Getting Rid of Storage and Backup Headaches through Email Archiving

1. Getting Rid of Storage and Backup Headaches through Email Archiving Jeffrey Hausman Director, Product Marketing Symantec

2. 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

3. 1 2 4 3 A G E N D A Email Management Headaches Enterprise Vault – A Better Way Reducing Headaches Summary

4. 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)

5. 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

6. Capture Retain 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/Business

7. Primary DataStore • Secure • Rationalize • Share • Retain • Future Proof • Index • Categorize • Expire • Audit Search Analyze Retrieve Disclose Transfer Links Secondary Data Store Enterprise Vault – A Better WayConceptual Overview of Enterprise Vault

8. Offline Vault Archive Applications Win. Explorer Placeholders Outlook / OWA Shortcuts MS Exchange Mailboxes, Journals Public Folders, PSTs Search Outlook, Web, SP Archive Explorer Enterprise Vault Store/Retain/Expire Index/Search/Future-Proof View/Restore Compress/Migrate Audit/Administer Categorization/Filtering File Servers Windows, NetApp MS SharePoint SPS and WSS MS LCS IM logging Compliance Accelerator Monitoring and supervision Primary Archive SMTP Capture and archive Lotus Domino Journals (SP1) SDK Ingest Filter WORM Disk SDK Data Migrator Discovery Accelerator Legal discovery Tape Optical SDK Application / Search Secondary Archive Enterprise Vault – A Better WayArchitecture Overview Sources SDK IM, Bloomberg, Fax, DB, SAP, …

9. ! Reduce Costs Reduce Risk $ Enterprise Vault – A Better WayCost & Risk Reduction Benefits • Reduce storage costs • Lower cost of eDiscovery • Increase end user productivity • Improve enterprise recovery • Remove PST headaches • Facilitate server consolidation & migration • Retain more enterprise content • Reduce IP loss (especially PST) • Rapidly find appropriate content • Adhere to regulations • Improve application availability

10. Enterprise Vault – A Better WayDifferent Benefits for Key Stakeholders eDiscovery / Compliance Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision General Counsel/ 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 EmailAdmin Storage Optimization Consolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage Storage Admin

11. Storage OptimizationTiered Storage Utilization / Cost Fast Retention Lifespan & Storage Cost Slower Number of Years

12. 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? Storage OptimizationTiered Storage – Policy Automation

13. Storage OptimizationTiered Storage – Email Archiving Policies • Main Strategy • By age • By % of quota • Additional options • Items > size • Min. archiving age • Delete original • Shortcut contents

14. Any NTFS/CIFS Location Enterprise Vault Store/Retain/Expire Index/Search/Future-Proof Compress/Migrate Primary Archive Secondary Archive Storage OptimizationTiered Storage – Open Approach to Storage Archive WORM Disk SDK Data Migrator Tape Optical

15. Exchange Servers Vault Server Storage NTFS, NetApp, EMC, IBM, Storage TEK, … Storage OptimizationStorage Reduction – Single-Instance & Compression • Multiple Exchange servers => same Vault Server / Vault Store • One copy of same email and attachments • Also between mailbox and journal archives in same Vault Store • Additional SIS on EMC Centera (“attachment separation”)

16. Storage OptimizationSingle-Instance & Compression Details Without archiving… Per-user data – attributes relevant to recipient or sender Shareable data – recipient lists & message header Attachments

17. Storage OptimizationSingle-Instance & Compression Details With archiving… Shareable data is shared if identical – applies to multiple copies of the same message

18. Storage OptimizationSingle-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

19. Storage OptimizationMigration – 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)

20. Alert Alert Locate Collect Migrate Collect in temporary storage location • Schedule ingestion • Determine post-migration policy: • Delete PST • Leave PST • Access: • Exchange shortcuts • Archive Explorer Search remote registries & file systems Determine ownership Storage OptimizationMigration – PSTs

21. Storage OptimizationMigration – Post Migration (PSTs ) • Shortcuts • None • In PST/Outlook • In Mailbox • Post migration • Leave file as is • Read-only • Hidden • Compact • Delete

22. Storage OptimizationPST 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!)

23. Outlook (Win32/MAC) OWA (5.5, 2000, 2003) Archive Storage Storage OptimizationMigrations – Exchange Upgrades Move Exchange mailboxes Legacy Exchange server New primary Exchange server Clients communicate with server Archive email and public folders (aggressive archiving before migration) Archive email and public folders (normal archiving after migration)

24. Mailbox ManagementArchiving 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 client-less deployment (“Universal Shortcuts”)

25. Mailbox ManagementShortcuts Reduce Impact on Exchange • Transparent access with Outlook “Add-In” • Shortcut links to EV server and downloads content directly (no impact to Exchange) • Offline Vault access requires no lookup to Exchange at all MAPI Microsoft Exchange HTTP HTTP http://ev1.yourcorp.com/enterprisevault/download.asp?VaultID=249s92s...SavesetID=493lk4j3k....

26. Transfer Links Mailbox ManagementSeamless Remote User Access • Copies aging items from OST files before they are archived • Full support for Outlook 2003 cache mode and Exchange offline mode Exchange OST File Offline Vault Enterprise Vault

27. Read only Archive Storage Mailbox ManagementImprove Backup Efficiency Backup Enterprise Vault 500 gig partitionSize of backup tape Reduce information stores and migrate most data to archive Most archived data is static (doesn’t need repeated backup)

28. Archive Storage Mailbox ManagementImprove Backup Efficiency & Reduce Recovery Time Backup Enterprise Vault 500 gig partitionSize of backup tape Reduced information stores mean reduced recovery time

29. Enterprise Vault 6NetBackupMigrator NetBackupMedia Server5.1+ Primary Storage Disk Archive Tape Library Information ManagementIntegrated Data Management with NetBackup

30. Mailbox A Mailbox B Information ManagementIndexing for Fast Discovery & Recovery Enterprise Vault Indexing: Federated Searching A B C D E Journal A File Share A 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

31. Regulations Drive Retention & Discovery… Clinical trials and FDA approval 35 years Food—manufacturing/processing/packing No less than 2 years after commercial release 21 CFR Part 11 (Life Sciences) Drugs—manufacturing/processing/packing No less than 3 years after commercial release Manufacturing of biological products 5 years after end of manufacturing Pediatric medical records 21 years HIPAA (Healthcare) Adult medical records up to 2 years after patient's death documentation related to security rule implementation 6 years from the date of creation Sarbanes-Oxley (All Public Companies) all records related to audit or review 7 years after the conclusion of audit/review* All account records 6 years after closing account SEC 17a-4 (Financial Services) financial statements, transaction records, and communications 3 years, first 2 easily accessible ∞ member registration and other corporate documentation Life of the enterprise *SOX states a 5 year retention period, but the SEC implementation ruling of 7 years supercedes the SOX mandate

32. …As Do Lawsuits 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.” Its not just the big companies, Anycompany that employs people, has contracts and agreements with other bodies and has an email system is potentially affected. 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.”

33. eDiscovery & ComplianceEmail Journaling Exchange/Domino Server(s) • Emails collected to journal mailbox • Journal archiving task archives journal mailbox • Optional custom filter plug-in rules to control what is archived • Can retain archives on WORM storage (e.g., EMC Centera, NetApp SnapLock, IBM DR 550) Journal Mailbox MailUsers JournalingTask Storage Service Enterprise Vault Server

34. eDiscovery & ComplianceLegal 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

35. SummaryBenefits for Various Stakeholders eDiscovery / Compliance Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision General Counsel/ 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 EmailAdmin Storage Optimization Consolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage Storage Admin

36. SummaryCustomers 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 cost-effective 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.”

37. “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.” SummaryCustomers Reducing Headaches

38. SummaryCustomers 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.”

39. SummaryCustomer Leadership

40. SummaryWhy 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)

41. 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

42. How to Engage:Enterprise Vault Consulting Services • 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™.

43. Thank You! Jeffrey Hausman Jeffrey_Hausman@Symantec.com