Planning for archiving lync server 2010 (rc)

Planning for Archiving in Microsoft Lync
Server 2010 (Release Candidate)
Published: September 2010

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Contents
Archiving Server..........................................................................................................................1
Overview of Archiving...............................................................................................................1
Planning for Archiving...............................................................................................................2
Components and Topologies for Archiving...............................................................................4
Requirements for Archiving......................................................................................................6
Archiving Deployment Overview...............................................................................................7

Archiving Server
In Microsoft Lync Server 2010 communications software, you can deploy the Archiving Server
feature to archive instant messaging (IM) and web conferencing communications sent through
Lync Server 2010, in order to support compliance requirements.
In This Document
• Overview of Archiving
• Planning for Archiving
• Components and Topologies for Archiving
• Requirements for Archiving
• Archiving Deployment Overview

Overview of Archiving
Corporations and other organizations are subject to an increasing number of industry and
government regulations that require the retention of specific types of communications. With its
Archiving Server feature, Microsoft Lync Server 2010 communications software provides a way
for you to archive IM content, web conferencing (meeting) content, or both that is sent through
Lync Server 2010.
If you deploy Archiving Server and associate it with Front End pools, you can set it to archive
instant messages and conferences and specify the users for which archiving is enabled. When
you deploy Archiving Server, a global policy is created by default. You can use the global policy to
enable archiving of internal communications (communications between internal users) and
external communications (communications that include at least one non-internal user). You can
also specify the users for whom archiving is enabled by creating policies for specific users or
sites. If archiving is enabled, the instant messages from all multiparty conferences involving users
can also be archived, even if you have set Archiving Server to archive the messages of only
specified users and sites.
Content that is archived includes the following:
• Content of peer-to-peer instant messages
• Content of multi-party instant messages
• Content of web conferences, including uploaded content (such as handouts) and
events (such as joining, leaving, uploading sharing, and changing visibility).
Content that is not archived includes the following:
• Peer-to-peer file transfers
• Audio/video for peer-to-peer instant messages and web conferences
• Application sharing for peer-to-peer instant messages and web conferences
• Web conferencing annotations and polls
To configure archiving, you need to specify the following:
• The scope of archiving support required in your organization, including which policies
are required for specific sites and users and whether archiving is to be enabled for

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Planning for Archiving in Microsoft Lync Server 2010 (Release Candidate)
internal communications, external communications, or both, as well as which workloads
are to be archived.
• Whether to run Lync Server 2010 in critical mode, which blocks IM or web
conferencing sessions if archiving fails.
• How archived data is to be managed. The archiving database is not intended for
long-term retention and Lync Server 2010 does not provide an e-discovery (search)
solution for archived data, so data needs to be moved to other storage. Lync Server 2010
does provide a session export tool that you can use to export archived data, creating
searchable transcripts of the archived data.
• Whether to enable purging of archived data and, if so, how purging is to be
implemented.
For details about these options, see Planning for Archiving.
If you enable archiving in one Front End pool or Standard Edition server, you should then enable
it for all other Front End pools and Standard Edition servers in your deployment. This is because
users whose communications are required to be archived can be invited to a group IM
conversation or meetings hosted on a different pool. If archiving is not enabled on the pool where
the conversation or meeting is hosted, the session cannot be archived.

Planning for Archiving
If your organization must follow compliance regulations, and you want to deploy Archiving Server
to enable archiving support for Microsoft Lync Server 2010 instant messaging (IM) and web
conferencing, you need to decide how you want to implement it, including the required support of
specific sites and users, criticality of archiving, purge settings, and management of archived data.
To enable archiving, you must first deploy Archiving Server. Your initial planning should include
deciding the following:
• Which sites and users in your organization require archiving support.
• Whether to enable archiving for internal communications (communications between
internal users), external communications (communications that include at least one non-
internal user), or both.
• Whether to enable archiving for both IM and Web conferencing sessions or only for
IM sessions.
In addition to these decisions, you also need to determine the specific policies and other support
options you want to implement, including the use of critical mode and how to manage the
exporting and purging archived data.

Note:
To enable you to delegate administrative tasks while maintaining your organization's
security standards, Microsoft Lync Server 2010 communications software introduces role-
based access control (RBAC). With RBAC, administrative privilege is granted by
assigning users to pre-defined administrative roles. Configuration of archiving policies
and other archiving options requires that the user be assigned to the
CsArchivingAdministrator role (unless the configuration is done directly on the Archiving
Server, instead of remotely from another computer). For details about RBAC and use

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restrictions, see Role-Based Access Control in the Planning documentation. For a listing
of the permissions required for archiving deployment, see Archiving Deployment
Overview, which is available in both the Planning documentation and the Deployment
documentation.

Archiving Policies
You can control the scope of archiving support by using archiving policies and the configuration
options for each policy. Archiving policies include the following:
• Global archiving policy. By default, Lync Server 2010 creates a global archiving policy
when you deploy Archiving Server. The global policy applies to all users and sites in your
deployment. In the global policy, you specify whether to enable archiving of internal
communications, external communications, or both.

Important:
By default, neither archiving of internal communications nor archiving of external
communications is enabled. The global policy cannot be deleted. If you try to delete
it, the policy is reset to the default values.
• Site archiving policy. You can enable or disable archiving support for specific sites.
For example, to enable archiving support for a small number of sites, you can set the
global archiving policy to not archive internal or external communications, and then
create a site policy for each site for which you want to enable archiving support. As with
the global policy, you specify in each site policy whether to enable archiving of internal
communications, external communications, or both.
• User archiving policy. You can enable or disable archiving support for specific users
by assigning the policies to users that are defined in Users. For example, to disable
archiving support for a specific users at a site, you could set the global archiving policy to
not archive internal and/or external communications, create a site policy for the site to
enable archiving for the site, and then create a user policy that disables archiving support
for the users. You could also not use a site policy at all, and use only user policies to
enable archiving for specific users. As with the global policy and site policies, you specify
in each user policy whether to enable archiving of internal communications, external
communications, or both.
For each archiving policy in your deployment, you can specify whether to archive only IM
sessions or to archive both IM and web conferencing sessions.
If you create both site and user policies, user policies override site policies.

Critical Mode
If archiving is mission-critical in your organization, you can specify for Archiving Server to run in
critical mode. In critical mode, Lync Server 2010 blocks functionality, if instant messages and web
conferencing content cannot be archived (for example, if the Archiving service is temporarily
unable to send a message to the database queue or insert a message into the database). This
prevents IM and Web conferencing in the deployment until archiving support is restored. The
blocking of IM and web conferencing does not affect any other Lync Server features and

3

functionality, which should continue to operate as usual. By default, blocking of IM and web
conferencing sessions is not enabled.

Data Export
Using the session export tool provided in Lync Server 2010, you can create searchable
transcripts of archived data. You can use the tool to do the following:
• Create transcripts from archived data as multi-part e-mail messages (multi-part MIME
formatted .eml file) that consists of the IM or Web conference transcript, the Web
conference activity file (as an attachment), and uploaded Web conference files, including
handouts (as attachments). You can create transcripts for all users or specific users.
• Mark records that have been exported as safe to delete.
The session export tool creates one transcript for each completed communications session within
the specified date range (between specified starting and ending dates). You run this tool using a
Lync Server cmdlet. For an overview of the use of cmdlets to manage Lync Server, see New Lync
Server 2010 Management Shell in the Getting Started document.

Purge Mode
You can specify whether to purge the archives of data. If you enable purging of archiving data,
you must specify one of the following options:
• Purge both exported archiving data and stored archiving data after a specific number
of days. The minimum number of days that you can specify is one day. The maximum
number of days that you can specify is 2562 days. By default, purging is not enabled.
• Purge exported archiving data only. This option purges all records that have been
exported and marked as safe to delete by the session export tool.

Components and Topologies for Archiving
To be able to archive the content of IM, including web conferencing content, sent through
Microsoft Lync Server 2010 communications software, deploy Archiving Server, which is a
server role in Lync Server. To deploy an Archiving Server, you first use Topology Builder to define
it and publish the topology, and then install and configure Lync Server 2010 on the server that is
to be the Archiving Server.

Supported Components
The Archiving Server feature includes three components:
• The Archiving agents, which are installed and activated automatically on every
Front End Server and Standard Edition server. The agents capture messages for
archiving and send them to the destination queue on the Archiving Server. Although
agents are activated automatically, no messages are actually captured unless an
Archiving Server is deployed and associated with that Front End pool or Standard Edition
server and archiving is enabled. You can enable archiving at the global level, at a site
level, or for specific users.

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• The Archiving Server, which is the server role that reads the messages from the
archiving agents in the Front End Servers and then writes them to the Archiving back-end
database.
• The Archiving Server back-end database, which runs on SQL Server and stores
the archived messages. The database can be collocated on the same computer as
Archiving Server, or on a different computer, as described in this section.
For a list of hardware and software requirements for Archiving Server and the server running the
Archiving Server database, see Supported Hardware and Server Software and Infrastructure
Support in the Supportability documentation.

Supported Topologies
An Archiving Server can archive messages from one or more Front End pools or Standard Edition
servers. All Front End pools and Standard Edition servers in a central site and associated branch
sites must use the same Archiving Server. The following figure illustrates two possible Archiving
Server topologies.
Archiving Server topologies

Note:
You can associate multiple Archiving Servers with a single Archiving database that runs
on a different computer.

Supported Collocation
Lync Server 2010 supports a variety of collocation scenarios, allowing you flexibility to save
hardware costs by running multiple components on one physical server (if you have a small
organization), or to separate components onto different servers (if you have a larger organization
that needs scalability and performance). Scalability factors should certainly be considered before
you decide whether to collocate Archiving Server or its database with other server roles or
databases.
An Archiving Server can be collocated with a Monitoring Server, with a SQL store of a Front End
pool, or with a file store of a Front End pool. The archiving database can be collocated on the

5

same computer that runs Archiving Server, the computer that runs Monitoring Server, the
database for the Monitoring Server, or a dedicated database server. In Lync Server 2010, you can
now also use the same SQL instance that you use for the back-end database of a Front End pool.
For details about collocation of all server roles and databases, see Supported Server Collocation
in the Supportability documentation.
The server hosting the Archiving Server database can also host other databases.
The Archiving Server database can be collocated with one or more other Lync Server databases,
(including the back-end database, Monitoring Server databases, and Response Group application
database).

Note:
When you consider collocating the Archiving database with other databases, be aware
that if you are archiving the messages of more than a few users, the disk space needed
by the Archiving Server database can grow very large.

Requirements for Archiving
Archiving requirements include the following:
• Prerequisite software that must be installed for Archiving Servers.
• Scaling considerations and requirements for your archiving deployment.

Archiving Server Prerequisites
Before deploying Archiving Server, you must install the following software:
• The Windows operating system and required Windows updates on supported
hardware for each server on which you want to deploy archiving components, including
the Archiving Server, archiving database, and archiving file share. For details about the
hardware and software requirements for Lync Server 2010 and database servers, see
Determining Your System Requirements in the Planning documentation.
• Software prerequisites for all Lync Server 2010 servers, including Microsoft .NET 3.5
with SP1, the Visual C++ Redistributable, Visual J# Redistributable, URL Rewrite Module
version 2.0 Redistributable, Windows Media Format Runtime, Windows PowerShell
version 2.0, and Windows Installer version 4.5. For details about all prerequisites, see
Additional Software Requirements in the Planning documentation.
• Message Queuing, with Active Directory Integration enabled, on the server running
Archiving Server and on each Front End Server and Standard Edition server that hosts
users who will have IM archived. For details about Message Queuing requirements, see
Additional Software Requirements in the Planning documentation.
• SQL Server on the computer that will host the archiving database. For details about
supported versions, see Database Software and Clustering Support in the Supportability
documentation.
Additionally, file storage should be available for the archiving file store.

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Scaling
When you deploy Archiving Server, you associate it with one or more Front End Servers.
Archiving Server then collects IM message content from conversations involving the users homed
on those servers. In a smaller network environment, one Archiving Server can handle the load of
your whole deployment.
For best scalability, do not collocate Archiving Server with another server role. Hosting the
Archiving Server databases on a separate computer from the Archiving Server itself does not
significantly improve performance.
If archiving is mission-critical for your organization, you should configure Lync Server to block
functionality if Archiving fails. If you enable blocking, blocking will only be applied to the failed
workload. For example, if the failure only affects Web conferencing, Web conferencing will be
blocked until the problem is resolved, but other workloads, such as Enterprise Voice, are not
blocked.

Archiving Database Performance
For optimal performance, we recommend that you put these files on three physical disks:
• System file and Message Queuing file on the same physical disk
• Archiving Server database data file
• Archiving Server database log file
If you collocate the Archiving Server databases with other databases on the same server, you
should run the Archiving Server database in a separate instance from other databases.
Additionally, you should put the Archiving Server database data files and log files on separate
physical disks, for optimal performance. You should carefully evaluate performance impacts
before deciding to collocate the Archiving Server database with other databases.

Archiving Deployment Overview
As with deployment of your other Microsoft Lync Server 2010 communications software
components, deployment of Archiving Server requires that you use Topology Builder to create
and publish a topology that incorporates the necessary components, prior to installing Lync
Server 2010 on an Archiving Server.

Deployment Sequence
You can deploy Archiving Server at the same time that you deploy your initial topology or after
you have deployed at least one Front End pool or Standard Edition server. This document
describes how to deploy Archiving Server by adding it to an existing deployment, but the
information required to deploy it as part of the initial topology is the same, but the sequence is
different.
If you enable archiving in one Front End pool or Standard Edition server, you should then enable
it for all other Front End pools and Standard Edition servers in your deployment. This is because
users whose communications are required to be archived can be invited to a group IM
conversation or meetings hosted on a different pool. If archiving is not enabled on the pool where
the conversation or meeting is hosted, the session cannot be archived.

7

If archiving is critical in your organization for compliance reasons, be sure to deploy an Archiving
Server and enable archiving for all appropriate users before you enable those users for Lync
Server 2010.

Archiving Server Deployment Process
The following table provides an overview of the steps required to deploy archiving support in an
existing topology.

Archiving Server Deployment Process

Phase Steps Permissions Documentation

Install On hardware that Domain user who is a member Supported Hardware
prerequisite meets system of the local Administrators in the Supportability
hardware and requirements, group documentation
software install the following: Server Software and
• An Infrastructure
operating Support in the
system Supportability
that meets documentation.
system Determining Your
requiremen System
ts. Requirements in the
• Planning
documentation.
Software
Requirements for
prerequisit
Archiving in the
es for all
Planning
Lync
documentation
Server
Installing Message
2010
Queuing for
servers.
Archiving and
•
Installing SQL Server
for Archiving in the
Message
Deployment
Queuing
documentation
with
Directory
Services
Integration
on the
server that
will be the
Archiving
Server
(with

8



Directory
Service
Integration
enabled).
•

Message
Queuing
with
Directory
Services
Integration
on every
Front End
Server and
Standard
Edition
server that
homes the
users for
whom you
want to
collect IM
conversati
on on
Archiving
Server.
• SQL
Server on
the server
that will
store the
Archiving
Server
back-end
database.
Also set up file
storage to be used
for the archiving file
share.

Create the Run Topology Domain Admins group and Adding an Archiving
appropriate Builder to add RTCUniversalServerAdmin Server to the

9



internal topology archiving group Topology in the
to support components to the Deployment
Note:
archiving topology, and then documentation
publish the You can define a
topology. topology using an
account that is a
member of the local
users group, but
publishing and enabling
a topology requires an
account that is a
member of the Domain
Admins group and the
RTCUniversalServer
Admin group.

Install Archiving 1. Install Administrators group Installing an
Server and start the local Domain Admins or Archiving Server in
the Lync Server configurati RTCUniversalServerAdmins the Deployment
Archiving service on store. group documentation
2. Setup
Lync
Server
2010
component
s
3. Start
the Lync
Server
Archiving
service.

Configure Configure RTCUniversalServerAdmins Configuring Support
archiving archiving, including group (or assign users to for Archiving in the
policies and the global policy CSArchivingAdministrator role) Deployment
support and any site and documentation
user policies, as
well as specific
archiving options,
such as critical
mode and data
export and purging.

10

Planning for archiving lync server 2010 (rc)

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