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Email & File Archiver Benefits

Email & File Archiver Benefits. Understand Primary Storage Usage Optimise Primary Storage Control Content Server Consolidation Reduced Backup Times Reduced Restore Times Lower Power Consumption Sweat Existing Assets Utilise Cost Effective Storage for Archived Data

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Email & File Archiver Benefits

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  1. Email & File Archiver Benefits • Understand Primary Storage Usage • Optimise Primary Storage • Control Content • Server Consolidation • Reduced Backup Times • Reduced Restore Times • Lower Power Consumption • Sweat Existing Assets • Utilise Cost Effective Storage for Archived Data • Reuse existing hardware • NAS/Low Cost Storage

  2. Investigations Governance, Risk, Compliance • Reduce Legal Costs • Powerful searching for fast response to internal legal and HR requests • Meet FRCP requirements • SOX, GLBA, HIPAA, SEC, FINRA, BASEL II, FOI, etc. • Avoid fines for failure to produce emails timely MailMeter Over 2,000 installations worldwide Storage Manager File Archiving Reporting, Monitoring • Reduce Storage Usage • Faster backups, better email server reliability, mailbox quota extension • Reduce Storage Usage • Faster backups, better reliability – migrate, archive, delete files • Policy Management • Confidential data, inappropriate content - jokes, pictures, music, videos, activities, etc. Archive Disaster Recovery Productivity • Retention Management • Controlmessage retention – ensure legal records No downtime Archive is separate from your email server • Business Intelligence • Searching - “90+% of knowledge is in email”

  3. Introduction to MailMeter File Archiver • Capacity Optimization on your File Servers • Understand Usage • Control Content • Storage Optimization

  4. The Issues - Understanding Usage • So much data is being stored it has become unmanagable • Unstructured Data – Active / Static / Junk / Temp • Cost of Storage Hardware • Cost of backups/time to backup • Admins given up • File Servers – filled with user files • Old files – too busy to clean up • Unused files – who really needs them anyway? • Unneeded files – ex-employees, old projects, old software • Duplicate files – how many copies waste space? • Generations of files – how many are online? • Files accessed but not modified– PDF’s,PO’s,Install Sources etc

  5. What is File Archiver An Automated Policy Based File Archiving Solution File Reporter Understand the data, Classify the data Active, Static, junk, temporary Policy Based Archiving Engine – Librarian Utilising Smart Stubs De-Duplication for Primary Storage Data Management Component

  6. MailMeter File Archiver Server/Agent based process

  7. The Issues - Understanding Usage • Review data on individual servers • Review data on all servers • Understand Usage • Full Visibility

  8. Insight and Analysis Drill in to seenext level

  9. Housekeeping Report Choices • Actions • Restore • Delete • Export to Excel • Checkboxes • Delete • Restore

  10. The Issues - Understanding Usage Age Reports – Identify age of data

  11. The Issues - Understanding Usage • File Extension Reports – How many xls, doc, pdf, wmv, avi etc…

  12. The Issues - Understanding Usage • Duplicate Report – How much space wasted through duplication

  13. The Issues - Understanding Usage • Report Centre • Centralised View – Report by location or global view • Classify Data Accurately – Active Static junk Temp • Control Content – Automatically delete unwanted data

  14. Active Archiving • Key Concepts • Automated policy based archiving • Smart stubbing • Data Chunking

  15. Policies • Type • Archive, Delete, Stub • Criteria • Age, Location, Size, Type • Schedule • One time, recurring

  16. Smart Stubs A Smart Stub is a Stub Link that can have multiple properties when accessed Traditional File Archiving systems have dumb stubs Can only archive static data File Archiver has Smart Stubs Can archive any data without fear

  17. Stub Types • Traditional Stub Options • On-Demand Stubs – Internet Shortcuts On Demand Stub Access • Smart Stub • Revision Stubs – Opens Webpage allowing users to restore previous version Revision Stub Access

  18. Stub Types • Smart Stub – Dynamic Stubs • Transparent Access • File restored to original location • File will restore on user action, or application request • Requires data to be held on DAS and local agent • Transparent Access to file • Relevant Application opens automatically • No additional user interaction required

  19. Intelligent One Click Restore Restore individual file Find file with search function Restore Directory on server Restore whole SAN or File Server From 48 hours to 4 hours No need for backup tapes Also if server dies connected to SAN put new server in if it has a File Archiver Agent on it will access the Archive with no more change

  20. Data Chunking The Archive Files are Data Chunked Automatically Data Chunked by Size or Age Once Full never changed again Means user only backs up last live data chunk Traditional File Archiving uses one large single archive file Needs to be backup every night and they are large

  21. Data Chunking Specified as UNC Path Clustered Drive Resource Supported Encrypted Single Instance Tamper Guard Certificate • Master Directory Location • Volume locations Volume 1 Closed, Static 4GB Optical Storage Volume 2 Closed, Static 4GB NAS Storage Volume 3 Closed, Static 4GB NAS Storage Volume 4 Open, Active 4GB SAN/Local Storage

  22. Archived File Server Example 1Tb of storage 900Gb of storage Archive Location Archive and File Virtualisation (stubbing) 800Gb Reclaimed storage 800Gb of Storage 100Gb of storage File Server Report data generated Data Cleansing and de-duplication Archive and File Virtualisation (stubbing) File Information Stored in SQL Database Data Compression SQL Database (3GB) 300Gb of storage 4Gb data archive chunks (300Gb = 75 chunks) Closed , Encrypted, Static Active Archive Data Chunk < 4Gb

  23. Backup Comparison 800Gb Virtualised Data 100Gb of storage Current Full Backup Process 1Tb of storage Full Backup 1TB Data Backup Time to Backup 10 Hours File Server Full Backup Process After Archiving Full Backup 4Gb data archive chunks (300Gb = 75 chunks) Closed , Encrypted, Static 403 GB Data Backup Time to Backup 4 Hours SQL Database (3GB) Full Backup

  24. Daily Data Backup After File Archiver 800Gb Virtualised Data 100Gb of storage Daily Backup 107 GB Data Backup Time to Backup 1 Hour Active Archive Data Chunk < 4Gb Daily Backup SQL Database (3GB)

  25. Customer Experiences • 60% reduction in live data • 800,000+ files archived • >1000 smart stubs accessed per day • Rolling policy, no administration required, maintained storage growth at manageable level • Less than 5% growth of live data • Increased lifetime of existing SAN by 3 years • Primary storage de-duplication • Cost of NAS a third of the cost of upgrading SAN • SAN before 90% used, after 40% used

  26. Customer Experiences • Instant Return on Investment • Budget for new backup solution and additional storage • No longer a requirement • Purchased Archiving solution and had money left over! • Size of Virtual Server image halved • Time to image reduced by 50% • Cost avoidance • No need to increase size of SAN • No need to purchase new backup solution

  27. Customer Experiences • Cleaned up file server • Removed old backup to disk set • Removed ITunes libraries • Removed duplicated user PST files • Reclaimed 37% of primary storage through de duplication alone! • Consolidated File Servers • 5 Servers before, 3 after • Reduced management costs • Reduced Maintenance costs • Reused servers

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