Enterprise Vault.cloud Hands-On Lab

Description In this session, you will see first-hand how Enterprise Vault.cloud, Symantec's hosted archiving service, can help address mailbox management, legal discovery and regulatory compliance challenges. Attend this lab session to gain a hands-on understanding of how customers use Enterprise Vault.cloud works from basic and advanced search, tagging, email restoration, basic eDiscovery workflow and data export.

At the end of this lab, you should be able to

Perform searches in Personal.cloud and Discovery.cloud

Apply filters to searches in Personal.cloud

Create Saved Search in Personal.cloud

Perform an investigative search in Discovery.cloud

Create new matters in Discovery.cloud

Export data from Discovery.cloud

Notes A brief presentation will introduce this lab session and discuss key concepts.

The lab will be directed and provide you with step-by-step walkthroughs of key features.

Feel free to follow the lab using the instructions on the following pages. You can optionally perform this lab at your own pace.

Be sure to ask your instructor any questions you may have.

Thank you for coming to our lab session.

Introduction

This document outlines key features in EV.cloud that differentiates it from other cloud services:

Enterprise Vault Personal.cloud: Offers end users access to their archived emails directly through a web browser with unlimited storage and retention.

Enterprise Vault Discovery.cloud: Meets legal discovery and regulatory requirements for email retention and enables administrators to place messages on legal hold

The purpose of the following document is to provide a set of guidelines that help to quantify the characteristics of a successful archiving experience with Enterprise Vault.cloud (EV.cloud).

Product Overview

Enterprise Vault Personal.cloud

Enterprise Vault Personal.cloud gives users unlimited mailboxes and allows them to quickly and easily access their archived email directly from Microsoft Outlook, Lotus Notes, or cloud-based email platforms. Plus, with our cached sign-on technology, you don’t have to worry about forgotten usernames and passwords.

Give end-users the power to restore lost emails themselves—even things they may have deleted—from their desktop, laptop, or BlackBerry® device.

Eliminate free-range email files (PST/NSF), and minimize the burden on IT staff and/or help desk.

Improve performance by reducing the footprint on mail servers, and shrink backup windows.

Our archiving solution also allows each individual user to access their entire archive anytime using tight integration through Microsoft Outlook, Microsoft Outlook Web Access, Lotus Notes, an encrypted web portal or some mobile devices. This accessibility provides an essentially unlimited mailbox for customers’ employees. Since end users have full access to their archived messages, they can easily access crucial email that is no longer available via their email client, whether they deleted it or it was purged from the mail server, resulting in enhanced productivity. The Outlook, Outlook Web Access, Notes and mobile device integration is centrally managed and deployed, offering simple administration, low overhead and granular permissions. The archive process is completely transparent to the end-user and does not require any user interaction to enforce retention policies. Enterprise Vault Personal.cloud receives a copy of all messages in real time as they are sent or received, resulting in one single repository. Additionally, the system is set up on a hierarchical, roles-based model that allows for the customization of groups of users in terms of privileges, policies and, if desired, access to other users mailboxes. For example, a department head could be granted permission to view the mailboxes for 20 members of his group. He would then be able to search and monitor only those particular users and not the entire organization. Enterprise Vault Discovery.cloud Enterprise Vault Discovery.cloud retains emails and attachments as required to meet an organization’s specific retention requirements. This view can help mitigate common legal risks associated with the business information contained within messages, while requiring minimal IT involvement.

Store and index every email, attachment and some mobile device messages (SMS text) in a centralized, online repository

Accelerate legal discovery and HR inquiries with real-time search and retrieval and multiple export capabilities

Enforce email preservation for lawsuits/legal holds and protect attorney-client privileged communications

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The solution can also purge and destroy older email stores based on custom criteria (e.g., any emails five or more years old). When groups are involved in pending litigation, you can place legal holds on specific communications based upon criteria you determine. This legal preservation piece safeguards companies from automated deletion policies or from inadvertently deleting case-relevant emails and complies with HIPAA and SOX requirements as well as Federal Rules of Civil Procedure Rule 37, which codifies standards around legal holds. Additionally, Enterprise Vault Discovery.cloud includes the ability to export search results into EML, PST and PST with EDRM file format. There are no additional charges or fees for eDiscovery searches or data exports. Advanced search capabilities allow end users and administrators to search the archive using various criteria, including sender/recipient, date range, subject line, attachment name or type, and most importantly, the body of all messages and attachments (e.g., Word documents, Excel files and PDFs). Search functionality includes Boolean capability as well as the ability to run multiple searches concurrently.

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Scope of Hands-on Lab

The purpose of this hands-on lab is to familiarize you with some of the items used in a Proof-of-Concept to highlight key features in EV.cloud.

This hands-on lab presumes the customer has already configured their email server to journal to EV.cloud. This user group should provide an ample opportunity to run searches over a fairly robust volume of mail. When companies use this document to understand what they will experience with EV.cloud, they will also be able to monitor the general speed and flow of mail into the archive.

We recommend using Internet Explorer version 7 or higher for the best experience.

Prerequisites

For the purposes of this lab, we can assume the following has been shared with the customer before their proof-of-concept trial begins:

Configure journaling to send email to Enterprise Vault.cloud Provide a list of users that will be provisioned in the trial

The designated system administrator will be introduced to the EV.cloud POC Team.

The project team will:

Provide journaling instructions and best practices Coordinate configuration of the users for the trial Provision Enterprise Vault.cloud archiving service for operation Provide customers with usernames and passwords Discuss general best practices for system use

Enterprise Vault Personal.cloud Objectives

Objective 1: Enterprise Vault Personal.cloud – Quick and Advanced Searches

After successfully logging into Enterprise Vault Personal.cloud you can search the archive by entering criteria into the Quick Search field, located in the top menu, and clicking on the Search (magnifying glass) icon. You can access Advanced Search fields by clicking on the Advanced Search (downward-facing arrowheads) toggle to the right of the Search icon. For example, a user can search for messages within a specific date range, all messages from a specified email address or any messages containing the keyword “Enron”.

How to Search your Enterprise Vault Personal.cloud: Quick Search

A Quick Search allows a user to quickly search for specific keywords or terms. The Quick Search field appears in the Enterprise Vault Personal.cloud top menu.

1. Enter your desired search terms into the Quick Search field (for this exercise, search the keyword ‘Lunch’.

2. Click on the Search (magnifying glass) icon to begin the search.

3. Search results display in the search tab in the content panel.

4. Your search terms are highlighted in yellow in the content panel and the

message panel.

How to Search your Enterprise Vault Personal.cloud: Advanced Search

An Advanced Search allows you to fine-tune your searches by choosing specific criteria, such as the subject of a message or the date a message was sent. You can access the Advanced Search fields by clicking on the Advanced Search (downward-facing arrowheads) toggle to the right of the Search icon..

1. Click on the Advanced Search (downward-facing arrowheads) toggle to access

the Advanced Search fields.

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2. Enter the advanced search criteria into the Advanced Search fields.

3. Click on the Search (magnifying glass) icon to begin the search.

4. Search results display in the search tab in the content panel.

5. Your search terms are highlighted in yellow in the content panel and the message panel.

Success/Failure Criteria: specify a search, then select and view messages from the search results list.

Objective 2: Enterprise Vault Personal.cloud – Search Filters

Search filters offer advanced functionality to help users quickly drill down search results. Whether conducting a Quick Search or an Advanced Search, overall search results are displayed as well as a comprehensive search filter list. This categorized criteria further hones in on whatever the user is trying to find, including senders, years, tags and attachment types.

1. Conduct either a Quick Search or an Advanced Search.

2. Once search results display in the search tab, click the Search Filters icon (funnel). If search filters are turned ON, the icon will display green. If search filters are turned off (default), the icon will display grey.

3. Suggested filters display in a list. This criteria is automatic and cannot be changed:

Senders Years Tags Attachments

4. Apply any of the resulting search filters by selecting the Apply Filter (funnel) icon. Hold down the control key to select multiple filters at one time. Refined search results display in the search tab.

Success/Failure Criteria: specify a search, refine results using search filters, and views messages from the new search results in the search tab.

Objective 3: Enterprise Vault Personal.cloud – Saved Searches

After completing a search, the search parameters may be saved for future reference. Once saved, search results continually populate into that Saved Search as new messages are archived that meet the selected criteria.

1. Conduct either a Quick Search or an Advanced Search.

2. Expand the Searches (floppy disk with magnifying glass) drop-down menu on the

top menu and select the Save/Update Search (floppy disk with magnifying glass) menu item.

3. In the Save/Update Search dialog box, enter a name for the Search into the fieldname of the Saved Search field.

4. To review previous Saved Searches, expand the Searches (floppy disk with magnifying glass) drop-down menu on the top menu and select the Saved Search you would like to review. The search results will be displayed in the Search tab in the content panel.

Success/Failure Criteria: create a Saved Search and are able to review the results.

Objective 4: Enterprise Vault Personal.cloud – Tags

End users have the ability to manually categorize messages into a group or label messages for future reference by using tags. One message can be categorized multiple times with several different tags, allowing for a flexible and advanced user experience.

1. Conduct either a Quick Search or an Advanced Search.

2. Select the checkbox to the left of the message(s) you want to tag.

3. Expand the Tags (luggage tag) drop-down menu on the top menu.

4. From the drop-down menu, select the tag option:

Tag current page Tag selected Emails Tag all results

5. The Add Tag dialog box displays. You can either add the messages to an existing tag or create a new tag by entering a name and any comments.

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6. Click the OK button to tag the message(s).

7. To review previous Tags, Expand the Tags (luggage tag) drop-down menu on the top menu and select the Tag you would like to review. The tagged results will be displayed in the Tag tab in the content panel.

Success/Failure Criteria: create a tag and are able to view the results.

Objective 5: Enterprise Vault Personal.cloud – Seamless Email Restoration – **FOR INFORMATIONAL PURPOSES

**End users have the ability to restore archived messages back to their Inbox. The functionality allows users to access old email that may have been deleted from their Inbox. A single message or multiple messages can be restored at one time.

1. Conduct either a Quick Search or an Advanced Search.

2. Select the checkbox to the left of the message(s) you want to restore.

3. Select the Restore (envelope with rear-facing arrow) icon, located in the top

menu.

4. Your restored message(s) will appear in your Inbox identical to the original message(s).

Success/Failure Criteria: restores one message or multiple messages to an Inbox.

Enterprise Vault Discovery.cloud Objectives

Objective 1: Enterprise Vault Discovery.cloud – Investigation Search Workflow

For this objective, the designated administrator will walk through the investigation search workflow. Each administrator can be provisioned with distinct permissions that determine which messages they can search for, review, retrieve and export using Enterprise Vault Discovery.cloud.

1. Login to Enterprise Vault Discovery.cloud.

2. Conduct a search: Expand Saved Searches in the Investigations navigation

tree and select the New Search link to conduct a new search across all accounts that you have reviewer rights to. Note: You can also conduct a search across a specific user that you have reviewer rights to in the Investigations area. Select the Accounts link in the Investigations tree and then click on the appropriate user in the content panel.

3. Specify search criteria: Enter keywords or phrases into the search field.

Select the Search (magnifying glass) icon to begin your search. Your search terms are bolded in the content panel. Your search terms are highlighted in yellow in the message panel.

4. Advanced search refinement: Click on the Advanced Search (downward-

facing arrowheads) toggle to access the Advanced Search fields. Add search parameters, including from, to, date ranges, keywords and phrases. Further refine each new result set by adding additional parameters during the eDiscovery process.

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Success/Failure Criteria: can execute investigations searches based on a wide array of criteria and refine searches, as necessary, during the eDiscovery process.

Objective 2: Enterprise Vault Discovery.cloud – Collaborative Discovery Matter Management

eDiscovery administrators can create a Matter to begin working on a new case or possible issue (e.g., litigation or HR case). Searching a matter searches across a specific group of accounts and saves those search results and parameters. For each matter, an administrator can choose which user archives to search across and then place the archives on Legal Hold to ensure that those email messages will not be expired from the archive.

Create a new Matter

1. Click on E-Discovery Tab

2. Click the Matters node.

3. Click Add Matter.

4. Complete the Add New Matter section on the page that displays.

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6. Legal Hold: If you place this Matter on Legal Hold, custodians cannot delete their email messages from the archive. Also, messages on Legal Hold supersede any company-wide email retention policies.

7. Select Custodians: Select user archives to search across, called Custodians.

You can add individual users one-by-one or select all users.

Select All Custodians to include all user email archives for the Matter.

8. Select Reviewers: Select users who will be doing the eDiscovery message review.

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9. Set the reviewer permissions: Decide which actions Reviewers are allowed to perform.

Never Expires Select this checkbox if you do not want the permissions granted to the reviewer to expire.

Expiration Date Enter an expiration date for the permissions granted if you cleared the Never Expires checkbox.

Review Email Allows the reviewer to review emails for the Matter.

View Matter Logs/Reports Allows the reviewer to view the logs and reports for the Matter.

Create Export Allows the reviewer to create an export file of emails for the Matter.

Manage Saved Searches Allows the reviewer to manage the saved searches for the Matter.

Manage Reviewers Allows the reviewer to manage the reviewers for the Matter.

Edit Matter Allows the reviewer to make edits to the Matter.

All Selects all permission for the reviewer.

10. Save: Click Save.

Success/Failure Criteria: can create a Matter, and edit the Matter.

Objective 3: Enterprise Vault Discovery.cloud – Search and Assign Messages for Review

Perform a Basic Search or an Advanced Search.

1. Expand Saved Searches in the Investigations navigation tree and select the New Search link.

2. Enter a keyword or phrase in the search field and click on the Search (magnifying glass) icon. For the purposes of this exercise use the keyword ‘Lunch’.

3. Click on the Save Search (binoculars with floppy disk) icon.

4. Enter a name for the search and click OK.

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Select the Legal Hold checkbox to place all email in the Saved Search on a search-level legal hold

To assign Saved Searches

1. Select Assign Saved Search from the Saved Search module.

2. Enter allocation percentages for each reviewer.

The total allocation percentage must equal 100 percent.

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3. Click Assign Search Results.

You can reassign emails from one reviewer to another reviewer.

Enterprise Vault Discovery.cloud automatically moves the search to the Assigned Searches node.

Enterprise Vault Discovery.cloud places Saved Searches in which have not been assigned to reviewers in the Unassigned Searches node until you assign the search to a reviewer.

Success/Failure Criteria: can create Matters, place Legal hold, assign reviewers to a

search result and review emails.

Objective 4: Enterprise Vault Discovery.cloud – File Exports

Enterprise Vault Discovery.cloud export functionality enables approved administrators, either IT or legal personnel, to seamlessly extract messages from the archive in one of the following file formats: Clearwell, EML, PST and PST with EDRM. Once exported, these files can be saved to a workstation or sent to other members involved in the eDiscovery process.

The PST with EDRM standard provides a uniform format for the exchange of content and metadata between different applications, systems and organizations. This format preserves the chain-of-custody of all email communications that become part of a legal matter.

To export emails:

1. Expand the node for the Matter with the emails you want to export.

2. Expand the Review Mails Node.

3. Select one of the review statuses listed in the Review Mails node.

4. Select the checkboxes for the emails you want to export.

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5. Click .

6. Select Export selected emails or one of the other export options.

7. Enter the required information in the Export Options window.

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Review the following table for more information:

Message Format Click and select either EML or PST (EDRM Options are also available) file format for the export file.

Include Journaling Envelope

Select this option to include journaling envelopes that contain detailed information about email recipients such as distribution lists.

Exclude Exported Emails

Select this option to exclude previously exported emails from the current export.

This option is Matter-specific. The same email in another Matter may or may not be exported depending if it was already exported for that Matter.

Export Name Enter a name for the export file.

Export Password Enter an access password for the export file. The password is required to open the export file after it is downloaded to your computer.

Confirm Password

Enter your export password again to confirm.

8. Click Export Items.

Success/Failure Criteria: can export one or more emails in EML, PST or PST, EML, MSG with EDRM format.

Thank you!

Thank you for attending the Hands-on Lab for Enterprise Vault.cloud.