Archiving and Retention Part 1
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Welcome, Juan. Welcome all
back to the M s. 3. 65 Security Administration. Course
I'm your structure. Jim Daniels
and we are now on model filed. Hallelujah, Model
M s 3. 65. Compliance
lesson one. Archiving and retention.
We're gonna kick things off with archiving and retention. Invest 3 65
in this lesson,
we have the opportunity to warn about very, very exciting stuff in I t
When you say the word governess every I t professional just perks up is the best thing the most exciting and fulfil. One thing that we can do is I t professionals, right?
Governance. Miles will be a four letter word because
governance and compliance those were the things that
we, as security professionals have to deal with. However,
it is usually operation of the mundane,
something to try to go over governance and appliance. Make it as somewhat interesting as it can be,
and we'll go from there. Okay,
we're gonna learn about in this lesson Data governance within industry 65.
How in place archive
differs from records management
in place records management in SharePoint
Message records management, Emori am in exchange.
So I'm doing one of those Cochet things Here is the definition flied?
we can't help it. It's the best way to go over Governor from my sack us
the rank from their vocabulary.
ensures that stakeholder needs conditions and options are evaluated to determine balanced
enterprise objectives to be achieved,
setting direction through prioritization and decision making
and monitoring, performance and compliance against agreed on direction and objectives.
That is a very good definition of governance.
Governance isn't one small slice. Governance is the big picture.
Compliance is a small piece of governments
monitoring and analysis of behaviors. That's a small piece of governance.
the big picture
determining your conditions, your compliance. All of that
are the sub areas within governance that comprise it.
Planning for how you can use a mystery 65 to comply with governance data requirements
is the key for long term success. Also known as
don't drag your company and to needless litigation.
Don't get fined by the government.
Don't get fined by your regulatory body.
There's a complete set of tools to manage the archiving and retention of data within M s 3 65
in place archiving versus records Management
data Governess and M s 3 65 enables you to archive content as appropriate in exchange mailboxes,
and one draw for business locations within your tenant
in place. Archiving
is an exchange feature
is performed by a feature called In Place. Archiving. Yeah, Archiving and exchange equals in place. Archiving
within place. Archiving users can view and archive no box and move or copy messages between their primary mailbox
and their archive. Mailbox
archive mailboxes allow you to offload data
to help minimize the footprint of Maine mailboxes
Out of sight, out of mind. But you still keep it so you can play the c y a game.
Everybody knows you see why. Game right
very important technical term. That's the afternoon
that pretty much governance and appliances all about C. Y. A.
With archive mailboxes,
your organization can control messaging by remained in the for PST fouls. PST files are the devil
We want to illuminate PST files in modern workplace environments
in place. Records management. That's a SharePoint
in place archiving exchange
in place records management SharePoint
And that was you to effectively manage records in collaborative spaces.
It allows SharePoint documents to be declared as records within your environment.
PST fouls. Everybody's gonna cheer. Yes, we want to get rid of Pius Steve House.
We started the initiative, an organization about five years ago.
It is a slow
and long road to fruition.
if you truly believe
you, too, can get rid of PST addiction,
eliminating PST fouls and the issues that create
what happens appear. See fouls, think it corrupted,
they just grow uncontrollably.
And you have backup issues
if you change one message and PSC foul it a days. Entire PSC foul.
If one message corrupts in the PSC foul, the whole PSC's corrupted
archive mailboxes are available via Web now.
If you have a PST Fowler's on your
network as a share, you have to have a VP and access that
Wait. It's the PST file, so you can't even access it through Web mill. You have to have out book
again. That's one of the disadvantages of PST fouls.
PST content can be imported right into your archive mailboxes.
We have had users as well toe where they haven't checked PST in two years
through whatever process it gets corrupted. It's been corrupted for two years.
Then they go and put in a ticket.
Hey, I need this restored from the latest backup. Well, we only keep back out for network shares for one year.
Oh, you're PSC.
You're S o L
pst. Fouls get corrupted.
They are naughty by nature
PST. Vowels bad
in place. Archiving
is a premium feature requires exchange and across client access. License content could be moved freely between the main and the archive mailboxes.
The archive mailboxes not cash on the call in computer.
Big point There
you all flow data from your main inbox into your archive mailbox. It's not cashed
to protect from accidental or malicious dilation
in the facilitate discovery efforts
2016 plus an exchange along usually recoverable items Feature.
This is a system voter
for hybrid exchange environments. Archive mailboxes created on premise
Remember, hybrid. So your source of authority is on prim
in place, Records management and SharePoint. A record is a document or other electronic or physical entity.
An organization that serves as evidence
of an activity or transaction.
Your SharePoint archiving is referred to as in place records management
records. Management is the process by in which a organization determines
what kinds of information should be considered. Records.
How active documents
that will become records should be handled before they become records.
How active documents to be collected,
What manner and for how long. Should these record tight be retained? What's the retention schedule?
Research is an implements technological solutions.
You want to know that Europe management
solution is latest and greatest. It's something day it meets all of your needs.
You perform record related tasks in records management.
The first four more of the planning stage records management. The last two is a one going cycle. You constantly want to research and implement new solutions.
You never want to stand pat
there. You may go five years without changing anything. However, it's your duty to know what technology is out there. Know the trends. Know how technology might can make your records management easier,
For most organisations, the volume and complexity of data is increasing every day.
Email documents, messages,
effectively managing and governing. This information is important
because we need to comply with industry regulations and internal policies.
We need to reduce the risk
in the event of litigation or breach
and we need to share knowledge effectively and efficiently.
All three of these needs could be met with retention policies in M s 3 65
IT Retention Palace. He can help you achieve all of those goals from the previous salon.
commonly requires to actions
retaining the content
so it can't be permanently deleted before the end of its pretty defined retention period and deleting content permanently at the end of the period.
With the retention policy, we can decide proactively whether to retain content to eat content or even both.
We can apply a single policy to the entire organization or we can get granular and applied policy to specific locations or specific users and groups of users.
You can apply a policy to all content
or the content when it meets certain conditions,
such as certain keywords or threshold of insensitive information
content is subject to retention policy. People can continue to edit and work on the content
just like a normal found. There's nothing special about it at that point to the end user
contents retained in place
in its original location,
someone edits or delete content, a subject to retention
a copy of the original content.
It's saved to a secure location
where it's retained, while the retention policy for that content is in effect.
So if there is a file that triggers a one year retention policy
and Joe goes in and delete that file,
that foul may appear is the leader for Job. However, FL still exist in a secure
because of retention policy, grabbed it and is making sure is retained
for one year. As per the policy
Emori in messaging records management.
That's the technology
it was. Exchange and exchange along helps manage the email lifecycle
The point. Amiram can help your organization several ways. Some of those ways are you can help meet
Depending on your messaging policies,
you may have to retain important, you know, messages for a certain period.
To me, legal and regulatory requirements
been in a what industry,
or why area
a department or organisation as a whole is involved in.
You have certain overreaching retention policies that
go for regulatory requirements in the points
increased usurper activity.
If left unmanaged, the ever increasing volume of email in your inbox is can impact your productivity.
You can use them or EMS removed messages that help reduce information. Clutter
increase in productivity.
You can improve your store's management.
Expectation is driven by free consumer and email services. Many users keep old messages for a long period or never removing at all.
Maintaining Lords mailboxes
is increasingly to standard. Practice.
User shouldn't be forced to change their work habits. Based one restrictive mailbox closes
retaining messages beyond the period
that is necessary.
Awesome increases. Stores cost.
Somebody call if you're required to keep this message for five years.
You can actually say okay after five use That message is perched.
This user can't keep it in their active in bus, even if they want to.
Fires. Be pursed
in more improvised flexibility to implement records management policy that meets your organization's requirements
with a good understanding of Moran and place archiving and place hold.
You can help meet your goals of manageable by storage and meeting regulatory retention requirements.
There are four main steps to strategize a Emori in implementation.
Oh, behind the scenes that took me like 20 takes to say strategize. Am aram Implementation
Step one. Get to create the tags.
The tags are used to apply retention sightings of messages and folders. There are three types of tags.
Default policy. DPT applies to all items that do not have a retention tag. Applying
inherited or explicit
retention policy tags were created for default. Folders like your inbox sent deleted items.
Personal attacks. This is where user applies retention settings to custom boulders and in the visual items.
Step two. You have to create the policy retention policy is a group of tags that can be applied to a mailbox.
Step three. Link the tags to the policies.
Each retention policy can have one
default policy tag for moving items soon. Archive deleting items to leaving voicemail messages.
One retention policy tag, brief supported default folder
and unlimited amounts of personal tags.
Apply the policies to the mailbox users
in this diagram with two different groups of users. We have human resources and accounting
so the or P T and DPT applies to the policy.
Policy goes out. Accounting has their own personal tags, and HR has their own personal tags.
Was taking a look at
processing off these tax? We've strategized 19 to look at how the tanks were actually processed. Put in the work
after mailboxes process the default policy and retention policy. Tags are applied to the mailbox and default folders
and their personal ties become available and outlook and I were going on.
Retention Actions are taken.
Messages based on tag settings,
folder and messages will personal tags.
These users apply personal tags from custom folder
items in the folder can have different personal tax
person times or granular to the message. Also could be in the folder level.
Must look at this example.
The main inbox. Jim.
We have default system folders such as Inbox draft sent deleted.
We also have a
non defaults order
So we see here the personal tag Sai Buri Business tag.
This is a personal attack.
I had a retention enabled the true for 1095 days, and then it moves the archive.
I can apply that on the Sai Buri folder because it is a non default folder. Personal tags can be applied to non default user created folders.
The DPT can be applied to the mailbox.
So it's the organizational default
pretension unable true
Delinda for attention 730 days and then it moves into the archive
retention policy tag. This could be applied to system folders within the mailbox like the deleted items folder in this example.
a jewel in 60 days. Retention Action Dewey and allow Recovery
Within Messaging Records Management Emporium,
which the phone is not. Want the default types of tags
a default policy tag
be in place or hiding? Tag. See personal tags. De retention policy tags.
Which one of those is not like the others?
Be in place. Archiving tagged at ISn't a thing
it doesn't exist.
Yes, a personal attack.
A DPT default policy time. Alright RPT
retention policy tag
To recap. Today's lesson Data Governance and M s 3 65 enables you to archive content as appropriate in exchange mailboxes,
SharePoint sites and one drop for business locations
within your organization.
In place. Archiving in Ashamed server
helps you regain control of your organization's messaging data by eliminating the need for PST fouls.
PSC 1000. Going away.
As you can tell, I have a personal vendetta against PST vowels.
Maybe I had a childhood trauma or something. I'm not related. The PST files. Who knows?
Maybe I'll talk to my counselor to this time, and the call was other
in SharePoint archiving is referred to as in place records management
messaging records. Manners with Memoriam
is the records management technology in Exchange Server One trend In exchange online,
the helps organizations manage email life cycle and reduce the legal risk associated with email.
Thank you for joining me on this lesson.
I hope to see you for the next one. Take care.
Archiving and Retention Part 2: Modern Retention
Archiving and Retention Part 3: Archiving and Retention in Exchange
Archiving and Retention Part 4: SharePoint Records Management
Governance in MS-365 Part 1: Compliance?
Governance in MS-365 Part 2: Ethical Walls