enterprise vault for microsoft exchange mailbox archiving name title

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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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


• 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


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


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


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…


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


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


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


Links

Enterprise Vault 6.0Conceptual Overview

PrimaryDataStore

Transfer

SecondaryData Store

SearchAnalyzeRetrieveDisclose

SecureRationalizeShareRetainFuture ProofIndexCategorizeExpireAudit


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


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


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


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


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”)


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


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


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


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, …


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


Reduced information stores means reduced recovery time

How It WorksOptimized Backup and Recovery

Enterprise VaultBackup

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Archive Storage


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


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


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


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


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


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


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


• 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


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


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


• 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


Customer Leadership


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


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!

enterprise vault for microsoft exchange mailbox archiving name title

Documents

user email

email challenges

business email

retention email

email problem

critical email

lot of email

email quotas users