Enterprise Vault for Microsoft Exchange Mailbox Archiving
NameTitle
2 NDA required – Symantec Confidential – © 2005
Why Archive?
Enterprise Vault 6.0
Enterprise Vault In ActionImproves Email Management
Addresses Legal Issues
Product Leadership & Evolution
A G E N D A
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3 NDA required – Symantec Confidential – © 2005
Reduce Costs$
Why Archive?Enterprise Vault Reduces Costs and Risks
• Reduce Storage costs
• Lower cost of eDiscovery
• Increase end user productivity
• Improve Enterprise recovery
• Remove PST headaches
• Facilitate server consolidation & migration
! Reduce Risk
• Retain more enterprise content
• Reduce IP loss (especially PST)
• Rapidly find appropriate content
• Adhere to regulations
• Improve application availability
4 NDA required – Symantec Confidential – © 2005
• 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
– Regulations around retention
• 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
Why Archive?Email Challenges
5 NDA required – Symantec Confidential – © 2005
Why Archive?Leading Problems in Email
Problem% Responding Serious
or Very Serious
Growth in email storage requirements 65%
Spam—the amount that your org receives 63%
Inadequate email archiving 63%
Supporting traveling/field/remote users 57%
Virus/worms/Trojans impacting network/systems etc. 53%
Security/privacy/confidentiality ofmessages sent by users 52%
Phishing attacks 49%
Employees sending/receivinginappropriate content 49%
* Osterman Research, Inc., Messaging Security Market Trends, 2005-2008
6 NDA required – Symantec Confidential – © 2005
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)
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
Importance of Archiving:Email Quotas – A No Win Situation
7 NDA required – Symantec Confidential – © 2005
Importance of Archiving:A Tough Conversation Between IT & Legal
“I need all e-mails and documents over the past year from our CEO with the keywords ‘kill the competition’ within the next 24 hours.”
“I’m just trying to keep the systems running…”
REALITY: The data is on tape, laptops, file shares… but it may cost $2000-$4000 per tape to restore and search…
REALITY: The data is on tape, laptops, file shares… but it may cost $2000-$4000 per tape to restore and search…
8 NDA required – Symantec Confidential – © 2005
Summary: Email Challenges for IT
Time to support user quota/PST issues
Time to handle user email restores
Time to backup/restore/defrag servers
Time to support user quota/PST issues
Time to handle user email restores
Time to backup/restore/defrag servers
Time
Risk of email downtime & slow performance
Risk around client-side archives (e.g., PST)
Risk around migration (e.g., to Ex2K3)
Risk of email downtime & slow performance
Risk around client-side archives (e.g., PST)
Risk around migration (e.g., to Ex2K3)
Risk
Cost to store growing volumes of email
Cost to scale email servers
Cost to backup growing message stores
Cost to store growing volumes of email
Cost to scale email servers
Cost to backup growing message stores
Cost
9 NDA required – Symantec Confidential – © 2005
Summary: Challenges for Business
Review
Delays in searching – for court, regulator, …
Cost in “scrubbing” and reviewing
Finding issues early (HR, IP, profanity, …)
Delays in searching – for court, regulator, …
Cost in “scrubbing” and reviewing
Finding issues early (HR, IP, profanity, …)
Retain
Risk around accidental/intentional deletion
Risk around inconsistent policy
Risk around non-compliance
Risk around accidental/intentional deletion
Risk around inconsistent policy
Risk around non-compliance
Capture
Cost and delay around restoring backups
Cost and delay around laptop/PST capture
Risk that everything wasn’t captured
Cost and delay around restoring backups
Cost and delay around laptop/PST capture
Risk that everything wasn’t captured
10 NDA required – Symantec Confidential – © 2005
Enterprise Vault 6.0A History
• 1997 Product development initiated (“All-In-One” development team)
• 1999 Product first shipped at DEC
• 1999 KVS started with buyout of technology by engineers
• 2003 Gartner’s 1st market survey placed only KVS in the leaders quadrant
• September 2004 KVS (Enterprise Vault) acquired by VERITAS
• April 2005 Gartner’s 2nd survey still places only EV in leaders quadrant
• July 2005 Enterprise Vault Version 6.0 released
• July 2005 Veritas & Symantec merge, EV labelled as a “focus product”
Original core engineering team from Digital still working together
11 NDA required – Symantec Confidential – © 2005
Links
Enterprise Vault 6.0Conceptual Overview
PrimaryDataStore
Transfer
SecondaryData Store
SearchAnalyzeRetrieveDisclose
SecureRationalizeShareRetainFuture ProofIndexCategorizeExpireAudit
12 NDA required – Symantec Confidential – © 2005
Enterprise Vault 6.0Architecture
Sources
MS ExchangeMailboxes, JournalsPublic Folders, PSTs
File ServersWindows, NetApp
SDKIM, Bloomberg, Fax,
DB, SAP, …
MS SharePointSPS and WSS
MS LCSIM logging
Lotus DominoJournals (SP1)
SMTPCapture and archive
Offline Vault Applications
Outlook / OWAShortcuts
SearchOutlook, Web, SP
Archive Explorer
Compliance AcceleratorMonitoring and
supervision
Discovery AcceleratorLegal discovery
Win. ExplorerPlaceholders
SDKApplication / Search
SDKIngest Filter
Secondary Archive
Primary Archive
Enterprise VaultStore/Retain/Expire
Index/Search/Future-ProofView/Restore
Compress/MigrateAudit/Administer
Categorization/Filtering
Archive
SDKData Migrator
Disk
Tape
WORM
Optical
13 NDA required – Symantec Confidential – © 2005
Enterprise Vault In Action:Improves Email Management
Reduce time to performance migrations
Take away need for email quotas
Give users “self-service” restore for email
Reduce time to performance migrations
Take away need for email quotas
Give users “self-service” restore for email
Time
Reduce backup window through archiving
Improve email performance
Eliminate client-side archives (e.g., PSTs)
Reduce backup window through archiving
Improve email performance
Eliminate client-side archives (e.g., PSTs)
Risk
Compress & single instance to reduce data
Automatically archive to cheaper storage
Users still retain seamless access to email
Compress & single instance to reduce data
Automatically archive to cheaper storage
Users still retain seamless access to email
Cost
14 NDA required – Symantec Confidential – © 2005
How It WorksFlexible Email Archiving Policies
• Typically
- By age
- By % of quota
• Additional options
- Items > size
- Min. archiving age
- Delete original
- Shortcut contents
• Typically
- By age
- By % of quota
• Additional options
- Items > size
- Min. archiving age
- Delete original
- Shortcut contents
15 NDA required – Symantec Confidential – © 2005
Microsoft Exchange
http://ev1.yourcorp.com/enterprisevault/download.asp?VaultID=249s92s...SavesetID=493lk4j3k....
MAPI
HTTP
HTTP
• Transparent access with Outlook “Add-In”
• Shortcut links to EV server and downloads content directly (no impact to Exchange)
• Offline Vault access requires no lookup to Exchange at all
• Transparent access with Outlook “Add-In”
• Shortcut links to EV server and downloads content directly (no impact to Exchange)
• Offline Vault access requires no lookup to Exchange at all
How It WorksLimited Impact on Exchange
16 NDA required – Symantec Confidential – © 2005
How It WorksSeamless User 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”)
• 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”)
17 NDA required – Symantec Confidential – © 2005
How It WorksSeamless Remote User Access
Links
Exchange
Transfer
Enterprise Vault
OST File
Offline Vault
• Copies aging items from OST files before they are archived
• Full support for Outlook 2003 cache mode and Exchange offline mode
• Copies aging items from OST files before they are archived
• Full support for Outlook 2003 cache mode and Exchange offline mode
18 NDA required – Symantec Confidential – © 2005
How It WorksIntegrated Search and Restore
• Integrated into Outlook
• Email and attachments
• Self-service restore items from Outlook
• Security tied to user mailbox permissions
• Search from Web browser as well
• Integrated into Outlook
• Email and attachments
• Self-service restore items from Outlook
• Security tied to user mailbox permissions
• Search from Web browser as well
19 NDA required – Symantec Confidential – © 2005
How It WorksWeb-Based Access (Archive Explorer)
• Web browser interface
• Folder structure taken from Exchange, file system, SharePoint
• Access archive items where shortcuts are deleted or expired
• Web browser interface
• Folder structure taken from Exchange, file system, SharePoint
• Access archive items where shortcuts are deleted or expired
20 NDA required – Symantec Confidential – © 2005
How It WorksStorage Reduction – Compression and Single Instancing
ExchangeServers
Vault Server
Storage
• Multiple Exchange servers => same Vault Server / Vault Store
• One copy of same email and attachments
• Also between mailbox and journal archives in same Vault Store
• Additional SIS on EMC Centera (“attachment separation”)
• Multiple Exchange servers => same Vault Server / Vault Store
• One copy of same email and attachments
• Also between mailbox and journal archives in same Vault Store
• Additional SIS on EMC Centera (“attachment separation”)
NTFS, NetApp, EMC, IBM,
Storage TEK, …
21 NDA required – Symantec Confidential – © 2005
Enterprise Vault
Reduce information stores and migrate most data to archive
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Most archived data is static (doesn’t need repeated backup)
Backup
How It WorksOptimized Backup
Archive Storage
22 NDA required – Symantec Confidential – © 2005
Reduced information stores means reduced recovery time
How It WorksOptimized Backup and Recovery
Enterprise VaultBackup
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Archive Storage
23 NDA required – Symantec Confidential – © 2005
Alert
Locate
Search remote Search remote registries & file registries & file systemssystems
Determine Determine ownershipownership
Migrate
Schedule ingestionSchedule ingestion
Determine post-Determine post-migration policy:migration policy:• Delete PSTDelete PST• Leave PSTLeave PST
Access:Access:• Exchange shortcutsExchange shortcuts• Archive ExplorerArchive Explorer
Alert
Collect in Collect in temporary temporary storage locationstorage location
Collect
How It WorksPST Management – Automated Process
24 NDA required – Symantec Confidential – © 2005
How It WorksPST Management – Post-Migration
• Shortcuts
• None
• In PST/Outlook
• In Mailbox
• Post migration
• Leave file as is
• Read-only
• Hidden
• Compact
• Delete
• Shortcuts
• None
• In PST/Outlook
• In Mailbox
• Post migration
• Leave file as is
• Read-only
• Hidden
• Compact
• Delete
25 NDA required – Symantec Confidential – © 2005
Clients communicate with server
Outlook(Win32/MAC)
OWA(5.5, 2000, 2003)
Move Exchange mailboxes
Archive email and public folders (normal archiving
after migration)
Archive email and public folders (aggressive
archiving before migration)
Outgoing Exchange server New primary Exchange server
How It WorksReduce Time For Exchange Migration
Archive Storage
26 NDA required – Symantec Confidential – © 2005
How It WorksReduced TCO Through Migration To Tape
Primary StoragePrimary Storage
Enterprise Vault 6NetBackup
Migrator
Enterprise Vault 6NetBackup
Migrator
Disk ArchiveDisk Archive
NetBackupMedia Server
5.1+
NetBackupMedia Server
5.1+
Tape LibraryTape Library
27 NDA required – Symantec Confidential – © 2005
How It WorksOpen Approach To Storage Hardware
Secondary Archive
Primary Archive
Enterprise VaultStore/Retain/Expire
Index/Search/Future-ProofCompress/Migrate
Archive
SDKData Migrator
Disk
Tape
WORM
Optical
Any NTFS/CIFS Location
28 NDA required – Symantec Confidential – © 2005
Review
User-friendly, scalable supervisory review
Fast and flexible search for legal discovery
Audit logs to prove it
User-friendly, scalable supervisory review
Fast and flexible search for legal discovery
Audit logs to prove it
Retain
Retain email based upon flexible policies
Prevent deletion/tampering (WORM storage)
Filter items to archive and retain
Retain email based upon flexible policies
Prevent deletion/tampering (WORM storage)
Filter items to archive and retain
Capture
Capture and index all email automatically
Locate and migrate client-side archives
Capture files, IM, SharePoint, …
Capture and index all email automatically
Locate and migrate client-side archives
Capture files, IM, SharePoint, …
Enterprise Vault In Action:Addresses Legal Issues
29 NDA required – Symantec Confidential – © 2005
Storage Service
Exchange/Domino Server(s)
Enterprise Vault Server
JournalMailbox
MailUsers
JournalingTask
• Emails collected to journal mailbox
• Journal archiving task archives journal mailbox
• Optional custom filter plug-in rules to control what is archived
• Can retain archives on WORM storage (e.g., EMC Centera, NetApp SnapLock, IBM DR 550)
• Emails collected to journal mailbox
• Journal archiving task archives journal mailbox
• Optional custom filter plug-in rules to control what is archived
• Can retain archives on WORM storage (e.g., EMC Centera, NetApp SnapLock, IBM DR 550)
How It WorksAutomated Retention: Journal Archiving
30 NDA required – Symantec Confidential – © 2005
• Purpose-built app for legal discovery
• Web-based UI
• Roles-based access control around cases
• Powerful search
• Review and marking
• Export and production
• Purpose-built app for legal discovery
• Web-based UI
• Roles-based access control around cases
• Powerful search
• Review and marking
• Export and production
How It WorksLegal Search: Discovery Accelerator
31 NDA required – Symantec Confidential – © 2005
Storage OptimizationConsolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage
Storage Admin
Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas
Mailbox ManagementEmailAdmin
Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems
Information ManagementRecords Manager
Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision
eDiscovery / ComplianceGeneral Counsel/
Compliance Officer
Enterprise Vault In Action:Benefits for Various Stakeholders
32 NDA required – Symantec Confidential – © 2005
The Magic Quadrant is copyrighted April 2005 (fill in date of publication) by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.
2nd Time in a row as only leader
Total New License Revenue = $88.7 Million
Source: Gartner Dataquest (April 2005)
iLumin19.2%
EMC18.3%
CommVault3.9%
IBM2.9%
Zantaz9.2%
Other14.6%
Symantec Total 31.9%
E-Mail Active-Archiving Market Size, 2004
Market And Thought Leadership
33 NDA required – Symantec Confidential – © 2005
• In market since 1999
• 3,000+ customers
• Over 3.5 MM mailboxes archived across customers
• Customers with 17+ TB of archived data
• Customers with 500 MM+ archived messages
• Customers with 5.5 MM+ archived messages per day
Proven In the Market
34 NDA required – Symantec Confidential – © 2005
Customer Leadership
38 NDA required – Symantec Confidential – © 2005
UnstructuredData Warehouse
Digital Communication
Archive
CollaborationArchive
MessageArchive
Email Archive
Exchange,Domino,
SMTP
IM, Bloomberg,Blackberry
Files, SharePoint,
Blog
Digital Fax,Voice Mail,
VoIP
AnalyticApplications
Expanding Scope of Archive
39 NDA required – Symantec Confidential – © 2005
MessageData Mining
MessagePolicy Mgmt
MessageDiscovery
MessageCompliance
Message Archiving
Keep Messages Running
Keep Messages A Long Time
Keep Messages & Find Them
Again
Keep Bad Messages
From Happening
Keep Messages As An Asset
Expanding Uses of Archive
Thank You!