Transcript Leveraging Increased Bandwidth for Advanced Data

Email Archiving
Protection
Performance
Compliance
© 2007 Data Networks
Colleen Beale
Data Networks Practice Manager
[email protected]
October 9, 2007
Email Archiving
Slide 2
Backup, Recovery and Archive Current Challenges
 Infrastructure cannot keep up with
information growth
 24 x 7 operations are quickly becoming
a reality
 30% of all data recovery instances are
unsuccessful due to failed backups!1
 Restore times are not hitting SLA’s.
 Poor tape TCO (total cost of ownership)
from poor management practices and
low utilization
 Compliance / Governance are changing
archive requirements
1
© 2007 Data Networks
Forrester Research
Email Archiving
Slide 3
Regulations Drive Expanded Retention Periods
Example: New federal rules took effect December 1, 2006
requiring schools to archive (and be able to retrieve)
email, instant messages, and other digital
communications produced by instructors and
administrative staff. Also …
Pediatric medical records
HIPAA
Adult medical records
documentation related to security
rule implementation
Sarbanes-Oxley
all records related to audit or review
*SOX states a 5 year retention period, but the SEC implementation
ruling of 7 years supercedes the SOX mandate
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*
Email Archiving
Slide 4
Managing Storage Growth
How Do You manage Growth Today?
Typical Approach
Negative Result
Adding more primary storage
Expensive to manage and difficult to
backup
Restricting user mailbox size
.PST files spring up like weeds
Deleting messages from primary
message server at regular intervals
Risk exposure, inconsistent retention
Relying on backup tapes for long-term Message retrieval is like “finding a
retention
needle in a haystack”
© 2007 Data Networks
4
Email Archiving
Slide 5
Not All Data is Created Equal
Active
Value of Data is
Determined by:
Age
Access
Content
Relevance
Instance
Value of Data
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Primary Storage ($$$)
Inactive
Archival Storage ($)
Delete
© 2007 Data Networks
Email Archiving
Slide 6
Active vs Inactive Data
Keeping inactive data on primary storage is increasingly costly and inefficient
 Primary storage is typically more expensive
 Backups and restores take longer and contribute to storage consumption
 Application performance can suffer
51% of open system data is
unnecessary, duplicate, or
non-business related
Active
Data
68% of data has not been accessed
for 90 days or more
55% of unplanned server outages
occur from disk space consumption
60% improvement in management
efficiency is needed every year
to keep up with storage growth
© 2007 Data Networks
Source: SNIA/Source Consulting
Inactive
Data
Email Archiving
Slide 7
So … What is Archiving?
Archiving is an intelligent
process for moving inactive or
fixed content files from
primary storage to less
expensive archive tiers of
storage.
© 2007 Data Networks
Email Archiving
Slide 8
Backup and Archive are
Different … but Complimentary
Archive
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Primary copy of information
Available for information retrieval
Adds operational efficiencies by
moving fixed/unstructured content
out of operational environment
Typically long-term (months,
years, or decades)
Data typically maintained for
analysis, value generation or
compliance
Useful for compliance and should
take into account information
retention policy
© 2007 Data Networks
Backup

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A secondary copy of information
Used for recovery operations
Improves availability by enabling
application to be restored to PIT

Typically short term (weeks or
months)
Data typically overwritten on
periodic basis (i.e. monthly)

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Not for regulatory compliance –
though some are forced to use
Email Archiving
Archive and Backup Work Together
Primary storage becomes
smaller
Backups become
smaller
Primary
Storage
Backup
Production
Slide 9
The archive becomes
an extension of your production
environment
New Archive Technology
“Active” Archive
 Self-managed
 Fully protected
 Fast access
© 2007 Data Networks
Email Archiving
Strategies
© 2007 Data Networks
Email Archiving
Slide 11
A Good Archiving Solution Must Allow…
 Automatic capture, index full text
and archive all messages
 Ability to search by content, user,
or header
 Single Instance Backup
 Ability to search the archive via a
Web client
 Automated data migration based on
policy
 Allow personal email stores to
migrate to the archive store
© 2007 Data Networks
Email Archiving
Slide 12
Putting It All Together: Email Archive Message Flow
Centera Active Archive
Capture
 Real-time
 Archive task
 Unique ID
 De-duplication
Organize and Classify
Full Text Index
 Exclusion-Collection Rules
 Retention and disposal
policies
EmailXtender
server with
DiskXtender
installed
 Messages and attachments
 Embedded and Zip messages
 Maximize search for end users,
administrators and supervisors
EMC
EmailXtender
 Enforces retention and
disposition policies
 Ensures email
authenticity and chain of
custody
 Automated management
and remote protection
DiskXtender moves
container files to Centera
over IP network
LAN
Messaging
servers
DiskXtender stores
Content Address EMX
for future reference Archive Messages
Store Container Files
 Copy containers to
EmailXtender server storage
 Secure with encryption
 2:1 compression
 Create container files
(.emx)
Content Addressing
10001010
© 2007 Data Networks
Content Address algorithm
Digital fingerprint • Globally unique • Location-independent
EMC Centera
Centera performs
Content Address
calculation and
sends address back
to application
Email Archiving
Slide 13
Proactive Email Management
With an Email Archiving Solution you can…
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Reduce primary storage requirements
Proactively control mailbox size
Automate retention/disposition policies
Eliminate unnecessary PST/NSF files
Improve backup and recovery operations
Accelerate message retrieval
Ease migrations and upgrades
Ensure authenticity, integrity of archived
messages
© 2007 Data Networks
13
Email Archiving
Slide 14
Accelerate Message Retrieval
Reduce time and cost of legal discovery
 Find messages quickly by searching the online
archive instead of hunting through
offsite tapes
 Increase accuracy and speed of
searches
 Search interfaces for users,
supervisors and administrators
© 2007 Data Networks
Email Archiving
Slide 15
Automate Retention Policies
Enable Compliance and Corporate Governance
 Define retention policies in EmailXtender and
consistently enforce policies
 Ensure a complete and authentic archive
 Ensure authenticity of the e-mail record
 Eliminate unmanaged archives and
risky PST/NSF files
© 2007 Data Networks
15
Email Archiving
Assessment
© 2007 Data Networks
Email Archiving
Slide 17
An Assessment is Your First Step
File or Email System Assessments profile a sample of
your file system to:
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Identify which information can be purged or archived
Indicate how much information is eligible for archiving
Demonstrate storage capacity and backup window savings
Translate savings into TCO
Assesses the following info on data and email files
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File system capacity
File types
Growth rates
Age and last access/modification date
Duplicate files
Attachments
Email best practices: Mailbox size, # of emails, PSTs (ESA)
© 2007 Data Networks
Email Archiving
Slide 18
Message & Storage Aging
Summary Results of Key Findings (sample customer)
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Overall email storage grew 70% over the past 120 days
63% of all emails scanned were over 60 days old
70% of the overall email storage was consumed by data over 60 days old
51% of all attachments were associated with emails over 60 days old
The file system analysis found an additional 121 PST’s totaling 187 GB
Message Age Breakdown
24%
Storage Age Breakdown
0 to 30 days
0 to 30 days
29%
31 to 60 days
51%
11%
14%
© 2007 Data Networks
42%
61 to 120 days
Greater than 120
days
31 to 60 days
61 to 120 days
Greater than 120
days
15%
14%
Email Archiving
More About Data Networks
© 2007 Data Networks
Email Archiving
Slide 20
About Data Networks
Helping Customers Manage a Complex and Dynamic IT World

Founded in 1983 with annual revenues over $90 million

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Employ more 100+ (50+ engineers) in six states
Focused exclusively on the unique challenges
of the public sector

Maintain a deep staff of project managers
and procurement experts in house

Offer a full suite of IT solutions including
ConnectLogic unified communication and
collaboration solutions
© 2007 Data Networks
Email Archiving
Slide 21
About Data Networks
Helping MEEC Members Manage a Complex and Dynamic IT World

MEEC contract holder since 2002

Strong relationship with EMC for Advanced Storage Solutions
 Velocity Associate Partner
 ASN Partner

Established relationships with Dell for Managed Deployment
Solutions and Microsoft and Novell for Server Solutions
Email Archiving
Slide 22
EMC Solution Components
Solution Components
- Archiving Software:
EMC EmailXtender & DiskXtender
- Dedicated Archiving Platform:
EMC Centera
© 2007 Data Networks
Data Networks
800-283-6387
www.datanetworks.com
Thank You!
Rick Fairhurst
MD Account Exec, Ed & Local Govt
[email protected]
Debbie Lilley
MD Account Exec, Ed & Local Govt
[email protected]
Bob Kolb
Inside Sales Representative
[email protected]
Cornel Einhorn
Sr. Inside Sales Representative
[email protected]