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The ability to audit administrator actions The provision of archive mailboxes The ability to create and apply retention policies to items and folders The ability to recover items even if a user has deleted them from the dumpster The ability to place mailboxes on retention hold or litigation hold
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There is a big difference between retention hold and litigation hold (also referred to as legal hold) that we need to be clear about when we discuss compliance. Retention hold means that any retention policies that are in force on a mailbox are suspended, normally when the mailbox owner is unable to process messages for a period. Litigation hold is a totally different feature that is designed to capture all edit and delete operations for a mailbox inside the dumpster so that a user cannot affect or eliminate data that might be required by a discovery action. If you put a mailbox on litigation hold, you nullify the effect
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15 Compliance
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of retention hold because the effect of any retention policies is suspended. Wise administrators take advice and guidance from the company s legal department before they place a mailbox on retention or litigation hold to ensure that the action complies with any legal requirements that are in force and does not compromise any document retention policies that are in effect. There s no point in enabling a feature that collects unneeded or unwanted data. The features just listed are not exhaustive, as other Exchange features can be associated with compliance. For example, transport rules allow a disclaimer to be appended to every outgoing message that can limit liability by complying with rules that say that messages from a company must contain specific contact or other information about the company. The point is that compliance is an area that continues to evolve. There is no doubt that Microsoft will update the Exchange feature set over time to satisfy the broadest possible set of requirements. However, it is unreasonable to expect any software to deliver a complete answer. For example, although you can place mailboxes on litigation hold or establish an extended deleted item retention period to ensure that important information is not deleted, you also need to figure out the administrative procedures to handle situations such as mailbox retention following the death of an employee. Handling situations like this is reasonably straightforward (disable the account, hide the user s mailbox from the Global Address List [GAL], and keep it and any archives including PSTs that you recover from the user s PC until any legal hold period is passed) as long as you think everything through. With that cheerful thought in mind, let s review the new compliance features in Exchange 2010 and explore the updated functionality available for older compliance features such as transport rules and journaling.
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Legal discovery actions have been around for centuries. Over the last two decades, we have seen the focus of discovery or searches for information pertinent to a legal case begin to shift from paper evidence to electronic evidence. This shift reflects the different manner in which organizations store data today. We still have filing cabinets stuffed full of paper, but much of the correspondence that companies conducted by letter, fax, and telex is now sent by email, so the focus for discovery has to accommodate both paper and electronic media. Discovery actions for email systems first began in the mid-1980s. At that time messages were recovered from backup tapes and printed for lawyers to review. The process was dreadfully expensive and time consuming. The only mitigating factor was that it was much easier to determine who might have sent an incriminating message because relatively few people in a company had email and the overall volume of email was low. Messages were text only and tended to be short. It was therefore possible to satisfy a judge s
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