Enterprise Vault: Addressing Critical Issues For Legal and IT

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

2. 1 2 3 A G E N D A Today’s Challenges There’s Got To Be A Better Way Proving It In the Real World

3. Today’s Challenges

4. CIO The Information Management Challenge CEO & CFO Legal & Business Keep costs under control! Keep systems up! Keep us out of the papers! Compliance to regulations Enforcement of policies Legal discovery requests Explosion of Information Other Docs Office DocsFiles Scanned DocsFaxes E-Mail IM

5. 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 • < 35% of cos. have a retention policy • 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

6. Why Does This Matter? Information Availability 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.” 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.”

7. “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… Information Security

8. Email And The Law • Email is discoverable • Computer-generated information is considered a document • Fed. R. Civ. P. 34 • Litigation holds must be communicated and enforced • At time of or in anticipation of litigation • Zubulake v. UBS Warburg • Automatic deletion of email not acceptable • “Risky” and “extraordinary” • Broccoli, et al. v. Echo Star Communications Corp., et al.

9. An Email Record Documents a specific business-related event or activity Demonstrates a specific business transaction Identifies individuals who participated in a business activity Supports facts of a particular business-related event, activity or transaction Is needed for other specific legal, accounting, business or compliance reasons Not An Email Record Routine administrative messages General communications Information‑only copies of memoranda or attachments Notes of a transient nature having short‑term value, such as meeting notices A Record Or Not A Record…

10. Other Unstructured Data Compounds The Challenge • Office Documents • Network File Shares • SharePoint Information • Instant Messaging • Document Management Systems • Fax • Voicemail

11. 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, …) Wrapping it Up: Challenges for Legal

12. 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 Wrapping It Up: Challenges for IT

13. There’s Got To Be A Better Way

14. Capture Retain 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 Improves eDiscovery…

15. 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 …and Improves Email Management

16. Primary DataStore • Secure • Rationalize • Share • Retain • Future Proof • Index • Categorize • Expire • Audit Search Analyze Retrieve Disclose Transfer Links Secondary Data Store Conceptual Overview of Enterprise Vault

17. 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

18. Search Manage Produce • Email, files, attachments, IM, … • From, to, subject, message, attachment, … • Roles-based access • Define and divide up cases • Fast review of items • Mark (e.g., privileged, non-responsive) • Export to PST, MSG, HTML, CD ROM • Bates numbering and de-duplication • Fully audited Powerful Legal Discovery Tool: Discovery Accelerator

19. Enterprise Vault Benefits 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

20. Outlook Web Access SharePoint 2003 Windows Explorer SDK Search ArchiveExplorer Supervision E-Discovery SDK Enterprise Vault Architecture Overview Clients Sources Applications 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 Primary Archive Secondary Archive SMTP Capture Open Storage API-Based Storage SDK SDK

21. Information to Archive Records Managment IM Blackberry Bloomberg SAP Hosted Solution Databases Building An Archiving Platform: EV Partners Classify or filter Protect rights of documents Integration planned

22. Real World Examples

23. 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)

24. Over 2000 Customers Can’t Be Wrong…

25. “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

26. 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

27. 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

28. Enterprise Vault 6NetBackupMigrator NetBackupMedia Server5.1+ Primary Storage Disk Archive Tape Library Integrated Data Management:Leveraging NetBackup for Reduced Archiving TCO

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

30. Internet Storage Manage Email Lifecycle Email Security & Availability:Resilient, Protected, and Managed Email Management Keep Email Protected Keep Email Running Risk and Data Reduction Records Discovery and Retrieval RecordsRetention Internal Email Protection Data Reduction Monitor, search and retrieve archived content for compliance, legal discovery and other needs Automatically capture, manage and retain email and other records based on business policies Scan internal and outbound traffic for viruses and unauthorized content Reduce volume of spam before it hits network and email infrastructure Stop viruses, spam, phishing attacks before reaching email stores and end-users Microsoft Exchange IBM Notes Domino MTA Archive SMTP Traffic Resilient Foundation Recover quickly through efficient backupReduce downtime via clusteringReplicate and geo-cluster for disaster recoveryManage storage for automated provisioning

31. Internet Vault Store Manage Email Lifecycle Email Security & Availability:Resilient, Protected, and Managed Email Management Keep Email Protected Keep Email Running Risk and Data Reduction Records Discovery and Retrieval RecordsRetention Internal Email Protection Data Reduction SMS 8160 Appliance "Antispam Router" Symantec Mail Security Software/Appliance/Hosted VERITAS EV Compliance Accelerator & Discovery Accelerator VERITAS Enterprise Vault (EV) SMS for MS Exchange SMS for Domino Microsoft Exchange IBM Notes Domino MTA Archive SMTP Traffic Resilient Foundation VERITAS NetBackup/BackupExecVERITAS Storage FoundationVERITAS Storage Foundation HA (VCS) SMS = Symantec Mail Security

32. 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

33. Summary: Key Offerings

34. Screen Shots

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