Message Stub/Shortcut Management

One of the many benefits that legacy archives provide is the ability to manage Exchange email mailbox sizes by automatically moving an email message and/or attachment from the user’s Exchange mailbox to the archive. This process is commonly referred to as “stubbing” or “shortcutting”. Over time this stubbing or shortcutting capability creates millions of pointers within Exchange pointing at messages in the legacy archive.

This may not seem like a problem, but when it comes time to migrate your legacy archive, this stubbing or shortcutting feature creates several problems for both IT and the end-user:

  • If the archive is migrated to any other location, those millions of stubs or shortcuts will not work anymore and will generate error messages to the end-user when they try to access any archived messages.
  • Exchange does not have an easy way for Administrators to find and delete orphaned message stubs and shortcuts, so the possibility of orphaned message stubs will persist for long periods of time.
  • Message stubs and shortcuts can include metadata which is relevant in legal discovery, so message stub/shortcut metadata should not be arbitrarily deleted. Doing so may trigger charges of spoliation.
  • Systematically syncing individual message stubs or shortcuts with the archived messages in a forensically defensible process is extremely difficult and time consuming.

Archive2Anywhere Integrated Email Stub Shortcut Management

Archive2Anywhere uses a proprietary Stub or Shortcut Management process that does not simply delete the stub/shortcut in Exchange and replace it with a “new message”. It actually recombines the stub with the body and any attachments of the archived email. This Stub/Shortcut Management process is uniquely able to find and reconcile Exchange stubs with the original archived messages, and remove leftover stubs from the Exchange server in a forensically defensible process.


A short video demo showing the legal defensibility of email stub rehydration using FastCollect for Archives (Archive2Anywhere)

Stub Rehydration Comparison

Archive360i ntegrated email stub shortcut management comparison

Integrated email stub shortcut management comparison

Feature highlights include:

  • Original Exchange Message Id is preserved.
  • Outlook folder path is preserved in all cases.
  • No duplicate messages created on mobile devices such as Blackberry or Apple iPhone.
  • Old Calendar and Tasks Reminders will not pop-up for the end user.
  • Legal Discovery tools will not get “confused”, so no re-syncing/indexing is necessary.
  • Orphaned stub/shortcut determination with legally defensible audit report at stub/shortcut message level
  • End-user Outlook clients can remain active while the stub/shortcut rehydration process runs in real-time.

Archive2Anywhere performs a proprietary integrated email Stub or Shortcut Management process that involves four sub-processes:

  • StubFinder™ queries the Exchange servers to discover all original messages and preserves the important Creation Date Time as well as all custom MAPI properties and other message changes (i.e. categorization) that occurred after stubbing or shortcutting. Any orphaned stubs/shortcuts are noted as exceptions for the audit report.
  • Stub Rehydration™ first matches up each message stub/shortcut in Exchange with the original archived message in the legacy archive. Next, it performs the in-place restoration (or rehydrating) of the Exchange message stub/shortcut with the actual “complete” archived message; thus producing forensically complete messages and original folder paths.
  • Stub Redirection™ systematically matches message stubs/shortcuts in Exchange with the original archived messages in the legacy archive. During this process, the existing Outlook folder path is restored and the original stub or shortcut in Exchange is preserved until the process is complete and fully validated. Most importantly, Stub Redirection does not alter the existing Outlook message stub or shortcut in any way:
    • All original message dates are preserved, Received/Sent date (Creation Date Time is not reserved)
    • Orphaned stubs or shortcuts are tagged and documented in a legally defensible audit report at the stub or shortcut message level
  • StubDelete™ allows an administrator (or other authorized user) to delete stubs and shortcuts, based on date ranges within selected user mailboxes.
 
 

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  • February 14, 2017
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