enterprise vault speaker. optional footer information herepresentation identifier goes here2 agenda...

Enterprise Vault

Speaker

Presentation Identifier Goes Here

2Optional Footer Information Here

Agenda

What Problems Do We Solve11

How Enterprise Vault Works22

What To Consider With Archiving33

What Problems Do We Solve



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



VoiceIMCollaborationEmail

Exchange,Domino, …

Files, SharePoint,

Web, …

Yahoo!, AOL, MSN, LCS, …

Digital Voice Mail,VoIP, …

Scope Of Information Is Expanding



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



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



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

How Enterprise Vault Works

Enterprise Vault Customer Presentation 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



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







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






Enterprise Vault Today

End-User End-User SearchSearch


Compliance Compliance AcceleratorAcceleratorCompliance Compliance AcceleratorAccelerator

Discovery Discovery AcceleratorAcceleratorDiscovery Discovery

AcceleratorAccelerator

Archive Archive StoreStore


ExchangeExchangeExchangeExchange

PSTs, PFsPSTs, PFsPSTs, PFsPSTs, PFs

Domino, SMTPDomino, SMTP Domino, SMTPDomino, SMTP

SharePointSharePointSharePointSharePoint

File SharesFile SharesFile SharesFile Shares

IMIMIMIM

Store Manage Discover


API’s

Intelligent Content Archiving Platform



Compliance Compliance AcceleratorAcceleratorCompliance Compliance AcceleratorAccelerator

Discovery Discovery AcceleratorAcceleratorDiscovery Discovery

AcceleratorAccelerator

Classification

DatabasesDatabases

SAPSAP

BloombergBloomberg

Encrypted Mail Encrypted Mail



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


Real-time captureReal-time capture

Journal ArchivingTypically for key custodians

or regulated employees

Scheduled captureScheduled capture

Mailbox ArchivingTypically all users

Provides storage savings

Tape ingestionTape ingestion

Historical VaultTypically for legacy email

data on backup tapes

PC email ingestionPC email ingestion

PST MigrationTypically for email on PCs

Locate, migrate and disable

ArchiveArchiveStoreStore

ArchiveArchiveStoreStore

Store: Flexible Email Capture


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



Server BackupServer Backup

Z: DriveZ: Drive


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


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)


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


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


Store: Cached 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

Also provides optimized performance and availability while online

Copies aging items from OST files before they are archived

Full support for Outlook 2003 cache mode and Exchange offline mode

Also provides optimized performance and availability while online


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)


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, …


10 TB Archive

Reduce information stores and migrate most data to archive

5

00

gig

pa

rtit

ion

S

ize

of

ba

cku

p t

ap

e

Re

ad

on

ly

Most archived data is static (doesn’t need repeated backup)

Backup

Archive Storage

Store: Optimized Backup


Reduced information stores means reduced recovery time

Store: Optimized Restore

10 TB ArchiveBackup

5

00

gig

pa

rtit

ion

S

ize

of

ba

cku

p t

ap

e

Archive Storage


Primary StoragePrimary Storage

Enterprise Vault 6Enterprise Vault 6

Disk ArchiveDisk Archive

NetBackup or IBM Tivoli Storage

Manager

NetBackup or IBM Tivoli Storage

Manager

Tape LibraryTape Library

Store: Secondary Migration

Primary File Server (Windows

or NetApp)

Primary File Server (Windows

or NetApp)


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


Search Search Efficiency & Efficiency &

Faster ReviewFaster Review

Controlled Controlled Preservation & Preservation &

DispositionDisposition

Storage Cost Storage Cost ReductionReduction

Automatic Automatic ClassificationClassification

User User ClassificationClassification

ECM ECM ClassificationClassification

How Long How Long Should I Keep Should I Keep

This?This?

Where Should I Where Should I Store This?Store This?

Search and Search and Discover by Discover by

CategoryCategory

Intelligent Intelligent ClassificationClassification

Intelligent Intelligent RetentionRetention

Intelligent Intelligent DiscoveryDiscovery

Manage: Intelligent Archiving


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


Outbound email sent by user

• Target Phrase“Internal Only” in email or attachment, e.g., pricelist.xls

Outbound email from users…

1

• Exchange passes to outbound gateways

Email traversesExchange…

2

• SMS triggers policy• New x-header added

“x-archive: Pricing”

Compliance Policy...

3

• Custom Propertyxarchive found, index

• Filter rule sets Retention Category

EV archives a copy email…

4

• Message may be held in Spam Quarantine

• Another copy may be journaled and archive

Message delivered, optionally held

5

SMS 8200 / 8300SMS for SMTP 5.0

Microsoft ExchangeLotus Domino

Vault Store

Archive

EV Custom Filter

1) Index x-archive = Pricing as new index property

2) Uses new property tag xarchive = “pricing” to set Retention Category to Legal

Journal Copy w/ new tags

Option: Hold message in Spam

Quarantine for action

Manage: Automated Classification


Manage: User Classification


Meta-Data CatalogedTransaction Logged

5

Desktop Applications

User Desktop(Managed Client)

Policies Pushed to Managed Client

2EV Policy Server

Manage and InheritPolicies

1

Classify-on-Send/Read Archive into EV

3 4

EV Archive ECM Records Manager

Manage: User Classification


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


Manage: Legal Hold Automation

Select DA case Place All items on hold No expiry until lifted Track multiple holds

Select DA case Place All items on hold No expiry until lifted Track multiple holds


Manage: Roles Based Administration

Secure access

Distributed management

Common infrastructure

Secure access

Distributed management

Common infrastructure

Manage: Roles-based Administration


Manage: Granular Provisioning


Manage: Adv. Reporting/Monitoring


Discover: Email 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


Discover: End-User Search/Restore

Optional indexing File metadata and content 250+ file types supported Web-based search End-user restore Archive Explorer (Web-based folder view for users)

Optional indexing File metadata and content 250+ file types supported Web-based search End-user restore Archive Explorer (Web-based folder view for users)


Discover: Windows Desktop Search


Discover: Litigation 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


Discover: Litigation Review


Audited

Full audit trail of archiving actions

Full audit trail of searches and marking

Full audit trail of export and production

Full audit trail of archiving actions

Full audit trail of searches and marking

Full audit trail of export and production

Secure

Preserve all message properties / metadata

Ensure non-tampering via WORM storage

Ensure long-term access via future-proofing

Preserve all message properties / metadata

Ensure non-tampering via WORM storage

Ensure long-term access via future-proofing

Complete

Capture all messages for select employees

Locate ALL legacy PST files and backups

“Safety copy” ensures no data is lost

Capture all messages for select employees

Locate ALL legacy PST files and backups

“Safety copy” ensures no data is lost

Discover: Chain Of Custody


Discover: Automated Surveillance

What to Consider with Archiving


Key Considerations

1. Proven customer success & commitment

2. Lowest total cost of ownership

3. Strongest integration with Microsoft environment

4. Secure foundation for archiving

5. Scalable architecture for long-term


1. Proven Customer Success

• 5000+ customers and 8 MM+ users

• Customers w/ 5 MM+ messages/day and 100K+ users

• Grew development team from 40 in KVS (9/04) to 180+ (1/07)

Gartner3rd Time in a row as only leader

Forrester


2. Lowest Total Cost of Ownership

• Lowest cost of storage

– Small index (~3% - 12% of data) and SQL (~1% of data) size

– Shortcut expiry + Archive Explorer reduces Exchange storage

– SIS across Retention Categories and with envelope journaling

• Lowest cost of management

– Automated index rollover for reduced management effort

– Single, small footprint client to deploy

– Roles-based administration for distributed management

• Lowest cost of discovery

– Self-service tools for discovery and monitoring (Accelerators)

– Intelligent Archiving to filter out content and control retention

– Legal hold granularly holds ONLY what is needed


3. Strongest Integration w/ Microsoft

• Best integration with Microsoft Exchange server

– No software installed on Exchange server

– First native IM capture (IMs do not have to go through Exchange)

– Automated synchronization of permissions and delegates

• Best end-user experience

– First to support Outlook Web Access and Cached Mode

– Search archive from Windows Desktop Search (in Office 2007 and Vista)

– Translated client in 11 languages

• Best PST migration

– Automatically find PSTs on PCs, network shares

– Migrate open or password-protected PSTs

– Control disposition (delete, hide, compact, etc.) of PSTs


4. Secure Foundation for Archiving

• System availability

– High Availability through MSCS, VCS and built-in USL

– Federated index model means shorter rebuild times

– “Safety copy” prevents data loss

• Data integrity

– Items in original format w/ full metadata (e.g., follow-up flag)

– Full global support of Double Byte / Unicde characters

– Full capture of DLs, BCCs and MAPI messages (envelope journaling)

• Application security

– Active Directory-based security model

– Roles-based, granular search in Discovery Accelerator

– Roles-based administration


5. Scalable Long-Term Architecture

• Open Storage Layer

– Storage-agnostic – NetApp, HDS, IBM, Sun, HP, …

– Deepest integration in industry with EMC Centera

– Automated migration to 3rd tier (disk, NBU, TSM, etc.)

• Open platform

– Broadest sources – SharePoint, IM, file servers, …

– Partner integrations – SAP, databases, fax, …

– RM connectors to EMC, IBM, OpenText and Stellent

• Open data formats

– “Future-proofing” with HTML rendition of content

– XML-accessible version of content

– Metadata stored in standard SQL Server database

enterprise vault speaker. optional footer information herepresentation identifier goes here2 agenda...

Documents

here4 email

lot of email

email quotas users

email quotas mailboxes

mandatory slide

dilemma slide

archiving3 slide

network microsoft