Electronic Archiving and Legal Discovery – Whats in it for me? Danny Milrad Sr. Manager, Enterprise Vault Product Marketing

Electronic Archiving and Legal Discovery – What’s in it for me?

Danny Milrad

Sr. Manager, Enterprise Vault Product Marketing

Symantec Enterprise Vault 2

Agenda

What Problems Do We Solve11

How Enterprise Vault Works22

What To Consider With Archiving33

What Problems Do We Solve


Email Is Mission Critical and Growing

General LedgerGeneral Ledger

ERPERP

Supply Chain Supply Chain Mgmt.Mgmt.

CRM / E-CRM / E-commercecommerce

MessagingMessaging

1985 1990 1995 2000 2005 …

75%75%Of A Typical Company’s Intellectual

Property Is Stored In Email

75%75%Of A Typical Company’s Intellectual

Property Is Stored In Email

De Facto Storage

79%79%Of Companies Accept Email As

Written Confirmation Of Transactions

79%79%Of Companies Accept Email As

Written Confirmation Of Transactions

Business Records

75%75%Of Fortune 500 Litigation Involves

Discovery Of Email Communication

75%75%Of Fortune 500 Litigation Involves

Discovery Of Email Communication

Smoking Gun

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


VoiceIMCollaborationEmail

Exchange,Domino, …

Files, SharePoint,

Web, …

Yahoo!, AOL, MSN, LCS, …

Digital Voice Mail,VoIP, …

Scope Of Information Is Expanding


Challenge: Users Get A Lot Of Email!Challenge: Users Get A Lot Of Email!

Implement Email QuotasImplement Email Quotas

Users Hit Their Email QuotasUsers Hit Their Email Quotas

Users Create PST FilesUsers Create PST Files

Store PSTs On Laptop

Store PSTs On Laptop

Store PSTs On Network*Store PSTs

On Network*

Still Using Storage and

Backup

Still Using Storage and

Backup

Risk Of LossLegal Search Challenging

Risk Of LossLegal Search Challenging

Help Desk Calls: PST Corruption and Quota Issues

Help Desk Calls: PST Corruption and Quota Issues

*Microsoft doesn’t support PSTs on network (Microsoft KB 297019)*Microsoft doesn’t support PSTs on network (Microsoft KB 297019)

Don’t Implement Email QuotasDon’t Implement Email Quotas

Mailboxes Get Bigger and BiggerMailboxes Get Bigger and Bigger

Storage Costs GrowStorage Costs Grow

Exchange Performance SuffersExchange Performance Suffers

Backup/Restore Windows GrowBackup/Restore Windows Grow

Missed SLAs or Costly SnapshotsMissed SLAs or Costly Snapshots

Challenge #1: Scaling Is A Dilemma


Joe’s MailboxJoe’s Mailbox

Backup SystemBackup System

Offsite TapesOffsite Tapes Sally’s PST FileSally’s PST File Sally’s gmail Acct.Sally’s gmail Acct.

Jack (external)Jack (external)X X

XSally’s MailboxSally’s Mailbox

Exchange ServerExchange Server

Challenge #2: Retention Is Wild West


De-duplicateCrack passwords

ImageFilerIndex

Challenge #3: Search Is A Fire Drill

Exchange ServerExchange Server

Export email from Exchange mailboxes

Backup SystemBackup System

Restore email from local backup

tapes

Offsite TapesOffsite Tapes

Restore email from offsite

backup tapes

Sally’s PST FilesSally’s PST Files

Image laptop to retrieve

PSTs/NSFs

New Federal Rules Of Civil Procedure On 12/1/06 Make This MandatoryNew Federal Rules Of Civil Procedure On 12/1/06 Make This Mandatory


What Problems Do We Solve


Microsoft ExchangeMicrosoft Exchange

Microsoft LCSMicrosoft LCS

Microsoft SharePointMicrosoft SharePoint

Microsoft File ServersMicrosoft File Servers

Microsoft OfficeMicrosoft 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

Store• Old data => cheaper disk• Eliminate duplicate copies• Reduce backup time/cost• Centrally capture all data• No change for end-users

Archive



How Do I Manage This Information?

Manage• Classify and tag data• Migrate over life of content• Enforce retention policies• Automatically expire• Log all actions

Manage• Classify and tag data• Migrate over life of content• Enforce retention policies• Automatically expire• Log all actions

Archive

Policies & Content

Policies & Content







How Do I Discover This Information?

Discover• Index email, attachments, files• End-user search• Global search• Secure access control• Review and workflow

Discover• Index email, attachments, files• End-user search• Global search• Secure access control• Review and workflow

Archive

Policies & Content

Policies & Content

Sales

Legal HR






API’s

Intelligent Content Archiving Platform

End-User End-User SearchSearch

End-User End-User SearchSearch

Compliance Compliance AcceleratorAcceleratorCompliance Compliance AcceleratorAccelerator

Discovery Discovery AcceleratorAcceleratorDiscovery Discovery

AcceleratorAccelerator

Classification

DatabasesDatabases

SAPSAP

BloombergBloomberg

Encrypted Mail Encrypted Mail

Archive Archive StoreStore

Archive Archive StoreStore

ExchangeExchangeExchangeExchange

PSTs, PFsPSTs, PFsPSTs, PFsPSTs, PFs

Domino, SMTPDomino, SMTP Domino, SMTPDomino, SMTP

SharePointSharePointSharePointSharePoint

File SharesFile SharesFile SharesFile Shares

IMIMIMIM

Analytics / Disc.Analytics / Disc.

ECM / RMECM / RM

Store Manage Discover


Typically

By age

By % of quota

Combination

Additional options

Items > size

Min. archiving age

Delete original

Shortcut contents

By folder

Typically

By age

By % of quota

Combination

Additional options

Items > size

Min. archiving age

Delete original

Shortcut contents

By folder

Store: Flexible Email Policies



Server BackupServer Backup

Z: DriveZ: Drive


Store: PST Elimination

PC BackupPC Backup

PCPC

Locate PSTs Network servers PCs

Migrate PSTs into archive Even w/ mobile users Limited user action

Dispose of PSTs Delete, hide Compact

Locate PSTs Network servers PCs

Migrate PSTs into archive Even w/ mobile users Limited user action

Dispose of PSTs Delete, hide Compact


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)

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)


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

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

Store: Seamless Outlook User Experience

Store: Seamless Outlook Experience


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

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


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)

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)


Store: Storage Savings

ExchangeServers

Vault Server

Storage

One copy of same email and attachments

Also works for FSA and SharePoint Archiving

Also between mailbox and journal archives in same Vault Store

Additional SIS on EMC Centera (“attachment separation”)

One copy of same email and attachments

Also works for FSA and SharePoint Archiving

Also between mailbox and journal archives in same Vault Store

Additional SIS on EMC Centera (“attachment separation”)

NTFS, NetApp, EMC, IBM,

Storage TEK, …


PST FilesPST Files

Store: Accelerating Migrations

Exchange 2003Exchange 2003

Mailboxes

Exchange 2007Exchange 2007

1. Proactively archive most of data

in mailboxes

1. Proactively archive most of data

in mailboxes

Archive

2. Data reduced because of single instance storage and compression

2. Data reduced because of single instance storage and compression

Mailboxes

3. Archiving reduces time for mailbox move

3. Archiving reduces time for mailbox move

4. Legacy PST files migrated into

archive

4. Legacy PST files migrated into

archive


Search Search Efficiency & Efficiency &

Faster ReviewFaster Review

Controlled Controlled Preservation & Preservation &

DispositionDisposition

Storage Cost Storage Cost ReductionReduction

Automatic Classification

User Classification

ECM Classification

How Long Should I Keep

This?

Where Should I Store This?

Search and Discover by

Category

Intelligent Intelligent ClassificationClassification

Intelligent Intelligent RetentionRetention

Intelligent Intelligent DiscoveryDiscovery

Manage: Intelligent Archiving


Manage: Archive Only What You Need!

Compression

Intelligent Filtering

IntelligentRetention

Single Instance Storage

Cost to M

anage Archive

Size of the Haystack

Added Intelligence


Microsoft ExchangeLotus Domino

Archive

EV passes object to ACE for Classification and Tagging

• Metadata - Sender/Receiver/AD group

• Content - contains phrase “confidential” or customer number “SSN 123-23-1234”

• 40 other packaged policies

ACE returns• Retention period• Include for review• Exclude for review• Category tag

Exchange Journals email message AND/ORUsers file into a folder

ACE

Manage: Automated Classification


Manage: User Classification


Manage: ECM Classification

EMC Documentum Content Server, Retention Policy Services

IBM DB2 Content Manager, Records Manager

OpenText LiveLink, Records Manager

CA MDY FileSurf

Oracle Stellent Universal Records Manager

Planned: Hummingbird and Interwoven

EMC Documentum Content Server, Retention Policy Services

IBM DB2 Content Manager, Records Manager

OpenText LiveLink, Records Manager

CA MDY FileSurf

Oracle Stellent Universal Records Manager

Planned: Hummingbird and Interwoven


Manage: Granular Provisioning


Manage: Roles Based Administration

Secure access

Distributed management

Common infrastructure

Secure access

Distributed management

Common infrastructure

Manage: Roles-based Administration


Manage: Adv. Reporting/Monitoring


Discover: Litigation/FOIA Search

Search email, attachments, documents, IM, metadata Search by custodian, keyword, phrase, date range, etc. Search custom tags from classification engines Encrypted content is flagged Microsoft Rights Management Server content can be decrypted and searched

Search email, attachments, documents, IM, metadata Search by custodian, keyword, phrase, date range, etc. Search custom tags from classification engines Encrypted content is flagged Microsoft Rights Management Server content can be decrypted and searched


Discover: Automated Surveillance

What to Consider with Archiving

Enterprise Vault Customer Presentation 33

Case Study – Fulton County, Georgia

• Size: 534 square miles

• Population: 915,000 citizens

• Cities: Sandy Springs, Alpharetta, Roswell, Mountain Park, Atlanta, College Park, East Point, Fairburn, Hapeville, Palmetto, and Union City

• Government employees: 7,000

• IT employees: 145

• $1.639M saved over 3 ½ years (via archiving and e-discovery solution)


Things To Consider…

• Archive only what you need– Critical to provide multiple ways to classify information – Irrelevant items should be filtered before archival– Retention policy must allow for multiple, custom retention periods

• Archiving doesn’t stop with email – Archives must support integrated search and discovery across multiple data

types– Organizations are buying an archiving platform, not a tactical email archive…

ensure that your vendor has an explicit “open” strategy

• Archives are mission critical– Vendors need to spend as much development with manageability as they do

on new functionality– Show me what’s going on!– Partnering for the long term is critical


Why Customers Choose Enterprise Vault

Tech Innovator AwardPeople’s Choice

Proven Track Record and Customer Commitment

Proven benefits with 4,000+ customers; 7.5M+ mailboxes

Proven leadership validated by Gartner, Forrester, etc

Proven success with quantifiable ROI

Flexible Configurations &

Application Support

Integrated with Microsoft Exchange since 1999

Integrated user experience (e.g., desktop search, Offline Vault)

Integrated with Rights Management Services

Scalable Architecture for the

Long-Term

Platform unified across email, files, ECM, SharePoint, etc.

Platform for archiving on heterogeneous storage

Platform for long-term data retention (e.g., future-proofing)


Thank You!

Danny Milrad

[email protected]

408.517.3724 Office

Copyright © 2007 Symantec Corporation. All rights reserved. Symantec and the Symantec Logo are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners.

This document is provided for informational purposes only and is not intended as advertising. All warranties relating to the information in this document, either express or implied, are disclaimed to the maximum extent allowed by law. The information in this document is subject to change without notice.

Backup Slides


Fulton County, GeorgiaEnterprise Messaging Management

Industry: Government• Challenge

– Quality services at lower cost

– Protect business-critical information

– Comply with Georgia Open Records Act

• Solution

– Integrated archiving and e-discovery for email, fax, and VoIP using Symantec Enterprise Vault

– Multi-tier security architecture and data center server re-imaging using Symantec AntiVirus and Backup Exec System Recovery

• Benefits

– $1.639 million saved over 3 ½ years (via archiving and e-discovery solution)

– $2.85 million in cost avoidance associated with remediation of security breaches from ’01 to ‘06


Fulton County, GeorgiaIT Architecture


Fulton County, GeorgiaRobert Taylor, CIO, Fulton County, Georgia

“Fulton County finds it important to partner with an industry leader like

Symantec because we want to be on the leading edge of technology and

to be recognized as a leader in county government.”

Documents

Electronic Archiving and Legal Discovery – Whats in it for me? Danny Milrad Sr. Manager, Enterprise Vault Product Marketing