Exchange 2010 Personal Archiving vs. Exchange 2010 Organizational Archiving

One of the interesting new concepts being introduced with Exchange 2010 is “Personal Archiving” vs. “Organizational Archiving.”

At the recent TechEd, a Microsoft instructor introduced personal archives as a means to reduce primary mailbox size and circumvent quotas without losing organizational control. In effect, personal archives are a new replacement for PST files.

Personal archives are part of Exchange Server and are associated with an existing primary mailbox. Email can be moved from a primary to an archive mailbox using policies. Users access both primary and archive mailboxes side-by-side via Outlook and OWA.

The main functions you get from a personal archive are:

  • Basic message retention (Move-to-Archive Policy; Delete Policy; Hold Policy)
  • No single instance storage
  • Simple role-based access (e.g., so auditors can view user mailboxes)
  • Basic keyword and metadata-based search across mailboxes, typically via browser
  • Bulk PST import/export from file share; no PST crawler

Organizational archiving goes beyond the scope of personal archiving and delivers full mailbox capture for all users, full single-instance storage across all data, and advanced search and case management tools for e-discovery.

By way of comparison, a typical third-party email archival solution can be expected to deliver all or a portion of the following key functions:

  • Logs, WORM, read only
  • Single instancing/compression
  • Configuration auditing
  • Mailbox auditing
  • Journaling metadata
  • Rogue admin protection
  • Regulatory accreditation
  • Protected content (signing/encryption)
  • Federated discovery, retention, and reporting across content
  • Data mining and visualization
  • Case management and advanced e-discovery
  • Archive for Bloomberg data and other non-Microsoft IM data
  • Monitoring and supervisory tools
  • Archive for files and SharePoint

In effect, Microsoft is positioning the new archiving features in Exchange 2010 for personal archiving and leaving the door open for third-party solutions to deliver more advanced feature necessary for organizational archiving. Small organizations will find the basic features of Exchange 2010 satisfactory to reduce the strain on storage growth and eliminate PST files. But for organizations that require full email retention and advanced e-discovery, a third-party email archiving solution is the answer for the next few years.

Bob Spurzem

One Comment

  1. Chris
    Posted March 8, 2010 at 2:03 PM | Permalink

    What is the limit or suggested limit on the on the size of the Online archive?

  2. Keif
    Posted March 24, 2010 at 10:57 AM | Permalink

    The online archive is directly attached to the user mailbox, in RTM. Microsoft is suggesting a total size of 10GB for mailbox + archive. This level of scale requires at least three copies of the databases (Database Availability Groups) and storage using JBOD SATA disk (1 DB per drive), up to 2TB in size.

  3. Posted June 14, 2010 at 3:32 PM | Permalink

    Small organizations will find the basic features of Exchange 2010 satisfactory to reduce the strain on storage growth and eliminate PST files. But for organizations that require full email retention and advanced e-discovery, a third-party email archiving solution is the answer for the next few years.

    PersonalFinanceAdvisers

One Trackback

  1. […] along with other tweaks by early 2011. (Permabit’s Bob Spurzem provides a good explanation of how personal archiving works in Exchange 2010 on the Ferris Research […]

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