State of Alaska

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

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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

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Archiving

• ZANTAZ Enterprise Archiving System (EAS) is the
  States Selected Archiving System

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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

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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.

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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

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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.

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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

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Email Management

• With the increase in number of emails that I
  need to read, answer, file for reference I just
  dont 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

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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 users email storage
• Can have a retention date assigned

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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

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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

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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

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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

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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

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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

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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 doesnt have
  to go through old emails to delete them

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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

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Email Management
Retention folders are created in users mailboxes
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Email Management
User selects messages to be archived
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Email Management
User drags and drops messages to retention folder
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Email Management
Messages are archived and stubbed by ZANTAZ EAS
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Email Management
EAS Search
Remove Stub / Reference
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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

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Email Management

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

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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

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

• Question and Answer Session

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For More Information

• Please Visit the Project Website
• http//www.state.ak.us/local/akpages/ADMIN/info/ms
  EA/
• Training Materials
• Scope and Vision Statement
• FAQs
• Status Reports
• Service Level Agreements
• Announcements and Bulletins
• Technical Documentation

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