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Question about best practice on disabling archives for users that move to a different environment

Olivian_Retezan
Level 4
Hi there,

I'm curious if you guys have some best practices for mailbox archive enabled users that move to a different environemnt (different forest, without a EV on the target environment).

We are thinking of performing the following:
- disable the archiving for the affected users, but still, allow the users to search the archives as it might take some time till the PST reaches the user
- export the archives to PSTs (not on Exchange as the archives might be too big and can affect the exchange server services or the exchange backups)
- remove the shortcuts from the user mailboxes
- export the mailboxes contents into PSTs (not archive all the items as the users usually work till the last day and need the contacts, notes or tasks in the mailbox)
- later on, perform the EV and exchange cleanup

Do you know somehow what would be the best procedure for this?

Thank you in advance!
Olivian
1 ACCEPTED SOLUTION

Accepted Solutions

Wayne_Humphrey
Level 6
Partner Accredited Certified
Hi oliretezan,

So to do this I would do the following:

1) Create a new Mailbox Archiving Policy (Leavers Mailbox Policy) *Note 1
  • Set the Delete Shortcut to 0 Days
  • Set the Delete Orphaned Shortcuts
2) Create a Provisioning Group for the users (Leavers Provisioning Group) *Note 2
  • Set the Provisioning Group to use the Leavers Mailbox Policy
  • Move the Provisioning Group to the Top
  • Add all the users to the Leavers Provisioning Group

2) Use EVPM to Disable the Archives *Note 3

  • Don't ZAP the mailbox, as your users still want to have access to there archived data via search
     

3) Export the archives to PST
 

  • Use the Enterprise Vault Admin Console to export all Users Archives to PSTs


5) Use EVPM to ZAP the mailbox *Note 4
 

  • Now ZAP the mailbox to delete any traces of Enterprise Vault

Notes:

 *Note 1
Mailbox Archiving Policy to delete all shortcuts

policy.png

 *Note 2
Provisioning Group for the Leavers

leavers2.png

leaves1.png
 
 *Note 3
EVPM script to Disable a mailbox
 

[Directory]
DirectoryComputername = VirtualBox.domain.local
SiteName = VirtualBox

[Mailbox]
DistinguishedName = /o=demo/ou=AG1/cn=Recipients/cn=tatkins

[Folder]
Name = Mailboxroot
Enabled = False

 *Note 4
EVPM script to ZAP a mailbox
 

[Directory]
DirectoryComputername = VirtualBox.domain.local
SiteName = VirtualBox

[Mailbox]
DistinguishedName = /o=demo/ou=AG1/cn=Recipients/cn=tatkins

[Folder]
Name = Mailboxroot
Zap = True

View solution in original post

5 REPLIES 5

Wayne_Humphrey
Level 6
Partner Accredited Certified
Hi oliretezan,

So to do this I would do the following:

1) Create a new Mailbox Archiving Policy (Leavers Mailbox Policy) *Note 1
  • Set the Delete Shortcut to 0 Days
  • Set the Delete Orphaned Shortcuts
2) Create a Provisioning Group for the users (Leavers Provisioning Group) *Note 2
  • Set the Provisioning Group to use the Leavers Mailbox Policy
  • Move the Provisioning Group to the Top
  • Add all the users to the Leavers Provisioning Group

2) Use EVPM to Disable the Archives *Note 3

  • Don't ZAP the mailbox, as your users still want to have access to there archived data via search
     

3) Export the archives to PST
 

  • Use the Enterprise Vault Admin Console to export all Users Archives to PSTs


5) Use EVPM to ZAP the mailbox *Note 4
 

  • Now ZAP the mailbox to delete any traces of Enterprise Vault

Notes:

 *Note 1
Mailbox Archiving Policy to delete all shortcuts

policy.png

 *Note 2
Provisioning Group for the Leavers

leavers2.png

leaves1.png
 
 *Note 3
EVPM script to Disable a mailbox
 

[Directory]
DirectoryComputername = VirtualBox.domain.local
SiteName = VirtualBox

[Mailbox]
DistinguishedName = /o=demo/ou=AG1/cn=Recipients/cn=tatkins

[Folder]
Name = Mailboxroot
Enabled = False

 *Note 4
EVPM script to ZAP a mailbox
 

[Directory]
DirectoryComputername = VirtualBox.domain.local
SiteName = VirtualBox

[Mailbox]
DistinguishedName = /o=demo/ou=AG1/cn=Recipients/cn=tatkins

[Folder]
Name = Mailboxroot
Zap = True

Olivian_Retezan
Level 4
Wow! Fast answer and a great tutorial! Thanks!

Wayne_Humphrey
Level 6
Partner Accredited Certified
Ok, so I was also asked in a PM the easiest way to find the DN.

If you don't know how to look it up in AD, well no comment, but here is a easy way if you don't.

Well here goes. In Outlook, provided the user is enabled for arching go to Help --> About --> About Enterprise Vault

Select Tech Info....
tech.png

Look at USER DETAILS --> User Mailbox

dn.png

--wayne

rnt123
Level 5
Hello,

I am in the process of moving a number of users off of EV, and I was wondering if there is an automated way to delete EV shortcuts after their archive has been exported back into their Exchange mailbox.
I have tried using a task for shortcut deletion with a value of 0 days, but I could not get this to work, and would rather have more control over the granularly of the deletion, as not all users will be moving off of EV, and the ones that are will be moved over a period of time.

I know that in Outlook, the user can use the Instant Search > Advanced Find feature to filter by Message Class with value IPM.Note.EnterpriseVault.Shortcut and just delete everything, but I was wondering if I could just delete the shortcuts when I export the content back to their Exchange Mailbox (from the EVA), or use a VB script.
 
I looked at one process outlined here:
https://www-secure.symantec.com/connect/forums/question-about-best-practice-disabling-archives-user...

but I am not sure that would do the trick.
Thanks!

TonySterling
Moderator
Moderator
Partner    VIP    Accredited Certified

@rnt123  you should start a new post for this as it does not apply to this topic.  Thanks,