Microsoft Exchange Hosted Archive

Published: March 30, 2006

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.

Archive diagram for Microsoft Exchange Hosted Services

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.

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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.

Compliance

Human Resources/Legal

IT Administrator

End User

•	Automatically harvest messages for review based on keyword or random sample percentage
•	View all recipients on a message, including distribution lists and BCC
•	Review messages as required, using review tags and notes to track and escalate as needed
•	Evidentiary reports are available ad-hoc or are delivered regularly through e-mail
•	Automated message destruction is based on retention period and original capture date
•	Electronic records are stored based on retention requirements set by the customer

•	Stall message destruction temporarily by using the legal hold status
•	Help protect confidential information by using the attorney/client privilege tag
•	Indexed message and attachment store allows search across message header, subject, body, and more than 200 attachments; tag, share, export or restore results
•	Manage records investigations with built-in folder system

•	No software or hardware to install; simply redirect your MX record and enable envelope journaling
•	Event Viewer helps audit and report all system activity
•	Communication tools help manage users during and following a primary mail system outage
•	Following a disaster, restoration function helps provide seamless restoration of messages sent from the application
•	System reports identify user activity and volume

•	Familiar Web-based interface helps eliminate the need for user training
•	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

•	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
•	Minimizes up-front capital investment
•	Integrates with existing e-mail infrastructure
•	Helps free up administrator time to focus on other projects
•	Familiar interface minimizes the need for end-user training
•	Provides end users with continual access to their message store through a security-enhanced browser
•	Indexed storage for fast retrieval of messages for legal discovery
•	Easy-to-use evidentiary reports and monitoring features to help manage National Association of Securities Dealers (NASD) and Securities and Exchange Commission (SEC) compliance
•	Backup mail system for real-time e-mail continuity during an outage

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Next Steps

•	Download the Hosted Archive data sheet
•	Find out how to buy Hosted Services
•	Read how Exchange Hosted Services fit with other Microsoft security products

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Microsoft Exchange Hosted Archive

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How it Works

Solution Overview

Benefits

Next Steps