1. Strategies and Tools for Managing GroupWise ® Archives Greg M. Smith, Director of Technical Services, Messaging Architects greg.smith@gwtools.com Dean Walter President, Email Essentials Inc. dwalter@emailessentials.ca

2. © February 9, 2004 Novell Inc. 2 Messaging Architects – Quick Intro… For over 8 years, a leading developer of innovative applications products that help Enhance, Secure, and Accelerate GroupWise ®. Novell’s exclusive Premier Level DeveloperNet partner for GroupWise and NetMail ® World class development and engineering resources dedicated to Messaging & Collaboration. A Trusted Advisor that can assist with planning, deploying, managing and supporting mission-critical Email systems & applications.

3. © February 9, 2004 Novell Inc. 3 Agenda Overview Data Retention Necessities GroupWise Archive Architecture Deploying GroupWise Archives Managing GroupWise Archives

4. © February 9, 2004 Novell Inc. 4 Some Sobering Facts… Storage The average user will attempt to retain/store 500 MB of messages this year Volume IDC projects 33 billion MPD in 2005, up from the current 23 billion Cost The White House spent $10M to recover 246K messages from 4,900 backup tapes

5. © February 9, 2004 Novell Inc. 5 Some Sobering Facts... Knowledge IDC reports that 60% of business critical information is stored in email systems. Access 80% of archived data is not accessible in a timely or cost effective manner, impacting the organization's performance & productivity. Backups Restoration from tape is not always a certainty, information is often lost or requires substantial effort to recover.

6. © February 9, 2004 Novell Inc. 6 Driving Factors GroupWise Message Bloat Increased Backup and Disaster Recovery Times Increased Maintenance Costs Increased potential for database problems Maintenance routines cannot be run regularly Information Overload

7. © February 9, 2004 Novell Inc. 7 Driving Factors Secure Message Access Archived messages are encrypted Messages include GroupWise Digital Signature Non-repudiation of message is maintained Data Integrity

8. © February 9, 2004 Novell Inc. 8 Data Retention Needs Driving Factors Legal Requirements Litigation (14% of companies have been ordered to produce employee emails) Personal harassment lawsuits increasing in number and claims for damages

9. © February 9, 2004 Novell Inc. 9 Driving Factors Regulatory Requirements HIPPA / Sarbanes-Oxley / Patriot Act /SEC 17-4a Federal/State/Municipal Guidelines & Statutes Access to Information Big Brother SEC 17-4a Regulations Governing Financial Institutions... Originals of all communications received and copies of all communications sent by such member, broker or dealer (including inter-office memoranda and communications)...

10. © February 9, 2004 Novell Inc. 10 Why GroupWise Archives? Messages are retained in GroupWise format Message integrity and non-repudiation retained Message audit trail and delivery status’ maintained Access integrated into GroupWise client Messages can be seamlessly moved between archives and live system Messages are fully indexed and searchable Same Look and Feel for users for ease of use Accessibility

11. © February 9, 2004 Novell Inc. 11 Architecture Anatomy of an Archive Archive Structure Similar to Post Office: MSG.DB OFxxxARC USER.DB BLOB ATTACHMENTS

12. © February 9, 2004 Novell Inc. 12 Architecture Anatomy of an archive GroupWise Client Managed Windows Client Manages archive based on FID Needs only root directory Can handle multiple archives in separate archive root directories Integrated GWCheck Management OFxxxARC OFyyyARC OFzzzARC Archive Root

13. © February 9, 2004 Novell Inc. 13 Deployment Considerations Choosing Where to Archive Network location Higher Data Integrity Centralized management Secure with file rights GroupWise Client Options Workstations Excess local capacity Access Limitations Lower data integrity

14. © February 9, 2004 Novell Inc. 14 Deployment Considerations Storage Requirements Increased Storage Messages are compressed & Encrypted Shared Attachments are stored for each user Expect to double or triple current storage

15. © February 9, 2004 Novell Inc. 15 Deployment Considerations Policies Archiving Policies Message retention policy Manual or forced archiving? Corresponding deletion policy? Archive business or transient email?

16. © February 9, 2004 Novell Inc. 16 Deployment Considerations Archive Accessibility Accessibility Portable (Live or Remote/Caching Mode) File system access to archive path No web based access at this time No R/O format such as CDROM

17. Archive Management/Maintenance

18. © February 9, 2004 Novell Inc. 18 Archive Management Database Maintenance ….GroupWise Archives are still relational databases and will require the same type of maintenance, upkeep and troubleshooting as the GroupWise Post Office……

19. © February 9, 2004 Novell Inc. 19 Archive Management Database Maintenance Large archives require periodic maintenance Admin GWCHK32 WIN32 Maintenance Utility Perform Structural Checks Perform Content Checks User Based Check / Rebuild Utility CTRL-SHIFT Select File / Open Archive Runs Analyze Check/Fix followed by Contents Check/Fix Runs a Structural Rebuild if uncorrectable errors are encountered.

20. © February 9, 2004 Novell Inc. 20 Archive Management Database Maintenance Large archives require periodic maintenance Administrative Utilities GWCHK32.EXE WIN32 Maintenance Utility Perform Structural and Content Checks Reduce and Expire Archive Records Run Statistical Checks Rebuild Databases

21. © February 9, 2004 Novell Inc. 21 Archive Management Database Maintenance Large archives require periodic maintenance User based maintenance utility CTRL-SHIFT Select File | Open Archive Runs Analyze Check/Fix followed by Contents Check/Fix Runs a Structural Rebuild if uncorrectable errors are encountered. Completely automated with no user input required Ideal for GroupWise remote and local archives

22. © February 9, 2004 Novell Inc. 22 Archive Management Database Maintenance Third Party Tools Email Essentials Inc. CheckIT Runs GWCHCK32 operations against multiple archive databases Can perform up to four different operations per job Configurations can be saved and run as batch jobs Configurations can be exported and run automatically at GroupWise Client startup

23. © February 9, 2004 Novell Inc. 23 Archives Maintenance Archive Access Archive is encrypted to individual user What if user account is deleted? What if users FID changes? What if I need to access the archive data? FID Editor & FIDit (email essentials) Allows administrator to change encryption of archive to another user ID Command Line based or GUI based (FIDit)

24. © February 9, 2004 Novell Inc. 24 Archives Maintenance Archive Maintenance Archived Information Recovery MergeIT (email essentials) Combines multiple user archives into a single archive Eliminates the need for de-archiving and re-archiving GWArchive (Messaging Architects) Administratively restore multiple Archives back into their original accounts Server based export of Archives & Mailboxes into an externally readable and viewable format (XML) for one or multiple accounts. Includes full search & indexing capabilities. Can easily be burned to CD/DVD for portability and offline storage (retention)

25. © February 9, 2004 Novell Inc. 25 Retention Policy Management GWCheck / CheckIT Provides record deletion based on message age GWArchive (Messaging Architects) Policy engine that provides enhanced database management for native GW Archives. Structure can be based on user-defined criteria (year/project/other). Offers improved system performance & stability + improved user interface. Provides server based publish/export to either external DB (MySQL, Oracle, MS-SQL, DB2) or to XML Archives Maintenance Archive Maintenance

26. © February 9, 2004 Novell Inc. 26 Archives Maintenance Archive Maintenance Archive Data Management HSM Products Caminosoft's Managed Server A component of the GWArchive solution Allows either live OFFILES content or archived information from any mapped drive to be migrated to near-line storage, tape & NAS. Avoids the need to constantly upgrade server storage and can cut backup or recovery time by 50% or more.

27. © February 9, 2004 Novell Inc. 27 We are a private college in Dubuque, Iowa GroupWise 6.5.1 system with 1500 mailboxes Receive approximately 20,000 messages per day Faculty, staff and students wanted the spam stopped Junk folders are enabled but it wasn’t enough 1 st spam solution didn’t stop even half and RBLs aren’t enough We wanted a system we didn’t have to constantly update/maintain Needed a system with low false-positives Clarke College Spam Solution Hands down best solution: GWGuardian AV 3.0

28. © February 9, 2004 Novell Inc. 28 Carl IT Department Jeff Student Jane Admin. Assistant Ellen Faculty Member None Averaged 5 to 10 spam e-mails per day 1 or 2 per month Averaged 15 to 20 spam e-mails per day At most 2 per day (Usually none) Averaged 25 spam e-mails per day Less than 5 per day Averaged 150 spam e-mails per day Clarke College Spam Examples Before ImplementationAfter Implementation User

29. © February 9, 2004 Novell Inc. 29 In Conclusion Data Retention is clearly a major concern at all levels of industry and government GroupWise archives provide a viable method of retaining corporate messages and complying with organizational policies, but with clear limitations Application-independence and format-neutrality (i.e. XML + plain text) are critical attributes for any data destined to reside in long term storage (5+ years). Third party tools allow organizations to properly deploy and manage both retention/deletion policies and the resulting data sets that are generated as a result of these policies.

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