Intelligent Information Management: Archive & eDiscovery
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Today's information management challenges and the Symantec solution, Archiving and eDiscovery, from Arrow ECS.
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Intelligent Information Management: Archive & eDiscovery
- 1. Intelligent Information Management: Archive & eDiscovery Andrew Blackham Arrow ECS – Presales Specialist
- 2. Agenda 1 Today’s Information Management Challenges 2 Why Information Management? 3 The Solution: Symantec Archiving & eDiscovery 4 Q&A Symantec Enterprise Vault™ 10 Customer Presentation 2
- 3. Agenda 1 Today’s Information Management Challenges 2 Why Information Management? 3 The Solution: Symantec Archiving & eDiscovery 4 Q&A Symantec Enterprise Vault™ 10 Customer Presentation 3
- 4. Today’s Information Management Challenges Information Growth & Waste • User mindset: keep everything forever • Duplicated data causing more waste • Unsustainable backup windows Fear of Deletion • Over retention increasing costs • Infinite retention = infinite waste • Increased litigation risk and exposure Search and eDiscovery is Always a Fire Drill Symantec Enterprise Vault™ 10 Customer Presentation • Storage is cheap; search and review costly • Improper use of backup systems • Inefficient discovery and legal hold processes 4
- 5. What If I Could…? Reduce storage costs… Improve backup performance… Better manage unstructured information… Challenges Execute an Information Governance plan Simplify search and eDiscovery… Symantec Enterprise Vault™ 10 Customer Presentation Control local email archives (.pst & .nsf files) 5
- 6. Agenda 1 Today’s Information Management Challenges 2 Why Information Management? 3 The Solution: Symantec Archiving & eDiscovery 4 Q&A Symantec Enterprise Vault™ 10 Customer Presentation 6
- 7. Symantec Information Management Protect Completely Dedupe Everywhere Delete Confidently Discover Efficiently DR without a tape mountain Fewer duplicate copies Lower storage costs Reduce legal & regulatory costs Symantec Enterprise Vault™ 10 Customer Presentation 8
- 8. Agenda 1 Today’s Information Management Challenges 2 Why Information Management? 3 The Solution: Symantec Archiving and eDiscovery 4 Q&A Symantec Enterprise Vault™ 10 Customer Presentation 9
- 9. Symantec Enterprise Vault Flexible Policy-based Archiving Software Leading Archiving Solution Proven Technology • Resource management • Proven: 10+ years • 16,000+ customers and • Retention management experience • Intelligent: Ensures archive remains manageable • Open: Investment protection by extending functionality • Efficient: Minimizes footprint to maintain low TCO 33 MM+ users archived • Production customers archiving 5 MM+ messages/day • Deployments archiving 1M+ users • Discovery management Symantec Enterprise Vault™ 10 Customer Presentation 10
- 10. Archive and eDiscovery Platform EMAIL SERVERS Store Manage Discover Migration Retention Search Compression Deletion Guided Review SHAREPOINT Deduplication Preservation Legal Hold LEGACY DATABASES Transparency Reporting Supervision FILE SERVERS IM SERVERS DESKTOPS SOCIAL MEDIA LEGAL INFO SEC HR END USERS Archive CLASSIFICATION Symantec Enterprise Vault™ 10 Customer Presentation 11
- 11. Works with Your Existing Architecture EMAIL SERVERS Managed Services & Hosting IM SERVERS Manage Discover Open Storage FILE SERVERS Store Open Classification Open eDiscovery Open ECM 3rd Party Content, Services & Solutions SHAREPOINT LEGACY DATABASES DESKTOPS Encryption Open Search SOCIAL MEDIA OPEN APIs Symantec Enterprise Vault™ 10 Customer Presentation 12
- 12. Archiving: How it Works Email SharePoint Files 1. 2. 3. MSFT BPOS Office 365 4. Social Media Nirvanix 5. Enterprise Vault Migrate information to archive Apply deduplication Reduce information stores Expire data over time Discover efficiently Storage SAN, NFS, CIFS, DAS, etc. Symantec Enterprise Vault™ 10 Customer Presentation 13
- 13. Enterprise Vault Archive & Retention Policies Policies • Defines what/when to archive • Enables automated deletion • Distinct policies for email, files, SharePoint, etc • Retention folders for network shares • Policies based on AD, OU, Individual, etc • File Blocking for content control Symantec Enterprise Vault™ 10 Customer Presentation 14
- 14. Seamless End-User Experience 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 Symantec Enterprise Vault™ 10 Customer Presentation 15
- 15. Data Classification Services (DCS) Policy Driven Classification – Archive decision, retention, tags – Reduces the cost of reactive Discovery – Prioritizes items for supervisory review Symantec Enterprise Vault™ 10 Customer Presentation What does it do? – Analyzes content and metadata during archiving – Decides on an archiving and retention strategy – Assigns searchable classification tags 16
- 16. Take Control of PSTs & NSFs Transparent End-User Access PC Dedupe Across Email, Attachments, SharePoint, etc. Enterprise Vault Network Share • 1) Locate PST/NSF • 2) Migrate PST/NSF into archive • 3) Optionally dispose PST – Network servers – Even with mobile users – Delete, hide – PCs – Limited user action – Compact Symantec Enterprise Vault™ 10 Customer Presentation 17
- 17. Ease Email Migrations Efficient Storage Single User Archive • Proactively archive most of data in mailboxes • Archiving reduces time for mailbox move • Data reduced because of single instance storage and compression Exchange 200x Exchange 2010 Symantec Enterprise Vault™ 10 Customer Presentation 18
- 18. Information Management Through File Blocking • Prevent/delete unwanted data types form storage resources • Notification of policy violation • Ensures compliance with corporate policies Symantec Enterprise Vault™ 10 Customer Presentation 19
- 19. Backups are for Recovery, Archiving is for Discovery Recovery Discovery • Used to recover systems and data due to corruption or loss • 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: • File, Directory, Volume, Application • Limited resources consumption – End-user recovery – Help desk support Symantec Enterprise Vault™ 10 Customer Presentation – – – IT Legal Outside parties 20
- 20. Reduce Risk by Improving the Defensibility and Repeatability of Your Processes Leverage a Comprehensive Data Store Enforce Retention Policies and Legal Holds Provide Transparency and Real-Time Reporting Ensure Consistent Workflow Maintain Chain of Custody Symantec Enterprise Vault™ 10 Customer Presentation 21
- 21. Case Study: NBC Universal Streamline to Meet Court and Regulatory Deadlines eDiscovery Case Timeline 10 Weeks Traditional Process • • • • • 1.5 Weeks Automated Process with Symantec Weeks 2 Symantec Enterprise Vault™ 10 Customer Presentation Search a centrally managed and indexed repository Average Case Time Savings Rapidly target collections with Clearwell Minimize movement of data between tools Easily iterative between eDiscovery phases Accelerate early case assessment 4 6 8 10 22
- 22. Key Benefits Symantec Enterprise Vault Control the growth of unstructured information • Archive to reduce storage costs 60%+ • Use deduplication to remove redundancy • Improve backup and recovery speed up to 65% Apply repeatable retention and expiry policies • Automated retention and deletion policies • Control information sprawl in PST & NSF files • Reduce volume of information for email Centralize information for efficient search • Create a centralized repository for ESI • Reduce eDiscovery costs by 87% or more • Manage legal hold in place and reduce Symantec Enterprise Vault™ 10 Customer Presentation system upgrades and migrations duplicate copies 23
- 23. How To Get Started Protect Completely Archive for the long term Physical and virtual machine backup for short term Disaster Recovery Dedupe Everywhere Use archiving to reduce app storage Deduplicate backups at source Delete Confidently Delete as the default archive policy Stop hoarding backup tapes Discover Efficiently Symantec Enterprise Vault™ 10 Customer Presentation Index your deduplicated archive Invest in tools for rapid review 24
- 24. Agenda 1 Today’s Information Management Challenges 2 Why Information Management? 3 The Solution: Symantec Archiving & eDiscovery 4 Q&A Symantec Enterprise Vault™ 10 Customer Presentation 25
- 25. 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. Symantec Enterprise Vault™ 10 Customer Presentation 26
Editor's Notes
- 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.
- Enterprise Vault, Enterprise Vault.cloud 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
- Here are four ways you can start managing information to reduce cost and complexity.To protect completely, use active archiving to store efficiently and automatically retain, hold and delete for the long term. That means your backup infrastructure, whether it is a virtual or physical environment, will be deduplicated, short-term focused and can be replicated to other sites as a highly cost-effective disaster recovery technology. [Next: discuss archiving or virtual machine protection key play]Todeduplicate everywhere, use archiving to deduplicate email, files and SharePoint while ensuring they’re still accessible. Deduplicate backups at the source to dramatically reduce storage, network traffic, and backup times. [Next: dedupe key play]Delete confidently by making deletion part of your default archiving policy, ensuring that you can stop hoarding backup tapes. Re-purpose your backup to be online, short-term, deduplicated and replicated for DR. [Next: archiving key play]Finally, your deduplicated archive can be efficiently indexed to ensure you don’t try to index everything forever, can find only what you need, review it quickly and cheaply without expensive outside legal teams. You can be also sure emails, documents and other items are subject to legal hold and only deleted when they’re no longer required. [Next: archiving key play]