Environment

Netmail Archive 5.2+

Synopsis

Overview of how Netmail Archive handles 100% email message retention in Exchange 2013 and O365 without journaling.

Solution

With Netmail, organizations can now guarantee 100% message retention in Exchange 2013 and Exchange Online (O365) without relying on message journaling. This feature works in conjunction with Single Item Recovery in Exchange to prevent any items from being removed from the database before they are archived. By applying both an adequate retention period and storage quota to the Recoverable Items folder in Exchange and running regularly scheduled archiving jobs in Netmail Archive, your organization can ensure that even those items which may have been deleted by users are still archived.

Deletions

Deletion Terminology

The following definitions may be useful for understanding the content within this article:

Journaling

Journaling lets you record a copy of, or journal, all email communications in your organization and send them to a dedicated mailbox on an Exchange Server. Journaling is simply a means of recording your users' messages. Netmail Archive can archive from a journal account(s), if desired, to maintain 100% message retention, but journaling has the following shortfalls:

Recoverable Items Folder (RIF)

To protect from accidental or malicious deletion and to facilitate discovery efforts commonly undertaken before or during litigation or investigations, Microsoft Exchange Server 2010 introduced the Recoverable Items folder. The Recoverable Items folder replaces the feature known as the
dumpster in Exchange Server 2007. The Recoverable Items folder is used by the following Exchange features:

About the Recoverable Items Folder

The RIF contains the following subfolders:

RIF Workflow

The following diagram explains how deleted messages are handled. For the purposes of maintaining 100% retention in Exchange 2013/O365 through Single Item Recovery, the 'DiscoveryHolds', 'Audits' and 'Calendar Logging' subfolders of the RIF are not important.

Enabling Single Item Recovery

You can configure Single Item Recovery for a mailbox with the "Set-Mailbox" PowerShell Cmdlet. This example enables single item recovery and sets the number of days that deleted items are retained.

Set-Mailbox -Identity "MBX01" -SingleItemRecoveryEnabled $True -RetainDeletedItemsFor 30

To set the for all users you can use:

Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox')} | Set-Mailbox -SingleItemRecoveryEnabled $True -RetainDeletedItemsFor 30

Note: The retention period can be set to any length of time. However, if you want to retain deleted items for longer than 30 days in O365, the mailbox must have an Exchange Online (Plan 2) user license.

Netmail Archive Integration

Key Points



Accessing Archived RIF Data

In Netmail Search, the 'Recoverable Items' folder is found under the root folder, and it contains the '\Deletions', '\Versions' and '\Purges' subfolders. The RIF will only be visible to super users.

Notes


References:

Recoverable Items Folder: http://technet.microsoft.com/en-us/library/ee364755

Enable Single Item Recovery for a Mailbox: http://technet.microsoft.com/en-us/library/ee633460(v=exchg.150).aspx

Change how long permanently deleted items are kept for an Exchange Online mailbox: https://technet.microsoft.com/en-us/library/dn163584(v=exchg.150).aspx