exchange 2010 & 2013 archiving & ediscovery...

Exchange 2010 & 2013 Archiving & eDiscovery Realities

Brandy Markey Alex Brown Senior Product Marketing Manager Senior Product Manager

SYMANTEC VISION 2012

Informed Decisions – Where did Stu go wrong?

Archiving & eDiscovery Realities 2

Requirements Requirements

Requirements

Requirements

Requirements

Requirements

Requirements



Requirements

Requirements

Requirements

Requirements


Rewind: 4 months prior to migration

• Migration planning – why?

• What is important to us?



The Source of Stuart’s Confusion

Platform and Migration 1

End User Experience 2

eDiscovery 3

Storage 4

PST Migration 5

4 Archiving & eDiscovery Realities





eDiscovery 3

Storage 4

PST Migration 5



Platform and Migration

Microsoft said:

“Microsoft Exchange introduces built-in integrated email archiving, retention, and discovery capabilities that save costs and simplify the process of preserving business communications”

Stuart understood:

“Exchange 2010/2013 give me all the archiving and retention capabilities I need for my mail data”



Platform and Migration: Reality

• No solution for non-mail data

• No solution for Journaled data

• No solution for Public Folders

• No solution for older Exchange versions

• Is Exchange Server really a good data management solution?

• What about the expected storage bloat during an Exchange 2010/2013 migration?

• What about future Exchange migrations?

• Enterprise CAL required



Ease Email Migrations

Exchange 200x Exchange 2010

Single User Archive

Efficient Storage

• Proactively archive most of data in mailboxes

• Archiving reduces time for mailbox move

• Data reduced because of single instance storage and compression



Symantec Enterprise Vault™ – An Archive Platform

LEGAL

CLASSIFICATION

Store

Migration

Deduplication

Compression

Transparency

Manage

Retention

Preservation

Deletion

Audit

Archive

Discover

Search

Guided Review

Legal Hold

Control

INFO SEC

EMAIL SERVERS

FILE SERVERS

IM SERVERS

SHAREPOINT

LEGACY DATABASES

DESKTOPS

ECM

HR

END USERS



Enterprise Vault - Works with Your Existing Architecture

10

OPEN APIs

EMAIL SERVERS

FILE SERVERS

IM SERVERS

SHAREPOINT

LEGACY DATABASES

DESKTOPS

Manage

Open Classification

Encryption

Open ECM

Discover

Open eDiscovery

Open Search

Store

Open Storage

SOCIAL MEDIA

3rd Party Content, Services & Solutions

Managed Services & Hosting

Connectors

Enterprise Vault MS Exchange MS SharePoint Lotus Domino Mac MS Office 365 LiveLink WorkSite NT/iManage Docushare FileNet Documentum

Archiving & eDiscovery Realities

http://www.coveo.com/


Q&A #1

How can Enterprise Vault help during an Exchange server 2010/2013 migration?

(Select 2 correct answers)

a) It will help manage the Exchange store size bloat that will occur during the migration

b) It will help perform SMTP redirection

c) It will help update the associated MX records

d) It will mean that less data needs to be migrated = faster migration






eDiscovery 3

Storage 4

PST Migration 5



End User Experience

Microsoft said:

“Microsoft Exchange helps users be more efficient and productive across platforms and locations by giving them access to email, voice mail, instant messaging, SMS text messages, and more…”

Stuart understood:

“All my end users requirements are taken care of”



End User Experience: Reality

• No access to older, archived data when offline

• No support for accessing the archive from older Outlook versions

• Search experience is inconsistent

• What about if you need to quota the personal archive?

• Limited Mac support

• Limited delegation support



Virtual Vault – Offline access + A familiar user interface

• Outlook 2003, 2007 and

2010 (and 2013) support

• Seamless Integration

• Full Offline Access

• Drag & Drop

• Forward, Reply, Reply to All,

Delete Save As, Save

Attachment & Print

• Full support for delegation



Q&A #2

How can Enterprise Vault help provide a better experience for your end users?

(Select 1 correct answer)

a) By providing limited Outlook version support

b) By providing access to archived data on and offline

c) By providing limited delegation support

d) By providing remote desktop management capabilities






eDiscovery 3

Storage 4

PST Migration 5



eDiscovery

Microsoft said:

“Microsoft Exchange introduces built-in integrated email archiving, retention, and discovery capabilities that save costs and simplify the process of preserving business communications”

Stuart understood:

“Exchange 2010/2013 give me all the tools I need in order to put a solid eDiscovery process in place”



eDiscovery: Reality

• All items indexed?

• No review workflow

• No way of proving chain of custody

• Partial legal hold

• No way of giving “Legal” control

• Full EDRM workflow?

• Limited searching for non-Exchange data



Review: Getting to the important data

50TB 10TB

Archive & Expire

Deduplicate Collect & Process

500 GB 100TB

Review & Produce

Filter & Search

50 GB 5 GB



Q&A #3

What are the benefits of providing a review platform for eDiscovery searches?

(Select 1 incorrect answer)

a) External review of documents is expensive. Better to cull down the data set internally first.

b) Allows investigatory searches to be done to determine the validity of upcoming legal action.

c) Can reduce the overall costs of data production.

d) Can speed up the indexing of data volumes.

e) Allows legal hold to be applied only where needed 21 Archiving & eDiscovery Realities





eDiscovery 3

Storage 4

PST Migration 5



Storage

Microsoft said:

“Exchange store optimisations and replication improvements allow the use of cheap disk and negate the need for backup or single instance”

Stuart understood:

“I can use cheap disk with the solution meaning I don’t need to overly worry about capacity”



Storage: Reality

• No single instance storage

• Limited compression

• Limited storage choice

• No ability to tier data over time

• Is just using more storage really a good long term solution?



Single Instance Storage – Why it is Important

• Mailbox Scenario

– Company News Letter = 3MB PDF sent to all staff (1,000 people)

• = 3GB increase to Exchange DB

– Daily Financial status = 5MB XLS sent to all finance staff (100 people)

• = 500MB per day

• Journal Scenario

– Journal Enabled for 1000 Users = 75 messages/day x 70KB

• That will be 5GB per day

– Enterprise Vault allows you to share mailbox and journal archive item instances



Addressing Exchange “Bloat” with EV

10,000 mailboxes @ 2GB per mailbox = 20TB

PST? = yes = 2GB/user = 20,000GB = 20TB

SIS re-hydration of Exchange DB = 20% = 4 TB

DAG? = yes = 2 copies + original = (24+20) x 3 = 132TB

Index = 10% of DAG = 13TB

RESULT = Exchange DB = 145TB

10,000 mailboxes @ 2GB per mailbox = 20TB

EV (Archive after 60 days = 80%) = 16TB = compression/SIS (40%) = 9.6TB

Exchange (what's left) = 4TB

PST? = yes = 2GB/user = 20,000GB = 20TB = EV compression/SIS (50%) = 10TB

DAG? = yes = 2 copies + original = (4 x 3) = 12TB

Index EX = 10% of DAG = 1.2TB

Index EV = 12% of EV = 2.4TB

RESULT = Exchange DB = 12+1.2 = 13.2TB RESULT = EV = 9.6 + 10 + 2.4 = 22TB TOTAL FOOTPRINT = 35.2TB

Without Enterprise Vault With Enterprise Vault



Q&A #4

How does Enterprise Vault help manage Exchange storage?

(Select 2 correct answers)

a) It performs continuous disk defragmentation

b) It optimizes the mailbox stores by moving older data from the mailbox stores

c) It provides Single Instance Storage for all archived data

d) It provides performance counters for storage disk queues






eDiscovery 3

Storage 4

PST Migration 5



PST Migration

Microsoft said:

“Microsoft Exchange PST Capture allows you to search for PST files on computers in your organization and then import those files to mailboxes in your organization”

Stuart understood:

“I now have all I need in order to eradicate PST files once and for all”



PST Migration: Reality

• Requires a dedicated client in order to find PST files

• Solution does not scale

• Does not provide any meaningful management or reporting

• No process or workflow to follow

• No single instance storage

• No meaningful identification process

• No way to clean up the users Outlook view after migration

• No way to notify the end user

• Is Exchange really the best place to store my PST data?



PST Lifecycle Management with Enterprise Vault

Locate

Identify

Report

Migrate

Display

Post Process



Q&A #5


Which of the following statements is not true when using Enterprise Vault to manage your PST migration project?

(Select 1 incorrect answer)

a) It provides a workflow for better management

b) It provides no way to optimize the storage of PST data

c) It provides multiple ways of identifying a PST owner

d) It provides a suitable platform for maintaining migrated PST data long term.


Competitive Summary

Feature EV EX 2010 EX 2013

SIS reduces storage requirements Yes No No

Archives Journal Mailbox Yes No No

PST Lifecycle Management Yes Partial Partial

Access archive offline Yes No No

Integrated solution for EDRM Yes Partial Partial

Legal hold on individual mail item level Yes No Yes

File types searched 500+ 50+ 50+

Archive/place legal holds on more than Exchange

Yes No Partial

EV vs. MSFT Exchange



Archiving & eDiscovery Sessions – Wed, 14 Nov

Time Title Room Type ID

09:00 - 10:00 The Future of Archiving & eDiscovery: Enterprise Vault, Enterprise

Vault.cloud & Clearwell Roadmap 131/132 Breakout IM B01

10.30-11.30 Making My Life Easier With Enterprise Vault: Technical Deep Dive

Into New Features of the Archiving Roadmap 131/132 Breakout IM B02

14.30-15.30 Making My Life Easier: Hands-On Experience with Enterprise Vault 120 Lab IM L02

17.15-18.15 Ask the Experts: Archiving & eDiscovery Product Management Panel

Discussion 131/132 Breakout IM B03

17.15-18.15 Making My Life Easier: Hands-On Experience with the Symantec

Clearwell eDiscovery Platform 120 Lab IM L04

Don’t miss out on the opportunity to win an iPad Visit IIG sessions and labs to hear the latest announcements, see product roadmaps and live

demonstrations of our archiving and eDiscovery portfolio and enter the iPad draw

Thank you!

SYMANTEC PROPRIETARY/CONFIDENTIAL – INTERNAL USE ONLY Copyright © 2012 Symantec Corporation. All rights reserved.

Brandy Markey Alex Brown

[email protected] [email protected]

@kerrb @ajbrown99


Visit: symantec.com/ev

mailto:[email protected]

mailto:[email protected]

exchange 2010 & 2013 archiving & ediscovery...

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