Enterprise Vault Archiving Discussion Carlo Babini Itway S.p.A. carlo.babini@itwayvad.com

Agenda What Problems We Solve 1 How Enterprise Vault Works 2 Additional Considerations 3

What Problems We Solve

Challenge #1: Scaling Is A Dilemma Challenge: Users Get A Lot Of Email! Don’t Implement Email Quotas Mailboxes Get Bigger and Bigger Storage Costs Grow Exchange Performance Suffers Backup/Restore Windows Grow Missed SLAs or Costly Snapshots Implement Email Quotas Users Hit Their Email Quotas Users /Admins Create PST Files Store PSTs On Laptop Store PSTs On Network Still Using Storage and Backup Risk Of Loss Legal Search Challenging Help Desk Calls: PST Corruption or loss, and Quota Issues Presentation Identifier Goes Here 4 4

Challenge #2: Retention Is Wild West Joe’s Mailbox Jack (external) Exchange Server X Backup System Offsite Tapes Sally’s Mailbox Sally’s gmail Acct. Sally’s PST File

Challenge #3: Search Is A Fire Drill Exchange Server Export email from Exchange mailboxes De-duplicate Crack passwords Image Filer Index Backup System Restore email from local backup tapes Offsite Tapes Restore email from offsite backup tapes Sally’s PST Files Image laptop to retrieve PSTs/NSFs

How Enterprise Vault Works

How Do I Store This Information? Old data cheaper disk Eliminate duplicate copies Reduce backup time/cost Centrally capture all data No change for end-users IM Server Microsoft Office Exchange Server Archive File Servers

Store: Flexible Email Capture Real-time capture Journal Archiving Typically for key custodians or regulated employees Scheduled capture Mailbox Archiving Typically all users Provides storage savings Archive Store Tape ingestion Historical Vault Typically for legacy email data on backup tapes PC email ingestion NSF Migration Typically for email on PCs Locate, migrate and disable

Store: Flexible Email Policies Typically By age Additional options Items > size Min. archiving age Delete original Shortcut contents By folder

Store: Storage Savings 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”) Exchange Servers Vault Server Storage NTFS, NetApp, EMC, IBM, Storage TEK, …

Store: Seamless Notes 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”) Support for Exchange Web Access One of the primary goals for the EV development team is making the end-user experience as transparent as possible. We will illustrate the fact that Outlook is the software used to view messages from both Exchange and the Enterprise Vault. In many cases, the same mailbox folder may have a combination of such messages. The important point here is that the end user does not need to install or learn a new software application in order to view the archived data. When we archive, we physically move data to more appropriate “back end” storage, but we do not move the data on the “front end” interface for end users, which in this case is Microsoft Outlook.

Store: Secondary Migration Primary File Server (Windows, NetApp, EMC, etc) Enterprise Vault Veritas NetBackup Primary Storage Disk Archive Tape Library

How Do I Manage This Information? Classify and tag data Migrate over life of content Enforce retention policies Automatically expire Log all actions IM Server Microsoft Office Archive Exchange Server Policies & Content File Servers

Manage: Roles-based Administration Archiving has quickly moved beyond an Exchange administrator’s pilot project for reducing Exchange storage to an integral part of an information lifecycle strategy for many companies. This often requires many different types of users to manage parts of the archive. Because email is a mission critical application, archiving should be treated equally mission critical. To do this it is critical the archive administrator has access to real time performance metrics, reports and analytics to ensure the application and the archive are running as expected. Enterprise Vault 7.0 introduces new features to make the management of the archive simple while maintaing the power and flexibility our customers demand. Secure access Distributed management Common infrastructure

Manage: Granular Provisioning Archiving has quickly moved beyond an Exchange administrator’s pilot project for reducing Exchange storage to an integral part of an information lifecycle strategy for many companies. This often requires many different types of users to manage parts of the archive. Because email is a mission critical application, archiving should be treated equally mission critical. To do this it is critical the archive administrator has access to real time performance metrics, reports and analytics to ensure the application and the archive are running as expected. Enterprise Vault 7.0 introduces new features to make the management of the archive simple while maintaing the power and flexibility our customers demand.

Manage: Adv. Reporting/Monitoring Archiving has quickly moved beyond an Exchange administrator’s pilot project for reducing Exchange storage to an integral part of an information lifecycle strategy for many companies. This often requires many different types of users to manage parts of the archive. Because email is a mission critical application, archiving should be treated equally mission critical. To do this it is critical the archive administrator has access to real time performance metrics, reports and analytics to ensure the application and the archive are running as expected. Enterprise Vault 7.0 introduces new features to make the management of the archive simple while maintaing the power and flexibility our customers demand.

Additional Considerations

A Proven Long Term Partner Open: Built For Long Term Flexibility Manageable: Low TCO for administration Intelligent: Content-aware information management Talk to customer wins here to augment why these are successes: Archive only what you need: Archiving doesn’t stop at e-mail: Queensland Rail – SAP archiving with Gamma Software Archives are mission Critical: Market Proven Commitment!

1. Built For Long Term Flexibility Store Manage Discover API’s Exchange Archive Store PSTs, PFs End-User Search Domino, SMTP Compliance Accelerator SharePoint Open Sources Sources APIs Partners Open Management Migration/classification APIs Partners Open Retrieval Search/export APIs Partners File Shares Discovery Accelerator IM Databases Analytics / Disc. SAP Bloomberg ECM / RM PKI-encrypted Classification RMS-encrypted

2. Low TCO for Administration Scripts Separate consoles Command line reports/logs Manual/proprietary High Avail. Manual index/storage mgmt. PST/NSF = heavy user intervention IT supports discovery US-centric Granular admin. console Central, roles-based console Web reporting/monitoring Industry-standard HA Auto. index/storage mgmt. PST/NSF = user-invisible Self-service discovery Global Simple delivery of archiving services Associate archiving requirements with corporate policy Ensure every user gets the what they require Providing variances for the "exception" user Distribute management across functional teams Isolate administrative features and functionality Don’t want every admin. to have same level of access Out of the box roles (E.g., Messaging Administrator, File Server Administrator, Power Administrator) Visibility to archiving health, performance, status Monitor archiving infrastructure (Server status, task status server health) Ensure availability of archiving infrastructure Deliver high SLA for archiving, discovery and supervision

3. Content Aware Information Management Game Changers Single Instance Storage Compression Storage Cost $avings Intelligent Filtering Intelligent Retention Archive Capabilities

Market Proven Commitment: Third-Party Proven recognition in the market Forrester 4th Year In A Row

Enterprise Vault File System Archiving

EV Automatically Moves Files From Active Server to Archive File Server (NTFS, NTAP or EMC) Transfer Archive Data Store Links Search Analyze Retrieve Disclose Single Instance Compress Secure Index Retain & Expire Version Audit

Store: Customers Save Money Through Compression and Single Instancing File Servers Compression of all files Multiple file servers => same Vault Server Find duplicates (MD5) Store duplicates once With EMC Centera, single instance across files & email attachments Vault Server Storage NTFS, NetApp, EMC, IBM, Storage TEK, …

The End User Experience is Seamless Note that an Enterprise Vault File Placeholder Service (agent) is required on each archived file server to create shortcuts as shown above. All windows-integrated solutions that take advantage of RSS use an agent like this (such as DiskXtender, DLM, and others).

Store: Intelligent Archiving for Files File Blocking Create policies to prevent unwanted files Notification of policy violation Ensures compliance w/ corporate policies Keeps questionable or unwanted files off storage resources X

Manage: Administrator Control of When and What is Archived 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) When archive from FSA have 2 different policies Volume – look at volume with PowerPoint files not accessed in years Folder Policy – that takes preceidence over the Volume Policy - Can take the sequence and add together to see overall policy Generic Volume Policy as an Access Date, not accessed 1 year Create, Modify and Access – can specify which attribute. Can get the Folder Policy to ignore. The Volume Policy could be 1 or all 3 Normal Ex. A lot of people for exchange will do 3 – 6 months archived policy Over 80% of data is older than 90 days, but accessed 5% of the time Explicit permissions – Can create policy with specific Extensions, File Properties. 2 Concepts with Policies 1. Volume or Folder level Policy File specific attributes of Policy – Details of policy We create generic policies – details are file specifc attrib. – i.e File Extensions, R/O In other area of admin console – will apply policy to the folder. There are 2 types of Placeholders Delete the placeholder and archive item Delete the placeholder and item not archived Explicit permissions – certain people have. For ex. Modified security of a particular file. If volume policy comes along, do archive it or leave it. On top of Volume Policy – create Folder policy and ignore the Volume policy Have a different rule. Want to archive same files, but when modified 3 months ago.

Manage: Extensive Reporting File Level Reports and ROI Provides active and archived data Visibility into efficiency Embedded recommendations for File Lifecycle Management policies Reports provided: File Groups Summary Drive Usage Unused Files Storage Summary Archive Point Summary Duplicate Files Summary

Discover: File Level Retention Policies Retention Folders Creates a repeatable method of classifying files Helps meet corporate retention requirements Ensure consistent records management policies

Discover: Fast, Comprehensive Search For Legal, Audit or Compliance Web-based search End-user restore EV Search and Archive Explorer Discovery Accelerator option

Carlo Babini Itway S.p.A. carlo.babini@itwayvad.com Thank You! Carlo Babini Itway S.p.A. carlo.babini@itwayvad.com