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Transcript of Electronic Archiving and Legal Discovery – Whats in it for me? Danny Milrad Sr. Manager,...
Electronic Archiving and Legal Discovery – What’s in it for me?
Danny Milrad
Sr. Manager, Enterprise Vault Product Marketing
Symantec Enterprise Vault 2
Agenda
What Problems Do We Solve11
How Enterprise Vault Works22
What To Consider With Archiving33
What Problems Do We Solve
Symantec Enterprise Vault 4
Email Is Mission Critical and Growing
General LedgerGeneral Ledger
ERPERP
Supply Chain Supply Chain Mgmt.Mgmt.
CRM / E-CRM / E-commercecommerce
MessagingMessaging
1985 1990 1995 2000 2005 …
75%75%Of A Typical Company’s Intellectual
Property Is Stored In Email
75%75%Of A Typical Company’s Intellectual
Property Is Stored In Email
De Facto Storage
79%79%Of Companies Accept Email As
Written Confirmation Of Transactions
79%79%Of Companies Accept Email As
Written Confirmation Of Transactions
Business Records
75%75%Of Fortune 500 Litigation Involves
Discovery Of Email Communication
75%75%Of Fortune 500 Litigation Involves
Discovery Of Email Communication
Smoking Gun
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
Symantec Enterprise Vault 5
VoiceIMCollaborationEmail
Exchange,Domino, …
Files, SharePoint,
Web, …
Yahoo!, AOL, MSN, LCS, …
Digital Voice Mail,VoIP, …
Scope Of Information Is Expanding
Symantec Enterprise Vault 6
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)*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
Challenge #1: Scaling Is A Dilemma
Symantec Enterprise Vault 7
Joe’s MailboxJoe’s Mailbox
Backup SystemBackup System
Offsite TapesOffsite Tapes Sally’s PST FileSally’s PST File Sally’s gmail Acct.Sally’s gmail Acct.
Jack (external)Jack (external)X X
XSally’s MailboxSally’s Mailbox
Exchange ServerExchange Server
Challenge #2: Retention Is Wild West
Symantec Enterprise Vault 8
De-duplicateCrack passwords
ImageFilerIndex
Challenge #3: Search Is A Fire Drill
Exchange ServerExchange Server
Export email from Exchange mailboxes
Backup SystemBackup System
Restore email from local backup
tapes
Offsite TapesOffsite Tapes
Restore email from offsite
backup tapes
Sally’s PST FilesSally’s PST Files
Image laptop to retrieve
PSTs/NSFs
New Federal Rules Of Civil Procedure On 12/1/06 Make This MandatoryNew Federal Rules Of Civil Procedure On 12/1/06 Make This Mandatory
Symantec Enterprise Vault 9
What Problems Do We Solve
Symantec Enterprise Vault 10
Microsoft ExchangeMicrosoft Exchange
Microsoft LCSMicrosoft LCS
Microsoft SharePointMicrosoft SharePoint
Microsoft File ServersMicrosoft File Servers
Microsoft OfficeMicrosoft Office
How Do I Store This Information?
Store• Old data => cheaper disk• Eliminate duplicate copies• Reduce backup time/cost• Centrally capture all data• No change for end-users
Store• Old data => cheaper disk• Eliminate duplicate copies• Reduce backup time/cost• Centrally capture all data• No change for end-users
Archive
Symantec Enterprise Vault 11
Microsoft OfficeMicrosoft Office
How Do I Manage This Information?
Manage• Classify and tag data• Migrate over life of content• Enforce retention policies• Automatically expire• Log all actions
Manage• Classify and tag data• Migrate over life of content• Enforce retention policies• Automatically expire• Log all actions
Archive
Policies & Content
Policies & Content
Microsoft ExchangeMicrosoft Exchange
Microsoft LCSMicrosoft LCS
Microsoft SharePointMicrosoft SharePoint
Microsoft File ServersMicrosoft File Servers
Symantec Enterprise Vault 12
Microsoft OfficeMicrosoft Office
How Do I Discover This Information?
Discover• Index email, attachments, files• End-user search• Global search• Secure access control• Review and workflow
Discover• Index email, attachments, files• End-user search• Global search• Secure access control• Review and workflow
Archive
Policies & Content
Policies & Content
Sales
Legal HR
Microsoft ExchangeMicrosoft Exchange
Microsoft LCSMicrosoft LCS
Microsoft SharePointMicrosoft SharePoint
Microsoft File ServersMicrosoft File Servers
Symantec Enterprise Vault 13
API’s
Intelligent Content Archiving Platform
End-User End-User SearchSearch
End-User End-User SearchSearch
Compliance Compliance AcceleratorAcceleratorCompliance Compliance AcceleratorAccelerator
Discovery Discovery AcceleratorAcceleratorDiscovery Discovery
AcceleratorAccelerator
Classification
DatabasesDatabases
SAPSAP
BloombergBloomberg
Encrypted Mail Encrypted Mail
Archive Archive StoreStore
Archive Archive StoreStore
ExchangeExchangeExchangeExchange
PSTs, PFsPSTs, PFsPSTs, PFsPSTs, PFs
Domino, SMTPDomino, SMTP Domino, SMTPDomino, SMTP
SharePointSharePointSharePointSharePoint
File SharesFile SharesFile SharesFile Shares
IMIMIMIM
Analytics / Disc.Analytics / Disc.
ECM / RMECM / RM
Store Manage Discover
Symantec Enterprise Vault 14
Typically
By age
By % of quota
Combination
Additional options
Items > size
Min. archiving age
Delete original
Shortcut contents
By folder
Typically
By age
By % of quota
Combination
Additional options
Items > size
Min. archiving age
Delete original
Shortcut contents
By folder
Store: Flexible Email Policies
Symantec Enterprise Vault 15
Offsite TapesOffsite Tapes
Server BackupServer Backup
Z: DriveZ: Drive
Offsite TapesOffsite Tapes
Store: PST Elimination
PC BackupPC Backup
PCPC
Locate PSTs Network servers PCs
Migrate PSTs into archive Even w/ mobile users Limited user action
Dispose of PSTs Delete, hide Compact
Locate PSTs Network servers PCs
Migrate PSTs into archive Even w/ mobile users Limited user action
Dispose of PSTs Delete, hide Compact
Symantec Enterprise Vault 16
Store: Flexible File Policies
Policies Grouping of rules Per volume or folder Based upon metadata Size, age, name, …
Actions Allow deletion Archive Do not archive Delete (e.g., MP3)
Retention (e.g., 7 years)
Policies Grouping of rules Per volume or folder Based upon metadata Size, age, name, …
Actions Allow deletion Archive Do not archive Delete (e.g., MP3)
Retention (e.g., 7 years)
Symantec Enterprise Vault 17
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”)
Support for Outlook MAPI, RPC/HTTP, Cached Mode, Offline and OWA
Support for Mac (Entourage) with Safari browser
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”)
Support for Outlook MAPI, RPC/HTTP, Cached Mode, Offline and OWA
Support for Mac (Entourage) with Safari browser
Store: Seamless Outlook User Experience
Store: Seamless Outlook Experience
Symantec Enterprise Vault 18
Store: Seamless PST Experience
Option to recreate shortcuts in mailbox
Represent original PST folder hierarchy
Option to not place shortcuts but instead allow access through Web-based search and Archive Explorer
Option to recreate shortcuts in mailbox
Represent original PST folder hierarchy
Option to not place shortcuts but instead allow access through Web-based search and Archive Explorer
Symantec Enterprise Vault 19
Store: Seamless File Experience
Represent native file icon and original size to user
Placeholder support for Windows file servers, NetApp and EMC Celerra
Agent software runs on Windows file servers (deployed with push install)
Represent native file icon and original size to user
Placeholder support for Windows file servers, NetApp and EMC Celerra
Agent software runs on Windows file servers (deployed with push install)
Symantec Enterprise Vault 20
Store: Storage Savings
ExchangeServers
Vault Server
Storage
One copy of same email and attachments
Also works for FSA and SharePoint Archiving
Also between mailbox and journal archives in same Vault Store
Additional SIS on EMC Centera (“attachment separation”)
One copy of same email and attachments
Also works for FSA and SharePoint Archiving
Also between mailbox and journal archives in same Vault Store
Additional SIS on EMC Centera (“attachment separation”)
NTFS, NetApp, EMC, IBM,
Storage TEK, …
Symantec Enterprise Vault 21
PST FilesPST Files
Store: Accelerating Migrations
Exchange 2003Exchange 2003
Mailboxes
Exchange 2007Exchange 2007
1. Proactively archive most of data
in mailboxes
1. Proactively archive most of data
in mailboxes
Archive
2. Data reduced because of single instance storage and compression
2. Data reduced because of single instance storage and compression
Mailboxes
3. Archiving reduces time for mailbox move
3. Archiving reduces time for mailbox move
4. Legacy PST files migrated into
archive
4. Legacy PST files migrated into
archive
Symantec Enterprise Vault 22
Search Search Efficiency & Efficiency &
Faster ReviewFaster Review
Controlled Controlled Preservation & Preservation &
DispositionDisposition
Storage Cost Storage Cost ReductionReduction
Automatic Classification
User Classification
ECM Classification
How Long Should I Keep
This?
Where Should I Store This?
Search and Discover by
Category
Intelligent Intelligent ClassificationClassification
Intelligent Intelligent RetentionRetention
Intelligent Intelligent DiscoveryDiscovery
Manage: Intelligent Archiving
Symantec Enterprise Vault 23
Manage: Archive Only What You Need!
Compression
Intelligent Filtering
IntelligentRetention
Single Instance Storage
Cost to M
anage Archive
Size of the Haystack
Added Intelligence
Symantec Enterprise Vault 24
Microsoft ExchangeLotus Domino
Archive
EV passes object to ACE for Classification and Tagging
• Metadata - Sender/Receiver/AD group
• Content - contains phrase “confidential” or customer number “SSN 123-23-1234”
• 40 other packaged policies
ACE returns• Retention period• Include for review• Exclude for review• Category tag
Exchange Journals email message AND/ORUsers file into a folder
ACE
Manage: Automated Classification
Symantec Enterprise Vault 25
Manage: User Classification
Symantec Enterprise Vault 26
Manage: ECM Classification
EMC Documentum Content Server, Retention Policy Services
IBM DB2 Content Manager, Records Manager
OpenText LiveLink, Records Manager
CA MDY FileSurf
Oracle Stellent Universal Records Manager
Planned: Hummingbird and Interwoven
EMC Documentum Content Server, Retention Policy Services
IBM DB2 Content Manager, Records Manager
OpenText LiveLink, Records Manager
CA MDY FileSurf
Oracle Stellent Universal Records Manager
Planned: Hummingbird and Interwoven
Symantec Enterprise Vault 27
Manage: Granular Provisioning
Symantec Enterprise Vault 28
Manage: Roles Based Administration
Secure access
Distributed management
Common infrastructure
Secure access
Distributed management
Common infrastructure
Manage: Roles-based Administration
Symantec Enterprise Vault 29
Manage: Adv. Reporting/Monitoring
Symantec Enterprise Vault 30
Discover: Litigation/FOIA Search
Search email, attachments, documents, IM, metadata Search by custodian, keyword, phrase, date range, etc. Search custom tags from classification engines Encrypted content is flagged Microsoft Rights Management Server content can be decrypted and searched
Search email, attachments, documents, IM, metadata Search by custodian, keyword, phrase, date range, etc. Search custom tags from classification engines Encrypted content is flagged Microsoft Rights Management Server content can be decrypted and searched
Symantec Enterprise Vault 31
Discover: Automated Surveillance
What to Consider with Archiving
Enterprise Vault Customer Presentation 33
Case Study – Fulton County, Georgia
• Size: 534 square miles
• Population: 915,000 citizens
• Cities: Sandy Springs, Alpharetta, Roswell, Mountain Park, Atlanta, College Park, East Point, Fairburn, Hapeville, Palmetto, and Union City
• Government employees: 7,000
• IT employees: 145
• $1.639M saved over 3 ½ years (via archiving and e-discovery solution)
Enterprise Vault Customer Presentation 34
Things To Consider…
• Archive only what you need– Critical to provide multiple ways to classify information – Irrelevant items should be filtered before archival– Retention policy must allow for multiple, custom retention periods
• Archiving doesn’t stop with email – Archives must support integrated search and discovery across multiple data
types– Organizations are buying an archiving platform, not a tactical email archive…
ensure that your vendor has an explicit “open” strategy
• Archives are mission critical– Vendors need to spend as much development with manageability as they do
on new functionality– Show me what’s going on!– Partnering for the long term is critical
Enterprise Vault Customer Presentation 35
Why Customers Choose Enterprise Vault
Tech Innovator AwardPeople’s Choice
Proven Track Record and Customer Commitment
Proven benefits with 4,000+ customers; 7.5M+ mailboxes
Proven leadership validated by Gartner, Forrester, etc
Proven success with quantifiable ROI
Flexible Configurations &
Application Support
Integrated with Microsoft Exchange since 1999
Integrated user experience (e.g., desktop search, Offline Vault)
Integrated with Rights Management Services
Scalable Architecture for the
Long-Term
Platform unified across email, files, ECM, SharePoint, etc.
Platform for archiving on heterogeneous storage
Platform for long-term data retention (e.g., future-proofing)
Enterprise Vault Customer Presentation 36
Thank You!
Danny Milrad
408.517.3724 Office
Copyright © 2007 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.
Backup Slides
Enterprise Vault Customer Presentation 38
Fulton County, GeorgiaEnterprise Messaging Management
Industry: Government• Challenge
– Quality services at lower cost
– Protect business-critical information
– Comply with Georgia Open Records Act
• Solution
– Integrated archiving and e-discovery for email, fax, and VoIP using Symantec Enterprise Vault
– Multi-tier security architecture and data center server re-imaging using Symantec AntiVirus and Backup Exec System Recovery
• Benefits
– $1.639 million saved over 3 ½ years (via archiving and e-discovery solution)
– $2.85 million in cost avoidance associated with remediation of security breaches from ’01 to ‘06
Enterprise Vault Customer Presentation 39
Fulton County, GeorgiaIT Architecture
Enterprise Vault Customer Presentation 40
Fulton County, GeorgiaRobert Taylor, CIO, Fulton County, Georgia
“Fulton County finds it important to partner with an industry leader like
Symantec because we want to be on the leading edge of technology and
to be recognized as a leader in county government.”