Transcript Exchange Archiving

Enterprise Vault for Microsoft Exchange Mailbox
Archiving
Name
Title
AGENDA
1
Why Archive?
2
Enterprise Vault 6.0
3
Enterprise Vault In Action
Improves Email Management
Addresses Legal Issues
4
2
Product Leadership & Evolution
NDA required – Symantec Confidential – © 2005
Why Archive?
Enterprise Vault Reduces Costs and Risks
$
!
Reduce Costs
• Reduce Storage costs
• Retain more enterprise content
• Lower cost of eDiscovery
• Reduce IP loss (especially PST)
• Increase end user productivity
• Rapidly find appropriate content
• Improve Enterprise recovery
• Adhere to regulations
• Remove PST headaches
• Improve application availability
• Facilitate server consolidation &
migration
3
Reduce Risk
NDA required – Symantec Confidential – © 2005
Why Archive?
Email Challenges
• Email is exploding
– Business email growing 25–30%
– Attachment sizes growing
– Voicemail, video, …
• Email is critical
– Email is 75% of corporate IP
– Email is in 75% of corporate litigation
– Regulations around retention
• Email is under attack
– Over 60% of email is spam **
– 80% of viruses are via email ***
– Phishing and other new threats
Email has become the
primary medium for how
we communicate. The
consequence is that email
has become a de facto
record repository.
CIO Magazine, Jan 2005
4
NDA required – Symantec Confidential – © 2005
Why Archive?
Leading Problems in Email
% Responding Serious
or Very Serious
Problem
Growth in email storage requirements
65%
Spam—the amount that your org receives
63%
Inadequate email archiving
63%
Supporting traveling/field/remote
users
57%
Virus/worms/Trojans impacting
network/systems etc.
53%
Security/privacy/confidentiality of
messages sent by users
52%
Phishing attacks
49%
Employees sending/receiving
inappropriate content
49%
* Osterman Research, Inc., Messaging Security Market Trends, 2005-2008
5
NDA required – Symantec Confidential – © 2005
Importance of Archiving:
Email Quotas – A No Win Situation
Challenge: Users Get A Lot Of Email!
Don’t Implement Email Quotas
Implement Email Quotas
Mailboxes Get Bigger and Bigger
Users Hit Their Email Quotas
Exchange Performance Suffers
Users Create PST Files
Storage Costs Grow
Store PSTs
On Laptop
Store PSTs
On Network*
Backup/Restore Windows Grow
Risk Of Loss
Legal Search
Challenging
Still Using
Storage and
Backup
Missed SLAs or Costly Snapshots
6
Help Desk Calls: PST Corruption
and Quota Issues
*Microsoft doesn’t support PSTs on network (Microsoft KB 297019)
NDA required – Symantec Confidential – © 2005
Importance of Archiving:
A Tough Conversation Between IT & Legal
“I need all e-mails and documents over the past
year from our CEO with the keywords ‘kill the
competition’ within the next 24 hours.”
“I’m just trying to keep the systems running…”
REALITY: The data is on tape, laptops, file shares… but it may
cost $2000-$4000 per tape to restore and search…
7
NDA required – Symantec Confidential – © 2005
Summary: Email Challenges for IT
 Cost to store growing volumes of email
Cost
 Cost to scale email servers
 Cost to backup growing message stores
 Risk of email downtime & slow performance
Risk
 Risk around client-side archives (e.g., PST)
 Risk around migration (e.g., to Ex2K3)
 Time to support user quota/PST issues
Time
 Time to handle user email restores
 Time to backup/restore/defrag servers
8
NDA required – Symantec Confidential – © 2005
Summary: Challenges for Business
 Cost and delay around restoring backups
Capture
 Cost and delay around laptop/PST capture
 Risk that everything wasn’t captured
 Risk around accidental/intentional deletion
Retain
 Risk around inconsistent policy
 Risk around non-compliance
 Delays in searching – for court, regulator, …
Review
 Cost in “scrubbing” and reviewing
 Finding issues early (HR, IP, profanity, …)
9
NDA required – Symantec Confidential – © 2005
Enterprise Vault 6.0
A History
• 1997 Product development initiated (“All-In-One” development team)
• 1999 Product first shipped at DEC
• 1999 KVS started with buyout of technology by engineers
• 2003 Gartner’s 1st market survey placed only KVS in the leaders quadrant
• September 2004 KVS (Enterprise Vault) acquired by VERITAS
• April 2005 Gartner’s 2nd survey still places only EV in leaders quadrant
• July 2005 Enterprise Vault Version 6.0 released
• July 2005 Veritas & Symantec merge, EV labelled as a “focus product”
Original core engineering team from Digital still working together
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NDA required – Symantec Confidential – © 2005
Enterprise Vault 6.0
Conceptual Overview
Primary
Data
Store
Secure
Rationalize
Share
Retain
Future Proof
Index
Categorize
Expire
Audit
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Transfer
Links
Secondary
Data Store
NDA required – Symantec Confidential – © 2005
Search
Analyze
Retrieve
Disclose
Enterprise Vault 6.0
Architecture
Sources
Offline
Vault
Archive
Outlook / OWA
MS Exchange
Shortcuts
Mailboxes, Journals
Public Folders, PSTs
File Servers
Windows, NetApp
MS SharePoint
SPS and WSS
Enterprise Vault
Win. Explorer
Store/Retain/Expire
Index/Search/Future-Proof
View/Restore
Compress/Migrate
Audit/Administer
Categorization/Filtering
Placeholders
MS LCS
IM logging
Lotus Domino
Journals (SP1)
Primary
Archive
SDK
Capture and archive
SDK
IM, Bloomberg, Fax,
DB, SAP, …
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Disk
Tape
SDK
Data Migrator
Search
Outlook, Web, SP
Archive
Explorer
Compliance
Accelerator
Monitoring and
supervision
Ingest Filter
SMTP
Applications
WORM
Optical
Secondary
Archive
NDA required – Symantec Confidential – © 2005
Discovery
Accelerator
Legal discovery
SDK
Application / Search
Enterprise Vault In Action:
Improves Email Management
 Compress & single instance to reduce data
Cost
 Automatically archive to cheaper storage
 Users still retain seamless access to email
 Reduce backup window through archiving
Risk
 Improve email performance
 Eliminate client-side archives (e.g., PSTs)
 Reduce time to performance migrations
Time
 Take away need for email quotas
 Give users “self-service” restore for email
13
NDA required – Symantec Confidential – © 2005
How It Works
Flexible Email Archiving Policies
• Typically
- By age
- By % of quota
• Additional options
- Items > size
- Min. archiving age
- Delete original
- Shortcut contents
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NDA required – Symantec Confidential – © 2005
How It Works
Limited Impact on Exchange
• Transparent access
with Outlook “Add-In”
• Shortcut links to EV
server and downloads
content directly (no
impact to Exchange)
MAPI
Microsoft Exchange
HTTP
• Offline Vault access
requires no lookup to
Exchange at all
HTTP
http://ev1.yourcorp.com/enterprisevault/download.asp?VaultID=249s92s...SavesetID=493lk4j3k....
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NDA required – Symantec Confidential – © 2005
How It Works
Seamless User Experience
• Icon indicates archived
• Otherwise normal
(delete, forward, reply,
preview pane, etc.)
• Toolbar buttons and
menu options to
archive, restore and
search
• Also option for clientless deployment
(“Universal Shortcuts”)
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NDA required – Symantec Confidential – © 2005
How It Works
Seamless Remote User Access
• Copies aging items
from OST files before
they are archived
Exchange
• Full support for Outlook
2003 cache mode and
Exchange offline mode
OST File
Offline Vault
Transfer
Links
Enterprise
Vault
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NDA required – Symantec Confidential – © 2005
How It Works
Integrated Search and Restore
• Integrated into Outlook
• Email and attachments
• Self-service restore
items from Outlook
• Security tied to user
mailbox permissions
• Search from Web
browser as well
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NDA required – Symantec Confidential – © 2005
How It Works
Web-Based Access (Archive Explorer)
• Web browser interface
• Folder structure taken
from Exchange, file
system, SharePoint
• Access archive items
where shortcuts are
deleted or expired
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NDA required – Symantec Confidential – © 2005
How It Works
Storage Reduction – Compression and Single Instancing
• Multiple Exchange
servers => same Vault
Server / Vault Store
Exchange
Servers
• One copy of same
email and attachments
• Also between mailbox
and journal archives in
same Vault Store
Vault
Server
• Additional SIS on EMC
Centera (“attachment
separation”)
Storage
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NTFS, NetApp,
EMC, IBM,
Storage TEK, …
NDA required – Symantec Confidential – © 2005
How It Works
Optimized Backup
Backup
Reduce information stores and
migrate most data to archive
Most archived data is static
(doesn’t need repeated backup)
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Archive
Storage
NDA required – Symantec Confidential – © 2005
500 gig partition
Size of backup tape
Read only
Enterprise Vault
How It Works
Optimized Backup and Recovery
Enterprise Vault
Reduced information stores means
reduced recovery time
Archive
Storage
22
NDA required – Symantec Confidential – © 2005
500 gig partition
Size of backup tape
Backup
How It Works
PST Management – Automated Process
Alert
Alert
Locate
Collect
Search remote
registries & file
systems
Collect in
temporary
storage location
Determine
ownership
Migrate
Schedule
ingestion
Determine postmigration policy:
• Delete PST
• Leave PST
Access:
• Exchange shortcuts
• Archive Explorer
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NDA required – Symantec Confidential – © 2005
How It Works
PST Management – Post-Migration
• Shortcuts
• None
• In PST/Outlook
• In Mailbox
• Post migration
• Leave file as is
• Read-only
• Hidden
• Compact
• Delete
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NDA required – Symantec Confidential – © 2005
How It Works
Reduce Time For Exchange Migration
Move Exchange mailboxes
Outlook
(Win32/MAC)
Outgoing Exchange server
OWA
New primary Exchange server
(5.5, 2000, 2003)
Archive email and public
folders (aggressive
archiving before migration)
Clients communicate
with server
Archive email and public
folders (normal archiving
after migration)
Archive
Storage
25
NDA required – Symantec Confidential – © 2005
How It Works
Reduced TCO Through Migration To Tape
Enterprise Vault 6
NetBackup
Migrator
Primary Storage
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Disk Archive
NDA required – Symantec Confidential – © 2005
NetBackup
Media Server
5.1+
Tape Library
How It Works
Open Approach To Storage Hardware
Archive
Enterprise Vault
Store/Retain/Expire
Index/Search/Future-Proof
Compress/Migrate
Primary
Archive
Any NTFS/CIFS Location
Disk
Tape
SDK
Data Migrator
WORM
Optical
Secondary
Archive
27
NDA required – Symantec Confidential – © 2005
Enterprise Vault In Action:
Addresses Legal Issues
 Capture and index all email automatically
Capture
 Locate and migrate client-side archives
 Capture files, IM, SharePoint, …
 Retain email based upon flexible policies
Retain
 Prevent deletion/tampering (WORM storage)
 Filter items to archive and retain
 User-friendly, scalable supervisory review
Review
 Fast and flexible search for legal discovery
 Audit logs to prove it
28
NDA required – Symantec Confidential – © 2005
How It Works
Automated Retention: Journal Archiving
Exchange/Domino
Server(s)
• Emails collected to
journal mailbox
Journal
Mailbox
Mail
Users
• Optional custom filter
plug-in rules to control
what is archived
Journaling
Task
Storage
Service
Enterprise
Vault
Server
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• Journal archiving task
archives journal
mailbox
NDA required – Symantec Confidential – © 2005
• Can retain archives on
WORM storage (e.g.,
EMC Centera,
NetApp SnapLock,
IBM DR 550)
How It Works
Legal Search: Discovery Accelerator
• Purpose-built app for
legal discovery
• Web-based UI
• Roles-based access
control around cases
• Powerful search
• Review and marking
• Export and production
30
NDA required – Symantec Confidential – © 2005
Enterprise Vault In Action:
Benefits for Various Stakeholders
eDiscovery / Compliance
Reduce cost of legal discovery requests, demonstrate compliance with General Counsel/
regulations around electronic records retention and supervision
Compliance Officer
Information Management
Retain and expire electronic records based upon business policy, categorize
& tag, index & search, integrate with other information mgmt. systems
Records
Manager
Mailbox Management
Optimize email performance, reduce backup window, reduce platform
migration time, eliminate need for email quotas
Email
Admin
Storage Optimization
Consolidate file servers, eliminate PST files, compress &
single instance storage, implement tiered storage
31
NDA required – Symantec Confidential – © 2005
Storage
Admin
Market And Thought Leadership
E-Mail Active-Archiving Market Size, 2004
2nd Time in a row as only leader
EMC
18.3%
Zantaz
9.2%
CommVault
3.9%
IBM
2.9%
iLumin
19.2%
Other
14.6%
Symantec
Total 31.9%
Total New License Revenue = $88.7 Million
Source: Gartner Dataquest (April 2005)
The Magic Quadrant is copyrighted April 2005 (fill in date of publication) by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's
analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select
only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this
research, including any warranties of merchantability or fitness for a particular purpose.
32
NDA required – Symantec Confidential – © 2005
Proven In the Market
• In market since 1999
• 3,000+ customers
• Over 3.5 MM mailboxes archived across customers
• Customers with 17+ TB of archived data
• Customers with 500 MM+ archived messages
• Customers with 5.5 MM+ archived messages per day
33
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Customer Leadership
34
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Expanding Scope of Archive
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Email
Archive
Message
Archive
Collaboration
Archive
Digital
Communication
Archive
Exchange,
Domino,
SMTP
IM,
Bloomberg,
Blackberry
Files,
SharePoint,
Blog
Digital Fax,
Voice Mail,
VoIP
NDA required – Symantec Confidential – © 2005
Unstructured
Data Warehouse
Analytic
Applications
Expanding Uses of Archive
39
Message
Archiving
Message
Compliance
Keep
Messages
Running
Keep
Messages A
Long Time
Message
Discovery
Keep Messages
& Find Them
Again
Message
Policy Mgmt
Keep Bad
Messages
From Happening
NDA required – Symantec Confidential – © 2005
Message
Data Mining
Keep Messages
As An Asset
Thank You!