Transcript Exchange 2010: Compliance and Protection

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Volume Storage Management
• As data volume grows, Outlook performance can be impacted
• Mailbox quotas control volume but also encourage PST files
• PST files add to further performance/management issues
Retention
• Compliance adds to volume challenges
• Regulations mandate specific retention periods for relevant e-mail
(SOX = 5 years, SEC rules = 6 years, HIPAA = 5-6 years)
Discovery
• Strict timelines on discovery of e-mail
• Cover all e-mail from all sources, including PSTs
• Retrieval costs can be HUGE (backup tapes, PSTs)
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SharePoint
Outlook PSTs
Exchange
Server
Backups
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Webmail
Third Party Archive
Poor User Experience
• Unfamiliar environment
• Inability to search and/or access archived content
• Clunky experience with Outlook/Outlook Web Access add-on
Complex Administrative Experience
• Outlook add-on install/performance issues
• Separate search/management of primary and archive mailboxes
• Concerns over reliability of hosted archive vendors
High Costs
• Separate archive infrastructure investment
• Additional archive management costs
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Exchange Server 2010 introduces integrated e-mail archiving
capabilities offering customers out-of-the-box tools to preserve and
discover e-mail data, without changing the user or IT Pro experience
Discover
Preserve
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Personal
Archive
Move and
Delete Policy
• Archive in
Outlook/OWA
• Integrated with
mailbox
• Move and Delete
Policies in
OLK/OWA
• Folder/Item Level
Policy
Hold Policy
• Edited/Deleted
items preserved
• Single Item
Restore
Multi-Mailbox
Search
• Simplified search
console
• Role-Based
Access Control
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Personal Archive
Folder hierarchy from primary
mailbox maintained
Replies to archived messages
saved in live e-mail sent items
folder (same as PSTs)
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User can view, read, navigate,
flag and reply to archived email same as live e-mail
User gets conversation view scoped
to archive (same as PSTs)
Option to search archive only or
both live and archived e-mail
Advanced search options work
across live and archived e-mail
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Policy automatically
deletes e-mail after x days
Policies applied to all
e-mail within a folder
Policies automatically move
e-mail to archive after x days
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Expiration date label
Set-Mailbox <identity> -SingleItemRecoveryEnabled $true -RetainDeletedItemsFor <Days>
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Risks to Reputation, Productivity, and Operational Expense
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Accidents Happen
“80% of all data leaks occur
because of accidents — that is
users, being unaware of data
policies, as opposed to having
malicious intent.”
- Forrester, 2008
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MailTips
SOFT
CONTROLS
Less restrictive
Dynamic
Signatures/
Disclaimers
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Moderation
More restrictive
IRM Protection
Block/
Redirect
HARD
CONTROLS
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• Information about the message and
recipients shown before send
• For end users:
• Reduce delivery surprises
• Emails are addressed correctly the first time
• Help prevent embarrassing email mistakes
• For the organization:
• Reduce help desk calls
• Reduce NDRs
• Reduce unnecessary pipeline traffic
MailTip
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Displays:
Action
Cmdlet (shown with default)
Turn Mailtips On
Set-OrganizationConfig –MailTipsAllEnabled $true
Turn Mailbox-based
MailTips On
Set-OrganizationConfig –MailTipsMailboxSourcedTipsEnabled $true
Display Group
Information
Set-OrganizationConfig –MailTipsGroupMetricsEnabled $true
Display External
Recipients
Set-OrganizationConfig –MailTipsExternalRecipientsTipsEnabled $false
Change Large
Audience Threshold
Set-OrganizationConfig –MailTipsLargeAudienceThreshold 25
• Per user
– In OWA, when you collapse MailTips, they stay hidden
– Outlook users can disable individual MailTips
Arbitration
Mailbox
Conditions
Actions
Exceptions
If the message...
Is from a member of the group ‘Marketing Team'
And is sent to recipients that are 'Outside the organization'
Do the following...
Append the message with the disclaimer 'Exchange 2010 is coming! Can you handle the excitement?'
Except if the message...
Is received from ‘Alfred E Newman'
Pattern string
\S
\s
\D
\d
\w
|
*
()
\\
^
$
Description
The \S pattern string matches any single character that is not a space.
The \s pattern string matches any single white-space character.
The \D pattern string matches any non-numeric digit.
The \d pattern string matches any single numeric digit.
The \w pattern string matches any single Unicode character categorized as a letter or decimal digit.
The pipe ( | ) character performs an OR function.
The wildcard ( * ) character matches zero or more instances of the previous character. For example, ab*c
matches the following strings: ac, abc, abbbbc.
Parentheses act as grouping delimiters. For example, a(bc)* matches the following strings: a, abc, abcbc,
abcbcbc, and so on.
Two backslashes indicate that the character that follows the backslashes should be escaped. For example, if
you want to match a string that contains \d, you would type \\d.
The caret ( ^ ) character indicates that the pattern string that follows the caret must exist at the start of the
text string that is being matched. For example, ^fred@contoso matches [email protected] and
[email protected] but not [email protected].
This character can also be used with the dollar ( $ ) character to specify an exact string to match. For
example, ^[email protected]$ matches only [email protected] and does not match anything else, such as
[email protected].
The dollar ( $ ) character indicates that the preceding pattern string must exist at the end of the text string
that is being matched. For example, contoso.com$ matches [email protected] and
[email protected], but does not match [email protected].
This character can also be used with the caret ( ^ ) character to specify an exact string to match. For
example, ^[email protected]$ matches only [email protected] and does not match anything else, such as
[email protected].
More control, supervision
IMPROVED!
E2007
E2010
Disclaimers/Signatures
Text with limited
formatting
Add AD attributes + HTML
Attachments
Size, Name
+ Content (Office documents)
Classifications
Acts on
classification
Can also act on No Classifications
NEW!
E2010
Apply RMS
Applies RMS encryption
Moderation
Enable manager to review
Message Types
RMS-encrypted, Auto-replies, calendaring,
voicemail, approval request
Supervision Lists
Allows/Blocks based on list of recipients
Management
Properties
Automatically identifies manager and
applies policy
User Properties
Create granular policy sets per user
attributes (e.g. department, country)
Scenarios
Example
Transport Rules, Moderation,
MailTips
Ethical Wall
Block brokers, analysts from
communicating
• Block mail between specific people in a
DG
• Block mail between people with specific
AD attributes
Moderation
Manager required to sign-off on
mail to sensitive partner
• Send to Manager for approval
• MailTips for moderated recipients
Employee Supervision
Inappropriate Content
Harassment
• Filter using keywords; regular
expressions; type of content (OOF, voice
mail, NDR, etc.)
Information Leakage
Protection
HIPAA – personal health data
GLBA – personal financial data
EUPD (Europe)
PIPEDA (Canada)
SB 1386 (California)
PCI
• MailTips for external recipient
• Apply RMS encryption
• Filter using keywords or regular
expressions
• Reject outbound mail with Message
Classifications (e.g. attorney-client
privilege)
Signatures
EUPD 2003/58/EC - European
Union Data Protection Directive
• Append signatures that include name,
title, department, etc.
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Administrator Steps
Take the decision away from end-users
Apply RMS
policies
automatically
using Transport
Rules
RMS protection
can be triggered
based on sender,
recipient, or
content
Apply “Do Not
Forward” or custom
RMS templates
RMS protection is also applied to Office
2003, 2007, and 2010 attachments
Search, scan, filter, and journal protected e-mail
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IRM Search
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Transport Decryption
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Conduct full-text search on IRM-protected messages in OWA and
Outlook. Enables eDiscovery or protected messages in the Exchange
Store.
Enables access to IRM-protected messages by Transport Agents to
perform operations such as transport rules, content filtering, and
anti-spam/anti-virus.
Journal Report Decryption
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Journal Report Decryption Agent attaches clear-text copies of IRMprotected messages and attachments to journal mailbox
Apply IRM protection automatically at the client
IRM protection automatically
triggered based on sender/receiver
attributes
Authorized users can
turn off protection
Can be used to
prevent e-mail
service
provider from
accessing your
e-mail
Supported attachments are
also protected
Windows Desktop Search will
index headers and subject
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