Information Management Challenges: Retention Policies & Exchange 2010

To address your organization’s information management challenges, Microsoft has revamped the way in which you can reduce their legal risks associated with email communications. The Exchange 2010 Messaging Records Management (MRM) feature uses retention policies and tags to achieve this goal. MRM makes it easier to keep content needed to comply with policies and regulations, as well as remove the items that have no legal or business value.

Compared to older versions of Exchange, one of the major benefits with the way in which Exchange 2010 handles records management is its automation. The Managed Folder Assistant applies the retention policies to the mailboxes. If items in a mailbox are determined to be subject to retention, the Managed Folder Assistant flags these items with the appropriate retention tags and takes the specified action. Even more compelling, the Managed Folder Assistant, which runs on the Exchange server, is throttle-based in SP1. This means that the Managed Folder Assistant is always running and the system resources it consumes are throttled as well. Although the Managed Folder Assistant processing can be scheduled, you also have the option to initiate it manually to process a specified mailbox.

In comparison to Exchange’s legacy counterparts, applying retention policies and tags to mailboxes is much easier in Exchange 2010. However, with the introduction of the online archives, this can be a little more cumbersome than you may anticipate. The MRM does not let you have more than one policy for the same default folder type. For example, the primary mailbox’s Inbox will have the same retention policy applied to it as the online archive’s Inbox. For organizations that need more flexibility with their retention policies, Sherpa Software’s Mail Attender for Exchange is a good solution.

Mail Attender for Exchange is a highly scalable content management tool that automates the scheduling of common policies against Exchange mailboxes, local and network PST files and public folders. Not only can it enforce retention policies, but it can also address compliance requirements, monitor growth within your email stores, help with PST migration and much more. Additionally, Mail Attender for Exchange treats the primary mailbox and the online archives as separate information stores; this means you can specify different retention policies for each of these stores! If you are thinking of migrating to Exchange 2010 to comply with policies and regulations, you may want to consider Mail Attender for Exchange to meet your organizational needs as well.

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