Enterprise Vault

Enterprise Vault Brian Dainton Information Risk Management Specialist

What Problems Do We Solve 1 How Enterprise Vault Works 2 What To Consider With Archiving 3 Agenda Presentation Identifier Goes Here

What Problems Do We Solve

“I need to keep old versions of documents in my document management system” “I keep getting requests to restore lost email” “I need to retain email and help comply with SOX and SEC 17-a” I have problems finding emails “I need to migrate from Exchange 2003 ” “The documents on my file system never change and I keep backing them up” “I need to disclose all email for a court case” “I need to reduce the size of Exchange?” “I want to get rid of PST files” “My legal department need an audit trail of the process around discovering email ” “My storage costs for data is increasing” Business Challenges Problems Enterprise Vault Archiving Solutions = Business Value Enabling Technology Presentation Identifier Goes Here

Files, SharePoint, Web, … Exchange,Domino, … Scope Of Information Is Expanding Voice Email Collaboration IM Digital Voice Mail, VoIP, … Yahoo!, AOL, MSN, LCS, … Presentation Identifier Goes Here

Enterprise Vault History • 1999: Digital Technology applied to Microsoft Exchange • 2000: Development team creates KVS • 2003: EV is leader for Gartner’s First Analysis • 2004: Veritas SOFTWARE takes over KVS • 2005: EV is recognised as leader for the 2nd time by Gartner • 2005: Veritas / Symantec merger – Enterprise Vault is recognised as « Focus Product » • 2007: Gartner places EV as the Leader for 4th time in a row Presentation Identifier Goes Here

How Enterprise Vault Works

Lifecycle Of An Email OFFSITE TAPE Disk Disk Disk Archive Archive Stage EXCH TAPE Backup Archives Need To Be Protected Emails Must Be Recoverable Recovery Is Not Discovery Emails Must Be Protected Recovery Is Not Archiving Archiving Enterprise Vault Customer Presentation 8 Sales Enablement Day – IRM Session

Why Archive? Increase Application Performance and Reduce Costs Automatically offload data from primary server Gain control of and eradicate PST Consolidate servers and storage resources Reduce Time Spent Managing Data • Eliminate quota requirements • Facilitate faster backup and restore times • Decrease storage waste Enable End-User Search And Corporate Discovery • Introduce classification through intelligent archiving • Stop fire drills finding and recovering data for legal (e-discovery) • Empower end-user data search and recovery Enterprise Vault Customer Presentation 9 Sales Enablement Day – IRM Session

User Mailbox archiving - Basic Operation Archives Secondary Tier (SATA drives) Tape Tertiary MS Exchange Servers Enterprise Vault MS Exchange database (Tier 1 Storage) Archiving policy: Archive all emails that are 60 days and old OR Archive when user mailbox has less than 30% of his mailbox quota limit free Migration policy: Collect and migrate older archives to tape after two years Enterprise Vault Customer Presentation 10

Microsoft Exchange Microsoft LCS Microsoft SharePoint Microsoft File Servers Microsoft Office How Do I Store This Information? • Store • Old data => cheaper disk • Eliminate duplicate copies • Reduce backup time/cost • Centrally capture all data • No change for end-users Archive Enterprise Vault Customer Presentation

Microsoft Exchange Microsoft LCS Microsoft SharePoint Microsoft File Servers Microsoft Office How Do I Manage This Information? • Manage • Classify and tag data • Migrate over life of content • Enforce retention policies • Automatically expire • Log all actions Policies & Content Archive Enterprise Vault Customer Presentation

Microsoft Exchange Microsoft LCS Microsoft SharePoint Microsoft File Servers Legal HR Microsoft Office Sales How Do I Discover This Information? • Discover • Index email, attachments, files • End-user search • Global search • Secure access control • Review and workflow Policies & Content Archive Enterprise Vault Customer Presentation

Exchange PSTs, PFs End-User Search Domino, SMTP Compliance Accelerator SharePoint File Shares Discovery Accelerator IM Archive Store Enterprise Vault Today Store Manage Discover Enterprise Vault Customer Presentation

API’s Exchange PSTs, PFs End-User Search Domino, SMTP Compliance Accelerator SharePoint File Shares Discovery Accelerator IM Archive Store Databases Analytics / Disc. SAP Bloomberg ECM / RM Encrypted Mail Classification Intelligent Content Archiving Platform Store Manage Discover Enterprise Vault Customer Presentation

Typical Customer Drivers • Exchange Information Store Growth • PST Files • User Productivity • Backup Time & Costs • Email Downtime • Migration • Retention & eDiscovery Enterprise Vault Customer Presentation

The Mail Challenges and Theme’sThe things we know The Facts • Email volumes are growing • Messages are getting bigger • Pressure is increasing on mailboxes & servers • Users resist mail housekeeping Enterprise Vault Customer Presentation

The Enterprise Vault Solution The things we know The Facts • Email volumes are growing • Messages are getting bigger • Pressure is increasing on mailboxes & servers • Performance degrades • Users resist mail housekeeping Smaller information stores mean • Faster recovery • Applications fail less often • SLA’s are met • Moving users with massive inboxes is faster • SAN Storage costs $0.0511 per Mb per year (IDC) • NAS Storage costs $0.0213 per Mb per year (IDC) • Removing 80% of data from Exchange to NAS would lower TCO of Exchange storage 42% Enterprise Vault Customer Presentation

Mail ChallengesPST files The Facts • Typically 5-10 times larger in total than Exchange message store • Increased level of corruption with PST files (2Gb limit) • Can live on user PCs - liable to deletion, corruption or loss • Can live on file servers – occupy huge space • In all cases, massive storage inflation i.e. loss of single instance • Fragmented storage = constrained Knowledge Management potential • No access to PST data via OWA Enterprise Vault Customer Presentation

The Enterprise Vault Solution PST files The Facts • Typically 5-10 times larger in total than Exchange message store • Increased level of corruption with PST files (2gig etc) • Can live on user PCs - liable to deletion, corruption or loss • Can live on file servers – can occupy huge space • In all cases, massive storage inflation i.e. loss of single instance • Fragmented storage = constrained Knowledge Management potential • No access to PST data via OWA Eliminating PST’s means: • Minimum 50% storage savings through reinstating single instance • Remove the PST data from daily backups • Access to PST data via OWA • Access to PST data via EV search engine Enterprise Vault Customer Presentation

Mail ChallengesUser productivity The Facts • Users use Email as their “archive” • Keep almost all data for future reference • Users will pushback on quota’s and housekeeping • Why do I need to keep a small mailbox I get one free with Hotmail, Gmail, Yahoo and others • Users want to search all their email data ( attachments also) Enterprise Vault Customer Presentation

The Enterprise Vault Solution User productivity The Facts • Users use Email as their “archive” • Keep almost all data for future reference • Users will pushback on quota’s and housekeeping • Why do I need to keep a small mailbox I get one free with Hotmail, Gmail, Yaho and others • Users want to search all their mail data ( attachments also) To the end-user archiving means: • Have access to an ‘unlimited’ mailbox (no quotas) • Can quickly search email data and what is contained in the attachments • No need to cleanup their mailbox • No risk of deleting data which is needed by the company Enterprise Vault Customer Presentation

Mail ChallengesBackup Time & Costs The Facts • More mail data on the servers means: • More high performance disk space needed ( > $$$ ) • Longer backups • More backup media needed • Extended restore times • Difficulty meeting backup & restore SLA’s Enterprise Vault Customer Presentation

The Enterprise Vault Solution Backup Time & Costs The Facts • More mail data on the servers means: • More high performance disk space needed ( > $$$ ) • Longer backups • More backup media needed • Extended restore times • Difficulty meeting backup & restore SLA’s Backup optimization means: • 30 – 75% less backup time and space needed to backup mail store • Faster restore times • PST data eliminated from the backup • Archive allows “partitioning” for optimal backup and restore Enterprise Vault Customer Presentation

Mail ChallengesDowntime The Facts • Email is THE critical application • Downtime is not accepted • Bigger mail stores means longer restore time / downtime Enterprise Vault Customer Presentation

The Enterprise Vault Solution Downtime The Facts • Email is THE critical application • Downtime is not accepted • Bigger mail stores means longer restore time / downtime Smaller mail stores mean: • More stable mail environment • Faster maintenance • Faster restore Enterprise Vault Customer Presentation

Mail ChallengesMigration The Facts • Mail software evolves • Every 2 - 4 years a new version • Upgrades are often large scale data migrations • Migrations take a long time, often during off hours Enterprise Vault Customer Presentation

The Enterprise Vault Solution Migration The Facts • Mail software evolves • Every 2 - 4 years an new version • Upgrades are often large scale data migrations • Migrations take a long time, often during off hours Archiving before a migration: • Reduce the time needed for migration by 60% or more • Reduce inaccessibility time of the mailbox • Reduce the risk & cost of the migration Enterprise Vault Customer Presentation

Mail ChallengeseDiscovery The Facts • 79% of companies accept email as written confirmation of transactions • 75% of a typical company’s intellectual property is contained in email • extensive response times if there is an inquiry • Users delete / lose information • Users mail it to private systems → information “walks” when users leave Enterprise Vault Customer Presentation

The Enterprise Vault Solution eDiscovery The Facts • 79% of companies accept email as written confirmation of transactions • 75% of a typical company’s intellectual property is contained in email • 75% of fortune 500 litigation involves discovery of email communication • Extensive response times if there is an inquiry • Users delete / lose information • Users mail it to private systems → information “walks” when users leave Retention & eDiscovery benefits: • Comprehensive policies ensure the right information is retained • Fast searching to find probable information • Review analysis can be delegated and is fully audited Enterprise Vault Customer Presentation

Mail ChallengesSummary • The critical business challenge… balance your risks, liabilities and obligations against your cost base • It is all about reducing your business risks and lower costs, simultaneously with the following in mind Store… Manage… Discover Enterprise Vault Customer Presentation

Store: Flexible Email Policies • Typically • By age • By % of quota • Combination • Additional options • Items > size • Min. archiving age • Delete original • Shortcut contents • By folder Enterprise Vault Customer Presentation

Store: Flexible File Policies • Policies • Grouping of rules • Per volume or folder • Based upon metadata • Size, age, name, … • Actions • Allow deletion • Archive • Do not archive • Delete (e.g., MP3) • Retention (e.g., 7 years) Enterprise Vault Customer Presentation

Store: Seamless Outlook User Experience Store: Seamless Outlook Experience • 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”) • Support for Outlook MAPI, RPC/HTTP, Cached Mode, Offline and OWA • Support for Mac (Entourage) with Safari browser Enterprise Vault Customer Presentation

Store: Seamless PST Experience • Option to recreate shortcuts in mailbox • Represent original PST folder hierarchy • Option to not place shortcuts but instead allow access through Web-based search and Archive Explorer Enterprise Vault Customer Presentation

Store: Seamless File Experience • Represent native file icon and original size to user • Placeholder support for Windows file servers, NetApp and EMC Celerra • Agent software runs on Windows file servers (deployed with push install) Enterprise Vault Customer Presentation

Manage: Intelligent Archiving Intelligent Classification Intelligent Retention Intelligent Discovery Automatic Classification How Long Should I Keep This? Search and Discover by Category User Classification Where Should I Store This? ECM Classification Search Efficiency & Faster Review Controlled Preservation & Disposition Storage Cost Reduction Enterprise Vault Customer Presentation

Complete Secure Audited • Capture all messages for select employees • Locate ALL legacy PST files and backups • “Safety copy” ensures no data is lost • Preserve all message properties / metadata • Ensure non-tampering via WORM storage • Ensure long-term access via future-proofing • Full audit trail of archiving actions • Full audit trail of searches and marking • Full audit trail of export and production Discover: Chain Of Custody Enterprise Vault Customer Presentation

What to Consider with Archiving

Key Considerations • Proven customer success & commitment • Lowest total cost of ownership • Strongest integration with Microsoft environment • Secure foundation for archiving • Scalable architecture for long-term Enterprise Vault Customer Presentation

3. Strongest Integration w/ Microsoft • Best integration with Microsoft Exchange server • No software installed on Exchange server • First native IM capture (IMs do not have to go through Exchange) • Automated synchronization of permissions and delegates • Best end-user experience • First to support Outlook Web Access and Cached Mode • Search archive from Windows Desktop Search (in Office 2007 and Vista) • Translated client in 11 languages • Best PST migration • Automatically find PSTs on PCs, network shares • Migrate open or password-protected PSTs • Control disposition (delete, hide, compact, etc.) of PSTs Enterprise Vault Customer Presentation

Gartner Email-Archiving 2007 2 Reports – 1 Clear Winner: Symantec Enterprise Vault Gartner Quadrant Email-Archiving Gartner Email Active-Archiving Quality Quantity 4th time in a row as only leader 34% share of total installed customers Enterprise Vault Customer Presentation

Gartner Email Active-Archiving Market Update 2007 Enterprise Vault Customer Presentation

Tech Innovator Award 2005 People’s Choice 2002 Summary • Proven in real-world situations • Proven benefits with 4,000+ customers; 7.5M Mailboxes • 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 with broad range of 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) Enterprise Vault Customer Presentation

Enterprise Vault