email archiving colleen beale data networks practice manager [email protected] october 9, 2007...

Email Archiving

Colleen BealeData Networks Practice [email protected] 9, 2007

© 2007 Data Networks

ProtectionPerformanceCompliance

Email ArchivingSlide 2Slide 2 Backup, Recovery and Archive Current

Challenges

Infrastructure cannot keep up with information growth

24 x 7 operations are quickly becoming a reality

30% of all data recovery instances are unsuccessful due to failed backups!1

Restore times are not hitting SLA’s.

Poor tape TCO (total cost of ownership) from poor management practices and low utilization

Compliance / Governance are changing archive requirements


1 Forrester Research1 Forrester Research

Email ArchivingSlide 3Slide 3

HIPAA

Pediatric medical records

Adult medical records

documentation related to security rule implementation

Sarbanes-Oxley all records related to audit or review

up to 2 years after patient's death

21 years

6 years from the date of creation

7 years after the conclusion of audit/review*

*SOX states a 5 year retention period, but the SEC implementation ruling of 7 years supercedes the SOX mandate

Regulations Drive Expanded Retention Periods

Example: New federal rules took effect December 1, 2006 requiring schools to archive (and be able to retrieve) email, instant messages, and other digital communications produced by instructors and administrative staff. Also …


Managing Storage GrowthHow Do You manage Growth Today?

4

Adding more primary storageExpensive to manage and difficult to backup

Restricting user mailbox size .PST files spring up like weeds

Deleting messages from primary message server at regular intervals

Risk exposure, inconsistent retention

Relying on backup tapes for long-term retention

Message retrieval is like “finding a needle in a haystack”

Typical ApproachTypical Approach Negative ResultNegative Result



Not All Data is Created Equal

Valu

e o

f D

ata

Valu

e o

f D

ata

ActivePrimary Storage ($$$)

ActivePrimary Storage ($$$)

InactiveArchival Storage ($)

InactiveArchival Storage ($)

DeleteDelete


Value of Data is Determined by:

Value of Data is Determined by: Age Access Content Relevanc

e Instance

Age Access Content Relevanc

e Instance



Active vs Inactive Data Keeping inactive data on primary storage is increasingly costly

and inefficient Primary storage is typically more expensive

Backups and restores take longer and contribute to storage

consumption Application performance can suffer

Inactive Data

Active Data

51% of open system data is unnecessary, duplicate, or

non-business related

68% of data has not been accessed for 90 days or more

Source: SNIA/Source Consulting

60% improvement in management efficiency is needed every year to keep up with storage growth

55% of unplanned server outages occur from disk space consumption


So … What is Archiving?

Archiving is an intelligent process for moving inactive or fixed content files from primary storage to less expensive archive tiers of storage.




Backup and Archive areDifferent … but Complimentary

Backup A secondary copy of

information Used for recovery operations Improves availability by

enabling application to be restored to PIT

Typically short term (weeks or months)

Data typically overwritten on periodic basis (i.e. monthly)

Not for regulatory compliance – though some are forced to use

Archive Primary copy of information Available for information retrieval Adds operational efficiencies

by moving fixed/unstructured content out of operational environment

Typically long-term (months, years, or decades)

Data typically maintained for analysis, value generation or compliance

Useful for compliance and should take into account information retention policy


Archive and Backup Work Together

Pro

du

cti

on

Backup

Backups become smaller

Self-managed Fully protected Fast access

Primary storage becomes smaller

The archive becomes an extension of your

production environment

PrimaryStorage

New Archive Technology“Active” Archive


Email Archiving


Strategies



A Good Archiving Solution Must Allow…

Automatic capture, index full text and archive all messages

Ability to search by content, user, or header

Single Instance Backup Ability to search the archive via

a Web client Automated data migration

based on policy Allow personal email stores to

migrate to the archive store


LAN

Putting It All Together: Email Archive Message Flow

Organize and Classify Exclusion-Collection Rules Retention and disposal

policies

Archive Messages Secure with encryption 2:1 compression Create container files

(.emx)

Full Text Index Messages and attachments Embedded and Zip

messages Maximize search for end

users, administrators and supervisors

EMCEmailXtender

Store Container Files Copy containers to

EmailXtender server storage

Messaging servers

EmailXtender server with DiskXtender

installed

EMC Centera

Capture Real-time Archive task Unique ID De-duplication

Centera performs

Content Address calculation and sends address

back to application

DiskXtender moves container files to Centera over IP

network

Content Addressing

Digital fingerprint • Globally unique • Location-independent

10001010Content Address

algorithm

DiskXtender stores Content

Addressfor future reference

EMX

Centera Active Archive

Enforces retention and disposition policies

Ensures email authenticity and chain of custody

Automated management and remote protection



Proactive Email Management

With an Email Archiving Solution you can… Reduce primary storage requirements Proactively control mailbox size Automate retention/disposition policies Eliminate unnecessary PST/NSF files Improve backup and recovery operations Accelerate message retrieval Ease migrations and upgrades Ensure authenticity, integrity of archived

messages

13



Accelerate Message Retrieval

Reduce time and cost of legal discovery Find messages quickly by searching the online

archive instead of hunting through offsite tapes

Increase accuracy and speed of searches

Search interfaces for users, supervisors and administrators



Automate Retention Policies

Enable Compliance and Corporate Governance

Define retention policies in EmailXtender and consistently enforce policies

Ensure a complete and authentic archive Ensure authenticity of the e-mail record Eliminate unmanaged archives and

risky PST/NSF files

15


Email Archiving


Assessment



An Assessment is Your First Step

File or Email System Assessments profile a sample of your file system to:

Identify which information can be purged or archived Indicate how much information is eligible for archiving Demonstrate storage capacity and backup window savings Translate savings into TCO

Assesses the following info on data and email files

File system capacity File types Growth rates Age and last access/modification date Duplicate files Attachments Email best practices: Mailbox size, # of emails, PSTs (ESA)



Message & Storage Aging

Message Age Breakdown

24%

11%

14%

51%

0 to 30 days

31 to 60 days

61 to 120 days

Greater than 120days

Summary Results of Key Findings (sample customer) Overall email storage grew 70% over the past 120 days 63% of all emails scanned were over 60 days old 70% of the overall email storage was consumed by data over 60 days old 51% of all attachments were associated with emails over 60 days old The file system analysis found an additional 121 PST’s totaling 187 GB

Storage Age Breakdown

42%

14%

15%

29%0 to 30 days

31 to 60 days

61 to 120 days

Greater than 120days

Email Archiving


More About Data Networks



About Data Networks

Founded in 1983 with annual revenues over $90 million

Employ more 100+ (50+ engineers) in six states

Helping Customers Manage a Complex and Dynamic IT World

Focused exclusively on the unique challenges of the public sector

Maintain a deep staff of project managers and procurement experts in house

Offer a full suite of IT solutions including ConnectLogic unified communication and collaboration solutions


About Data Networks

Helping MEEC Members Manage a Complex and Dynamic IT World

MEEC contract holder since 2002

Strong relationship with EMC for Advanced Storage SolutionsVelocity Associate Partner

ASN Partner

Established relationships with Dell for Managed Deployment Solutions and Microsoft and Novell for Server Solutions


EMC Solution Components

Solution Components Archiving Software:

EMC EmailXtender & DiskXtender Dedicated Archiving Platform:

EMC Centera

Thank You!


Data Networks800-283-6387www.datanetworks.com

Rick FairhurstMD Account Exec, Ed & Local [email protected]

Debbie LilleyMD Account Exec, Ed & Local [email protected]

Cornel EinhornSr. Inside Sales [email protected]

Bob KolbInside Sales [email protected]

email archiving colleen beale data networks practice manager [email protected] october 9, 2007...

Documents

data networks value

inactive data active

email archiving slide

data networks backup

data recovery instances

open system data

months data typic

primary storage expensive