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Issues Detected by ExRAP

Issues Detected by ExRAP

Note on IT

Published: December 22, 2005

The Exchange Center of Excellence (ECoE) administers the Microsoft® Exchange Server Risk Assessment and Health Check Program (ExRAP) at Microsoft. An ExRAP engagement provides a detailed on-site technical and operational analysis of a large Exchange deployment. This Note details the most common issues and overlooked vulnerabilities found so far during ExRAP engagements.

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Document Definition

Intended Audience

Products & Technologies

A Note on IT is a short, technically deep drilldown on a specific topic related to Microsoft IT and is usually associated with an existing IT Showcase document. A Note might illustrate how Microsoft IT performs a specific operational task step by step or configures a hardware device or software application. It might also relate details of a best practice or contain frequently requested information about Microsoft IT's operations.

This document can be helpful for all Exchange administrators. Although ExRAP engagements are typically for large enterprises, the issues that this document covers apply to an Exchange installation of any size.

  • Microsoft Windows Server 2003
  • Microsoft Exchange Server 2003
  • Clustered servers

Introduction

The ECoE is a group of Exchange experts that the Microsoft Information Technology (Microsoft IT) group sponsors. Created in April of 2004, the mission of the ECoE is to develop programs, resources, and best practices for deploying and managing Exchange in large enterprises. One of the programs that the ECoE currently administers, in conjunction with Microsoft Services, is ExRAP.

ExRAP engagements are available to Exchange accounts that have Premier Support agreements. In a typical ExRAP engagement, a Microsoft consultant performs an on-site analysis of an Exchange deployment. This analysis covers not only individual servers but also the physical infrastructure, logical topology, and process management that support Exchange. An ExRAP report measures Exchange performance, stability, and recoverability along dozens of dimensions and provides specific feedback and remediation recommendations for any issues identified.

ECoE has completed more than 900 ExRAP engagements to date. On average, Microsoft has measured more than a 30 percent reduction in critical situation (CritSit) Microsoft Customer Service and Support cases in accounts that have received an ExRAP analysis. A CritSit is a support case that a customer opens for a problem that is interrupting service to end users or affecting important business operations. The evidence is strong that making even some improvements based on ExRAP recommendations can greatly improve the operational health and stability of an Exchange environment.

For customers who currently have a Premier Support contract with Microsoft, the technical account manager is the first point of contact for scheduling an ExRAP engagement. Customers who do not have a Premier Support agreement for Exchange, or who want to learn more about Premier Support services, can find more information at http://www.microsoft.com/services/microsoftservices/srv_prem.mspx.

The purpose of this document is to share the most common problems that the ExRAP process uncovers. This paper assumes that readers are Exchange administrators with the ability to make configuration and architectural changes to the Exchange system. This paper also assumes familiarity with Microsoft Windows Server™ and with Microsoft Exchange Server.

This paper is based on Microsoft IT's experience and recommendations in conducting ExRAP engagements with several Exchange customers during the past year. It is not intended to serve as a procedural guide. Each environment has unique circumstances; therefore, each organization should adapt the plans and lessons learned described in this paper to meet its specific needs.

One of the tools used in every ExRAP engagement is the Exchange Best Practices Analyzer (ExBPA). Every Exchange administrator can download this free tool from http://www.microsoft.com/exchange/downloads/2003/exbpa/default.mspx. An administrator can run ExBPA against individual servers, groups of servers, or an entire Exchange organization. The tool analyzes hundreds of Exchange server and Microsoft Active Directory® directory service configuration settings and reports on all suboptimal settings or misconfigurations found.

The sections in this paper deliberately exclude particular issues that ExBPA reports. This exclusion is not because these issues are less important, but because any Exchange administrator can (and should) run ExBPA to discover which issues apply to his or her environment. An administrator who makes an action plan to address issues mentioned in this document should do so in conjunction with an ExBPA report.

Server Configuration Issues

This section focuses on problems that an individual administrator can check for and correct with minimal cost or team coordination. It focuses on one-time changes an administrator can make that do not require ongoing management or additional operational infrastructure.

The issues that this section identifies are not in any particular order of severity or priority. They are all issues that can result in significant, avoidable downtime or reduced performance in any Exchange environment.

Antivirus Configuration

With regard to Exchange, antivirus programs fall into one of two broad classifications:

  • Exchange aware. Interacts with the Exchange store process to intelligently scan Exchange messages and to quarantine or delete infected messages without damaging or destroying critical Exchange data files.

  • Generic file level (not Exchange aware). Indiscriminately scans files and may quarantine, alter, or destroy files to prevent virus infection.

It is critical to exclude Exchange database and transaction log file directories from being altered by a generic, file-level antivirus scanner. If these directories are not excluded, the scanner will eventually corrupt Exchange data and can stop the databases.

In the most common scenario, a generic, file-level virus scanner destroys or moves current Exchange transaction log files. This action stops the database, leaving it in an inconsistent state. To restart the database, missing transaction logs, if they still exist, must be found and copied back to their original locations. If the current transaction logs have been destroyed, there are two choices for recovery, both of which are likely to take some time to implement:

  • Restore the database from backup and roll it forward with the remaining transaction logs, thus losing the information in the destroyed transaction log files.

  • Repair the database, which also carries some risk of losing data, and which will invalidate all previous backups. After repairing a database, immediately make a new backup to begin a new series of backups that can be used to roll the database forward.

A generic antivirus scanner may also alter an Exchange database file, thus corrupting it. Even if the damage does not prevent the database from running, the corruption will, at the least, prevent online backups of the database from completing successfully. Exchange scans the entire database for corruption during online backup, and it stops the backup if it finds corruption. This action ensures that the last database backup is always of a good database.

A misconfigured, generic antivirus program is a very common cause of prolonged database outages that require full restoration or other disaster recovery steps.

Note: ExBPA will detect some, but not all, cases in which an antivirus program is acting on Exchange data files. Do not rely entirely on ExBPA to detect this problem.

For more information about using antivirus software with Exchange, refer to the Microsoft Knowledge Base article "The Exchange database store many not mount in Exchange Server 2003 or in Exchange 2000 Server" at http://support.microsoft.com/kb/896143.

Server Memory Configuration

A heavily loaded, enterprise-class Exchange server typically has more than 1 gigabyte (GB) of random access memory (RAM) and simultaneously services more than 2,000 users. Under these circumstances, Exchange processes massive amounts of user data simultaneously. Tuning server memory correctly improves performance, prevents exhaustion of critical Microsoft Windows® memory resources, and allows Exchange the maximum use of the 32-bit virtual memory address space. For detailed instructions on memory tuning for Exchange Server, refer to the following Microsoft Knowledge Base articles:

Online Maintenance

A busy Exchange database is accessed by hundreds or thousands of individual users each day who move, copy, delete, send, and receive messages of all different sizes. The database is kept busy inserting, deleting, and merging large numbers of random records. As with a file system in which large numbers of changes are being made, space in the database eventually becomes fragmented, thus reducing performance and efficiency.

The database online maintenance routines include online defragmentation, which scans the database and reorganizes space utilization. Other maintenance tasks required to keep the database optimized also occur during online maintenance, but defragmentation is the most important and time-consuming of those tasks.

The administrator can individually schedule online maintenance for each database. By default, online maintenance runs between the hours of midnight and 05:00 local time. If an online backup starts or the maintenance window expires, online maintenance will be suspended until the next scheduled maintenance window, at which time it will resume where it left off.

Online maintenance does not need to complete every night, but it should complete periodically for every database. As a rule of thumb, Microsoft IT sets online maintenance windows so that a cycle completes for each database at least once a week. If maintenance never completes, not only will the performance of the database be adversely affected, but also the database files may grow to larger sizes than necessary because space within them cannot be reused efficiently.

For more information about running and monitoring online maintenance, please refer to the following Microsoft Knowledge Base articles:

Disk Space

Exchange databases grow as needed to contain new user data. Exchange transaction log files are generated as necessary to record all changes to the databases.

In the typical case, the size of an Exchange database will stabilize after a period of use. The database will not grow larger because it has reached an equilibrium state where user deletions keep up with user insertions. Exchange transaction logs do not typically fill the log drive because the online backup process or circular logging automatically removes them.

However, the following unusual conditions or administrative oversights may cause transaction logs to be generated at an accelerated rate or cause databases to keep growing in size:

  • Databases may grow because administrators have not set any limits for message, folder, or mailbox sizes.

  • Databases and transaction log files may grow because of looping messages in the system. For example, a client that indiscriminately forwards rules to an invalid external address may cause a non-delivery report (NDR) loop. An NDR loop can occur when a user creates a rule that forwards all incoming messages to an invalid e-mail address. The receiving server sends back an NDR when the message arrives at the destination domain. When this NDR reaches the original user, the forwarding rule sends it to the same invalid e-mail address, thus generating another NDR. If the original message was large, and the NDR includes the original message, the NDR loop can result in rapid automatic generation of large numbers of large messages.

  • Databases and transaction log files may grow because of application activity that makes rapid changes or generates large numbers of messages. For example, company developers have been known to test mass-mailing applications in the production mail system without considering the consequences.

  • Spam or other attacks on the system may generate large numbers of messages and cause undue growth of mailboxes and transaction log files.

  • Moving a large number of mailboxes from one database to another will generate an unusual number of transaction logs in the destination storage group.

It is very important to monitor free disk space on Exchange data drives at frequent intervals. Running out of disk space is one of the most common reasons for an unexpected database shutdown.

If a drive runs out of free space in Microsoft Exchange Server 2003, the database can usually commit all outstanding transactions and shut down cleanly. In previous versions of Exchange, it is more common for the database to suddenly stop in a disk full condition. In itself, this is not a problem because the transaction log recovery mechanism is very reliable, and will recover the database and bring it to a clean shutdown state. However, an administrator in a disk full situation commonly deletes all the transaction logs to create free space, including the last several transaction logs required to recover the database. In this case, the database can be recovered only through repair or restoration. For more information about how to safely recover from a disk full situation for transaction logs, refer to the Microsoft Knowledge Base article "How to remove Exchange Server transaction log files" at http://support.microsoft.com/kb/240145.

Cluster Configuration

Exchange is a Microsoft Cluster Server-aware application. Running Exchange in a cluster configuration provides additional redundancy and can provide higher availability than a stand-alone environment can achieve.

However, running Exchange in a cluster means that Exchange administrators must be trained on Windows clustering as well as on Exchange. Exchange behaves differently when running in a cluster, and administrators must understand the differences and requirements. The following white papers are not a substitute for comprehensive training and experience with Windows clustering, but they do outline the most important differences and requirements for running Exchange in a clustered environment:

Backup Monitoring

The most fundamental administrator responsibility is to ensure that backups finish, are good, and can be restored. Yet, because of the tedious and routine nature of the work, administrators in even the largest and most professional enterprises sometimes forget to make, validate, and protect backups. System and data failures are infrequent, and human nature tends to underestimate the importance of mitigating infrequent risks, even if the consequences are catastrophic. It takes a great deal of operational discipline to make and test backups consistently.

Microsoft IT successfully backs up its Exchange mailbox servers on a nightly basis by using the Backup feature in Windows. To do so, Microsoft IT had to make some specific customizations of Backup parameters. For more information about how Microsoft IT backs up its Exchange mailbox servers, see the following documents:

Exchange Best Practices Analyzer

The ExBPA tool is based on a rules-based engine that is frequently improved to reflect the real issues and experience of Exchange administrators and troubleshooters.

For example, a recent hotfix for Transmission Control Protocol/Internet Protocol (TCP/IP) caused X.400 connectivity problems for some Exchange servers. Soon after this issue was discovered, ExBPA was updated to check for the problematic hotfix version and offer guidance to Exchange administrators about working around the problem.

Each time the tool runs, it can check for a new configuration file that contains updated rules and tests. Microsoft IT recommends running new versions of the tool at least monthly against representative Exchange servers in an organization (or against all Exchange servers) to automatically detect new issues and recommend newly developed best practices.

This tool is available free to every Exchange administrator and can be downloaded at http://www.microsoft.com/exchange/downloads/2003/exbpa/default.mspx.

Architectural and Operational Issues

This section identifies problems that may require investment in new hardware or infrastructure, cross-team cooperation, or project planning. Correcting these issues may require changing the architecture or topology for Exchange, Active Directory, or the network.

The issues that this section identifies are not in any particular order of severity or priority. They are all issues that can result in significant avoidable downtime or reduced performance in any Exchange environment. Although these issues are fundamental, they deserve to be discussed because many organizations still do not address them.

Storage Configuration

Storage technology has evolved dramatically over the past several years. The choices available in modern enterprise-class storage devices can be bewildering, and new features and protocols are being developed at a rapid pace. Storage vendors differentiate their products with a wide variety of sophisticated capabilities and proprietary designs. Defining specific best practices for Exchange storage configuration is difficult, because recommendations are quickly made obsolete by new technologies or do not apply across products from different vendors.

One constant is that a busy Exchange server makes high demands on underlying storage, in terms of input/output (I/O) performance and in space required to satisfy client demands for larger mailboxes. Therefore, it is critical to consult with storage vendors about best practices for configuring and scaling the storage system to support the requirements of a particular Exchange organization. All major storage vendors have detailed best practices for designing Exchange storage.

Thinking of Exchange storage requirements only in terms of disk space is a mistake. Even more important are the capabilities and limitations of the storage platform in terms of I/O throughput, redundant array of independent disks (RAID) configuration options, redundant channels, and recovery options.

For more information about how Microsoft IT designed its Exchange Server 2003 clustered storage configuration, see the IT Showcase white paper titled Exchange Server 2003 Design and Architecture at Microsoft at http://www.microsoft.com/technet/itsolutions/msit/deploy/ex03atwp.mspx.

Disk Performance Baselining

The most common cause of poor performance on an Exchange server is inadequate disk I/O. In general, Exchange is more disk I/O intensive than processor intensive.

An organization should not rely on theoretical I/O calculations alone. Unexpected bottlenecks in the storage system can cause it to perform very differently from its theoretical model. Microsoft publishes detailed information about the average I/O load to be expected for each Exchange user, along with formulas and spreadsheets to help calculate I/O load for specific environments.

Microsoft provides two tools for modeling Exchange performance:

  • JetStress. This tool is targeted at testing only the disk subsystem. It generates actual Exchange databases and actual database activity that is similar in complexity and scale to the actual load on a running database. New disk systems intended for Exchange use should be tested through JetStress. Not only is JetStress an excellent tool for performance modeling, but it also can uncover disk defects and instability.

  • LoadSim. LoadSim simulates actual Messaging Application Programming Interface (MAPI) client activity against an Exchange server. LoadSim setup is more complex than JetStress setup because LoadSim requires installation of an actual Exchange server and one or more client workstations to simulate Microsoft Outlook® client connections to the server. LoadSim is very useful for baselining general server performance and for validating the overall suitability of the end-to-end Exchange system.

For more information about the preceding tools and about tuning and baselining for Exchange, refer to the Exchange Server 2003 Performance and Scalability Guide at http://www.microsoft.com/technet/prodtechnol/exchange/2003/library/perfscalguide.mspx.

Service Level Agreements

Service level agreements (SLAs) not only drive accountability for the performance of the Exchange system, but also define the most important considerations in terms of the performance, reliability, and availability of the e-mail system. Without high-quality SLAs, it is difficult to appropriately prioritize resources or to appropriately design an Exchange system. Too frequently, organizations either do not define SLAs or define them arbitrarily. Poorly designed SLAs divert and waste resources; well-designed SLAs focus operational and architectural resources on measuring and maintaining the most important functions of the system.

The IT Showcase paper titled Achieving High Availability with Exchange Server at Microsoft explains the Microsoft approach to defining SLAs for its internal Exchange system. This paper also provides examples of how poorly designed SLAs can lead to bad decisions. This paper is available at http://www.microsoft.com/technet/itsolutions/msit/operations/exchhighavailTSB.mspx.

Permissions and Credentials Strategy

Microsoft Customer Service and Support recently responded to a CritSit case triggered by a low-level administrator's deletion of all the public folders in the organization. The administrator thought that the deletions would affect only a single server, but the deletions replicated throughout the organization. Fully recovering and repopulating the data took several days.

This incident illustrates the importance of making conscious decisions about who will have access to change or destroy Exchange configuration and client data. Many organizations do not track who has rights to the Exchange system or who has rights to grant permissions in the Exchange system. Limiting permissions on public folders (especially those at the top of the hierarchy) is also very important, as the preceding incident illustrates.

For more information about strategies for administrator and end-user rights and permissions, refer to the following white papers:

Monitoring

If the usual way that an Exchange administrator in an organization discovers a problem in the Exchange system is from end-user calls to the helpdesk, the administrator is not adequately monitoring the system. Not only can effective monitoring allow administrators to respond to failures more quickly, but it also provides baselining and measurement of everyday operation. Baseline monitoring enables administrators to anticipate the need for capacity upgrades or detect unusual conditions before they cause a failure.

Monitoring every aspect of a large Exchange environment can be a daunting task. An organization must monitor not only server health, but also the status of communications between servers, spikes in message traffic that may indicate virus or spam attacks, and how Exchange is responding to end-user clients. Finding an effective way to present and manage all that data is critical. It is all too easy to set up monitoring, and then to forget to look at the resulting data because it is too overwhelming or disorganized.

Microsoft IT uses Microsoft Operations Manager (MOM) 2005 as its enterprise monitoring solution. The Exchange management pack for MOM captures, collates, and interprets Exchange data in a central console that is easy to scan and provides appropriate alerts. For more information about MOM and Exchange, refer to the following white papers:

The Exchange Server 2003 Operations Guide also provides valuable information about keeping an Exchange system healthy. Administrators can download the guide at http://www.microsoft.com/technet/prodtechnol/exchange/2003/library/opguide.mspx.

Capacity Planning and Load Balancing

One of the aspects of an Exchange environment that an organization should monitor is the growth in message storage space required as new users come online. Without planning for growth, an organization can easily neglect this area. Because servers have to carry more capacity than intended, multiple problems can incubate before performance degradation becomes evident. If database sizes are growing too large, backups may not complete or may take too long. Larger databases also require larger maintenance time windows, which must be balanced against backup time windows. Sudden spikes in demand may bring a server down if it is already running near its capacity under normal conditions.

Administrators should set clear targets and limits for server load and capacity, and closely monitor servers that are nearing that capacity. Bringing new capacity online smoothly requires plenty of lead time and planning. Having to do it during an emergency or under time pressure is likely to result in visible end-user downtime and is likely to be more costly overall.

Change Control and Server Build Documentation

If an Exchange administrator calls Microsoft Customer Service and Support to get technical support in solving an Exchange problem, one of the first questions that the product support engineer will likely ask is "What has changed recently?" All too often, a problem is caused by a change that one person made to the system without informing anyone else. Knowing about such changes can dramatically shorten the time required to troubleshoot and resolve such a problem.

Strict change control, including making a plan to back out of a change before making it, is critical in an enterprise environment. Change control procedures can be annoying to follow, because they require documenting and notifying other people before doing things that one person may believe are simple or harmless. However, seemingly simple changes can have unexpected repercussions. The history and context that change control documentation provides about a particular environment and configuration are invaluable. An organization needs thorough change control procedures to achieve high availability.

Closely related are server build documentation and procedures. The more alike and standardized each system is in an organization, the more easily IT personnel can manage and understand the systems and detect anomalies. Thorough server build documentation coupled with strict change control allows reliable rebuild and configuration restoration of any damaged system.

Microsoft IT uses the Microsoft Operations Framework (MOF) to manage its change control process. For more information about MOF, see the video titled Introduction to Microsoft Operations Framework (MOF) Fundamentals at http://download.microsoft.com/download/3/2/9/329a5e25-aeac-45df-9630-86c65d1e35ef/MOFTrainingMM.wmv. For additional information, see the MOF Web site at http://www.microsoft.com/mof.

Disaster Recovery Planning

Disaster recovery planning can occur at many different levels of scope and sophistication. Disaster recovery planning for a large organization is a complex specialty.

For some organizations, the entire disaster recovery plan consists of performing regular backups and moving them off site. For a small business or a home computer user, these activities may be perfectly adequate. Detailed discussion of disaster recovery planning is beyond the scope of this document, but a fundamental principle of such planning is that an organization should ensure not only that essential data is preserved, but also that the data can be restored as quickly as needed after a disaster. Every IT manager must assess whether disaster recovery planning has occurred at the appropriate level for the organization.

A part of the disaster recovery plan of many large Exchange customers is to call Microsoft Customer Service and Support. Microsoft Customer Service and Support consists of expert engineers and product specialists whose everyday job is to respond to disasters.

However, how well Microsoft Customer Service and Support or other experts can help in recovery depends greatly on how well prepared an organization is before a disaster. A lack of redundant infrastructure, spare parts, or trained personnel who understand the architecture and systems will greatly hamper the recovery efforts of support personnel. If there are no backups of critical data, Microsoft Customer Service and Support cannot help to recover it.

The following white papers provide advice about developing an Exchange disaster recovery plan:

Active Directory Architecture

Exchange Server 2003 must be used with Active Directory. In fact, if Exchange cannot access an Active Directory global catalog server, none of the services of Exchange can even start. The great majority of an Exchange server's individual configuration is stored in Active Directory, not on the Exchange server. This design choice enables automatic rebuild of a destroyed Exchange server, restoring almost all its previous configuration simply by running the Exchange Setup program with the /disasterrecovery startup switch.

During normal operation, Exchange queries and writes to Active Directory frequently. In most organizations, Exchange is the heaviest user of Active Directory, with the exception of client logon and authentication services. If responses to requests from Exchange to Active Directory slow down, everything in Exchange slows down. After a certain point, not only does this slowdown affect system performance proportionally, but Active Directory slowness can become a bottleneck that can make message transfer stop completely.

It is critical that the Active Directory design takes into account not only Exchange load, but also placement of Exchange servers and clients. Designing Active Directory correctly for Exchange is not incredibly complicated, but there are important principles that an organization must follow to prevent Active Directory issues from becoming a perennial problem. The following white papers provide information about Exchange requirements:

Active/Active Clustering

An organization should not run Microsoft Exchange 2000 or Exchange Server 2003 in a two-node active/active clustering configuration. This configuration is one in which an Exchange Virtual Server instance runs on each node of the cluster during normal circumstances. In the event of a failure, each Exchange instance can fail over to the other node. In this case, the surviving cluster node must run both Exchange instances.

Instead, an organization should run Exchange in an active/passive cluster node configuration, whether the cluster has two or more nodes. (Clusters with more than two nodes require Windows Server 2003 or Microsoft Windows 2000 Datacenter Edition.) In an active/passive configuration, no cluster node ever runs more than one Exchange instance. Failover is allowed only to nodes that are not already running an Exchange instance.

Leaving the passive nodes in a cluster idle except in an emergency may seem wasteful. This perception may lead administrators to prefer active/active configurations. When Exchange 2000 was released, Microsoft allowed two-node active/active clustering to address this customer concern. However, real-world experience has shown that using active/active clustering for Exchange is not a best practice for the following reasons:

  • One of the strongest motivators for wanting to use active/active clustering is cost savings. Therefore, each cluster node will sometimes be designed to handle its normal load, but without enough additional capacity to efficiently handle another Exchange instance. Although a technology architect may believe that degraded performance is acceptable in an emergency, the reality is that after a disaster, the Exchange server instances will likely be placed under even greater than normal load (for example, as all clients try to come back online at once). A good recovery plan anticipates providing as much or more capacity as under normal conditions.

  • A properly designed active/active cluster cannot handle as much client load as an active/passive cluster. It is possible to safely place more mailboxes on a single Exchange instance in an active/passive configuration than on two instances in an active/active configuration. In terms of its actual ability to handle load and retain high availability, an active/passive configuration can scale higher than an active/active configuration.

  • Failover is more reliable, is faster, and requires fewer resources in an active/passive configuration. In an active/active configuration, failover occurs to a cluster node that is already busy hosting an Exchange instance or another application. The failover will affect an already running server, and it may exhaust critical system resources that multiple application instances must now share.

For information about how Microsoft IT designs its Exchange clusters and how it uses passive nodes for tasks other than running an Exchange instance, refer to Backup Process Used with Clustered Exchange Server 2003 Servers at Microsoft at http://www.microsoft.com/technet/itsolutions/msit/operations/exchbkup.mspx.

For more information about limitations and best practices that an organization can follow when running Exchange in an active/active cluster configuration, refer to the Microsoft Knowledge Base article "Considerations when deploying Exchange on an Active/Active cluster" at http://support.microsoft.com/kb/815180.

Conclusion

Much of the information in this paper is common knowledge for Exchange administrators. Although the issues may seem obvious, the ExRAP found that even very large organizations frequently overlook them. An organization can examine its own practices and configuration against the topics of this paper to potentially reveal important issues that have been neglected in its Exchange environment.

For More Information

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