In this article we look at the E-discovery mechanism present in Ms Exchange that helps organizations meet compliance norms.
If you are using MS Exchange in your organization, you might want to search a particular content, in your mailboxes. In-place E-discovery is that feature, which allows you to search relevant content, present inside the mailboxes. However, you can use this feature only if you have access to the necessary permissions. It is advisable to strictly monitor and control discovery activities, anyone with the necessary permissions will have access to messages throughout MS Exchange using in-place E-recovery. So make sure that the members you are adding in Discovery Management Role Group and Mailbox Search Management Role are all trust worthy.
In-Place E-Discovery Mechanism Explained
In-place E-Discovery makes use of the content present in index created by the Exchange Search. Although the need for access to Discovery by non – tech personnel is not much, the Role Based Access Control (RBAC), is used for providing Discovery Management role group with the task of allocating discovery permissions to non – tech staff. However, they are not provided with any kind of elevated privileges, which will grant them the permission to make operational modifications to the Exchange configuration. Through the Exchange Admin Center (EAC), the non – tech personnel can get access to a simplified interface of the in-place E-discovery, to be used by: record managers, compliance officers and human resource professionals.
Once a user has been authorized to perform in-place E-discovery, search becomes easy, you just need to select mailboxes and search them. The search has to be performed by mentioning the keywords, start/ end dates, sender and recipient details, and details of the message, all this forms a part of the search criteria. This has to be entered before one performs the search. After completing the search, the user has the choice of performing the following actions:
- Estimate Search Results: If you get an idea about the size of the search results, it will only be helpful. This idea can be provided by this option, it gives the users an estimate about the probable search results they will be encountering on the basis of the search criteria entered.
- Preview Search Results: After you receive the results of your search, you would also want them previewed, and this option takes care of that, after it previews the results, the results from the search box are displayed.
- Copy Search Results: After your results have been delivered, you can use this option to copy the search results to a discovery mailbox.
- Export Search Results: After you are done copying your search results, you can use this option for transporting them to a PST file using a ost to pst conversion tool.
The data typically present in Ms Exchange mailboxes is extensive and detailed; the mailboxes contain a lot of data, to be searched without a proper search function. In-place E-discovery is that key function, which can give the user appropriate search results by taking in the search criteria. However the permissions to use this feature should be given after ensuring the users who are being authorized are genuine.
Van Sutton is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair Outlook pst and bkf recovery software products. For more information visit www.datanumen.com