Before the release of Exchange 2010, creating an archive of received and sent emails was a process that was considerably more unwieldy. In those days, managed programs staff would have to move email into personal archive files using Outlook. These archive files could reside on network shared drives, on local drives, or even on portable drives such as thumb drives. This could lead to a situation in which an archive file became lost, never a good scenario in this age of increased compliance and accountability.
In addition, the older technique could mean the creation of many archives containing the same data, which of course led to a need for extensive deduplication when full backups were made for disaster recovery purposes.
With Microsoft Exchange 2010 in place, archiving functions can be taken care of within the Exchange program itself. This approach not only avoids the problems cited above, it also provides additional key benefits. Because everything is taking place via the Microsoft Exchange interface, the company as a whole can exercise greater oversight over archiving practices, retaining a level of control that was lacking when Exchange depended on other programs do to its work. Yet personal archives are still available; they are merely established as part of a hierarchical system that managed programs staff can administer on a system-wide basis as needed.
In a managed programs model, software such as Microsoft Exchange is maintained, monitored, and upgraded as needed by staff that visit on a regular basis. Such staff are provided by an IT company that takes care of hiring and screening its own expert employees.