Office 365 has changed the way journaling is done. Whether it’s change for the better or for the worse, it depends on how you go about it. The good thing, though, is cloud service companies that provide journal archive solutions are always eager to provide the technical assistance you need. If you click here, for example, you can find a cloud company that offers convenient solutions to make journaling easy.
How Office 365 Changes Journaling
Microsoft Office 365 journaling affects the way you journal mainly because it does not let users enable a journal mailbox. With Office 365, what happens is that you no longer have to deal with duplicate copies of the same email message by putting an entire tenant (email account) in what is referred to as “Legal Hold”. One copy is kept in the user’s mailbox and another one is maintained in the journal. With this setup, end users can still access and do whatever they want with their message. For example, they can proceed to delete their messages. Deleting messages in their mailboxes, however, does not result in the total deletion of messages. Because of the “Legal Hold” system, they actually still have a hidden copy of their deleted email messages. This hidden copy can be found and accessed by search requests.
This standard Microsoft Office 365 journaling setup may be good enough for some businesses or organizations. It can even be cost-effective. The problem, however, is that it would be necessary to obtain E5 level licensing to make use of robust search functionalities. An E5 license is quite expensive for many.
The Problem with Legal Hold
Using the “Legal Hold” option in Microsoft Office 365 is not a bad solution but it can become problematic. This can be troublesome if the use of “Legal Hold” is not compatible with your policies and eDiscovery requests. Additionally, it can create problems in your retention policies as you are forced to retain everything. Moreover, as mentioned earlier, you would need E5 level licensing to make use of full search features. Unfortunately, E5 licensing is the costliest Microsoft Office 365 plan.
To avoid these pitfalls, you can turn to third-party archive solutions. You just have to make sure that you select a solution that does not entail a contractual commitment. Also, make sure that the solution you choose provides customizable policy-bound indexing. Additionally, ascertain that the solution you pick is scalable and does not make things difficult for you if you decide to migrate your data elsewhere. There are third party proprietary archive services that charge dearly for the right to extract your own data out of their system.
Microsoft Office 365 introduces challenges in the way journaling and email archiving are done. However, there are solutions you can turn to so you can address the pitfalls created by Office 365’s unique setup. You can do a quick search online to find cloud service providers that provide the affordable, scalable, customizable, and contractual-commitment-free solution you need.