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Microsoft has to convince customers that having integrated archiving and search incorporated into an email server is a better solution than dedicated archiving and search applications that have been in use and developed over many years. It can be argued that cost is one key Microsoft advantage because archiving is available at the price of an enterprise Client Access License (CAL) that might be already acquired. The cost of an enterprise CAL for each user will often be lower than the cost of dedicated archiving software plus any additional hardware that is required to run the archiving software. This argument works if the functionality available in Exchange 2010 meets your requirements but fails if it doesn t. Microsoft makes the point that they work closely with third-party software developers to ensure that the widest possible choice is available to customers, and it will be interesting to see how vendors such as Symantec and Mimosa cooperate and compete with Microsoft in this area over the next few years.
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A personal archive is an extension of a user s primary mailbox that provides an online archive facility. It is also referred to as an archive mailbox. The name might cause some confusion with the personal archives that users create with PST files for Outlook. The big difference is that the Exchange archive is integrated into the Information Store, and the data held in the archive are therefore accessible using all the features available to mailboxes, including discovery searches. By comparison, PST archives are confined to a PC, and the data that they contain are inaccessible to server-based processing. Indeed, Outlook s AutoArchive feature can be argued to conflict with the archiving functionality now available
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in Exchange because it focuses on moving items from server-based folders into PSTs, whereas a central point of Exchange-based archiving is the elimination, whenever possible, of PSTs. For that reason, you might want to consider using group policy settings to disable the use of AutoArchive. Exchange 2010 originally restricted the location of the personal archive to the same database that hosts the primary mailbox. From Exchange 2010 SP1 onward you can elect to have the archive in a separate database that can be on a completely different server, provided that the database is located on a server in the same Active Directory site as the primary mailbox. The archive can be in a database managed by a different Database Availability Group (DAG) if the Active Directory site supports multiple DAGs.
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The archive can also be on a mailbox server that is not part of a DAG, although in this case you should be concerned about data protection because only one copy exists of the database that holds the personal archive .
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Finally, if you use the Microsoft Exchange Online service (part of the Office 365 suite), the personal archive can be stored in the cloud, an option that might prove increasingly attractive as companies gain more experience and confidence with cloud-based services (this feature will be made available after Microsoft upgrades its Exchange Online service to use Exchange 2010 , expected in early 2011). It is attractive to be able to hive off personal archives to a cloud-based service because this allows you to remain focused on the care and maintenance of production mailboxes while the hosting provider takes care of the archives. Whatever option is chosen, a mailbox can have just one personal archive, and each personal archive requires that the mailbox has an enterprise CAL. Microsoft views personal archives as the natural replacement for PSTs, which were never designed to function as user archives. The growth of messages and the reluctance of administrators to increase mailbox quotas coupled with the inability of Exchange and its clients to deal elegantly with very large mailboxes (5 GB and upward) meant that most organizations were forced to use PSTs to offload data from the online store. Users do like to behave like human pack rats and keep messages, even if they never look at them again (some estimate that a message filed into a PST has a 99 percent chance of never being looked at again after six months). Other problems with PST management typically cited in corporate messaging deployments include the following.
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Reduced security PSTs are personal stores, but users keep just about anything in them, including sensitive and usually unencrypted corporate information ranging from budgets to presentations about new products to performance reviews. If
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