Tim and Sarah,
Has your client thought about converting emails to PDF and storing the PDFs in Sharepoint? A number of archivists are interested in and exploring this as a possibliity for archival (permanent) preservation of email. The PDF Association, for example, wrote a white paper on Archiving Email into PDF Containers. The Council on Library and Information created a long report on The Future of Email Archiving: A Report from the Task Force on Technical Approaches to Email Archiving in August 2018.
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Joseph Coen, C. A.
Archivist
R. C. Diocese of Brooklyn
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Original Message:
Sent: 08-09-2021 20:51
From: Tim Brady
Subject: Archiving mailboxes to SharePoint
Yes, thanks for the responses, Erica and Joseph.
Unfortunately, we have not yet been able to find a suitable solution for this client.
As Sarah mentioned above, the client is looking to archive the mailboxes of employees to SharePoint specifically (its their SOR), so unfortunately the mailbox retention policies with either an E3 or E5 will not solve the challenge.
Happy to hear any additional suggestions! Thanks again (and in advance)!
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Tim Brady
Colligo
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Original Message:
Sent: 07-30-2021 11:00
From: Sarah Gayda
Subject: Archiving mailboxes to SharePoint
Thanks for the response, Erica. However, our client wants to store their emails in SharePoint, as it's their central repository to archive their data and content (retention in Exchange is great, but they need to keep emails in SharePoint). Any suggestions for solutions for this would be appreciated!
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Sarah Gayda
Colligo
Original Message:
Sent: 07-30-2021 00:32
From: Erica Toelle
Subject: Archiving mailboxes to SharePoint
Hi Joseph,
Great question! You can apply retention policies to mailboxes, use inactive mailboxes, and also use the unlimited archive feature for mailboxes (if needed) with an Office 365 E3 license. No E5 or records management module is needed.
Here are some links to the documentation:
Please let me know if you have other questions!
Thanks!
Erica
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Erica Toelle
Microsoft
Original Message:
Sent: 07-29-2021 09:34
From: Joseph Coen
Subject: Archiving mailboxes to SharePoint
Erica,
If I understand correctly, your reply assumes that the organization has an E5 license or an E3 with records management module, no? As you are no doubt aware, not all organizations have there licenses.
Joseph Coen
Archivist
R. C. Diocese of Brooklyn
Original Message:
Sent: 7/28/2021 1:29:00 PM
From: Erica Toelle
Subject: RE: Archiving mailboxes to SharePoint
Hi Sarah,
One option for preserving mailbox data for a departing employee is to use the retention functionality in the Compliance Center. If a mailbox or content in a mailbox is subject to a retention policy, it will not be modified or deleted when an employee leaves. The mailbox becomes inactive and the content under retention is available via a content or eDiscovery search.
Thanks!
Erica
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Erica Toelle
Microsoft