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archiving email for legal reasons
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archiving email for legal reasons - 12.Feb.2008 2:26:05 PM
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zooeyhall
Posts: 4
Joined: 14.Mar.2003
From: Nebraska
Status: offline
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I am running Exchange 2003 for about 40 users. My CEO has asked me to come up with a way to archive everyone's emails for at least a year. This is for any corporate legal issues that may arise.
I was wondering if anyone could point me to some strategies that can accomplish this. Currently, I back up my server every day and keep a 2 week daily tape rotation. I had thought about using one tape to make a full backup of the Information store every 30 days, and adding monthly Information store backups to that tape. Since our store is about 10 gb, and we have 200 gb tapes, I could easily keep a year's worth of backups on one tapes.
However, suppose we want to see an email that Joe sent Tuesday the 8th last July. The only way I can see to do this currently is to setup a standalone server with Exchange, install the tape backup of Exchange from that time period, and connect to it with an Outlook client under Joe's name.
There must be a better way to do this. Can someone tell me what strategies other companies use to keep a copy of employee emails for legal purposes? Thanks in advance for any advice!
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RE: archiving email for legal reasons - 13.Feb.2008 8:25:48 AM
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rpm
Posts: 146
Joined: 18.Sep.2001
From: UK
Status: offline
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Exchange journalling and third party software is the way to go here. Google for email archiving products and take your pick. There is something for most budgets out there.
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RE: archiving email for legal reasons - 13.Feb.2008 2:58:37 PM
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Sembee
Posts: 3960
Joined: 17.Jan.2008
From: Somewhere near London, UK
Status: offline
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From an ongoing basis, something like GFI Mail Archiver works very well. I have deployed it a number of times. Do make sure that you put it on its own server that has been well specified. It is basically an SQL server so you need to follow the best practises for an SQL database server.
However the problem is email from prior to the implementation data. You can import existing email in to the product, but that may not give you a complete history as the user may have deleted the email messages. You will probably have to retain the tapes and restore as required if the message doesn't exist in the store.
As always with legal/regulatory requirements, get it signed off by a lawyer and ensure that you comply with local regulations regarding data retention and informing the employees that email may be retained.
Simon.
_____________________________
Simon Butler,
Exchange MVP
Blog: http://www.sembee.co.uk/
Web: http://www.amset.info/
In the UK? Hire me: http://www.amset.co.uk/
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