{
  "timestamp": "2025-02-05T14:30:47.667821",
  "content": "Search Free Trial Get Demo Top 6 Risks  Guidance When Considering O365 As an Archiving Solution April 14, 2021 We will just use Office365 for our search requests from now on. As more and more companies move from hosted Exchange to Office365, this has become an increasingly common phrase. While O365 is a useful tool and has an attractive value proposition, it is recommended that organizations check their true requirements before using it as a legitimate archiving solution. Generally, the whole point of the archive capability is to provide a search and data retrieval functionality that is immutable, trustworthy, and certifiable  in most cases  in court. As adoption rates of Office 365 continue to strengthen, specifically for archiving capabilities, IT Security  Compliance teams must consider key associated risks. Office365 does not allow for journaling to itself While this might not seem like something of utmost importance, O365 lacks the basic functionality for journaling to itself. Why? The destination must be off premises from the tenant ID and must be a destination that is immutable and external from the Tenant itself. Even Microsoft doesnt trust its own repository to be immutable  it cant be  since administrators and other power users can delete, purge and otherwise manipulate messages  this doesnt pass audit requirements. Office365s eDiscovery features are incredibly limited and doesnt search on- premises datasets When search requests are executed, they are only done based on existing mailboxes, which of course would not uncover any emails previously deleted or purged, or what the spam filters deleted. In many litigation cases, organizations will need to see years worth of emails upfront. Unfortunately, O365 limits your search results to default amounts set by Microsoft  and this is not sufficient for most large-scale litigation. Journaling upline from these factors ensures that all data is captured and is legitimately available as an organization needs it. Microsoft will make recommendations to continue running Exchange to continue to journal to  if you dont have an archiving appliance or service Organizations seeking active cloud migration from on- premise will face challenges around keeping old archives. Many teams have metadata and other content that must be kept and integrated  and Office 365 does not provide this integrated capability. It is important to consider from a budgetary perspective, as third-party solutions will be required. Office365s Golden Copy Is Not Compliance Friendly The journaling process captures an email message as soon as it is sent or received, ensuring it has not been deleted or edited. This method creates a copy of record or golden copy which can be used in the eDiscovery process. In the case of O365, users have access to delete and purge mail which poses a risk throughout the journaling process, allowing for potential gaps in data consistency, handling or chain of custody. Search  Discovery is Slow Slow and steady doesnt always win the race. Organizations need their data now and they need it fast. Many undergoing audits will need access to all records in real-time and having to wait for prolonged periods will inevitably cause delays, longer audit cycles and potential increased budgetary consequences. Sometimes an eDiscovery request within the Microsoft portal can take days. The streamlined Issues of O365 Apply to Other Collaboration Platforms Teams, OneDrive, and Sharepoint, namely. All data sets are subject generally to the same discovery and retention rules. Global retention policies cannot be set across all data sets in Azure, data sets cannot be deduplicated, and organizations cannot classify, move and otherwise apply compliance actions against these same datasets in Azure. Key Takeaways Office365 should not be the end allbe all for an organizations email archiving solutions, and third- party archiving solutions, like Data443s business- ready Data Archive Manager, are a necessary addition to Office365 capabilities. Data Archive Manager, unlike Office365, provides superior indexing technology, allowing users to perform simple or highly detailed Boolean searches using full-text keywords or key phrases. In addition to eDiscovery and audit capabilities, Data Archive Manger de-duplicates all email messages, attachments, file systems, SharePoint, and social media, then compresses the data prior to storing it to an on-premise appliance, SAN, NAS, or cloud-based hosted storage solution. Contact us to learn more today. Try it for Free Instant Data Classification Cyren URL Category Chacker Prev ARALOC Web Publisher UI Rewrite Data443s Antivirus Protection Manager Proactively Safeguarding Your Business Next Company Partners Resources Investor Relations Products Freeware Demo Solutions Contact Us Privacy Management Service by Data443",
  "analysis_type": "comprehensive",
  "analysis": "**Comprehensive Analysis of Using Office 365 as an Archiving Solution**\n\n1. **Security Features and Their Benefits to Users**\n\n   - **Immutable Data Storage**: Third-party solutions like Data443's Data Archive Manager provide immutable storage, ensuring data cannot be altered or deleted, which is crucial for maintaining data integrity and security.\n   - **Advanced eDiscovery Capabilities**: These tools offer enhanced search functionalities, including Boolean searches, which allow for more precise and efficient data retrieval, benefiting legal and compliance teams.\n   - **Deduplication and Compression**: Reduces storage costs and improves efficiency by eliminating duplicate data and compressing files, making data management more streamlined.\n\n2. **Compliance Certifications and Regulatory Adherence**\n\n   - **Data Integrity and Audit Readiness**: Third-party tools ensure data integrity, which is essential for meeting legal and regulatory requirements, particularly in audits where tamper-proof data is necessary.\n   - **Compliance with Legal Standards**: While specific certifications aren't mentioned, adherence to data retention and retrieval standards is implied, ensuring organizations can meet legal demands for data access.\n\n3. **User-Focused Security Recommendations**\n\n   - **Assess Archiving Needs**: Organizations should evaluate their specific archiving needs to determine if O365 alone is sufficient or if a third-party solution is required.\n   - **Evaluate Third-Party Tools**: Consider solutions that integrate with O365 to enhance archiving and eDiscovery capabilities, ensuring all compliance and security needs are met.\n   - **Set Retention Policies**: Implement clear policies for data retention and deletion to manage data effectively and ensure compliance with regulations.\n\n4. **Technical Security Implementation Details**\n\n   - **Integration Capabilities**: Third-party tools often integrate seamlessly with O365, providing enhanced features such as secure storage options and better data management.\n   - **Data Protection Measures**: These tools typically include encryption, access controls, and immutable storage to protect data from unauthorized access or tampering.\n\n5. **Data Protection Measures**\n\n   - **Encryption and Access Controls**: Protect data both in transit and at rest with encryption and strict access controls.\n   - **Immutable Storage**: Ensures data cannot be altered, providing a secure and reliable repository for legal and compliance purposes.\n\n6. **Best Practices for End Users**\n\n   - **Regular Audits**: Conduct regular audits to ensure data integrity and compliance with regulatory standards.\n   - **Secure Credentials**: Ensure all users have secure login credentials and understand the importance of data security.\n   - **Backups and Monitoring**: Regularly backup data and monitor for any unauthorized access or suspicious activities to maintain security.\n\n**Conclusion**: While Office 365 offers useful features, it may not be sufficient for comprehensive archiving needs. Supplementing with third-party solutions can address gaps in security, compliance, and functionality, ensuring organizations meet their legal and regulatory obligations effectively."
}