Email Archiving Overview

1. Email Archiving Overview Presented by Brian Crouch brianc@ArcMail.com 760-753-3369

2. Who is ArcMail? ArcMail is a world-class trusted provider of scalable solutions that address multiple business issues through best-in-class email technologies and services

3. Why Archive Email? Latest research indicates that over 85% of an organization’s mission critical information resides in email messages and attachments.

4. What is Email Archiving? In it’s simplest form: • Retaining a copy of ALL email • Inbound • Outbound • Internal • Indexes every word

5. What is Email Archiving? www.arcmail.com In it’s best form: • Provides a system to efficiently keep a copy of all email messages • Inbound • Outbound • Internal • Adds advanced capabilities based on defined access: • End users to quickly and easily search their specific archives • Administrators to quickly and easily search the entire archive • HR • Legal`

6. Archiving versus Backups Backups: • Are only a snapshot in time • Are difficult to use for retrieving emails in a timely manner • Require restoring multiple backups for performing date range searches • Are NO guarantee that all emails are stored

7. Legal Discovery www.arcmail.com • Federal Rules of Civil Procedure (FRCP) • Adopted in December 2006 • Require production of all requested electronic information within 90 days • Completeness and cost • Nothing deleted, lost, or changed • If all email is in the archive, requirement for individual desktop discovery should not be required • Timeliness • Archiving provides the ability to search across the entire archive and export all emails to a file in a matter of minutes

8. Reduce IT Load www.arcmail.com • Reduced storage requirements • Faster backups • Faster and easier to locate specific emails • Enhanced mail server performance • Reduced backup time and cost • Easier to find “lost” emails • Eliminates need to restore from backups to find “lost” email

9. Improved Productivity www.arcmail.com • Provides users access to their archives • How long would it take to performs a full text search (including inside attachments), using existing email client? • Defender takes….about 1 second! • Eliminates need for “underground archives” (users creating and managing desktop folders to store old email) • Allows implementation of retention policies instead of mailbox size limits • Eliminates exception management • Eliminates users need to stop working to clean out mailboxes

10. Improved User Behavior www.arcmail.com • Common misperception: Users believe they can just delete email and it will go away • Creates false sense of security so that they tend to send things they shouldn’t • Most users will think twice about what they send if they know it is being archived • Allows companies to stop problems before they occur

11. Compliance www.arcmail.com • Sarbanes Oxley • HIPPA • Internal Policies and Procedures • State Regulations • Federal Rules of Civil Procedure (FRCP)

12. Williams v. Taser International, Inc.(N.D. Ga. June 4, 2007) Taser implies that because it has elected to hire and train only a single technology employee, and because it has chosen to retain only a handful of attorneys to conduct document review, it is somehow relieved from its obligations to timely respond to Plaintiffs’ discovery requests. That is not the case. Rather, the Court expects that Taser will make all reasonable efforts to comply with its discovery orders including, if necessary, retaining additional IT professionals to search electronic databases and adding additional attorneys to perform document review.

13. www.arcmail.com Best Buy Stores v Developers Diversified Realty Corp. Developers Diversified said that they did not have the resources to find all the required materials. In response, court ordered them to produce materials from 345 backup tapes in 28 days at an estimated cost of nearly $500,000, not including attorney fees.

14. Choosing an Archiving Solution • Give the end user better service • Reduce the load on IT department • Protect valuable business information • Meet compliance standards

15. Retention Facts • The number of times users access an email after it is received falls dramatically after a brief initial period (typically 30 to 45 days) • Without an automated and fast retrieval system: • Users store emails for long periods of time (inactive email) • Result is a significant performance hit to the production email system and increased costs for backup systems

16. Software Solution Overview Often integrated with mail client Uses existing hardware Requires integration with database, network, and storage Can significantly increase load on mail server and database server Higher Total Cost of Ownership after purchasing and integrating individual components

17. Hosted Solution Overview Easy to get started. No up front capital costs System management handled by hosting company Data sits outside the firewall Added cost for additional mailbox account or data retrieval Monthly per-user charge results in higher cost over time

18. Appliance Solution Overview Network configuration No software to install or integrate No impact on mail server On board disk storage Database, network, user, and storage management handled by appliance Web browser doesn’t require mail server or client to retrieve mail Higher startup costs than hosted

19. Reasons to Archive

20. The ArcMail Solution How it works:

21. Easy to Install • Everything you need in one appliance • 500 GB to 16 TB of on-board disk storage • Server and open source operating system • Database management system • Archiving software • NEW* • Free Blu-Ray burner on larger appliances • Available on mid-line models • Nothing to install on mail server or desktops • Utilizes journaling on mail servers or a gateway for GroupWise servers • Browser based user interface

22. Easy to Manage • Emails archived immediately and automatically • Secure data storage • RAID fault tolerance with hot swap drives • Redundant power suppliers • Individual email can’t be deleted or changed • Backup to Network Storage • Active Directory compatibility • Legal Hold • Multiple Retention Policies • User level security to prevent unauthorized mail view • Daily status and real-time reporting

23. Easy to Use • Web based interface • Easy to learn • Simple to use • Launch from a web browser • Fast search capability • The fastest appliance-based archiver available • Indexed searches on standard email fields (to, from, subject, date, etc.) • Search within body of email and attachment • Word and phrase searching including wild card

24. Easy to Use • Multiple retrieve options • View mail in archive • Open and save attachments directly from archive • One click restore to send email to inbox or export

25. History of the Defender: SEEK Systems ArcMail is the only appliance built on a storage platform that utilizes SEEK Systems RAID drives. Why is this important? • Provides substantial speed advantageover competitive solutions • Defender was built around the search technology…not the other way around like most competitors • Most competitors purchase their search technology from 3rd parties

26. Additional Features • Import MS Exchange, PST, EML, MSG, and MBOX files • Export capability for e-discovery • Supports multiple mail servers and multiple domains • Data compression • Single Instance storage and message de-duplication • No per-seat licensing

27. Some of Our Customers

28. Complete Archiving and Email Management in a Network Appliance