot be purged from the system until it has reached its retention • A retention can be set longer but never shorter • By having retentions set, the user doesn’t have to go through old emails to delete them

  20. Email Management All Emails in user defined folders will be archived and a retention applied • Messages in all user defined folders will be archived • The default retention will be 135 days • Folders names that have specific suffixes will have a longer retention applied • -6mo, -1yr, -2yr, -3yr, -4yr, -5yr, -6yr, -7yr, -8yr, -9yr, -10yr • Sub-folders inherit retention properties unless another suffix is used

  21. Email Management Retention folders are created in users’ mailboxes

  22. Email Management User selects messages to be archived

  23. Email Management User drags and drops messages to retention folder

  24. Email Management Messages are archived and stubbed by ZANTAZ EAS

  25. Email Management EAS Search Remove Stub / Reference

  26. Email Management Archiving During the Migration • Departments will begin migrating users to the new system on June 1st, 2007. • Departments will communicate their specific migration plan to their users • Users who have their email migrated to the new system and have more than 300 MB of mail • Will have their excess mail archived starting with the oldest messages • Some departments will make excess mail available to end users through an attached PST file • These PST files will migrated to Archive system after all users have been transitioned to the new system • Messages in the Inbox and Sent Items folders will not be deleted

  27. Email Management • Persistent Folders • Z Imported • Calendar Items Default Retention is 5 years • Quota Based Archiving • Legal Holds • Out of Office / Administrative holds

  28. Email Management Conclusion The combination of the Email Archive Solution and Email Retention Policy solves: • Exchange performance issues related to email growth • Reduces the cost of Email storage • The legal discovery issues • Provides Tools to meet retention rules • Assists with the management of Emails • Will slow the growth of Email storage • Preserves knowledge stored in email beyond an individual

  29. Email Management Mail Stored in Exchange and in the Archive are presented to the user through a single view in Outlook

  30. Q&A Question and Answer Session

  31. For More Information… Please Visit the Project Website http://www.state.ak.us/local/akpages/ADMIN/info/msEA/ • Training Materials • Scope and Vision Statement • FAQ’s • Status Reports • Service Level Agreements • Announcements and Bulletins • Technical Documentation

  32. The End Thank You for Joining Us!

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