Why Data Archive Makes Sense


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Automated retention policies are essential to maintain today’s growing
volume of e-mail, attachments, and other unstructured data for future
access. Learn the key factors to consider when planning an e-mail
archive environment.

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Why Data Archive Makes Sense

  1. 1. Feature Boosting efficiency through solutions section Why data archives make sense for preserving e-mail By Kay Benaroch and Bob Ganley Automated retention policies are essential to maintain today’s growing volume of e-mail, attachments, and other unstructured data for future access. Learn the key factors to consider when planning an e-mail archive environment. R ecent years have brought an explosion associated with storing and managing this of legal, regulatory, and industry-specific unstructured data while satisfying today’s mandates requiring the long-term retention requirements. retention of business and customer data. Although some of this information is contained Addressing the challenges of e-mail in structured databases that use archive policies, storage and retrieval it also encompasses unstructured data such as As critical business tools, e-mail and electronic e-mail messages and attachments—and the messaging are a major part of the information sheer amount of this unstructured content is deluge generated each year. This data is growing even more rapidly than other data subject to industry and government regulations, types. In fact, according to IDC, by 2012 over including the Health Insurance Portability 77.8 percent of new storage capacity shipped will and Accountability Act (HIPAA), the Payment be dedicated to the storage, organization, and Card Industry Data Security Standard (PCI DSS), protection of files (see Figure 1).1 Archive solutions and the Federal Rules of Civil Procedure (FRCP) from Dell can help alleviate the IT headaches guidelines stipulating e-discovery requirements. 1 “Worldwide file-based storage 2010–2014 forecast: Consolidation, efficiency, and objects shape market,” by IDC, Doc #223558, June 2010.14 2010 Issue 04 | dell.com/powersolutions Reprinted from Dell Power Solutions, 2010 Issue 4. Copyright © 2010 Dell Inc. All rights reserved.
  2. 2. E-mail, instant messaging, wikis, and Distinguishing backup from archivingblogs are all considered electronically stored Although many organizations believe that a goodinformation (ESI), which can be requested by a backup policy can also serve data archiving needs, Archiving:court of law to prove or disprove a point during the goals of each function are different. Backup A Dell pointlitigation. This requirement can apply to lawsuits volumes keep the most recent copy of data of viewfor virtually any reason, ranging from personnel (including incremental changes) accessible for This white paper definesissues to trade secrets. Many U.S. organizations recovery purposes in primary data stores. Archives, the archiving business perspective and offers fivehave had litigation brought against them at some on the other hand, use policies established by key reasons why archiving ispoint, and the associated expenses—including administrators to remove inactive data from a mission-critical component in today’s organizations.costs for retrieving e-mail correspondence—are primary data stores and deposit that data into cost-expected to continue growing for organizations effective repositories and online media. dell.to/dx-archivingof all sizes. Archiving preserves critical information for Failure to produce requested data can lead long-term business continuity and e-discovery.to lost cases and costly penalties (including It enables automated policies to classify andfines and court sanctions), expensive third- tag data objects for easy search, and helpsparty contracts for data search services, reduce primary storage space requirements andand damage to an organization’s brand or the cost of storage. Archiving helps decreasereputation. CEOs and other executives may backup times by reducing the amount of data ineven face incarceration. Yet many organizations primary storage.2still have inadequate provision for storage Microsoft has recognized the need forand retrieval. archiving in its Exchange e-mail and calendar Storage capacity is one point of weakness: capabilities. Microsoft® Exchange Server 2007organizations often struggle to keep up with and earlier versions allow end users to create .pstthe mountain of ESI data they must preserve. files when their mailboxes start to fill up. This fileThis data includes not only e-mail messages provides e-mail storage on the local disk insteadand attachments, but also threads related of within the enterprise storage infrastructure. Asto who received each message as well as a result, that information is outside the purviewcalendar notations about when a particular of the IT department, and cannot be backedtopic was discussed. Also, non-executives are up or searched to comply with an e-discoveryoften assigned quotas on the amount of server request. In Exchange Server 2010, Microsoftspace available to save their e-mail. Theseusers may end up putting e-mail in personal 2 For more information on the contrast between archiving and backup processes, see “Taking an intelligent data management approach tofiles or deleting large numbers of messages to archiving data,” by Kay Benaroch and Joe Colucci, in Dell Power Solutions, 2010 Issue 3, dell.com/content/topics/global.aspx/power/en/archiving_data.stay within their quotas—a practice that can bedangerous, because e-discovery may require 45access to information other than executive- 40 File-based data (unstructured)level records. 35 Block-based data (structured) Many organizations use tape backup Data (exabytes) 30systems for archiving, but because these 75% 25systems are not designed for rapid file 20access, relying on them for e-discovery 15can be risky and costly. Tapes are 10also susceptible to accidental loss or 5 25%damage, and even random events—such as 0 2005 2006 2007 2008 2009 2010 2011 2012tapes falling off the back of a truck duringtransport—can be enough to put an organization Source: “Worldwide file-based storage 2010–2014 forecast: Consolidation, e ciency, and objects shape market," by IDC, Doc #223558, June 2010.out of compliance with industry, legal, orregulatory requirements. Figure 1. Estimate of annual growth for structured and unstructured data volumesReprinted from Dell Power Solutions, 2010 Issue 4. Copyright © 2010 Dell Inc. All rights reserved. dell.com/powersolutions | 2010 Issue 04 15
  3. 3. Feature Boosting efficiency through solutions section Size Never archive items Start by archiving items less than 4 weeks old older than 4 weeks and larger than 5 MB Destroy all items more than 7 years old Archived first Not archived Next, archive items Destroyed 5 MB more than 3 months old and smaller than 5 MB Archived next Age 4 weeks 3 months 7 years Figure 2. Example of automated data retention using age-based archive policies introduced a personal archive feature that can content generated by popular platforms validate the need for policy-based information like Microsoft Office SharePoint® Server. IT management by allowing users to store departments must also protect information for e-mail outside the in-box while still keeping it an increasing number of users and employee accessible for searches. For most organizations, types, including anyone who tracks contracts, a comprehensive approach includes using corresponds with customers, or handles outside Exchange in combination with specialized business partners. archiving hardware and software. Determining which information to keep and A viable alternative for many organizations for how long can be challenging. Organizations is to centrally manage retention policies with must apply retention and deletion policies a software-as-a-service (SaaS) approach such consistently across a range of information as Dell™ Email Management Services (EMS). types, and must be able to show for legal and The EMS Email Archive service, for example, is regulatory purposes that they did so. These designed to provide near sub-second searches, processes can be automated based on different flexible policy compliance, comprehensive metrics—for example, by using age-based archive storage management, and seamless end- policies (see Figure 2). user access. Data can be easily imported Policy-based management can also save time, from legacy archives and .pst files. Many reduce costs, and help ensure compliance when organizations prefer this cost-effective entry an organization involved in a lawsuit is required to into a SaaS solution because they can start place a hold on its e-mail data. Requirements may with a limited number of mailboxes and grow include maintaining e-mails and other documents as needed. without change for long periods, and can even apply to incoming e-mail. Automated retention Creating policies for archived policy control makes it easy to set legal holds of information management specific durations and change them as needed Archiving tools that enable centralized policy for specific users, groups, or servers. management, automated archiving, and power Built-in e-discovery capabilities make it search capabilities are essential for coping possible to quickly and accurately search with the volume of ESI data—data that now archives. The latest retrieval methods—including encompasses the rising tide of unstructured text indexes of message headers, bodies, and16 2010 Issue 04 | dell.com/powersolutions Reprinted from Dell Power Solutions, 2010 Issue 4. Copyright © 2010 Dell Inc. All rights reserved.
  4. 4. attachments—enable full-featured archive searchtools to quickly retrieve e-mails based on virtuallyany criteria or search terms. An enterprise-widearchive search can be accomplished in seconds, Building on innovation:and in many cases in less than a second. The complexity of the data management The Dell DX Objectchallenge requires specialized tools and Storage Platformresources. An effective archive approachmust accommodate differences in data types, To help organizations address the explosion of retention andapplications, and IT environments. For example, management requirements, Dell offers an Intelligent DataSharePoint is a distributed, multilayered Management (IDM) strategy that includes the Dell DX Objectapplication with no centralized storage controls. Storage Platform. This platform incorporates a variety ofE-mail data stores must take into account both innovative technologies for storing unstructured information,the structured nature of e-mail database logs including the following:and the unstructured content of messages. ESIfiles can exist in multiple server locations and Scaling: Peer scaling architecture designed to support billionscan vary dramatically in size and relative value of stored files and multiple petabytes of capacity under ato the organization. single address space Automated management: Policy-based classification,Implementing an archive deploymentWhen developing a strategy for preserving critical retention, access, deletion, replication, and distributione-mail, file attachments, and other electronic processesmessages, organizations must consider several Data protection: Redundant array of independent nodesimportant factors. Dell storage consultants can (RAIN) architecture, designed to ensure continuous dataoffer expertise and experience in all aspects of protection and availabilityarchive planning and deployment. (For more onhow Dell can help organizations address data Ease of management: One-click node retirement and self-retention and management requirements through healing capabilitiesinnovative technologies, see the “Building oninnovation: The Dell DX Object Storage Platform” Security and integrity: Selectable write-once, read-manysidebar.) (WORM) functionality as well as content integrity seals—digital Managing retention and deletion. An signatures created to prove the immutability of objects andimportant first step is to create policies that authenticity for use in evidentiary proceedingsclassify data based on business requirements Standardized interface: Open HTTP standard leveraged byand then define how archiving systems retainand delete that data. Age-based retention rules applications and services providers to interact with cloudcan be further segmented by subject, user, and storage and containerstype of information. Many organizations choose As a pillar of Dell’s IDM strategy, the DX Object Storageto initially implement retention policies for a Platform provides a cost-effective object storage architecturesubset of users for pending litigation or a keyset of executives, and then later expand policy based on industry-standard hardware. The platform isimplementation to the entire organization. designed to deliver a life cycle approach to information that Preparing for growth. While the need for manages capacity optimization along with automated policiesoverall storage capacity is growing, the number that utilize metadata.of individual data containers such as files, images,and videos is growing even faster. Managing thisgrowth requires a modular storage architecturefor easy expansion that can scale to billions ofReprinted from Dell Power Solutions, 2010 Issue 4. Copyright © 2010 Dell Inc. All rights reserved. dell.com/powersolutions | 2010 Issue 04 17
  5. 5. Feature Boosting efficiency through solutions section items. A tiered approach that moves infrequently for secondary storage tiers. To cover the full used data to slower drives can help to simplify data life cycle, Dell has also introduced the capacity planning, optimize storage, and reduce DX Object Storage Platform for data archiving. expenditures for costly high-performance drives. This platform is designed to satisfy scalability As part of an overall strategy for managing data and management requirements for growing growth, organizations should also consider using volumes of unstructured information. It is data deduplication to help reduce the volume of integrated with leading independent software data being placed in the archive. vendor (ISV) archive applications to enhance Protecting data. Data management plans data access and retention at a low total cost must incorporate a data protection scheme. of ownership. This scheme may mean replicating copies of The DX platform’s comprehensive archiving archived data for recovery purposes in the functionality includes using application software event of damage to one copy. Features such as to review messages, files, and associated content integrity seals can help organizations metadata, and then move them to a scalable demonstrate that data cannot be modified from cluster for long-term retention. Dell also offers its original state—an important consideration the EMS Email Archive service as part of its during e-discovery processes. portfolio of IT Management SaaS offerings. Implementing authentication and userKay Benaroch is a senior access. Some archive systems are designed to Benefiting from an innovativemarketing consultant move older and larger files off primary storage archiving strategyat Dell focused on dataprotection, deduplication, while still providing access to those files through An effective archiving strategy for e-mail andand object-oriented an e-mail client. However, organizations must other ESI content can help organizations satisfystorage, and has ensure that only authorized users can access retention requirements and optimize theirmore than 30 years ofexperience in marketing the archived messages. If these messages are storage infrastructure. Dell archiving solutionstechnology products. later submitted to a court or regulatory body, are designed to meet these needs—enabling the authentication is required to certify that no one long-term preservation of data and infrastructureBob Ganley is has touched the specific information after it was value through storage platforms that facilitateapplications lead forstorage marketing at Dell, originally created. This authentication typically data migration, encryption, and replication. Otherand is responsible for means giving most users access to only their practical benefits include enhanced controlworkload-specific storage own e-mails, while still enabling attorneys or over unstructured data, simplified managementsolutions. His experiencein both engineering and compliance auditors to search the entire archive based on automated policies, reduced costsmarketing provides a if necessary. using scalable x86-based hardware platforms,unique perspective. and accelerated e-discovery response. Ultimately, Achieving retention and access goals archiving can lead to improved knowledge about To help organizations cope with the challenges of an organization and its competitive environment intelligently managing data, Dell delivers solutions through fast, cost-effective access to massive that align with the concept of information life amounts of valuable information. cycle management. This approach is designed to manage data from creation to deletion based on its value to the organization, and to Learn more meet retention and discovery requirements by Dell Intelligent Data Management: protecting data throughout its life cycle. dell.com/datamanagement The Dell storage portfolio includes Dell EqualLogic™ PS Series Internet SCSI (iSCSI) Dell EMS: storage area network (SAN) arrays, Dell/EMC dell.to/Email_Mgmt_Svcs NS unified storage, and Dell PowerVault™ DL backup-to-disk appliances, which support Dell EMS Email Continuity: features such as deduplication applications dell.to/fFcO8U18 2010 Issue 04 | dell.com/powersolutions Reprinted from Dell Power Solutions, 2010 Issue 4. Copyright © 2010 Dell Inc. All rights reserved.