Archiving to the Cloud
Ideal solution for when you want to add cloud-based archiving to primary mailboxes
With all of the messages and electronic files that are sent via email in support of daily business activities, one would think that companies would find it just as important to manage that electronic content. Unfortunately, one important task many organizations seem to overlook is archiving email. Not only is archiving email a business best practice, it is often required by regulations that govern your business.
As much as 75% of a company’s intellectual property is contained within email and messaging systems. This means that your email solution is more than just a vital business communications tool. It constitutes an electronic substitute of legal business documentation.
With Exchange Online Archiving for Exchange Server, you have control of your customer’s messaging data by providing additional Cloud based email storage. For R34 per user, with Exchange Online Archiving for Exchange Server you can now provide your customer’s with a solution that looks after archiving, compliance, regulatory, and e-discovery challenges, while simplifying your on-premises infrastructure.
|Exchange Online via Office 365: Messaging, calendaring, and email archiving plan accessible from Outlook on PCs, the Web and mobile devices.||$3.40||R46.64|
|Plus Archiving: Exchange Online Archiving for Exchange Server||$2.55||R34.00|
Microsoft Exchange Online Archiving for Exchange Server provides you the following advantages:
Help meet long-term retention requirements :
Cloud-based archives allow you to store large quantities of messaging data off-site in secure and controlled datacenters. Exchange Online Archiving helps your organization meet regulatory compliance or business requirements for long-term retention of e-mail.
Help meet eDiscovery and litigation hold requirements :
With cloud-based archives for your on-premises mailbox users, you can perform seamless discovery searches across both the on-premises primary mailbox and the cloud-based archive. When users are placed on litigation hold in your on-premises organization, their cloud-based archive is also placed on hold.
Lower storage costs :
Moving historical e-mail data to a cloud-based archive allows you to reduce your organization’s storage requirements. You can provision users’ primary mailboxes with appropriate mailbox quotas, which keeps mailbox sizes in control and your storage costs low.
Provide Anywhere Access :
Cloud-based archive mailboxes are similar to an on-premises archive mailbox. Using Outlook 2010, Outlook 2007 or Outlook Web App, users are able to access older messages and content in the archive transparently, without requiring any additional configuration on their computers.
What is Exchange Online Archiving?
Microsoft Exchange Online Archiving for Exchange Server is a cloud-based, enterprise-class archiving solution for your Exchange Server 2010 Service Pack 1 (SP1) or later on-premises organization.
With Exchange Online Archiving, your organization can host your users’ primary mailboxes on your on-premises servers and store their historical e-mail data in cloud-based archive mailboxes.
Moving Data to a Cloud-Based Archive
You can use retention policies to move messages to a user’s cloud-based archive. When you enable an archive, the default retention policy called Default Archive and Retention Policy is automatically applied to the user. This policy has a default policy tag (DPT) assigned that moves items to the archive mailbox after two years.
Users can also move messages to their archive by using the following methods:
- Apply archive policies to individual messages or folders. Archive policies are implemented by creating personal tags that use the Move to Archive
- Use Inbox rules to either move messages to a folder that has an archive policy assigned or have the rule apply an archive policy to the message itself.
- Move messages manually in Outlook or Outlook Web App.
For all these operations, the cloud-based archive behaviour is similar to a personal archive.
Exporting Data from a Cloud-Based Archive
Users can move messages from their cloud-based archive to their primary mailbox by using Outlook or Outlook Web App. Users can also move or export messages to a .pst file by using Outlook.
To protect your organization’s messaging data, you can disable users’ ability to move messages from their primary mailbox or cloud-based archive to a .pst file or another mailbox. To do this, use Registry entries or the group policy settings included in the Office 2010 Administrative Templates.
You can also export a cloud-based archive to a .pst file by first moving it to an on-premises Mailbox server and then creating a mailbox export request.