What is Email Archiving and Journaling in Office 365?

For many years now, organizations have been required to store email correspondence. Since most of these organizations have also adopted Office 365 or cloud-based computing, much of the previously established processes in storing and retrieving email information changed.

 

This article aims to provide an overview of how Office 365 journaling works to ensure efficient e-Discovery when the organization faces legal proceedings.  

Background of new features

So that information retrieved passes legal requirements, it must first go through the correct storage process. A proper storage process means that an email has to go through a specific process or chain of custody for it to be considered valid as a legal document.

Predecessors of Office 365 such as Exchange 2013 and Exchange 2010 needed specific technology to prevent email tampering. The old method involved enabling a journaling feature or buying a separate third-party product used explicitly in archiving.

Journaling with Office 365

In Office 365, journaling or email archiving is done by enabling mailbox retention. Another feature of Office 365 is that it is also capable of retaining more than just email communication. The same retention method can be used to include content stored in OneDrive and instant messaging sent through Skype for Business. By 

properly configuring your Office 365, you can retain emails, files, and instant messaging communication.

Archiving with Office 365

The primary concern addressed by archiving is to provide an organization with a tool to remain compliant with government regulations about litigation holds. In the past, there was a limit to the amount of storage allowed in Exchange. That is no longer the case with Office 365 email archiving. If the company has an E3 license or higher, the storage allotment for emails is at least 50GB. This capacity is significantly higher. Each individual can create a separate archive mailbox if necessary, although the amount of storage allotment may be enough for all users within an organization.

Email archiving solutions

An organization already using office 365 journaling can still opt to buy third-party solutions to augment their usage. What this does for the company is provide added benefits such as added features for e-Discovery.

Email archiving solutions are also scalable according to the needs of the company; hence, you pay only for what you need and nothing more. As your company grows in usage, you can easily increase your usage requirements as well.

An email archiving solution can be your company’s partner when it comes to effectively storing and retrieving email information necessary for litigation. Aside from this, you will have a reliable recovery method when there are unforeseen events and disasters.

You don’t have to wait until such time that your company’s on-site servers run out of space before you consider cloud-based email archiving solutions. If your organization is wary about complete migration, you can choose a hybrid method where you transfer only a portion of your company’s processes to the cloud. For example, if you want to prioritize email storage and retrieval, you can start by adopting email archiving solutions first before moving on to other business processes.

 

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