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E-Mail Archiving Solutions for Successful Exchange Migrations: Insights from Capita Group PLC

In this presentation, David Trevallion, Messaging Team Lead at Capita Group PLC, shares insights on leveraging e-mail archiving as a strategic enabler for Exchange migrations. The session covers the landscape of archiving solutions, compliance considerations, and practical business goals achieved through archiving practices. Learn about the challenges faced, chosen solutions like Zantaz, and how archiving can streamline mailbox management while ensuring compliance. Gain best practices and insights from Capita's experiences to effectively manage migration and retention challenges.

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E-Mail Archiving Solutions for Successful Exchange Migrations: Insights from Capita Group PLC

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  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 • In the IT Industry for 14 years • Exchange since 5.0 • Archiving since 2000 • With Capita since 2003 • Session Aims • Using Archiving to remove some of the pain with migrations • Using Archiving to control mailbox sizes • Using Archiving as part of an email compliance solution • Present based mainly on our experiences at Capita

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

  5. Business Goals • Key Driver – Compliance • No evidential chains • Mail not being removed from mailboxes in line with contractual / regulatory requirements • Different compliance around the various Capita Businesses • 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. Slow & Over Utilised WAN Links 27,000 Users 23 Sites 30 Servers MinimalUserImpact Large Mailbox and Public Folder Stores Mailbox moves over WAN Slow Aggressive Consolidation Timescales Slow Backup & Restores Our Problem

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

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

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

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