Datasheet

IMPROVED MESSAGE AND CONTENT CONTROL 23
◆
Assign the managed folder mailbox policy to one or more users. A user does not need
a managed folder mailbox policy. Only a single managed folder mailbox policy can be
assigned to a user at one time.
◆ Create managed content settings for default folders (Inbox, Sent Items, etc.) to control the
length of time that messages should remain in these folders and types of content that are
allowed. This step is optional.
◆ Create managed custom folders that will appear in the user’s Managed Folders folder in
their mailbox. This step is optional.
◆ Create managed content settings for managed custom folders to control how content is
managed or retained in t he folders that will be created in the user’s mailbox. This step is
optional.
One confusing point with respect to messaging records management is that on the surface it
is documented as a premium feature of Exchange 2010 and thus requires an Enterprise Client
Access License for each user who will have their mailbox managed by it. However, Microsoft
makes an exception if you are using messaging records management features t o simply clean
up message items in the folders in the same way you would have used the Exchange 2000/2003
mailbox management feature.
Built-In Archiving
The market for third-party tools to support Exchange Server has grown rapidly since the release
of Exchange Server 2003. At one point, there were more than 60 third parties providing email
archive solutions for Exchange Server. The sheer volume of email that users receive and the users’
demand that they be able to keep their historical email has made these tools very attractive.
Exchange Server 2010 introduces a new premium feature that allows for the integration of
email archiving. The email a rchiving feature is actually a series o f f eatures that interact directly
with the user’s mailbox:
Archive Mailbox Defined on a user-by-user basis since all users might not need an archive
mailbox. The content in the archive mailbox can be accessed by users using the Outlook 2010
client or Outlook Web App 2010.
Retention Policies Define the types of mail and how long the mail can be retained within the
user’s primary mailbox. Retention policies can be defined that control when items are perma-
nently deleted or when they are moved in to the archive mailbox. With Outlook 2010, end users
can participate in the retention process by applying retention tags to messages or an entire
folder.
Multi-mailbox Search Allows an authorized user to search for content across multiple mail-
boxes (both the user’s ‘‘active’’ mailbox as well as their ‘‘personal archive mailbox’’) within an
organization. This would be useful during a lawsuit and an electronic discovery action became
necessary.
Legal Hold Allows the administrator to place a ‘‘hold’’ on a user’s mailbox so that deleted
and edited items are held during the hold period. This would be necessary in the event of legal
action or an investigation regarding the conduct of o ne or more of your users.
Ultimately, the new Exchange 2010 archiving and retention policies are intended to replace
the messaging records management features that were introduced in Exchange Server 2007.