Where one regulation mandates keeping specific email content for 5 years, another wants to keep a completely separate set of emails for 7 years. We’ve left compliance for last, as the growing list of compliance regulations continually makes archiving that much more complex. Reason 3 – You May Be Missing the Compliance Mark It’s important to list out the important criteria and expectations your organization have for an archiving solution, and to determine how each of your archiving choices meet the need. In addition to the “what” is archived, there’s also concerns around who can access the archive, is the data a read-only archive, is it secure, will it be available if Exchange is down, and more. While comprehensive in scope, it may be overkill from both a storage and search perspective, making even this option less than viable. The closest thing to this is Journaling within Exchange, where a copy of every email is stored. There is no magic “archive this mailbox” checkbox and suddenly all the right emails are archived. See? Everyone has their own needs – and it is possible to meet everyone’s requirement you just need to start with the business needs and then determine first if your current archiving method meets those needs and if not, what solution will. For example, legal may want the email sent and received by specific roles within the organization to be held for, say, seven years, while finance wants to keep storage costs down and minimize any retention whatsoever, all while HR needs emails between two specific individuals held for 2 years in case of a lawsuit. With email archiving having financial, legal, and technical implications, it’s imperative that you first understand what the business needs from archiving… and then go find the best way to implement it.
Many times, IT folks start with the technology first and work their way back to business requirements. Reason 1 – You May Not Be Meeting the Business Needs But you may think whatever is in place now is just fine, but there are three reasons why you should consider your email archiving options.
The archive has the potential to become involved in many parts of operations, so it’s important to be sure the archiving methodology you have today is the correct one. It has a role in lawsuits, proving adherence to regulations, aiding in locating prior correspondence, or just helping a user find a forgotten email address of someone they previously communicated with. The archive serves as a historical record of all email correspondence. The archiving of email from within Microsoft Exchange Server is a multi-faceted thing many see the archive as a backup (which it can sort of act as one, but that’s not its’ purpose) for older email, while others see it as a means to offload unnecessary email to lower the storage load on Microsoft Exchange over time. Whether you have no archiving or are simply using what’s built into Microsoft Exchange Server (on-premises), your archiving choice may be hurting the organization more than it’s helping. Once we confirm if the user is hitting this known issue, there are some workarounds that can be used in the mean time to provide relief until the fix is released.Categories: Email Archiving | For the Admin Source: Gerd Altmann on Pixabay Is there a check-box for "Delegate receives copies of meeting-related messages sent to me"?Īlso, on the affected user's main delegate setting screen, what is the radio button set to (see highlighted options below)?įor this known issue, the product engineering team has investigating the issue and a fix is currently pending release to production. Is the Calendar permission set to 'Editor'? Once a delegate name is highlighted, select 'Permissions' To check from Outlook desktop, go to File - Account Settings - Delegate Access It appears this user may be running into an emerging issue.ĭoes this affected user have a Delegate? If so, what are the permissions granted to the Delegate? I understand that the issue is related to Outlook for iOS user missing RSVP option for meeting invites. I just heard back from our MS Escalation Engineer today that this is likely part of a known issue and a fix is currently pending release in production. Thanks lines up with what MS is thinking.