Time
6 hours 59 minutes
Difficulty
Intermediate
CEU/CPE
7

Video Transcription

00:00
Welcome, Juan. Welcome all
00:03
back to the M s. 3. 65 Security Administration. Course
00:08
I'm your structure. Jim Daniels
00:10
and we are now on model filed. Hallelujah, Model
00:14
M s 3. 65. Compliance
00:17
lesson one. Archiving and retention.
00:20
We're gonna kick things off with archiving and retention. Invest 3 65
00:25
in this lesson,
00:27
we have the opportunity to warn about very, very exciting stuff in I t
00:33
governess.
00:36
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?
00:46
Yeah.
00:48
Yeah.
00:49
Governance. Miles will be a four letter word because
00:52
governance and compliance those were the things that
00:56
we, as security professionals have to deal with. However,
01:00
it is usually operation of the mundane,
01:06
something to try to go over governance and appliance. Make it as somewhat interesting as it can be,
01:11
and we'll go from there. Okay,
01:15
we're gonna learn about in this lesson Data governance within industry 65.
01:19
How in place archive
01:21
differs from records management
01:23
in place records management in SharePoint
01:26
Message records management, Emori am in exchange.
01:32
So I'm doing one of those Cochet things Here is the definition flied?
01:36
Um,
01:38
Sumi,
01:40
we can't help it. It's the best way to go over Governor from my sack us
01:44
the rank from their vocabulary.
01:47
Governess
01:48
ensures that stakeholder needs conditions and options are evaluated to determine balanced
01:55
greed on
01:57
enterprise objectives to be achieved,
02:00
setting direction through prioritization and decision making
02:04
and monitoring, performance and compliance against agreed on direction and objectives.
02:10
That is a very good definition of governance.
02:15
Governance isn't one small slice. Governance is the big picture.
02:21
Compliance is a small piece of governments
02:23
monitoring and analysis of behaviors. That's a small piece of governance.
02:29
Governance is
02:30
the big picture
02:31
where monitoring,
02:35
planning,
02:36
determining your conditions, your compliance. All of that
02:39
are the sub areas within governance that comprise it.
02:45
Planning for how you can use a mystery 65 to comply with governance data requirements
02:51
is the key for long term success. Also known as
02:55
don't drag your company and to needless litigation.
03:01
Don't get fined by the government.
03:05
Don't get fined by your regulatory body.
03:08
There's a complete set of tools to manage the archiving and retention of data within M s 3 65
03:17
in place archiving versus records Management
03:22
data Governess and M s 3 65 enables you to archive content as appropriate in exchange mailboxes,
03:29
SharePoint science
03:30
and one draw for business locations within your tenant
03:35
in place. Archiving
03:37
is an exchange feature
03:39
is performed by a feature called In Place. Archiving. Yeah, Archiving and exchange equals in place. Archiving
03:46
within place. Archiving users can view and archive no box and move or copy messages between their primary mailbox
03:53
and their archive. Mailbox
03:55
archive mailboxes allow you to offload data
03:59
to help minimize the footprint of Maine mailboxes
04:03
Out of sight, out of mind. But you still keep it so you can play the c y a game.
04:09
Everybody knows you see why. Game right
04:12
cover your
04:15
very important technical term. That's the afternoon
04:17
that pretty much governance and appliances all about C. Y. A.
04:21
With archive mailboxes,
04:24
your organization can control messaging by remained in the for PST fouls. PST files are the devil
04:31
We want to illuminate PST files in modern workplace environments
04:38
in place. Records management. That's a SharePoint
04:42
feature
04:43
in place archiving exchange
04:45
in place records management SharePoint
04:47
And that was you to effectively manage records in collaborative spaces.
04:53
It allows SharePoint documents to be declared as records within your environment.
04:59
PST fouls. Everybody's gonna cheer. Yes, we want to get rid of Pius Steve House.
05:03
We started the initiative, an organization about five years ago.
05:08
It is a slow
05:11
and long road to fruition.
05:14
But
05:15
if you truly believe
05:16
you, too, can get rid of PST addiction,
05:21
eliminating PST fouls and the issues that create
05:25
what happens appear. See fouls, think it corrupted,
05:28
they just grow uncontrollably.
05:30
And you have backup issues
05:32
if you change one message and PSC foul it a days. Entire PSC foul.
05:38
If one message corrupts in the PSC foul, the whole PSC's corrupted
05:44
archive mailboxes are available via Web now.
05:46
Oh, wait.
05:47
If you have a PST Fowler's on your
05:50
network as a share, you have to have a VP and access that
05:54
Wait. It's the PST file, so you can't even access it through Web mill. You have to have out book
05:59
again. That's one of the disadvantages of PST fouls.
06:02
PST content can be imported right into your archive mailboxes.
06:08
We have had users as well toe where they haven't checked PST in two years
06:14
through whatever process it gets corrupted. It's been corrupted for two years.
06:18
Then they go and put in a ticket.
06:21
Hey, I need this restored from the latest backup. Well, we only keep back out for network shares for one year.
06:28
Oh, you're PSC.
06:30
You're S o L
06:30
pst. Fouls get corrupted.
06:34
They are naughty by nature
06:38
PST. Vowels bad
06:41
in place. Archiving
06:43
is a premium feature requires exchange and across client access. License content could be moved freely between the main and the archive mailboxes.
06:53
The archive mailboxes not cash on the call in computer.
06:57
Big point There
06:59
you all flow data from your main inbox into your archive mailbox. It's not cashed
07:04
to protect from accidental or malicious dilation
07:08
in the facilitate discovery efforts
07:11
2016 plus an exchange along usually recoverable items Feature.
07:15
This is a system voter
07:16
for hybrid exchange environments. Archive mailboxes created on premise
07:21
Remember, hybrid. So your source of authority is on prim
07:28
in place, Records management and SharePoint. A record is a document or other electronic or physical entity.
07:34
An organization that serves as evidence
07:38
of an activity or transaction.
07:40
Your SharePoint archiving is referred to as in place records management
07:46
records. Management is the process by in which a organization determines
07:50
what kinds of information should be considered. Records.
07:56
How active documents
07:58
that will become records should be handled before they become records.
08:01
How active documents to be collected,
08:05
What manner and for how long. Should these record tight be retained? What's the retention schedule?
08:11
Research is an implements technological solutions.
08:15
You want to know that Europe management
08:18
solution is latest and greatest. It's something day it meets all of your needs.
08:22
You perform record related tasks in records management.
08:28
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.
08:37
You never want to stand pat
08:39
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,
08:52
more efficient.
08:54
For most organisations, the volume and complexity of data is increasing every day.
08:58
Email documents, messages,
09:03
effectively managing and governing. This information is important
09:07
because we need to comply with industry regulations and internal policies.
09:11
We need to reduce the risk
09:15
in the event of litigation or breach
09:16
and we need to share knowledge effectively and efficiently.
09:22
All three of these needs could be met with retention policies in M s 3 65
09:28
IT Retention Palace. He can help you achieve all of those goals from the previous salon.
09:33
Managing content
09:35
commonly requires to actions
09:37
retaining the content
09:39
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.
09:48
With the retention policy, we can decide proactively whether to retain content to eat content or even both.
09:54
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.
10:05
You can apply a policy to all content
10:07
or the content when it meets certain conditions,
10:09
such as certain keywords or threshold of insensitive information
10:16
content is subject to retention policy. People can continue to edit and work on the content
10:22
just like a normal found. There's nothing special about it at that point to the end user
10:26
contents retained in place
10:28
in its original location,
10:31
someone edits or delete content, a subject to retention
10:35
a copy of the original content.
10:37
It's saved to a secure location
10:39
where it's retained, while the retention policy for that content is in effect.
10:45
So if there is a file that triggers a one year retention policy
10:48
and Joe goes in and delete that file,
10:52
that foul may appear is the leader for Job. However, FL still exist in a secure
10:58
location
11:00
because of retention policy, grabbed it and is making sure is retained
11:05
for one year. As per the policy
11:07
Emori in messaging records management.
11:13
That's the technology
11:13
it was. Exchange and exchange along helps manage the email lifecycle
11:20
The point. Amiram can help your organization several ways. Some of those ways are you can help meet
11:24
business requirements.
11:26
Depending on your messaging policies,
11:28
you may have to retain important, you know, messages for a certain period.
11:33
To me, legal and regulatory requirements
11:37
been in a what industry,
11:39
or why area
11:41
a department or organisation as a whole is involved in.
11:45
You have certain overreaching retention policies that
11:48
go for regulatory requirements in the points
11:52
increased usurper activity.
11:54
If left unmanaged, the ever increasing volume of email in your inbox is can impact your productivity.
12:01
You can use them or EMS removed messages that help reduce information. Clutter
12:07
increase in productivity.
12:09
You can improve your store's management.
12:13
Expectation is driven by free consumer and email services. Many users keep old messages for a long period or never removing at all.
12:20
Maintaining Lords mailboxes
12:22
is increasingly to standard. Practice.
12:26
User shouldn't be forced to change their work habits. Based one restrictive mailbox closes
12:33
retaining messages beyond the period
12:35
that is necessary.
12:37
Awesome increases. Stores cost.
12:39
Somebody call if you're required to keep this message for five years.
12:43
You can actually say okay after five use That message is perched.
12:48
This user can't keep it in their active in bus, even if they want to.
12:50
Fires. Be pursed
12:54
in more improvised flexibility to implement records management policy that meets your organization's requirements
13:01
with a good understanding of Moran and place archiving and place hold.
13:05
You can help meet your goals of manageable by storage and meeting regulatory retention requirements.
13:15
There are four main steps to strategize a Emori in implementation.
13:20
Oh, behind the scenes that took me like 20 takes to say strategize. Am aram Implementation
13:28
Step one. Get to create the tags.
13:31
The tags are used to apply retention sightings of messages and folders. There are three types of tags.
13:37
Default policy. DPT applies to all items that do not have a retention tag. Applying
13:43
inherited or explicit
13:46
retention policy tags were created for default. Folders like your inbox sent deleted items.
13:52
Personal attacks. This is where user applies retention settings to custom boulders and in the visual items.
14:01
Step two. You have to create the policy retention policy is a group of tags that can be applied to a mailbox.
14:07
Step three. Link the tags to the policies.
14:11
Each retention policy can have one
14:15
default policy tag for moving items soon. Archive deleting items to leaving voicemail messages.
14:22
One retention policy tag, brief supported default folder
14:26
and unlimited amounts of personal tags.
14:28
Step four.
14:30
Apply the policies to the mailbox users
14:33
in this diagram with two different groups of users. We have human resources and accounting
14:39
so the or P T and DPT applies to the policy.
14:43
Policy goes out. Accounting has their own personal tags, and HR has their own personal tags.
14:50
Was taking a look at
14:52
processing off these tax? We've strategized 19 to look at how the tanks were actually processed. Put in the work
15:01
after mailboxes process the default policy and retention policy. Tags are applied to the mailbox and default folders
15:07
and their personal ties become available and outlook and I were going on.
15:11
Retention Actions are taken.
15:13
Messages based on tag settings,
15:16
folder and messages will personal tags.
15:20
These users apply personal tags from custom folder
15:24
items in the folder can have different personal tax
15:26
person times or granular to the message. Also could be in the folder level.
15:33
Must look at this example.
15:35
The main inbox. Jim.
15:37
We have default system folders such as Inbox draft sent deleted.
15:43
We also have a
15:45
non defaults order
15:46
library.
15:46
So we see here the personal tag Sai Buri Business tag.
15:50
This is a personal attack.
15:52
I had a retention enabled the true for 1095 days, and then it moves the archive.
15:58
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.
16:10
The DPT can be applied to the mailbox.
16:12
So it's the organizational default
16:15
pretension unable true
16:17
Delinda for attention 730 days and then it moves into the archive
16:22
retention policy tag. This could be applied to system folders within the mailbox like the deleted items folder in this example.
16:32
Retention. True,
16:33
a jewel in 60 days. Retention Action Dewey and allow Recovery
16:38
Quiz
16:40
Within Messaging Records Management Emporium,
16:42
which the phone is not. Want the default types of tags
16:48
a default policy tag
16:49
be in place or hiding? Tag. See personal tags. De retention policy tags.
16:57
Which one of those is not like the others?
17:10
Survey says
17:11
Be in place. Archiving tagged at ISn't a thing
17:15
it doesn't exist.
17:18
Yes, a personal attack.
17:19
A DPT default policy time. Alright RPT
17:23
retention policy tag
17:26
To recap. Today's lesson Data Governance and M s 3 65 enables you to archive content as appropriate in exchange mailboxes,
17:34
SharePoint sites and one drop for business locations
17:37
within your organization.
17:41
In place. Archiving in Ashamed server
17:42
helps you regain control of your organization's messaging data by eliminating the need for PST fouls.
17:51
Yes,
17:52
PSC 1000. Going away.
17:55
As you can tell, I have a personal vendetta against PST vowels.
18:00
Maybe I had a childhood trauma or something. I'm not related. The PST files. Who knows?
18:04
Maybe I'll talk to my counselor to this time, and the call was other
18:08
in SharePoint archiving is referred to as in place records management
18:15
messaging records. Manners with Memoriam
18:17
is the records management technology in Exchange Server One trend In exchange online,
18:23
the helps organizations manage email life cycle and reduce the legal risk associated with email.
18:32
Thank you for joining me on this lesson.
18:34
I hope to see you for the next one. Take care.

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Instructed By

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Jim Daniels
IT Architect
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