getting rid of storage and backup headaches through email archiving

Getting Rid of Storage and Backup Headaches through Email Archiving

Jeffrey HausmanDirector, Product MarketingSymantec

2Symantec Confidential2

Key Takeaways

Enterprise Vault is (or should be) a critical part of your Email management strategy Improve storage utilization

Improve operational efficiency

Improve information access & control

Address discovery, compliance & risk management


Email Management Headaches

Enterprise Vault – A Better Way

Reducing Headaches

Summary

A G E N D A

1

2 3

4


Email Management Headaches

Business Email sent Worldwide increased 47%1

Worldwide email traffic to increase 21% over next 4 years2

Typical messaging user sends & receives ~25K emails annually3

62% consider growth in messaging storage a serious problem4

Backup windows continue to shrink while information grows

60% of business critical information is stored in email5

Significant information contained in PST files & they corrupt at 2GB

In the Fortune 500 there are a minimum of 125 active matters at any one time – 70% require discovery email6

Cost of restoration/production of backup tapes and review/production of data once converted to accessible format $272K7

Sources: 1IDC Worldwide Email Usage report 2004; 2Radicati 2005; 3Osterman Research 2005; 4Osterman Research Email and IM Security survey 2004; 5 Osterman Research 2003; 6 Gartner 2004 ; 7 Case of UBS Warburg LLC 2003 (not including legal fees and other litigation costs)


Email: Challenges for IT

Time to support user quota issues

Time to troubleshoot client-side archives

Time to handle user email restores

Time to support user quota issues

Time to troubleshoot client-side archives

Time to handle user email restores

Time

Risk around email downtime

Risk around client-side archives (e.g., PST)

Risk around migration (e.g., to E2003)

Risk around email downtime

Risk around client-side archives (e.g., PST)

Risk around migration (e.g., to E2003)

Risk

Cost to store growing volumes of email

Cost to scale email servers

Cost to backup growing message stores

Cost to store growing volumes of email

Cost to scale email servers

Cost to backup growing message stores

Cost


Email: Challenges for Legal/Business

Review

Delays in finding responsive information

Cost in “scrubbing” and reviewing

Finding issues early (HR, IP, profanity, …)

Delays in finding responsive information

Cost in “scrubbing” and reviewing

Finding issues early (HR, IP, profanity, …)

Retain

Risk around accidental/intentional deletion

Risk around inconsistent policy

Risk around non-compliance

Risk around accidental/intentional deletion

Risk around inconsistent policy

Risk around non-compliance

Capture

Cost and delay around restoring backups

Lack of proactive defense strategy

Risk that everything wasn’t captured

Cost and delay around restoring backups

Lack of proactive defense strategy

Risk that everything wasn’t captured


Enterprise Vault – A Better WayConceptual Overview of Enterprise Vault

Links

PrimaryDataStore

Transfer

SecondaryData Store

SearchAnalyzeRetrieveDisclose

SecureRationalizeShareRetainFuture ProofIndexCategorizeExpireAudit


Enterprise Vault – A Better WayArchitecture Overview

Sources

MS ExchangeMailboxes, JournalsPublic Folders, PSTs

File ServersWindows, NetApp

SDKIM, Bloomberg, Fax,

DB, SAP, …

MS SharePointSPS and WSS

MS LCSIM logging

Lotus DominoJournals (SP1)

SMTPCapture and archive

Offline Vault Applications

Outlook / OWAShortcuts

SearchOutlook, Web, SP

Archive Explorer

Compliance AcceleratorMonitoring and

supervision

Discovery AcceleratorLegal discovery

Win. ExplorerPlaceholders

SDKApplication / Search

SDKIngest Filter

Secondary Archive

Primary Archive

Enterprise VaultStore/Retain/Expire

Index/Search/Future-ProofView/Restore

Compress/MigrateAudit/Administer

Categorization/Filtering

Archive

SDKData Migrator

Disk

Tape

WORM

Optical


Reduce Costs$• Reduce storage costs

• Lower cost of eDiscovery

• Increase end user productivity

• Improve enterprise recovery

• Remove PST headaches

• Facilitate server consolidation & migration

! Reduce Risk

• Retain more enterprise content

• Reduce IP loss (especially PST)

• Rapidly find appropriate content

• Adhere to regulations

• Improve application availability

Enterprise Vault – A Better WayCost & Risk Reduction Benefits


Storage OptimizationConsolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage

Storage Admin

Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas

Mailbox ManagementEmailAdmin

Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems

Information ManagementRecords Manager

Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision

eDiscovery / ComplianceGeneral Counsel/

Compliance Officer

Enterprise Vault – A Better WayDifferent Benefits for Key Stakeholders


Storage OptimizationTiered Storage

0 3 5 10 20 30

100

50

25

0

RIPRIP

Utilizatio

n / C

ost

Number of Years

Fast

Slower

Retention Lifespan & Storage Cost

Retention Lifespan & Storage Cost


Storage OptimizationTiered Storage – Policy Automation

What to Archive?

Capture all email for users (journaling)

OR by age, quota, size, user action, …

Filters based upon subject, from, to, …

Capture all email for users (journaling)

OR by age, quota, size, user action, …

Filters based upon subject, from, to, …

Retention Categories to enforce retention

Filters can also drive Retention Category

User folders can drive retention

Retention Categories to enforce retention

Filters can also drive Retention Category

User folders can drive retention

How to Retain?

Enforce non-tampering during retention

Automatically expire content after retention

Optionally place expiration “on hold”

Enforce non-tampering during retention

Automatically expire content after retention

Optionally place expiration “on hold”

How to Dispose?


• Main Strategy

- By age

- By % of quota

• Additional options

- Items > size

- Min. archiving age

- Delete original

- Shortcut contents

• Main Strategy

- By age

- By % of quota

• Additional options

- Items > size

- Min. archiving age

- Delete original

- Shortcut contents

Storage OptimizationTiered Storage – Email Archiving Policies


Secondary Archive

Primary Archive

Enterprise VaultStore/Retain/Expire

Index/Search/Future-ProofCompress/Migrate

Archive

SDKData Migrator

Disk

Tape

WORM

Optical

Any NTFS/CIFS Location

Storage OptimizationTiered Storage – Open Approach to Storage


ExchangeServers

Vault Server

Storage

• Multiple Exchange servers => same Vault Server / Vault Store

• One copy of same email and attachments

• Also between mailbox and journal archives in same Vault Store

• Additional SIS on EMC Centera (“attachment separation”)

• Multiple Exchange servers => same Vault Server / Vault Store

• One copy of same email and attachments

• Also between mailbox and journal archives in same Vault Store

• Additional SIS on EMC Centera (“attachment separation”)

NTFS, NetApp, EMC, IBM,

Storage TEK, …

Storage OptimizationStorage Reduction – Single-Instance & Compression


Storage OptimizationSingle-Instance & Compression Details

Without archiving…Per-user data – attributes relevant to recipient or sender

Shareable data – recipient lists & message header

Attachments


With archiving…With archiving…

Shareable data is shared if identical – applies to multiple copies of the same message



With archiving… attachment sharing model*With archiving… attachment sharing model*

*Optional with Centera

Attachments are shared if identical – applies to multiple copies of the same message and to different messages or different sources (e.g. FSA).



Storage OptimizationMigration – PSTs

What are PST files? Personal Store Files

Often used in conjunction with Mailbox limits

Why are they considered bad? Designed during a time when email volume was low

Often corrupt at 2GB

Lack of central knowledge of creation or content

Search is time-consuming

Massive impact on backups (change to modified date)


Storage OptimizationMigration – PSTs

Alert

Locate

Search remote Search remote registries & file registries & file systemssystems

Determine Determine ownershipownership

Migrate

Schedule ingestionSchedule ingestion

Determine post-Determine post-migration policy:migration policy:• Delete PSTDelete PST• Leave PSTLeave PST

Access:Access:• Exchange shortcutsExchange shortcuts• Archive ExplorerArchive Explorer

Alert

Collect in Collect in temporary temporary storage locationstorage location

Collect


• Shortcuts

- None

- In PST/Outlook

- In Mailbox

• Post migration

- Leave file as is

- Read-only

- Hidden

- Compact

- Delete

• Shortcuts

- None

- In PST/Outlook

- In Mailbox

• Post migration

- Leave file as is

- Read-only

- Hidden

- Compact

- Delete

Storage OptimizationMigration – Post Migration (PSTs )


Storage OptimizationPST Migration Benefits

Avoids common problems with PST files Designed for much smaller mail volume than in use today

Size limits, instability (Microsoft KB article 297019)

No remote access to the PSTs at the office

Reduces impact on backups (if PSTs are backed up!) Single instance reduces size

Traditional methods may duplicate PSTs unnecessarily

Retains corporate knowledge of creation / content

Enables retention policy enforcement Removes risk of end-user deleting information accidentally (or

otherwise!)


Storage OptimizationMigrations – Exchange Upgrades

Clients communicate with server

Outlook(Win32/MAC)

OWA(5.5, 2000, 2003)

Move Exchange mailboxes

Archive email and public folders (normal archiving

after migration)

Archive email and public folders (aggressive

archiving before migration)

Legacy Exchange server New primary Exchange server

Archive Storage


Mailbox ManagementArchiving Transparency

• Icon indicates archived

• Otherwise normal (delete, forward, reply, preview pane, etc.)

• Toolbar buttons and menu options to archive, restore and search

• Also option for client-less deployment (“Universal Shortcuts”)

• Icon indicates archived

• Otherwise normal (delete, forward, reply, preview pane, etc.)

• Toolbar buttons and menu options to archive, restore and search

• Also option for client-less deployment (“Universal Shortcuts”)


Mailbox ManagementShortcuts Reduce Impact on Exchange

Microsoft Exchange

http://ev1.yourcorp.com/enterprisevault/download.asp?VaultID=249s92s...SavesetID=493lk4j3k....

MAPI

HTTP

HTTP

• Transparent access with Outlook “Add-In”

• Shortcut links to EV server and downloads content directly (no impact to Exchange)

• Offline Vault access requires no lookup to Exchange at all

• Transparent access with Outlook “Add-In”

• Shortcut links to EV server and downloads content directly (no impact to Exchange)

• Offline Vault access requires no lookup to Exchange at all


Mailbox ManagementSeamless Remote User Access

Links

Exchange

Transfer

Enterprise Vault

OST File

Offline Vault

• Copies aging items from OST files before they are archived

• Full support for Outlook 2003 cache mode and Exchange offline mode

• Copies aging items from OST files before they are archived

• Full support for Outlook 2003 cache mode and Exchange offline mode


Mailbox ManagementImprove Backup Efficiency

Enterprise Vault

Reduce information stores and migrate most data to archive

5

00

gig

pa

rtit

ion

S

ize

of

ba

cku

p t

ap

e

Re

ad

on

ly

Most archived data is static (doesn’t need repeated backup)

Backup

Archive Storage


Mailbox ManagementImprove Backup Efficiency & Reduce Recovery Time

Reduced information stores mean reduced recovery time

Enterprise VaultBackup

5

00

gig

pa

rtit

ion

S

ize

of

ba

cku

p t

ap

e

Archive Storage


Information ManagementIntegrated Data Management with NetBackup

Primary StoragePrimary Storage

Enterprise Vault 6NetBackup

Migrator

Enterprise Vault 6NetBackup

Migrator

Disk ArchiveDisk Archive

NetBackupMedia Server

5.1+

NetBackupMedia Server

5.1+

Tape LibraryTape Library


Information ManagementIndexing for Fast Discovery & Recovery

Mailbox A Journal A

Federated Searching

A B C D E

Enterprise Vault Indexing:

Mailbox B File Share A File Share B

3 levels of indexing supporting 270+ file types

Multiple indexes & servers searched in parallel

Smaller indexes less prone to corruption

Only the indexes with data within the search date range are used


Regulations Drive Retention & Discovery…

21 CFR Part 11 (Life Sciences)

Clinical trials and FDA approval

Food—manufacturing/processing/packing

Drugs—manufacturing/processing/packing

Manufacturing of biological products

HIPAA (Healthcare)

Pediatric medical records

Adult medical records

documentation related to security rule implementation

Sarbanes-Oxley (All Public

Companies)all records related to audit or review

SEC 17a-4 (Financial Services)

All account records

financial statements, transaction records, and communications

member registration and other corporate documentation

35 years

∞

6 years after closing account

3 years, first 2 easily accessible

No less than 3 years after commercial release

No less than 2 years after commercial release

5 years after end of manufacturing

up to 2 years after patient's death

21 years

6 years from the date of creation

7 years after the conclusion of audit/review*

*SOX states a 5 year retention period, but the SEC implementation ruling of 7 years supercedes the SOX mandate

Life of the enterprise


…As Do Lawsuits

Coleman v. Morgan Stanley Coleman v. Morgan Stanley "The storage folks found"The storage folks found

an additional 1,600 backupan additional 1,600 backuptapes in a closet,“ explainedtapes in a closet,“ explaineda Morgan Stanley executive. a Morgan Stanley executive.

$1.45 billion awarded$1.45 billion awarded

Coleman v. Morgan Stanley Coleman v. Morgan Stanley "The storage folks found"The storage folks found

an additional 1,600 backupan additional 1,600 backuptapes in a closet,“ explainedtapes in a closet,“ explaineda Morgan Stanley executive. a Morgan Stanley executive.

$1.45 billion awarded$1.45 billion awarded

Thomson v. US HUDThomson v. US HUD“…“…precluded from introducing into precluded from introducing into evidence in their case any of the evidence in their case any of the 80,000 email records that were 80,000 email records that were

"discovered" during last minute.”"discovered" during last minute.”

Thomson v. US HUDThomson v. US HUD“…“…precluded from introducing into precluded from introducing into evidence in their case any of the evidence in their case any of the 80,000 email records that were 80,000 email records that were

"discovered" during last minute.”"discovered" during last minute.”

Anti-Monopoly, Inc. v. Hasbro,Anti-Monopoly, Inc. v. Hasbro,““The law is clear that data in The law is clear that data in

computerized form is discoverable computerized form is discoverable even if paper ‘hard copies’ of the even if paper ‘hard copies’ of the information have been produced.”information have been produced.”

Anti-Monopoly, Inc. v. Hasbro,Anti-Monopoly, Inc. v. Hasbro,““The law is clear that data in The law is clear that data in

computerized form is discoverable computerized form is discoverable even if paper ‘hard copies’ of the even if paper ‘hard copies’ of the information have been produced.”information have been produced.”

Zubulake v. UBS WarburgZubulake v. UBS Warburg““Documents stored on backup Documents stored on backup tapes can be likened to paper tapes can be likened to paper

records locked inside a records locked inside a sophisticated safe to which no one sophisticated safe to which no one

has the key or combination.”has the key or combination.”

Zubulake v. UBS WarburgZubulake v. UBS Warburg““Documents stored on backup Documents stored on backup tapes can be likened to paper tapes can be likened to paper

records locked inside a records locked inside a sophisticated safe to which no one sophisticated safe to which no one

has the key or combination.”has the key or combination.”

Its not just the big companies,Its not just the big companies,AnyAny company that employs people, company that employs people, has contracts and agreements with has contracts and agreements with

other bodies and has an email system other bodies and has an email system is potentially affected.is potentially affected.

Its not just the big companies,Its not just the big companies,AnyAny company that employs people, company that employs people, has contracts and agreements with has contracts and agreements with

other bodies and has an email system other bodies and has an email system is potentially affected.is potentially affected.


Storage Service

Exchange/Domino Server(s)

Enterprise Vault Server

JournalMailbox

MailUsers

JournalingTask

• Emails collected to journal mailbox

• Journal archiving task archives journal mailbox

• Optional custom filter plug-in rules to control what is archived

• Can retain archives on WORM storage (e.g., EMC Centera, NetApp SnapLock, IBM DR 550)

• Emails collected to journal mailbox

• Journal archiving task archives journal mailbox

• Optional custom filter plug-in rules to control what is archived

• Can retain archives on WORM storage (e.g., EMC Centera, NetApp SnapLock, IBM DR 550)

eDiscovery & ComplianceEmail Journaling


• Purpose-built app for legal discovery

• Web-based UI

• Roles-based access control around cases

• Powerful search

• Review and marking

• Export and production

• Purpose-built app for legal discovery

• Web-based UI

• Roles-based access control around cases

• Powerful search

• Review and marking

• Export and production

eDiscovery & ComplianceLegal Search: Discovery Accelerator


Storage OptimizationConsolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage

Storage Admin

Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas

Mailbox ManagementEmailAdmin

Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems

Information ManagementRecords Manager

Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision

eDiscovery / ComplianceGeneral Counsel/

Compliance Officer

SummaryBenefits for Various Stakeholders


SummaryCustomers Reducing Headaches

“The other benefit we’ve found is how much more cost-effective Enterprise Vault is, not just the product cost, but

elimination of the time involved in housekeeping your email system so you don’t hit your storage limit.”

“The other benefit we’ve found is how much more cost-effective Enterprise Vault is, not just the product cost, but

elimination of the time involved in housekeeping your email system so you don’t hit your storage limit.”

“…To put it in the simplest terms, having to migrate 80GB of email versus 160GB made the migration so much

easier…”

“…To put it in the simplest terms, having to migrate 80GB of email versus 160GB made the migration so much

easier…”


“It has saved me about 20 hours a week in administration. We run our tape backups every day, get the tape, and

that’s it. I don’t have to baby sit the Vault and I sleep well at night knowing that my Exchange Info store won’t crash.”

“It has saved me about 20 hours a week in administration. We run our tape backups every day, get the tape, and

that’s it. I don’t have to baby sit the Vault and I sleep well at night knowing that my Exchange Info store won’t crash.”

“Pertaining to an email based public record request. Using our new KVS system we searched and burnt to CD over 7000 emails related to the request in under 5

hours total labor hours. Our old methodology if done with the same diligence would have taken an estimated

1000+ labor hours.”

“Pertaining to an email based public record request. Using our new KVS system we searched and burnt to CD over 7000 emails related to the request in under 5

hours total labor hours. Our old methodology if done with the same diligence would have taken an estimated

1000+ labor hours.”



“By far the greatest benefit of Enterprise Vault has been the ability to search and discover the truth – nine times out of ten this resides in the corporate email system.”

“By far the greatest benefit of Enterprise Vault has been the ability to search and discover the truth – nine times out of ten this resides in the corporate email system.”

“We simply could not effectively operate without email archiving and our regulatory obligations mean we need a sophisticated solution for audit trails, journaling, archiving

and retrieval, which is why we have standardized on Enterprise Vault.”

“We simply could not effectively operate without email archiving and our regulatory obligations mean we need a sophisticated solution for audit trails, journaling, archiving

and retrieval, which is why we have standardized on Enterprise Vault.”



SummaryCustomer Leadership


SummaryWhy Customers Choose Enterprise Vault

Proven in real-world situations Proven benefits with 3,000+ customers Proven scalability with several > 100K user customers Proven performance in large-scale tests

Integrated into existing environment Integrated with Microsoft Exchange since 1999 Integrated user experience (e.g., Offline Vault) Integrated w/ storage

Platform for the long-term Platform unified across email, files, IM, SharePoint, etc. Platform for archiving on heterogeneous storage Platform for long-term data retention (e.g., future-proofing)


Key Takeaways

Enterprise Vault is (or should be) a critical part of your Email management strategy Improve storage utilization

Improve operational efficiency

Improve information access & control

Address discovery, compliance & risk management


How to Engage:Enterprise Vault Consulting Services

Offering Description

Archiving & Migration Svcs Provides a proven approach to deploying mailbox archiving and personal folders (PST) migration

Discovery Accelerator Svcs Implements the rich feature set of the Enterprise Vault Discovery Accelerator product for litigation support

Upgrade Svcs Optimizes the operation, configuration, and resilience of your existing Enterprise Vault deployments

Solution Benefits:• Help reduce deployment time, lower the learning curve, and minimize time to production.• Achieve a more efficient archive and retrieval process, resulting in increased productivity

and greater resilience for your enterprise. • Works within your existing IT infrastructure to implement an email messaging archive

solution using Enterprise Vault™.

Thank You!

Jeffrey [email protected]

getting rid of storage and backup headaches through email archiving

Documents

messaging storage

osterman research email

rid of storage

worldwide email traffic

single instance storage

compliance risk management

pst files

information grows60