Recommendations for Cloud Journaling Solution for Office365?

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dimsim

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#248572 1-Apr-2019 08:45

Hey, I'm looking for an online searchable journaling solution our office 365 email

Ideally it would be NZ hosted but as long as it has good connectivity im relaxed on that point. It's the kind of thng that gets accessed rarely but would be nice if it generated occasional reports showing usage/growth.

Does anyone have any recommendations or experience good/bad with any current services?

Thanks.

gbwelly

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#2208444 1-Apr-2019 10:16

Have you considered putting all mailboxes on Litigation Hold and using the eDiscovery capability already built into O365?

dimsim

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#2215670 12-Apr-2019 12:31

gbwelly:

Have you considered putting all mailboxes on Litigation Hold and using the eDiscovery capability already built into O365?

Thanks but No I havent - I thought the litigation hold was only available for temporary use, not full time like a journalling scenario and don't know how that would work with inactive users and also how it would affect our overall storage allowance.

Do you think an external journalling service isn't necessary considering the above?

gbwelly

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#2215717 12-Apr-2019 12:55

We've not encountered any problems 3 years in. Can you tell me about the storage allowance concerns? When someone leaves we remove the E3 license and the user while they are under litigation hold, and the mailbox moves over to the inactive mailboxes section at protection.office.com. We also have transport rules for shared mailboxes to copy messages sent/received to a cloud only mailbox with an E3 license and litigation hold. When it fills up we delete it and assign the E3 license to the new shared mailbox journal mailbox and point the transport rule at the new one.

The limits for E3 licenses are super generous for recoverable items, but YMMV depending on what plan you are on.

https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#capacity-alerts

No one from MS has ever contacted us to give us a slap for doing this, so I consider it a legit configuration.

fearandloathing

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#2215738 12-Apr-2019 13:39

gbwelly:

We've not encountered any problems 3 years in. Can you tell me about the storage allowance concerns? When someone leaves we remove the E3 license and the user while they are under litigation hold, and the mailbox moves over to the inactive mailboxes section at protection.office.com. We also have transport rules for shared mailboxes to copy messages sent/received to a cloud only mailbox with an E3 license and litigation hold. When it fills up we delete it and assign the E3 license to the new shared mailbox journal mailbox and point the transport rule at the new one.

The limits for E3 licenses are super generous for recoverable items, but YMMV depending on what plan you are on.

https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#capacity-alerts

No one from MS has ever contacted us to give us a slap for doing this, so I consider it a legit configuration.

This may change for you shortly.

https://docs.microsoft.com/en-us/exchange/security-and-compliance/in-place-and-litigation-holds

gbwelly

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#2215790 12-Apr-2019 14:33

fearandloathing:

This may change for you shortly.

https://docs.microsoft.com/en-us/exchange/security-and-compliance/in-place-and-litigation-holds

Stop trying to give me a heart attack :)

Read last sentence of the purple box at the top.

engedib

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#2215793 12-Apr-2019 14:36

gbwelly:

fearandloathing:

This may change for you shortly.

https://docs.microsoft.com/en-us/exchange/security-and-compliance/in-place-and-litigation-holds

Stop trying to give me a heart attack :)

Read last sentence of the purple box at the top.

Yeah, nothing is changing, even MS provided a guide recently for using litigation hold for departed users.

https://blogs.technet.microsoft.com/exchange/2019/01/29/how-to-work-with-inactive-mailboxes/

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JimmyC

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#2257253 13-Jun-2019 09:52

I know I'm only two months late to this thread, but I've setup and used Veritas Enterprise Vault.Cloud at two organisations and rate it very highly. As a permanent archiving solution it's cost effective, has simple (and fast) search capabilities across one\many\all mailboxes, saved searches, tag emails, external review options, SSO access to the archive\s from within Outlook.

Happy to add more if you have any specific questions.

Jogre

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#2269032 3-Jul-2019 09:30

gbwelly:

fearandloathing:

This may change for you shortly.

https://docs.microsoft.com/en-us/exchange/security-and-compliance/in-place-and-litigation-holds

Stop trying to give me a heart attack :)

Read last sentence of the purple box at the top.

I'd prefer retention over in-place hold as it's more of a safety net than something you need to be aware you need to action, i.e. dodgy staff member has left and deleted all his emails (in-place hold would be largely useless in this scenario whereas retention could recover it).

As far as licensing, there is a lot of confusion around this to the extent we almost need a separate Yammer group under Licensing. For example, we had a question similar to this one with the response;

Core EXO functionality for Shared Mailboxes does not require additional licenses. Scenarios where they need to purchase a separate license for the Shared Mailbox include:

1. Archive/Hold requires an additional EXO license (P1 for personal archive, P2 for In-Place & Lit Holds).

2. Advanced/Premium value (e.g., Adv eDisc, ATP) requires a separate license for the advanced functionality, but does not require a separate EXO license.

Further detail can be found on the FAQs here. https://products.office.com/en-us/exchange/microsoft-exchange-licensing-faq-email-for-business

Jono Green

Microsoft New Zealand

gbwelly

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#2269367 3-Jul-2019 14:16

Jogre:

I'd prefer retention over in-place hold as it's more of a safety net than something you need to be aware you need to action, i.e. dodgy staff member has left and deleted all his emails (in-place hold would be largely useless in this scenario whereas retention could recover it).

Automation ensures all users are created with litigation hold, and nightly reporting alerts to any user without it enabled, and enables it.

They can't delete any emails. They can think they've deleted their email but it most certainly isn't. That is the entire point of litigation hold.

Edit: I see you are talking about in-place hold not litigation hold.

Jogre

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#2269369 3-Jul-2019 14:19

gbwelly:

Jogre:

I'd prefer retention over in-place hold as it's more of a safety net than something you need to be aware you need to action, i.e. dodgy staff member has left and deleted all his emails (in-place hold would be largely useless in this scenario whereas retention could recover it).

Automation ensures all users are created with litigation hold, and nightly reporting alerts to any user without it enabled, and enables it.

They can't delete any emails. They can think they've deleted their email but it most certainly isn't. That is the entire point of litigation hold.

Retention in 365 works the same way as far as deleted items. If you enable it in Security & Compliance Center, end-users also don't receive a tooltip that mail items are under retention.

Whatever solution works best for the customer at the end of the day, many ways to skin a cat but so long as it's skinned, customer ignores how.

EDIT: Seen your edit, now confused. Making coffee.

Jono Green

Microsoft New Zealand

TwoSeven

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#2269521 3-Jul-2019 20:28

I thought Exchange Online had a mail journaling feature

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Jogre

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#2269646 4-Jul-2019 08:20

Don't think there's a direct counterpart, more that we have other features doing the same job. Only reason I say so is there was a recent Fasttrack migration and we didn't have a path for the on-prem Journaling mailbox, but I'm happy to be corrected.

Jono Green

Microsoft New Zealand