Microsoft Exchange Online is the Office 365 element that provides email services in Microsoft’s cloud. Today it’s hard to argue against the logic starting at £2.50 per user per month it provides inbuilt resilience, no onsite hardware or software investment, hardly any technical overhead and oodles of storage.
There are however other important considerations that are needed to ensure the levels of compliance necessary to meet the needs of UK firms.
To meet this challenge Microsoft also offers a cloud-based, enterprise-class archiving solution that solves archiving, compliance, regulatory, and eDiscovery challenges. Hosted on Microsoft globally redundant servers, with IT-level phone support 24 hours a day, seven days a week, Exchange Online Archiving is available as an add-on service for mailboxes that are hosted online. Microsoft already comply with EU data sovereignty but those requiring a UK based datacentre can expect one this year.
Exchange Online Archiving offers retention policies to help reduce the liabilities associated with email and other communications. With these policies, administrators can apply retention settings to specific folders in users’ inboxes. Administrators can also give users a menu of retention policies and let them apply the policies to specific items, conversations, or folders using Outlook 2010 or later and Outlook Web App. It offers two types of policies: archive and delete. Both types can be applied to the same item or folder. Users can apply retention policies to folders, conversations, or individual messages and can also view the applied retention policies and expected deletion dates on messages.
In-Place Hold and Litigation Hold When a reasonable expectation of litigation exists, firms are required to preserve electronically stored information (ESI), including email that’s relevant to the case. This expectation can occur before the specifics of the case are known, and preservation is often broad. Firms may preserve all email related to a specific topic, or all email for certain individuals.
In Exchange Online, you can use In-Place Hold or Litigation Hold to accomplish a wide range of goals including In-Place eDiscovery to search mailbox items or search and hold items matching specified criteria.
In-Place eDiscovery – supports searching for the contents of mailboxes in an organization. Managers can search a variety of mailbox items – including email messages, attachments, calendar appointments, tasks, and contacts searching simultaneously across primary mailboxes and archives.
Security features in Exchange Online Archiving Microsoft Exchange Online Archiving includes tight encryption between on-premises servers, also client and Exchange Online Archiving.
Information Rights Management Users can read and create IRM-protected messages natively in Outlook Web App, just as they can in Outlook. IRM-protected messages in Outlook Web App can be accessed through Internet Explorer, Firefox, Safari, and Chrome (with no plug-in required).
Auditing – Exchange Online Archiving provides two types of built-in auditing capabilities: Audit logging allows customers to track changes made by their administrators including changes to RBAC roles or Exchange policies and settings. Mailbox audit logging allows customers to track access to mailboxes by users other than the mailbox owner.
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How Alchemy Systems can help
At Alchemy Systems we have the expertise and experience to help you design and implement Exchange Online Archiving , compliance, regulatory and eDiscovery policies and processes. As an accredited cloud partner Alchemy can also supply and implement all of Microsoft’s Office 365 products