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Getting Rid of Storage and Backup
Headaches through Email Archiving
Jeffrey Hausman
Director, Product Marketing
Symantec
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
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AGENDA
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Email Management Headaches
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Enterprise Vault – A Better Way
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Reducing Headaches
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Summary
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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)
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Email: Challenges for IT
 Cost to store growing volumes of email
Cost
 Cost to scale email servers
 Cost to backup growing message stores
 Risk around email downtime
Risk
 Risk around client-side archives (e.g., PST)
 Risk around migration (e.g., to E2003)
 Time to support user quota issues
Time
 Time to troubleshoot client-side archives
 Time to handle user email restores
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Email: Challenges for Legal/Business
 Cost and delay around restoring backups
Capture
 Lack of proactive defense strategy
 Risk that everything wasn’t captured
 Risk around accidental/intentional deletion
Retain
 Risk around inconsistent policy
 Risk around non-compliance
 Delays in finding responsive information
Review
 Cost in “scrubbing” and reviewing
 Finding issues early (HR, IP, profanity, …)
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Enterprise Vault – A Better Way
Conceptual Overview of Enterprise Vault
Primary
Data
Store
Secure
Rationalize
Share
Retain
Future Proof
Index
Categorize
Expire
Audit
Transfer
Links
Search
Analyze
Retrieve
Disclose
Secondary
Data Store
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Enterprise Vault – A Better Way
Architecture Overview
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, …
Disk
Tape
SDK
Data Migrator
Search
Outlook, Web, SP
Archive
Explorer
Compliance
Accelerator
Monitoring and
supervision
Ingest Filter
SMTP
Applications
WORM
Optical
Secondary
Archive
Discovery
Accelerator
Legal discovery
SDK
Application / Search
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Enterprise Vault – A Better Way
Cost & Risk Reduction Benefits
$
Reduce Costs
!
Reduce Risk
• 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
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Enterprise Vault – A Better Way
Different Benefits for Key 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
Storage
Admin
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Storage Optimization
Tiered Storage
100
Fast
Utilization / Cost
50
Slower
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0
0
RIP
RIP
3
5
Number of Years
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20
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Storage Optimization
Tiered Storage – Policy Automation
What to
Archive?
How to
Retain?
How to
Dispose?
 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
 Enforce non-tampering during retention
 Automatically expire content after retention
 Optionally place expiration “on hold”
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Storage Optimization
Tiered Storage – Email Archiving Policies
• Main Strategy
- By age
- By % of quota
• Additional options
- Items > size
- Min. archiving age
- Delete original
- Shortcut contents
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Storage Optimization
Tiered Storage – Open Approach to Storage
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
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Storage Optimization
Storage Reduction – Single-Instance & Compression
• 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
NTFS, NetApp,
EMC, IBM,
Storage TEK, …
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Storage Optimization
Single-Instance & Compression Details
Without archiving…
Per-user data –
attributes relevant to
recipient or sender
Shareable data –
recipient lists & message
header
Attachments
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Storage Optimization
Single-Instance & Compression Details
With archiving…
Shareable data is
shared if identical –
applies to multiple
copies of the same
message
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Storage Optimization
Single-Instance & Compression Details
With archiving… attachment sharing model*
Attachments are
shared if identical –
applies to multiple
copies of the same
message and to
different messages or
different sources (e.g.
FSA).
*Optional with Centera
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Storage Optimization
Migration – 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)
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Storage Optimization
Migration – PSTs
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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Storage Optimization
Migration – Post Migration (PSTs )
• Shortcuts
- None
- In PST/Outlook
- In Mailbox
• Post migration
- Leave file as is
- Read-only
- Hidden
- Compact
- Delete
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Storage Optimization
PST 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!)
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Storage Optimization
Migrations – Exchange Upgrades
Move Exchange mailboxes
Outlook
(Win32/MAC)
Legacy Exchange server
New primary Exchange server
OWA
(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
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Mailbox Management
Archiving 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 clientless deployment
(“Universal Shortcuts”)
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Mailbox Management
Shortcuts Reduce 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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Mailbox Management
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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Mailbox Management
Improve Backup Efficiency
Backup
Reduce information stores and
migrate most data to archive
Most archived data is static
(doesn’t need repeated backup)
500 gig partition
Size of backup tape
Read only
Enterprise Vault
Archive
Storage
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Mailbox Management
Improve Backup Efficiency & Reduce Recovery Time
Enterprise Vault
500 gig partition
Size of backup tape
Backup
Reduced information stores mean
reduced recovery time
Archive
Storage
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Information Management
Integrated Data Management with NetBackup
Enterprise Vault 6
NetBackup
Migrator
Primary Storage
Disk Archive
NetBackup
Media Server
5.1+
Tape Library
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Information Management
Indexing for Fast Discovery & Recovery
Enterprise Vault Indexing:
Federated Searching
A
Mailbox A
B
Mailbox B
C
Journal A
D
File Share A
E
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
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Regulations Drive Retention & Discovery…
Clinical trials and FDA approval
21 CFR Part 11
(Life Sciences)
Food—manufacturing/processing/packing
Drugs—manufacturing/processing/packing
35 years
No less than 2 years after commercial release
No less than 3 years after commercial release
Manufacturing of biological products
Pediatric medical records
HIPAA
(Healthcare)
Adult medical records
documentation related to security
rule implementation
Sarbanes-Oxley
(All Public
Companies)
all records related to audit or review
All account records
SEC 17a-4
(Financial
Services)
financial statements, transaction records,
and communications
member registration and other
corporate documentation
5 years after end of manufacturing
21 years
up to 2 years after patient's death
6 years from the date of creation
7 years after the conclusion of audit/review*
6 years after closing account
3 years, first 2 easily accessible
Life of the enterprise
∞
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*SOX states a 5 year retention period, but the SEC implementation
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ruling of 7 years supercedes the SOX mandate
…As Do Lawsuits
Coleman v. Morgan Stanley
Thomson v. US HUD
"The storage folks found
“…precluded from introducing into
an additional 1,600 backup
evidence in their case any of the
tapes in a closet,“ explained
80,000 email records that were
a Morgan Stanley executive.
"discovered" during last minute.”
Its not just the big companies,
$1.45 billion awarded
Any company that employs people,
has contracts and agreements with
other bodies and has an email system
is potentially affected.
Anti-Monopoly, Inc. v. Hasbro,
“The law is clear that data in
computerized form is discoverable
even if paper ‘hard copies’ of the
information have been produced.”
Zubulake v. UBS Warburg
“Documents stored on backup
tapes can be likened to paper
records locked inside a
sophisticated safe to which no one
has the key or combination.”
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eDiscovery & Compliance
Email Journaling
Exchange/Domino
Server(s)
• Emails collected to
journal mailbox
Journal
Mailbox
Mail
Users
• Journal archiving task
archives journal
mailbox
• Optional custom filter
plug-in rules to control
what is archived
Journaling
Task
Storage
Service
Enterprise
Vault
Server
• Can retain archives on
WORM storage (e.g.,
EMC Centera,
NetApp SnapLock,
IBM DR 550)
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eDiscovery & Compliance
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
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Summary
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
Storage
Admin
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Summary
Customers Reducing Headaches
“…To put it in the simplest terms, having to migrate 80GB
of email versus 160GB made the migration so much
easier…”
“The other benefit we’ve found is how much more costeffective 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.”
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Summary
Customers Reducing Headaches
“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.”
“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.”
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Summary
Customers Reducing Headaches
“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.”
“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.”
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Summary
Customer Leadership
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Summary
Why 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)
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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
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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™.
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Thank You!
Jeffrey Hausman
[email protected]