Data Retention and eDiscovery from Symantec


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Todays information management challenges and the solution - Symantec Archiving and eDiscovery

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  • Information Growth and Waste: This is not a new problem and customers are probably tired of hearing it, but in reality the problem is only getting worse. It’s estimated that unstructured data is now approximately 80% of the data being managed, often with infrastructuresthat were originally designed for corporate transactional data. To make the situation worse, up to 70% of that data is duplicate and hasn’t been accessed in more than 90 days. Over the next five years storage demand is expected to grow 35 – 65%. Fear of Deletion: There are many schools of thought about how long to keep information. Some are ultra conservitive and don’t want to keep anything. These are the minority. The majority ends up keeping everything forever. This is driven primarily by the fear of deletion or “what if I need this in the future?” Organizations without a formal retention and deletion policy tend to over retain information well past its usable life. Over retention is the primary driver for the first point we made about Information Growth and Waste. However, the hidden problems to over retention lay in the backup system. Symantec recently ran an Information Management Health Check Survey and found that 25% of data backed didn’t need to be backup up at all. The survey also found that 45% of backup storage had an infinite retention policy or was on legal hold and 40% of the data on legal hold was not even relevant to the matter. Keeping this amount of information hidden in the backup system puts the company at a tremendous risk and exposes them to sanctions, fines and other risks if ever challenged.Search is Always a Fire Drill: When was the last time you looked on your calendar and saw an appointment from the legal team that you will need to search your entire infrastructure for an email from 18 months ago? Rarely if ever, that’s because searches and e-discovery are typically fire drills. Drop what you’re doing, find something and they needed it yesterday. Although the cost of storage is cheap and companies can store a lot of information and barely impact the budget it begins to add up and what was once a asset quickly becomes a liability. Symantec estimates the cost of to review a document for e-discovery is approximately 1500 - 3000 times the cost to store that document. Taking into account the processing fees (~$1200/GB), Hosting fees (~$1400/GB), Legal review (~$200/hr) and the productivity time taken to find the document in the first place. This only gets worse when organizations dump everything into their backup system. If those tapes are offsite they’ll need to find the specific tape, pay to have it pulled and shipped back onsite, pay to put it back, etc. All these different processes lead to an inefficient discovery process which wastes time, money and gives the opponent competitive edge. SourcesGartner 28th Annual Data Center Conference December 1-4, 2009; Sheila ChildsStorage Strategy: Why You Need One, and What it Should Include; Gartner Publication Date 29 October 2009; ValdizFilksSymantec 2010 Information Management Health Check Customer SurveySymantec 2010 Information Management Health CheckCooperation Is Key for Managing E-Discovery in 2010; Gartner 11 March 2010 ; Deb Logan
  • IT Must Evolve to Meet New DemandsWe see a significant change in the role of IT in enterprises from system-centric to information-centric.To date, IT has brought significant productivity benefits to organizations by automating key business processes and driving efficiencies. This landscape was characterized by various business applications working centralized databases, supported by physical infrastructure. A lot of what IT departments did was focused on managing systems, including PCs, servers, storage, and networks.Today, the role of IT is starting look very different. Organizations are looking for the next level of productivity and business agility by improving collaboration and knowledge sharing. They are looking to better connect their employees, teams, business partners and customers to each other. This is changing the nature of data into highly distributed, largely unstructured information. The infrastructure is moving virtual within the company or turning into an external cloud. Instead of focusing of physical systems management, the role of IT is transforming into more information-centric tasks with governance, policies, risks, and controls.This evolution is also apparent in how applications are being designed. Historically, the entire ‘stack’ from database, OS, server, storage were defined per application. Today applications are being written to run on virtually any platform and by design will be agile to move from one system to another based on events (performance, availability, workload, etc).
  • Symantec believes that the time for better information management is now: without it, storage costs spiral, information becomes harder to find, risks of legal action and privacy breaches escalate and the return on virtualization is diminished.There are four actions every organization should take to eliminate information islands and effectively and efficiently manage information:Protect Completely by backing up, whether it is a physical or a virtual environment; archiving for the long term; and stopping data lossDeduplicate Everywhere.Deduplicate as close to information sources as possible is how organizations derive the biggest benefit.Delete Confidently, use backup and archiving technology to establish policies and delete automatically to reduce storage and the risk from keeping everything, foreverDiscover Efficiently, to deliver a compliance- and litigation-ready information infrastructure. Auditors, investigators and lawyers will be able to find information without disrupting the IT environment.---------***-------Despite these complications, the business benefits of keeping just what you need are substantial. First of all, you can keep just the data you need to restore systems back to a recent state – without having to hold them any longer than a month or two. In other words, you keep them *just* for DR, and don’t pretend it’s a usable long term repository – no tape mountain.Secondly, information proliferates. There have been more than 10 drafts of this presentation, and those have been attached to multiple emails, uploaded to sharepoint and stored on file shares – as well as back ups of each of those systems. Eliminating redundant copies and deleting the older versions saves far more storage than you might initially imagine – so deletion is not just about lower primary storage costs. It’s repeated across all of your systems.Storage costs, however, pale in comparison to legal and regulatory costs because it’s 1500 times more expensive to review a document than to store it. e-discovery review means looking a thousands – sometimes millions – of documents that might be potentially relevant. This is a skilled task – which means the cost per hour is very high. The longer you keep things, the worse this gets – there’s no need to review information that has been automatically deleted according to a standard information management policy.
  • Flexible Policy-based Archiving Software Resource Management:How can the organization keep these systems running and costs under control? With sprawling message stores, longer backup windows, annoying end-user quotas, and out-of-control "rogue" archives (such as Microsoft PST files), IT is struggling to control the growth of unstructures information.Retention management:How can the organization enforce a consistent retention policy on email and unstructured information? At the same time, IT organizations are being mandated by legal and compliance groups to implement enterprise wide policies on retention for corporate information found in email, files and other sources, rather than leaving it in end users' hands.Discovery management:How can the organization quickly retrieve the content it needs within its mass of unstructured information? As email has increasingly become the "smoking gun" in litigation and regulatory investigations, most large organizations now know that if the email message is out there, they may be asked to find it...or worse yet, find a document amongst all other unstructured information.Leading Archiving SolutionProven technology– Enterprise vault has been in the market for 10+ years and has more customers around the world than any other product on the market.Intelligent – EV’s policy engine uses classification and other variables to determine how long information should be kept in the archive. Unlike some systems that are all or nothing. Open: EV’s API’s has allowed for a robust partner eco-system that develops new ways to leverage the archive and allows customers to extend the functionality of the archive to increase the return on their investment. Efficient: EV has been designed to have a very small archiving footprint. For example, the index size at it’s most data intensive setting is only 12% of the original document. Compare that to other products who suggest 4:1 storage ratio’s and have index sizes well over 100% of the original document. Where is the storage optimization benefit?Proven Technology 15,000+ customers and 31 MM+ users archivedProduction customers archiving 5 MM+ messages/dayDeployments archiving 300K+ users
  • DCS is initially only available for Microsoft Exchange email.
  • Why this acquisition makes sense… what does the combined solution provide…You have business needs across the enterprise to manage, protect and utilize your information in the most efficient manner possible. If you are unfamiliar with the Electronic Discovery Reference Model, it acts as a guide for the practices necessary to manage enterprise data efficiently and the processes necessary to provide/protect the business value associated with that data, as it moves throughout the e-discovery workflow. Symantec is now offering the most comprehensive, easily deployed and practical offering for enterprise information governance and legal risk management. The business has an interest in information proportional to its value to the enterprise, (i.e. what information either drives revenue/value, or what information is of value (relevant docs in a legal case)) This requires significant resources and investment to manage the lifecycle of valuable information in the most cost efficient manner, and when necessary, manage the e-discovery processes associated with that information. [This is a point where you can discuss what types of technology are currently being used, how does the prospect store, archive, access data, do they use technology to automate retention/disposition, how do they manage the e-discovery process]By merging these two solutions, Symantec now enables departments across the organization (HR, IT, Info Sec, Legal, RIM) to automate the entire information management lifecycle, and streamline their e-discovery workflows. This acquisition enables a seamless transition from Symantec’s information management systems & processes to Clearwell’s advanced e-discovery platform, and subsequently provides the fastest (and most proven) ROI in the market.
  • Enterprise Vault, Enterprise and Clearwell reduce risk across the information governance continuum. This is generally accomplished by improving the defensibility and repeatability of your information management and eDiscovery processes.With Enterprise Vault and Clearwell, you can maintain a comprehensive repository of essential data sources. This includes email, SharePoint, databases, file servers, endpoints, IM and social media. You may also collect information from unstructured data sources such as laptops and desktops. Having a central data repository eliminates the guesswork often associated with information management. It also reduces exposure by automatically expiring data pursuant to your established retention policies. Coupling this repository with the Clearwell eDiscovery platform allows you to put documents on legal hold and provide a chain of custody for each document across the entire process, from archiving and preservation through review and production.A reliable chain of custody – together with the Clearwell transparent and real-time reporting of all user actions, case status, and exceptions – allows you to demonstrate the reasonableness of your eDiscovery process when required for regulatory actions and litigation. You can show a consistent and repeatable eDiscovery workflow for all legal, regulatory, and investigative matters.
  • Streamline the end to end information management and eDiscovery lifecycle to meet court and regulatory deadlinesCentrally managed and indexed repository to easily search and access documents pertinent to eDiscoveryPerform rapid targeted collection across all essential data sourcesConduct collection, processing, analysis, review and production in one application, eliminating time consuming movement of data between toolsSupports the iterative eDiscovery workflows required by real-world casesAccelerate early case assessment from weeks to hours using advanced search and analytics to quickly understand case facts
  • Data Retention and eDiscovery from Symantec

    1. 1. Intelligent Information Management: Archive & eDiscovery Andrew Blackham Arrow ECS – Presales Specialist
    2. 2. Agenda Symantec Enterprise Vault™ 10 Customer Presentation 2 Today’s Information Management Challenges1 Why Information Management?2 The Solution: Symantec Archiving & eDiscovery3 Q&A4
    3. 3. Agenda Symantec Enterprise Vault™ 10 Customer Presentation 3 Today’s Information Management Challenges1 Why Information Management?2 The Solution: Symantec Archiving & eDiscovery3 Q&A4
    4. 4. Today’s Information Management Challenges Symantec Enterprise Vault™ 10 Customer Presentation 4 •User mindset: keep everything forever •Duplicated data causing more waste •Unsustainable backup windows •Over retention increasing costs •Infinite retention = infinite waste •Increased litigation risk and exposure •Storage is cheap; search and review costly •Improper use of backup systems •Inefficient discovery and legal hold processes Information Growth & Waste Fear of Deletion Search and eDiscovery is Always a Fire Drill
    5. 5. What If I Could…? Symantec Enterprise Vault™ 10 Customer Presentation 5 Challenges Execute an Information Governance plan Simplify search and eDiscovery… Control local email archives (.pst & .nsf files) Reduce storage costs… Improve backup performance… Better manage unstructured information…
    6. 6. Agenda Symantec Enterprise Vault™ 10 Customer Presentation 6 Today’s Information Management Challenges1 Why Information Management?2 The Solution: Symantec Archiving & eDiscovery3 Q&A4
    7. 7. Symantec Information Management 8 Protect Completely Discover Efficiently Delete Confidently Dedupe Everywhere DR without a tape mountain Fewer duplicate copies Lower storage costs Reduce legal & regulatory costs Symantec Enterprise Vault™ 10 Customer Presentation
    8. 8. Agenda Symantec Enterprise Vault™ 10 Customer Presentation 9 Today’s Information Management Challenges1 Why Information Management?2 The Solution: Symantec Archiving and eDiscovery3 Q&A4
    9. 9. Symantec Enterprise Vault Symantec Enterprise Vault™ 10 Customer Presentation 10 •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 Leading Archiving Solution •16,000+ customers and 33 MM+ users archived •Production customers archiving 5 MM+ messages/day •Deployments archiving 1M+ users Proven Technology
    10. 10. LEGAL Archive and eDiscovery Platform Symantec Enterprise Vault™ 10 Customer Presentation 11 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 HR END USERS SOCIAL MEDIA
    11. 11. Works with Your Existing Architecture Symantec Enterprise Vault™ 10 Customer Presentation 12 OPEN APIs EMAIL SERVERS FILE SERVERS IM SERVERS SHAREPOINT LEGACY DATABASES DESKTOPS Manage Open Classification Encryption Open ECM Discover Open eDiscovery Open Search Store Open Storage SOCIAL MEDIA 3rd Party Content, Services & Solutions Managed Services & Hosting
    12. 12. Archiving: How it Works Symantec Enterprise Vault™ 10 Customer Presentation 13 SAN, NFS, CIFS, DAS, etc. Enterprise Vault Email SharePoint Files 13 1. Migrate information to archive 2. Apply deduplication 3. Reduce information stores 4. Expire data over time 5. Discover efficiently Storage MSFT BPOS Office 365 Cloud Social Media
    13. 13. Seamless End-User Experience Symantec Enterprise Vault™ 10 Customer Presentation 14 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
    14. 14. Data Classification Services (DCS) Symantec Enterprise Vault™ 10 Customer Presentation 15 Policy Driven Classification What does it do? – Archive decision, retention, tags – Reduces the cost of reactive Discovery – Prioritizes items for supervisory review – Analyzes content and metadata during archiving – Decides on an archiving and retention strategy – Assigns searchable classification tags
    15. 15. Take Control of PSTs & NSFs 16 • 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) Optionally dispose PST – Delete, hide – Compact Transparent End-User Access Dedupe Across Email, Attachments, SharePoint, etc. Symantec Enterprise Vault™ 10 Customer Presentation
    16. 16. Ease Email Migrations Symantec Enterprise Vault™ 10 Customer Presentation 17 Exchange 200x Exchange 2010 Single User Archive Efficient Storage • Proactively archive most of data in mailboxes • Archiving reduces time for mailbox move • Data reduced because of single instance storage and compression
    17. 17. Backups are for Recovery, Archiving is for Discovery • Used to recover systems and data due to corruption or loss • File, Directory, Volume, Application • Limited resources consumption – End-user recovery – Help desk support • Search across multiple content sources – email, files, instant messages, social media • Any event can trigger discovery • Indexing and classification makes it easier • Legal hold • Improve resource and budget across: – IT – Legal – Outside parties Recovery Discovery 18Symantec Enterprise Vault™ 10 Customer Presentation
    18. 18. 19 A Single Solution for the Entire Electronic Discovery Reference Model Information Management Identification Preservation Collection Processing Review Analysis Production eDiscovery Timeline Clearwell The Electronic Discovery Reference Model (EDRM) Symantec Enterprise Vault Symantec Enterprise Vault™ 10 Customer Presentation Symantec Enterprise Vault Discovery Accelerator
    19. 19. Reduce Risk by Improving the Defensibility and Repeatability of Your Processes 20Symantec Enterprise Vault™ 10 Customer Presentation Leverage a Comprehensive Data Store Ensure Consistent Workflow Provide Transparency and Real-Time Reporting Enforce Retention Policies and Legal Holds Maintain Chain of Custody
    20. 20. 2 4 6 8 10 10 Weeks Traditional Process Average Case Time Savings with Clearwell1.5 Weeks Automated Process with Symantec Weeks Case Study: NBC Universal Streamline to Meet Court and Regulatory Deadlines eDiscovery Case Timeline • Search a centrally managed and indexed repository • Rapidly target collections • Minimize movement of data between tools • Easily iterative between eDiscovery phases • Accelerate early case assessment 21Symantec Enterprise Vault™ 10 Customer Presentation
    21. 21. Agenda Symantec Enterprise Vault™ 10 Customer Presentation 22 Today’s Information Management Challenges1 Why Information Management?2 The Solution: Symantec Archiving & eDiscovery3 Q&A4
    22. 22. 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! Symantec Enterprise Vault™ 10 Customer Presentation 23