Email ArchivingEmail ArchivingA Quick Introduction for End Users

Information Systems – 2008 Aprilrev 2 (2008 June)

Contents Email Archiving

Why?

Enable high-performance, high-availability messaging(by streamlining the core mail system)

Improve Email search capabilities(by using advanced search technology)

Better protect historical messages(by moving to reliable technology; eliminating risky PST files)

Lower the cost of maintaining archival email(by incorporating tiered storage)

Simplify user mail management(through automated archiving)

Standardize Email Retention and Archiving(through automated policy enforcement)

Why?

BEFORE AFTER

Messaging System

New – Active Mail

Old – Inactive Mail

All MessagesActive

Messages(in core mail)

PassiveMessages

(in archive mail)

Concepts

User archive functions are within Outlook

Archiving MOVES messages; part of complete system

Archiving happens, no intervention(directed by policy)

Archiving

Applies to common Message types (mail in, mail out)

Does not apply to Notes, Calendars, Contacts, Trash, Occurs nightlyMail older than 21 days is archived with a short version left behind (stubbed)Mail older than 42 days is completely removed from OutlookTasks older than 1 year are archivedArchived mail is kept indefinitelyYou can delete your own mail (and should!)

Archive Policy - Processing

Best Practice

www.slideshare.net – search for Inbox Zero

Email(your friend, not your master)

ConceptsLingo

What’s a … It’s a …

Stub Message which has been archived with a portion left back for reference. It eventually disappears.

Zantaz EAS That’s the name of the archiving software company and product (Enterprise Archive Solution) . You’ll see it on form banners, help screens, etc.

Archive Hey, we covered that in concepts – go back.

Archive Policy Our rules and guidelines which dictate what is archived. Established by me (the self-appointed King of Bits)

Using ArchivesWhat Changes in Outlook?

1. Additional Toolbar2. Stubbed Messages

3. Much Less Mail

4. Integrated Archive tools (i.e. archive browser)

Using ArchivesWhere’s my Mail! (how to retrieve mail from archives)

1. Don’t Panic – it’s in there

2. Open the EAS Web Brower to browse, search, etcor

3. Open up the Archive Searchor

4. Open with Web Browser URL

5. Search, Browse, read, whatever

http://scsap27p/ewaforms/main.aspx

http://scsap27p/ewawindows

Using Archives

This Outlook (archive toolbar) button, invokes the Archive Browser (EAS Web Access)

Archive Browser

Using Archives

What Can You DoWhat Can You Do What Can’t You DoWhat Can’t You Do

Complex SearchBrowse; by folderRetrieve – Quick PreviewSearch / FilterLimited sortingRestore to MailDeleteOnce retrieved, same as mail (forward, …)

EditRe-organize into foldersExtended sorting, grouping

Archive Browser Abilities

Using Archives

This Outlook (archive toolbar) button, invokes Archive Search

Archive Search

Using Archives

What Can You DoWhat Can You Do What Can’t You DoWhat Can’t You Do

• Complex search• Browse• Sort (limited columns)• Retrieve• Once retrieved, same

as mail (forward, …)

See Folders; Re-organize into foldersDeleteExtended sorting, grouping

Archive Search Abilities

Using Archives

Things to Watch Out ForThings to Watch Out For

• Search Mail, Search Archives – Not integrated• Folder “handling” limited• Check the Age Filter (e.g. “Last Year”)• End of Message on Stubs• Deleted is Deleted• Do not restore into Email unless you need to• Empty the Trash (deleted items)! and other Junk

folders

Gotchas

Using ArchivesInstruction - Help

What Where / How

City maintained Instruction / Help documentation; policy, FAQs,

http://wiki/twiki/bin/view/TechNet/EmailArchive

Or, in browser, type “Wiki”, followed by “TechNet” link, see “Archive” in menu

Archiving software help (from vendor); how to search, navigate through records, etc. Note that all features not implemented as described.

This icon in archivetool bar

EAS for Exchange Outlook 2003 User Guide; how to. Note that all features not implemented as described.

See link from TechNet

That’s all – Thanks!