Enterprise Vault: Addressing Critical Issues For Legal and IT

1. Enterprise Vault:Addressing Critical Issues For Legal and IT

2. Agenda • Today’s Challenges • Email from an IT and Legal Perspective • There’s Got To Be A Better Way • Enterprise Vault • Real World Examples • Customer case studies

3. Today’s Challenges

4. Email: No One Expected This! • 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

5. Coleman v. Morgan Stanley "The storage folks found an additional 1,600 backuptapes in a closet,“ explaineda Morgan Stanley executive. $1.45 billion awarded Thomson v. US HUD “…precluded from introducing into evidence in their case any of the 80,000 email records that were "discovered" during last minute.” Email On Backup Tapes: Skeletons In the Closet 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.” 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.”

6. “A ‘small’ number of backup tapes with records detailing the financial information of government employees were lost in shipment to a backup center, Bank of America said on Friday.” “To combat data leakage, a growing number of vendors are pitching products designed to monitor sensitive information and block outgoing e-mails or instant messages containing it.” And That’s Just The Beginning…

7. Capture Retention Review • Cost and delay around restoring backups • Lack of proactive defense strategy • Risk that everything wasn’t captured • Risk around accidental/intentional deletion • Risk around inconsistent policy • Risk around non-compliance • Delays in finding responsive information • Cost in “scrubbing” and reviewing • Finding issues early (HR, IP, profanity, …) Email: Challenges for Legal

8. Cost to store growing volumes of email • Cost to scale email servers • Cost to backup growing message stores Cost • Risk around email downtime • Risk around client-side archives (e.g., PST) • Risk around migration (e.g., to E2003) Risk • Time to support user quota issues • Time to troubleshoot client-side archives • Time to handle user email restores Time Email: Challenges for IT

9. User home directories Document Management systems Instant Messaging Network file shares Microsoft SharePoint Fax, Voicemail, Wireless, … And Email Is Just The Start…

10. There’s Got To Be A Better Way

11. Capture Retention Review • Capture and index all email automatically • Capture and migrate client-side archives • Capture files, IM, SharePoint, … • Retain email based upon flexible policies • Enforce retention at storage level • Filter items to archive and retain • Search by timeframe, people, keywords, … • Manage cases, mark, produce, … • Automate regular surveillance review Enterprise Vault: Faster, Cheaper, Better Discovery

12. Automatically archive to cheaper storage • Users still retain seamless access to email • Compress & single instance to reduce data Cost • Reduce backup window through archiving • Eliminate client-side archives (e.g., PSTs) • Reduce downtime during email migration Risk • Take away need for email quotas • Give users “self-service” restore for email • Allow users to search their email archives Time Enterprise Vault: Faster, Cheaper, Better Email

13. Primary DataStore • Secure • Rationalize • Categorize • Retain • Index • Audit • Future Proof • Share • Expire Search Analyze Retrieve Disclose Transfer Links Secondary Data Store How Enterprise Vault Works

14. Basic Options In Retention • Retain everything forever • No risk of losing anything • Higher storage cost • Risk of “over-retention” • Retain everything for a fixed period of time • Control risk of keeping items too long • Risk of deleting relevant business record • Reduced storage cost • Retain based upon policy / categorization • For specific users • Based upon email properties or content • User-driven categorization

15. Capture all email for users (journaling) • OR by age, quota, size, user action, … • Filters based upon subject, from, to, … What to Archive? • 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” How to Dispose? Flexible Policies To Meet Your Business Needs

16. Outlook Web Access SharePoint 2003 SDK Search ArchiveExplorer Supervision E-Discovery SDK How Enterprise Vault Works: Architecture Clients Sources Apps Offline Vault Outlook Exchange Mailboxes, Journals Public Folders, PSTs Enterprise Vault Store/Retain/Expire Index/Search/Future-Proof View/Restore Compress/Migrate Audit/Administer Categorization/Filtering File System SharePoint 2003 DominoJournaling Archive Store Secondary Store SMTP Capture Targets SDK SDK

17. Need to archive… Need Records Mgmt… IM Blackberry Bloomberg SAP Need a hosted solution… Need to classify or filter what gets archived… Need to protect rights of documents being archived… Databases Building An Archiving Platform: EV Partners Integration planned

18. Real World Examples

19. 2nd Time in a row as only leader Recognized Market Leader Magic Quadrant for E-Mail Active-Archiving Market E-Mail Active-Archiving Market Size, 2004 EMC18.3% Zantaz9.2% CommVault3.9% IBM2.9% iLumin19.2% Other14.6% Symantec Total 31.9% Total New License Revenue = $88.7 Million Source: Gartner Dataquest (April 2005) Source: Magic Quadrant for E-Mail Active-Archiving Market (April 2005)

20. Over 2000 Customers Can’t Be Wrong…

21. “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.” Customers Finding Legal and IT Benefits

22. 4 Policy Manager (Copy) C . R ORP ECORDS Categorization Tool (Copy) I F NTELLIGENCE IX (Copy) User Mailbox Journal: 90-day Revolving Storage in Vault . F PST IX User’s Personal Vault Corp. Records Vault T F APE IX 1 3 2 How We Used It Internally EnterpriseVault Microsoft Exchange IBM Notes/Domino

23. Veritas NBU CommVault HP Atempo Market Leadership In Backup/Recovery Challengers Leaders IBM Legato CA BEB Ability to Execute BakBone Syncsort Niche Players Visionaries Completeness of Vision

24. Enterprise Vault 6NetBackupMigrator NetBackupMedia Server5.1+ Primary Storage Disk Archive Tape Library Leveraging NetBackup for Reduced Archiving TCO

25. Market Leadership In Email Security Magic Quadrant for E-Mail Security Boundary Source: Gartner 2005

26. Security + Availability = Integrity Symantec enables organizations to cost-effectively mitigate risk around regulatory issues, internal policies and legal e-discovery Records Discovery and Retrieval Data Reduction Risk Reduction Internal Email Protection Records Retention Reduce unnecessary volume of mail to monitor for policies Monitor inbound and outbound messages for unauthorized contents real time Scan internal and outbound traffic for unauthorized content Automatically capture, manage and retain email and other records based on business policies Monitor, search and retrieve archived content for compliance, legal discovery and other needs Messaging Environment Email remains accessible by IT, legal and compliance officers VERITAS Enterprise Vault Server Internet Vault Store Spam Retention (Regulation-dependent) Web-based Spam Quarantine Email remains accessible to end users

27. Summary: Key Benefits • Address near-term legal needs • Automate electronic records retention • Reduce costs of legal discovery • Find issues before legal action • Simplify the email environment • Faster, more highly available email • Lower TCO for email storage and servers • Reduced user issues around email • Build a platform for the future • Archive IM, files, SharePoint, … • Prepare for upcoming regulations • “Mine” repository for business value

28. Summary: Key Offerings

29. Screen Shots

30. Mailbox Archiving: Flexible Archiving Policies

31. Mailbox Archiving: Seamless User Experience

32. Mailbox Archiving: Integrated Search

33. Mailbox Archiving: PST “Sniffer” PST PST Search remote registries and file systems Search client Outlook profiles Determine ownership

34. Don’t archive spam X External Retain 3 years E-mails to outside Enterprise Vault Legal Retain 7 years E-mails from legal Search Search based upon categories and added properties Rules (XML) Filter on msg. propertiesDon’t archive, delete, …Place in category Categories (XML) Define retention categoryDefine indexed props.Define target archive Retention: Categorization and Filtering

35. Retention: Powerful Discovery Search ACME CORP MERGER

36. Retention: Review, Marking and Production Jamie Clifton

37. Retention: Automated, Regular Surveillance

38. Retention: Flexible Surveillance Criteria

39. Retention: Efficient Surveillance Process

40. Retention: Fully Audited Surveillance