landwarnet 2011 - afcea · archiving software ... pst migration ... • 3) dispose of pst/nsf –...

Enterprise Vault - LandWarNet 1

Phil Yaccino

Enterprise Vault National Architect

LandWarNet 2011

LANDWARNET 2011 TRANSFORMING CYBER WHILE AT WAR UNCLASSIFIED

UNCLASSIFIED Enterprise Vault - LandWarNet 2

Today’s Information Management Challenges 1

Why Information Management? 2

Symantec Enterprise Vault - Other Archiving Targets 3

Benefits & Closing 4



•User mindset: keep everything forever

•Duplicated data causing more waste

•Unsustainable backup windows

1

•Over retention increasing costs

• Infinite retention = infinite waste

• Increased litigation risk and exposure

2

•Storage is cheap; search and review costly

• Improper use of backup systems

• Inefficient discovery processes

3

Information Growth & Waste

Fear of Deletion

Search is Always a Fire Drill



Challenges

Keep data readily accessible to end users…

Simplify search and e-discovery…

Control local email archives (.pst & .nsf files)

Reduce storage costs…

Improve backup performance…

Better manage unstructured information…



Backup, archive and prevent data loss

Protect Completely

Delete by default

Delete Confidently

Proactive archive, index and search

Discover Efficiently

Eliminate redundancy close to the source

Dedupe Everywhere



DR without a tape mountain

Lower storage costs

Lower legal & regulatory

costs

Fewer duplicate copies



•Resource management

•Retention management

•Discovery management

Flexible Policy-based Archiving Software

•Proven: 10+ years experience

• Intelligent: Ensures archive remains manageable

•Open: Investment protection by extending functionality

•Efficient: Minimizes footprint to maintain low TCO

#1 Intelligent Archiving Solution

•15,000+ customers and 31 MM+ users archived

•Production customers archiving 5 MM+ messages/day

•Deployments archiving 300K+ users

Proven Technology


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LEGAL


CLASSIFICATION

Store

Migration

Deduplication

Compression

Transparency

Manage

Retention

Preservation

Deletion

Reporting

Archive

Discover

Guided Review

Legal Hold

Search

Supervision

INFO SEC

EMAIL SERVERS

FILE SERVERS

IM SERVERS

SHAREPOINT

LEGACY DATABASES

DESKTOPS

ECM

HR

END USERS



OPEN APIs

EMAIL SERVERS

FILE SERVERS

IM SERVERS

SHAREPOINT

LEGACY DATABASES

DESKTOPS

ECM

Manage Open Classification

Encryption

Open ECM

Discover Open E-Discovery

Open Search

Store Open Storage

3rd Party Content

http://www.coveo.com/

http://www.attenex.com/Default.aspx


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Exchange Mailbox Archiving

Exchange Journaling

PST Migration

End User Tools

File System Archiving

SharePoint Archiving

http://www.symantec.com/business/enterprise-vault



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• Defines what/when to archive

• Enables automated deletion

• Distinct policies for email, files, SharePoint, etc

• Retention folders for network shares

• Policies based on AD, OI, Individual, etc

• File Blocking for content control

Policies


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User Access

• Dynamic shortcuts

• Preview archived content

• Forward, reply, delete

• Archive, restore and search via toolbar/menus

• Option for client-less deployment (“Universal Shortcuts”)

• Support for Domino and Outlook Web Access


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• 2) Migrate PST/NSF into archive

– Even with mobile users

– Limited user action

Enterprise

Vault

PC

Network

Share

• 1) Locate PST/NSF

– Network servers

– PCs

• 3) Dispose of PST/NSF

– Delete, hide

– Compact

Transparent End-User Access

Dedupe Across

Email,

Attachments,

SharePoint, etc.

Symantec Enterprise Vault



EMAIL SERVER

FILE SERVER

SHAREPOINT SERVER

ENTERPRISE VAULT

Migrate information to archive 1

Apply deduplication 2

Reduce information stores 3

Expire data over time 4


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No matter the version of Exchange (2000, 2003, 2007), it takes a great deal of resources to move from an older version to the current

Large mailboxes make the necessary move process long and tiresome for both administrators and users

There is no other method for Exchange version migrations other than mailbox moves

1.) Gartner 28th Annual Data Center Conference December 1-4, 2009 Caesars Palace Las

Vegas, NV Sheila Childs



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By introducing Enterprise Vault archiving prior to migration, you can drastically reduce migration times

As Enterprise Vault archives user and public folder data, said data is removed from Exchange and replaced with a policy driven shortcut

This reduces the amount of data in Exchange, therefore, reducing the amount of time it takes to move a mailbox from one version of Exchange to another.



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When migrating to Exchange 2010, administrators and users face the same issues as in previous migrations, large mailboxes take a long time to migrate.

Enterprise Vault helps the migration process as it always has… Smaller mailboxes means quicker migrations…

What next… Microsoft wants its Exchange mailbox to be the users repository for everything, with no limits, no backups and completely redundant…

So now the 200 Mb mailbox can become several GB

How long will it take to move to Exchange 2014? Enterprise Vault - LandWarNet 18


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With archiving already introduced, we have the advantage of the endless mailbox and still little data left in Exchange.

Future migrations will always be smoother, quicker and less impactful on the end user

The bottom line, Enterprise Vault makes Exchange better, while working tightly with the new features of Exchange in a non-impactful manner that follows Exchange security best practices




Windows 2000/2003/2008/R2

Windows Storage Server

Standalone or clustered

NetApp Filer

OnTap 7.0.1+

Filer and vFiler

CIFS volumes

EMC Celerra

DART OS 5.5/5.6

CIFS, mixed-protocol (CIFS+NFS) volumes

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Archiving and Internet Shortcuts supported on all CIFS compliant platforms


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Enterprise Vault scans for files which match policy Files that match the policy are copied in to Enterprise Vault, indexed, de-duplicated and compressed

Enterprise Vault - LandWarNet

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Once Enterprise Vault is secured, seamless and transparent placeholders are created

To recall the archived file, the user simply double-clicks the placeholder The archived file is recalled directly to the workstation and opens in the native application

End-User File Server Enterprise Vault

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Gartner state: • It is estimated that unstructured data is now approximately

80% of the data being managed. 1

•Up to 70% of data is duplicate and hasn't been accessed in more than 90 days. 1

•A well-deployed archiving strategy can save up to 60% in backup costs and reduce your backup times by up to 80%. 1

1.) Gartner 28th Annual Data Center Conference December 1-4, 2009 Caesars Palace Las

Vegas, NV Sheila Childs




10TB 8TB

2TB 1TB 1TB 1TB 1TB



10TB 8TB

2TB 1TB 1TB 1TB 1TB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB 500GB 500GB 500GB 500GB

500GB

2TB 2TB

• Less Rack Space

• Less Cooling

• Less Electricity


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What if the file server is replicated? • Twice the storage saving; primary and replica reduced in size

What is the data growth per year? • Analysts see file growth at around 50% annually

What if tapes are going offsite? • Reduce costs for offsite storage AND bringing back onsite for recovery

& e-discovery

End user self service file recovery • How many requests per week can IT now defer to the end-user? • How much time does IT save? • User is more productive; doesn’t have to wait for restore requests to be

processed.

Compliance • How much time and money is sunk into redundant searches and legal

holds? • Help customers to be more compliant with industry regulations and

internal governance policies.



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Report on Active and Archived files

Recommendations for File Lifecycle Management

Visibility for efficiency

Centralized management and reporting

Based on MS SQL Reporting Services


Reports Provided:

File Groups Summary

Drive Usage

Unused Files

Storage Summary

Archive Point Summary

Duplicate Files Summary

Active + Archived file trending

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Blocking of files to prevent those that violate a corporate file policy

Based on extensions within a File Group

Content based scan to prevent extension rename violations

Will scan inside archive files (zip, rar etc.)

User and Admin notification of violations

All violations audited

Centralized quarantine of violation files

Windows and NetApp in EV2007,8


2

8


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Movement of files from primary to secondary storage

Seamless End User experience

Actions Archive

Do Not Archive

Delete

Policies Grouping of rules

Per volume or per folder

Base upon metadata Size

Date

Extension

File attributes

Archive Now, Shortcut Later

Windows, NetApp, EMC Celerra

Enterprise Vault - LandWarNet 29 29


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Seamless end-user experience

Displays native file icon, original extension and size to user

Placeholder support for Windows file servers, NetApp Filers and EMC Celerra

Agent software runs on Windows file servers (deployed with push install)

Enterprise Vault server acts as proxy for NetApp and Celerra

No client slide software required (on Windows)


3

0


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User classification of files to a corporate retention policy

Creation of a granular folder structure within multiple folders e.g. all home folders

Users simply drag and drop files in to the retention folders

Each folder can have a different policy or retention period associated with it

Including ‘Do Not Archive’ for folder exclusions

Archive Now, Shortcut Later for ‘working folders’ or ‘journal’ folders

Windows, NetApp and Celerra

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3

2

Web Based end user search:

Search

Browse

Pre-view

Recall

Restore to file system

Discovery Accelerator:

E-discovery search application

For emails and files

Separately licensed option

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Create rules to:

• Delete content from

SharePoint

• Select what content

to archive

• Select content to not

archive

Archive content from SharePoint

to less expensive storage

Enterprise

Vault

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Archive first/shortcut later

Archived items may be: • Left in SharePoint

• Removed from SharePoint

• Replaced with Shortcut

Shortcuts contain all metadata

which is indexed by SharePoint



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Shortcut links to actual item now

stored in Enterprise Vault

Icon changes but otherwise the end-

user experience is unchanged when

viewing files



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• Archive all content and replace all but the latest version with EV shortcuts

• User maintains ability to edit the current version and restore/view old

versions which now reside in EV from within SharePoint



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• Optimized Single Instance Storage

–Attachment-level sharing

–Sharing between Exchange, SharePoint, etc.

–Support for block-level de-dup and compression

–SIS with WORM storage

Backup Integration for Storage Optimization –Leverage NBU or TSM as Tier 3 storage

–Archived data moved to tape but still accessible to EV lowering cost of storage for long term

retention

Email Server

Share Point File Server

Storage

NTFS, NetApp, EMC, IBM,

Storage TEK, etc.

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Enterprise

Vault



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• Archiving & Deleting older items shrinks the SharePoint database

• Reducing data in SharePoint keeps data footprint small

• Smaller footprint = faster backup and restore • Easier to backup 3 months of data vs. 3 years of data



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• SharePoint Search • Searches based on metadata

contained in EV shortcuts

• EV Search Web part • Searches archived SharePoint

content within EV

• Access is mapped to user

permissions

• User-based restore




SharePoint Additions in EV 8.0 SP1 Shortcut Utilities

Ability to restore an item from the drop down menu of a shortcut

Bypass “replace with shortcut” for files that are part of a workflow

“Replace with shortcut" and “Remove from SharePoint” will now fully delete the original file from SharePoint instead of moving to the Recycle Bin to immediately free space.


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New Features



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End-user

Enterprise

Vault

1

2

3

End-user clicks on a shortcut

Shortcut cut links to item in Enterprise Vault

Item is sent directly to the end-users machine from EV. If they edit the document changes are saved locally – not in SharePoint

1

2

3



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Enterprise

Vault

End-user clicks on a shortcut

User is prompted with SharePoint Edit/Read-only dialog

Read request is redirected to EV and item is returned to SharePoint prior to opening

1

3 2

2

3

End-user

1 Seamless Shortcuts*

Federated Search of SharePoint & Archived SharePoint items

Prompt for "Edit/Read-only”

Workflow is not broken after item is shortcut

No change to filename upon replace with shortcut

Images for slide libraries and picture libraries are maintained

Item level properties are maintained for shortcut

Explorer View now has proper icons

Check in/Check – full item is downloaded * Expected behavior but subject to testing




Metadata driven archiving – EV8.0 SP3

Archive based on Content Type

Archive based on Metadata

Delete content from SharePoint based on metadata/content type

Delete older shortcuts via metadata rules

Potential to create a metadata ‘y/n’ field for manual archive that could trigger based on a rule

Metadata based archiving


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SharePoint 2010

Optimize for SharePoint 2010 Offline/Mobile

Integration with SharePoint Workspace (formerly Groove)

Metadata capture & use

Archiving story in SharePoint • Embrace & extend



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Archive all content within SharePoint

Archive all SharePoint content (Blogs, WIKI, discussions, custom lists, etc.)

Integration into Compliance story

Complete data capture

Classify all content

ACE replace

Manipulate metadata within SharePoint



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Shortcut Policy

Shortcut immediately when item > 2MB

Archive & Delete in SharePoint when project is complete (product = project X)

Archive and remove if last modified date > 2 Months

Retention

Archive & retain for 7 years when Content type = “Legal contract”

Archive & retain for 1 year when project complete = yes



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New Features



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Workloads

• Email becomes a hybrid on-prem / cloud service

• SharePoint, Social media & User Collaboration Accelerates & Evolves

• Petabytes become Commonplace

Regulations

• E-Discovery Readiness Becomes Standard

• Regulatory Compliance Mandates Deepen

• Globalization Overlap Continues

Operations

• Retention must be Centrally Enforced

• Service Provider Mentality Grows

• Talent Pool Shrinks


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Classification

Data in Stream + at Rest Ability to Reclassify

Flexible Decision Model Use metadata or deep content

Range of Tagging Modes Use DLP, third party, user input,

or other inputs for classification

Retention

Event Based Contract closure, case, etc.

Consistent Policies Consistent across content

sources & share with 3rd parties

Advisory Suggestions for retention

policies / actions

Platform

Breadth SharePoint, Social Media, etc.

Scale 64-bit Indexing, Matrix storage

Cloud Archive to and for the cloud


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End-User Experience

New Search UI Personal information discovery

Virtual Vault Build-upon a winning formula

OpenSearch API Standards based approach to

simple federated search

Discovery

Custodian Focused Data Map -> Search -> Review

Legal Hold Workflow Enhanced workflow

Search Improvements Concept Extraction, Freeform

Boolean Search


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Enterprise Vault 10


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Policy Driven Classification • Control Retention

• Reduce the cost of reactive Discovery

• Priorities items for proactive review

What does it do? • Analyses content & meta-data of archived items

• Decides on an archiving & retention strategy

• Assigns searchable classification tags


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Scalable Architecture

What it does

• Scale-out for Extra Performance

• Server Grouping for Easy Admin

• Separate User & Discovery

Queries

Seamless Upgrade

What it does

• No Query Impact

• Federated Search Results

• Simple Admin Upgrade Workflow

64-Bit Engine

What it does

• Very Large Memory Support

• Native 64-Bit OS Support

• Query & Indices Scalability


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• Centralized Management of

Indexes

• ‘Index Groups’ to Simplify

Distributed Architectures

• Wizard based Workflow for

Day-to-day Tasks

• Status Monitoring of Index Tasks

Administration Improvements


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Indexes




Day-to-day Tasks




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Indexes




Day-to-day Tasks




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Indexes




Day-to-day Tasks




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Target option in Enterprise Vault Storage partition options: •Non-WORM

FileStore integration includes CIFS related updates (full ACL support + extended attributes)

Certified Storage Device Replication Notification

•WORM Write Once Read Many: Enables

customers to meet data retention requirements

FileStore integration includes specific work on Data Archive & Retention (DAR) feature

Joint WORM Certification is in-progress


* WORM is a new feature in FileStore 5.6 & N8300

CIFS

Co

nte

nt

Sou

rces

Symantec Information Infrastructure

Enterprise Vault 10 FileStore N8300


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• Select Archives during Search Creation • Supported for Immediate searches


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• Search & Discover Sharepoint Wikis Blogs & Lists • Ingest into EV -> make available for Review in DA


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Social Media Discovery within EVDC • Collect information for use in Discovery Accelerator from social media

repositories (SharePoint Wiki’s, Blogs)

FSA Filter Point • Allow files being archived to be passed to an external classifier for intelligent

archiving

Domino 8.5.2 support • Support for the latest version of Domino

Outlook 2011 for Mac

• Support for Microsoft's latest mail client for Mac OS X


Thank you!

Copyright © 2011 Symantec Corporation. All rights reserved. Symantec and the Symantec Logo are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. This document is provided for informational purposes only and is not intended as advertising. All warranties relating to the information in this document, either express or implied, are disclaimed to the maximum extent allowed by law. The information in this document is subject to change without notice.

Thank you!


Phil Yaccino

[email protected]

312-206-4974

landwarnet 2011 - afcea · archiving software ... pst migration ... • 3) dispose of pst/nsf –...

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