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A retention strategy is an organization s policy on the limits for the number of days backups are kept before they are overridden or disposed of This used to be an administratively defined period of time dictated by a backup rotation cycle Today, more often than not, it is largely defined by legal counsel and governmental regulations In the context of Exchange backups, a retention strategy must also include the Exchange storage settings for Deleted Item Retention and Deleted Mailbox Retention Not included in the backup strategy, but part of the overall organizational retention strategies, are the settings for managed folders Managed folders are outside the scope of this discussion, but you can find more detail on them in 15
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Deleted Item Retention is a mailbox database setting that maintains deleted items in a dumpster for an administratively defined period of time Microsoft has doubled the default retention period from 7 days (Exchange 2000/2003) to 14 days in Exchange 2007 Items stored in the dumpster do not count against the users mailbox storage limits However, additional space considerations must be made in order to compensate for the amount of deleted items you will be storing Although the numbers will vary in each environment, at 14 days you should plan for Deleted Item Retention to be approximately 20% of the total users mailbox sizes on each mailbox database Deleted Item Retention is also enabled by default on Public Folder databases You will disable Deleted Item Retention if you set the retention length to 0 days The Deleted Item Retention period begins only after an item is deleted from its original location and then deleted from the Deleted Items folder The exception is public folders, where the retention period will begin as soon as the item is deleted You can configure Deleted Item Retention at two levels An Exchange organization administrator can configure the Mailbox databases with default Deleted Item Retention Exchange recipient administrators can set exceptions for individual users mailboxes The details of these procedures are covered in 6 and 10
Deleted Mailbox Retention
Deleted Mailbox Retention is similar to Deleted Item Retention in that Exchange will keep deleted data in the Mailbox database for a set period of time It is different in that it is the collection of all data in the deleted users mailboxes The Deleted Item Retention settings do not apply to the data in a deleted mailbox It is difficult to determine the amount of space required for Deleted Mailbox Retention It has a great deal to do with the turnover rate and the deletion policies of an organization The default setting is to maintain deleted mailboxes for 30 days The retention period does not begin until after the user object is deleted or the mailbox is removed from the user object in Active Directory Deleted Mailbox Retention settings can only be configured on the Mailbox databases by an Exchange organization administrator The details of this procedure are covered in 6
Media Retention
The two most common choices for backup media are magnetic tape and hard drives Just like magnetic tape technology, the hard drive backup solutions vary Hard drive failure can be mitigated by Redundant Array of Independent Disk (RAID) configurations The three options for backing up to disk are direct attached storage (DAS), network attached storage (NAS),
18:
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and storage area network (SAN) If hot-swappable drives are used for your storage array, you only need to replace the media when a drive fails and you will not have to worry about outages Regardless of the magnetic tape technology you are using to back up Exchange, you can use the following formula to determine the amount of media required on an annual basis Because tape costs are a large expense for any size organization, you might want to run the numbers against the following formula for each technology you are considering (or are already using) and compare that with the cost of disk-to-disk backups Number of backup drives Number of tapes in backup set Number of sets in rotation Number of rotations annually = Number of tables required Tape rotations are necessary to help prevent media failures from getting in the way of restoring data
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