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I had the privilege of attending Microsoft TechEd North America 2010 last week in New Orleans, LA and wanted to share a few confirmed new features of Exchange 2010 SP1 (due out later this year but no firm ETA).  The overall theme of this year’s TechEd was centered around, not surprisingly, cloud computing.  Specifically, Microsoft emphasized their mature Exchange Online offering but also stressed the growth of Windows Azure (Microsoft’s hosted services platform) and hosted SQL services.  The demonstrations of what Windows Azure and hosted SQL could do were extremely interesting and solidified Microsoft’s vision of being “all in” (according to keynote speaker Bob Muglia) with cloud computing.

Regarding Exchange 2010 SP1, a few of the Exchange sessions I attended had specific focus on SP1 and most of the others mentioned how different aspects of Exchange would change with SP1.  I discuss a number of my favorite changes/additions associated with SP1 below but please note that there are many more new features.  Please refer to the MS Exchange Team blog post on SP1 for more information.

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Microsoft has recently announced some new features that will be available with Exchange 2010 SP1 (anticipated in the summer timeframe of this year).  While a more detailed list is forthcoming from Microsoft, a few highlights can be found below:

• Archiving Enhancements – With SP1, you will be able to store a user’s primary mailbox in one mailbox database and that user’s Personal Archive mailbox in a different mailbox database.  This will allow administrators to leverage tiered storage for primary and archived data.  Additionally, new server side features will allow for easy back-end PST imports directly into a mailbox.  Finally, as alluded to by Microsoft previously, SP1 will include updates that will enable Personal Archive access from Outlook 2007.  Without SP1, the only methods of access for the Personal Archive are Outlook Web App 2010 and Outlook 2010.
• Management Enhancements – New capabilities will be added to both the Exchange Management Console (EMC) and Exchange Control Panel (ECP).  Specifically, the EMC will have new tools to configure/manage Retention Policies, Retention Policy Tags, Litigation Holds, DAG IP addresses and Alternate Witness Servers, recursive public folder settings and permissions, and more.  The ECP will have new tools to configure/manage Transport Rules, MailTips, Personal Archives, RBAC roles, and more.  In summary, many tasks that previously required the Exchange Management Shell will now be available through either the EMC or ECP.
• Discovery Enhancements – Multi-mailbox search will be improved by providing a Search Preview that will provide an estimated number of results (with keyword statistics as well) before exporting the desired content to the designated discovery mailbox.  This will help discovery users understand the impact of their queries and how much data to expect before actually exporting this data.  Additionally, a search de-duplication option will be provided that, when checked, will only export one instance of each unique message to the designated discovery mailbox.  This could dramatically reduce the amount of time it would take for a discovery user to review the data exported from a query.  Finally, support for annotation will be introduced so that discovery users can include notes while reviewing discovered data.
• Outlook Web App Enhancements- Outlook Web App (OWA) gets more efficient by pre-fetching message content to make reading faster and running some actions asynchronously (delete, mark read, etc.) to make them appear faster.  Additionally, various user interface improvements will be included to reduce clutter in OWA and prevent long running operations (such as attaching files) from blocking OWA access for the end user.  A new feature to anonymously share calendars via the web will be an option as well.  Finally, OWA themes return to allow users to customize the look and feel of OWA.
• ActiveSync Enhancements- Support for send as and conversation view, along with other new features will be provided.

You can read more about these new features of Exchange 2010 SP1 at http://msexchangeteam.com/archive/2010/04/07/454533.aspx.

As mentioned in my previous blog post about the Exchange 2010 RPC Client Access Service and the ClientAccessArray, Exchange’s dependence on the Client Access Server (CAS) role has increased dramatically in Exchange 2010.  This is because, in Exchange 2010, on-network Outlook MAPI connectivity now connects to a mailbox through the CAS role via the RPC Client Access Service.  As a result, high availability of the CAS role is crucial since any failure of CAS could affect Outlook client connectivity.  For smaller implementations or those where the limitations of native Windows Network Load Balancing (NLB) are not a major problem (please see my previous blog post for more information), NLB can work well.  The process for configuring NLB is fairly straightforward and I’ve outlined the steps below.

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Microsoft has announced that Exchange 2010 has been released to manufacturing with expected general availability and launch to be announced at TechEd Europe 2009 in early November.  More information on Microsoft’s official announcement of Exchange 2010 can be found at the MS Exchange Team blog here.  Exchange 2010 marks a significant milestone in the development of Exchange Server.  Some of the most important features have been summarized below but many more exist that make this a compelling upgrade for all firms. 

Please note that Exchange 2007 SP2 and/or Exchange 2003 SP2 are required for coexistence with Exchange 2010 in the same Active Directory site.

• Dramatically Improved Storage Footprint and Large Mailbox Support – Changes in the underlying storage architecture allow for a 70% reduction in I/O over Exchange 2007 and a 90% reduction over Exchange 2003. This allows for more efficient usage of storage and results in the ability to store Exchange databases on slower/lower-cost disk such as SATA.  This makes Exchange not only better performing for larger mailboxes but also more cost effective.
• Native E-mail Archiving – With Exchange 2010, basic archiving features are now included natively, allowing firms to reduce the footprint of production mailboxes and improve client-side Outlook performance.  While this functionality may not be as feature-rich as third-party solutions and even though it requires a to-be-released Outlook 2010 client to support it (or OWA 2010), it does present a much needed piece of functionality that many firms have desired natively for years.
• Database Availability Groups – All of the Exchange 2007 high availability and disaster recovery methods (Local Continuous Replication, Single Copy Clustering, Cluster Continuous Replication, and Standby Continuous Replication) have been deprecated and replaced with a single concept: Database Availability Groups (DAGs).  DAGs unify the concepts of high availability and disaster recovery into a single deployment and management process, thereby simplifying it dramatically over previous versions of Exchange.
• Native eDiscovery and Compliance Features – Multi-mailbox search, legal holds, and improved retention policies all combine to increase the native capabilities of Exchange to assist with compliance processes and discovery requests.
• MailTips – Exchange can now notify users if a message violates an aspect of IT or corporate policy (sending to unauthorized third-parties or exceeding a maximum allowed message size) or if the result of sending the message may be unexpected (recipient is out of the office or a distribution list contains a large number of recipients).  This can enable users to better understand the results of sending a message and potentially reduce confusion and calls to IT.

Please refer to my three-part blog post series on Exchange 2010’s specific benefits for law firms (Part 1 can be found at http://blogs.kraftkennedy.com/index.php/2009/08/19/exchange-2010-benefits-for-law-firms-part-1-of-3/).  Check back often for additional blog posts about the new features of Exchange 2010. 

High availability and site resiliency have evolved a great deal from early versions of Exchange through Exchange 2007.  While Exchange 2007 introduced the concepts of Single Copy Clustering (SCC) and Cluster Continuous Replication (CCR) for high availability and Standby Continuous Replication (SCR) for site resiliency, each had very specific benefits and drawbacks.  CCR gradually became Microsoft’s and the industry’s preferred solution for high availability because of its robust availability capabilities but concerns about manageability, scalability, and associated storage cost were all factors when settling on a design.  SCR extended CCR technology to provide a robust and cost effective solution for site resiliency but many firms were frustrated by the configuration and database activation processes and that all administration must be completed via cmdlets.
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Exchange 2007’s Client Access Server (CAS) role, while similar to the Front-End server configuration of Exchange 2003, introduced a number of new features and capabilities that distinguished it significantly.  For example, instead of just passively acting as a relay for Internet-based access to a Back-End server via Outlook Web Access (OWA) and ActiveSync like in Exchange 2003, the Exchange 2007 CAS role actively facilitated access for such functions and, in doing so, offloaded some load from the back-end Mailbox server role.  In Exchange 2007, OWA, ActiveSync, and Outlook Anywhere (formerly RPC-over-HTTPS) clients all connected through the CAS role as an endpoint, which then connected to the Mailbox role to provide access to the necessary content.  However, native on-network Outlook  MAPI connectivity still connected directly to the Mailbox role for mailbox access.

Introducing the RPC Client Access Service

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Previously, in part 2 of this blog post, I discussed native electronic discovery features, retention policies, and legal holds.  In this post, the final part of this three-part post, I will present  user-specific HTML disclaimers and MailTips.

User-Specific HTML Disclaimers

Exchange 2007 allowed for basic disclaimer-type functionality with the introduction of Transport Rules.  However, this was limited to static text and it was difficult to manage.  In addition, many firms wanted to standardize the format of their e-mail signatures so that all electronic correspondence had a uniform signature block.  As a result, most firms leveraged third-party software or e-mail gateways, hosted message hygiene services (such as Google/Postini or MessageLabs), or manually-created Outlook signatures to provide this functionality.  The former two options required the management of this content outside of Exchange and the latter was difficult to update and manage since these signatures must be kept up-to-date for messages sent from Outlook, Outlook Web Access, or a handheld mobile device.

With Exchange 2010, an administrator can define dynamic signature text that leverages Active Directory-defined attributes, such as name, title, phone number, etc., in addition to HTML formatting.  As a result, a firm can define a standard format for all users that dynamically includes key information specific to each user.  In addition, administrators can include Circular 230 or other required disclosure information dynamically, based on specific needs.

MailTips

MailTips represent new functionality in Exchange 2010 that can not only prevent specific policy infractions but also help users to become more productive with e-mail.  MailTips can provide suggestions to end users about potentially unanticipated results that will occur if a message was to be sent and, in addition, they can prevent specific messages or content from being sent entirely.  Situations in which MailTips can be useful can be found below (all can be customized):

• If a user is about to send a message to a distribution list that contains more than 1,000 recipients or to a distribution list that contains an external e-mail address
• If a user is about to send a message to another user that has enabled their Out-of-Office auto-reply
• If a message exceeds the maximum configured sending/receiving size limits configured within Exchange
• If a recipient’s mailbox is full due to a storage quota
• If a user replies to all but was BCCed on the original message
• If user is attempting to send a message to a user or distribution list to which they are not allowed to send (ethical wall or defined client conflict)

All of these can help users understand the results of sending a particular message in advance and, potentially, result in fewer calls to IT to question why sending a particular message had a specific result.

As you can see, there are a number of beneficial new features in Exchange 2010 for law firms of all sizes.  Previously these features were either not available, expensive, or required an investment in third-party solutions.  With Exchange 2010, this functionality can be managed natively within the messaging platform, thereby potentially saving cost and maximizing efficiency.

Please find more information at http://msexchangeteam.com/archive/2009/08/25/452095.aspx.  Please note that SP2 is a prerequisite to installing Exchange 2010 in the same AD site as Exchange 2007.  Additional changes/new features can be found below.

• Enhanced Auditing – New Exchange auditing events and audit log repository enable Exchange administrators to more easily audit the activities occurring on their Exchange servers. It allows the right balance of granularity, performance, and easy access to audited events via a dedicated audit log repository. This simplifies the auditing process and makes review of audited events easier by segregating audited events in a dedicated location.
• Exchange Volume Snapshot Backup Functionality – A new backup plug-in has been added to the product that will enable customers to create Exchange backups when a backup is invoked through the Windows Server 2008 Backup tool. Exchange Server 2007 didn’t have this capability on Windows Server 2008 and additional solutions were required to perform this task.
• Dynamic Active Directory Schema Update and Validation – The dynamic AD schema update and validation feature allows for future schema updates to be dynamic deployed, as well as proactively preventing conflicts whenever a new property is added to the AD schema. Once this capability is deployed it will enable easier management of future schema updates and will prevent support issues when adding properties that don’t exist in the AD schema.
• Public Folder Quota Management- SP2 enables a consistent way to manage quotas by improving the current PowerShell cmdlets to perform quota management tasks.
• Centralized Organizational Settings- SP2 introduces new PowerShell option that enable centralized management of many of the Exchange organization settings.
• Named Properties cmdlets – SP2 enables Exchange administrators to monitor their named property usage per database.
• New User Interface for Managing Diagnostic Logging- SP2 enables Exchange administrators to easily configure and manage diagnostic logging from within the Exchange Management Console.

As with any major service pack or update, please be sure to test all critical functionality after updating.  There have been rumors that Exchange 2007 SP2 may adversely affect BlackBerry Enterprise Server integration (as had happened in the past with Exchange 2003 SP2) but these rumors have all been speculative.

Previously, in part 1 of this blog post, I introduced Exchange 2010 and discussed  large mailbox support along with native archiving features.  In this post, I will present native electronic discovery features, retention policies, and legal holds.

Native eDiscovery Features

In previous versions of Exchange, third-party tools were required for even basic multi-mailbox searching and query-based exportation of content from Exchange.  In Exchange 2010, these features are provided natively.  Designated users, for example an HR or compliance officer, can be delegated permissions to search across specific or all mailboxes based on criteria such as sender, recipient, expiration policy, message size, send/receive date, CC/BCC, regular expressions, or Information Rights Management-protected items.  These searches can be applied to e-mail, contacts, calendars, and instant message conversations (if stored in the Conversation History folder) and apply across both the primary and archive mailboxes.

Once a specific query has been defined and results obtained, the discovered content and a completion status update may be sent to either a mailbox or a specific SMTP address  The results are organized per the original folder hierarchy.  The exposure of the API for this functionality may enable robust integration with third-party software for automated processing.

Retention Policies and Legal Holds

While basic retention functionality has existed for years in the form of mailbox management policies (Exchange 2003) and Managed Folder policies (Exchange 2007), granularity of application was restricted to folders.  With Exchange 2010, retention policies exist that can apply per folder or per individual message.  In addition, these policies can be applied and managed centrally and/or users can be allowed to choose an appropriate retention policy via a convenient drop-down menu.  In addition, if a retention policy applies to a specific item, the user will be notified when the item is set to expire via a notification bar within the item itself.  These policies can be configured to, upon expiration, either delete items or move them to a user’s archive mailbox.  In addition, this functionality can be combined to provide for a true lifecycle of the item by moving it to the archive after some period of time and then deleting it from the archive after a longer period of time.

In addition to the retention functionality described above, a legal or retention hold can now be applied to specific mailboxes.  This allows for an administrator to prevent users from deleting or editing existing items in their primary or archive mailbox for a specific period of time or indefinitely.

In Part 3 of this blog post, I will discuss user-specific HTML disclaimers and MailTips.

The next version of Microsoft’s enterprise messaging platform, Microsoft Exchange Server 2010, is due for release in the fourth quarter of 2009.  The current version of Exchange, Exchange 2007, introduced dramatic architectural changes that made it a compelling upgrade both for law firms running previous versions of Exchange, such as Exchange 2000 or 2003, and those running alternative messaging platforms, such as Lotus Domino and Novell GroupWise.  A native 64-bit architecture, granular server roles, robust native high availability and disaster recovery capabilities, and a 70% reduction in the I/O requirements for the underlying storage combined to make Exchange 2007 an attractive messaging platform for firms of all sizes.  However, given these new features, more careful planning for design and deployment of Exchange 2007 was required than with previous versions of Exchange.

Exchange 2010 presents yet more dramatic architectural changes that make Exchange more robust and flexible for firms of all sizes but, again, require very careful planning to ensure a successful deployment and seamless transition or migration.  In this three-part blog post, I will discuss a few of the key new features that have specific relevance to the legal industry, at a high level.  In future blog posts, I will discuss, at a more technical level, the specifics of these features in addition to others that are not necessarily specific to the legal industry.

Large Mailbox Support

While previous versions of Exchange could handle, theoretically, mailboxes of unlimited size, significant investments in memory and a robust storage infrastructure were required to make this a reality.  In addition, Microsoft Outlook 2007 pre-SP2 and earlier client software, in Cached Mode, saw significant and noticeable performance degradation when mailboxes grew beyond 2 GB in size or when individual folders contained more than 5,000 items.  Specific errors may be encountered as mailboxes approach 20 GB in size.  Outlook 2007 SP2 included a fundamental change in how the software handled large mailboxes so that it could efficiently support mailboxes upward of 10 GB or more in size and folders containing 10,000 to 50,000 items.  While these improvements were helpful, law firms generally have significantly larger mailboxes than what Microsoft projects for best practices.

Exchange 2010 reduces the I/O requirements of the underlying storage by another 70% over Exchange 2007, for a total of a 90% reduction over Exchange 2003.  This results in an optimization for mailboxes over 10 GB in size and folders with 100,000 items.  In addition, due to fundamental changes in Exchange’s ESE database technology, Microsoft now supports and recommends deploying Exchange on lower-cost, Tier 2 storage (such as SATA or JBOD).  This can represent a significant cost savings for firms of all sizes and can allow firms to again size Exchange for capacity instead of performance.

Native Archiving Features

With Exchange 2010, Microsoft has finally introduced basic archiving features natively within the product.  While third-party options such as Symantec Enterprise Vault, Autonomy/ZANTAZ EAS, and Mimosa NearPoint provide a much more robust feature set, the native features may be enough to provide for basic mailbox management for significantly less cost.  Essentially, the native archiving features of Exchange 2010 allow an administrator to create a secondary, archive mailbox for each user to which content can be moved automatically via back-end policies or proactively by end-users.

While each firm should perform a detailed analysis of their needs prior to choosing a solution, a few caveats about Microsoft’s native offering can be found below.

• Access to the archive is online-only
• No automated PST ingestion tools exist yet
• No ability exists yet to store archive data in a different database or on different storage than the primary mailbox
• Archiving policies may not be as granular as third-party solutions
• Stubbing functionality is not available

While there are certainly a number of significant caveats, the native offering does provide basic archiving functionality along with a unified search that queries both the primary, live mailbox and the archive mailbox simultaneously.  In addition, there is no additional software to install, as the archive mailbox is accessible natively by both Outlook 2010 and Outlook Web Access 2010.

In Part 2 of this blog post, I will discuss native electronic discovery features, retention policies, and legal holds.