Enterprise Vault:Addressing Critical Issues For Legal and IT

2Symantec Confidential

Today’s Challenges

There’s Got To Be A Better Way

Proving It In the Real World

A G E N D A

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Today’s Challenges

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CIO

IMOffice Docs

FilesE-Mail

Explosion of Information

Scanned DocsFaxes

Other Docs

CEO & CFO

Keep costs under control!

Keep systems up!

Keep us out of the papers!

Keep costs under control!

Keep systems up!

Keep us out of the papers!

Legal & Business

Compliance to regulations

Enforcement of policies

Legal discovery requests

Compliance to regulations

Enforcement of policies

Legal discovery requests

The Information Management Challenge

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Email: No One Expected This!

Email is exploding Business email growing 25–30% Attachment sizes growing Voicemail, video, …

Email is critical Email is 75% of corporate IP Email is in 75% of corporate litigation < 35% of cos. have a retention policy

Email is under attack Over 60% of email is spam ** 80% of viruses are via email *** Phishing and other new threats

Email has become the primary medium for how we communicate. The consequence is that email has become a de facto record repository.

CIO Magazine, Jan 2005

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Why Does This Matter? Information Availability

Coleman v. Morgan Stanley Coleman v. Morgan Stanley "The storage folks found"The storage folks found

an additional 1,600 backupan additional 1,600 backuptapes in a closet,“ explainedtapes in a closet,“ explaineda Morgan Stanley executive. a Morgan Stanley executive.

$1.45 billion awarded$1.45 billion awarded

Coleman v. Morgan Stanley Coleman v. Morgan Stanley "The storage folks found"The storage folks found

an additional 1,600 backupan additional 1,600 backuptapes in a closet,“ explainedtapes in a closet,“ explaineda Morgan Stanley executive. a Morgan Stanley executive.

$1.45 billion awarded$1.45 billion awarded

Thomson v. US HUDThomson v. US HUD“…“…precluded from introducing into precluded from introducing into evidence in their case any of the evidence in their case any of the 80,000 email records that were 80,000 email records that were

"discovered" during last minute.”"discovered" during last minute.”

Thomson v. US HUDThomson v. US HUD“…“…precluded from introducing into precluded from introducing into evidence in their case any of the evidence in their case any of the 80,000 email records that were 80,000 email records that were

"discovered" during last minute.”"discovered" during last minute.”

Anti-Monopoly, Inc. v. Hasbro,Anti-Monopoly, Inc. v. Hasbro,““The law is clear that data in The law is clear that data in

computerized form is discoverable computerized form is discoverable even if paper ‘hard copies’ of the even if paper ‘hard copies’ of the information have been produced.”information have been produced.”

Anti-Monopoly, Inc. v. Hasbro,Anti-Monopoly, Inc. v. Hasbro,““The law is clear that data in The law is clear that data in

computerized form is discoverable computerized form is discoverable even if paper ‘hard copies’ of the even if paper ‘hard copies’ of the information have been produced.”information have been produced.”

Zubulake v. UBS WarburgZubulake v. UBS Warburg““Documents stored on backup Documents stored on backup tapes can be likened to paper tapes can be likened to paper

records locked inside a records locked inside a sophisticated safe to which no one sophisticated safe to which no one

has the key or combination.”has the key or combination.”

Zubulake v. UBS WarburgZubulake v. UBS Warburg““Documents stored on backup Documents stored on backup tapes can be likened to paper tapes can be likened to paper

records locked inside a records locked inside a sophisticated safe to which no one sophisticated safe to which no one

has the key or combination.”has the key or combination.”

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And That’s Just The Beginning… Information Security

““A ‘small’ number of backup A ‘small’ number of backup tapes with records detailing the tapes with records detailing the

financial information of financial information of government employees were lost government employees were lost in shipment to a backup center, in shipment to a backup center,

Bank of America said on Friday.”Bank of America said on Friday.”

““To combat data leakage, To combat data leakage, a growing number of a growing number of vendors are pitching vendors are pitching products designed to products designed to

monitor sensitive monitor sensitive information and block information and block

outgoing e-mails or instant outgoing e-mails or instant messages containing it.”messages containing it.”

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Email And The Law

Email is discoverable Computer-generated information is considered a document

Fed. R. Civ. P. 34

Litigation holds must be communicated and enforced At time of or in anticipation of litigation

Zubulake v. UBS Warburg

Automatic deletion of email not acceptable “Risky” and “extraordinary”

Broccoli, et al. v. Echo Star Communications Corp., et al.

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A Record Or Not A Record…

An Email Record

Documents a specific business-related event or activity

Demonstrates a specific business transaction

Identifies individuals who participated in a business activity

Supports facts of a particular business-related event, activity or transaction

Is needed for other specific legal, accounting, business or compliance reasons

An Email Record

Documents a specific business-related event or activity

Demonstrates a specific business transaction

Identifies individuals who participated in a business activity

Supports facts of a particular business-related event, activity or transaction

Is needed for other specific legal, accounting, business or compliance reasons

Not An Email Record

Routine administrative messages

General communications

Information‑only copies of memoranda or attachments

Notes of a transient nature having short‑term value, such as meeting notices

Not An Email Record

Routine administrative messages

General communications

Information‑only copies of memoranda or attachments

Notes of a transient nature having short‑term value, such as meeting notices

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Other Unstructured Data Compounds The Challenge

Office Documents

Network File Shares

SharePoint Information

Instant Messaging

Document Management Systems

Fax

Voicemail

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Wrapping it Up: Challenges for Legal

Review

Delays in finding responsive information

Cost in “scrubbing” and reviewing

Finding issues early (HR, IP, profanity, …)

Delays in finding responsive information

Cost in “scrubbing” and reviewing

Finding issues early (HR, IP, profanity, …)

Retention

Risk around accidental/intentional deletion

Risk around inconsistent policy

Risk around non-compliance

Risk around accidental/intentional deletion

Risk around inconsistent policy

Risk around non-compliance

Capture

Cost and delay around restoring backups

Lack of proactive defense strategy

Risk that everything wasn’t captured

Cost and delay around restoring backups

Lack of proactive defense strategy

Risk that everything wasn’t captured

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Wrapping It Up: Challenges for IT

Time to support user quota issues

Time to troubleshoot client-side archives

Time to handle user email restores

Time to support user quota issues

Time to troubleshoot client-side archives

Time to handle user email restores

Time

Risk around email downtime

Risk around client-side archives (e.g., PST)

Risk around migration (e.g., to E2003)

Risk around email downtime

Risk around client-side archives (e.g., PST)

Risk around migration (e.g., to E2003)

Risk

Cost to store growing volumes of email

Cost to scale email servers

Cost to backup growing message stores

Cost to store growing volumes of email

Cost to scale email servers

Cost to backup growing message stores

Cost

There’s Got To Be A Better Way

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Enterprise Vault Improves eDiscovery…

Review

Search by timeframe, people, keywords, …

Manage cases, mark, produce, …

Automate regular surveillance review

Search by timeframe, people, keywords, …

Manage cases, mark, produce, …

Automate regular surveillance review

Retain

Retain email based upon flexible policies

Enforce retention at storage level

Filter items to archive and retain

Retain email based upon flexible policies

Enforce retention at storage level

Filter items to archive and retain

Capture

Capture and index all email automatically

Capture and migrate client-side archives

Capture files, IM, SharePoint, …

Capture and index all email automatically

Capture and migrate client-side archives

Capture files, IM, SharePoint, …

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…and Improves Email Management

Take away need for email quotas

Give users “self-service” restore for email

Allow users to search their email archives

Take away need for email quotas

Give users “self-service” restore for email

Allow users to search their email archives

Time

Reduce backup window through archiving

Eliminate client-side archives (e.g., PSTs)

Reduce downtime during email migration

Reduce backup window through archiving

Eliminate client-side archives (e.g., PSTs)

Reduce downtime during email migration

Risk

Automatically archive to cheaper storage

Users still retain seamless access to email

Compress & single instance to reduce data

Automatically archive to cheaper storage

Users still retain seamless access to email

Compress & single instance to reduce data

Cost

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Links

Conceptual Overview of Enterprise Vault

PrimaryDataStore

Transfer

SecondaryData Store

SearchAnalyzeRetrieveDisclose

SecureRationalizeShareRetainFuture ProofIndexCategorizeExpireAudit

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Flexible Policies To Meet Your Business Needs

What to Archive?

Capture all email for users (journaling)

OR by age, quota, size, user action, …

Filters based upon subject, from, to, …

Capture all email for users (journaling)

OR by age, quota, size, user action, …

Filters based upon subject, from, to, …

Retention Categories to enforce retention

Filters can also drive Retention Category

User folders can drive retention

Retention Categories to enforce retention

Filters can also drive Retention Category

User folders can drive retention

How to Retain?

Enforce non-tampering during retention

Automatically expire content after retention

Optionally place expiration “on hold”

Enforce non-tampering during retention

Automatically expire content after retention

Optionally place expiration “on hold”

How to Dispose?

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Powerful Legal Discovery Tool: Discovery Accelerator

Produce

Export to PST, MSG, HTML, CD ROM

Bates numbering and de-duplication

Fully audited

Export to PST, MSG, HTML, CD ROM

Bates numbering and de-duplication

Fully audited

Manage

Define and divide up cases

Fast review of items

Mark (e.g., privileged, non-responsive)

Define and divide up cases

Fast review of items

Mark (e.g., privileged, non-responsive)

Search

Email, files, attachments, IM, …

From, to, subject, message, attachment, …

Roles-based access

Email, files, attachments, IM, …

From, to, subject, message, attachment, …

Roles-based access

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Enterprise Vault Benefits

Storage OptimizationConsolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage

Storage Admin

Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas

Mailbox ManagementEmailAdmin

Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems

Information ManagementRecords Manager

Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision

eDiscovery / ComplianceGeneral Counsel/

Compliance Officer

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Secondary Archive

Primary Archive

Enterprise Vault Architecture Overview

Sources ApplicationsClients

API-Based Storage

ExchangeMailboxes, JournalsPublic Folders, PSTs

File System

SharePoint2003

DominoJournaling

SMTPCapture

SDK

Search

ArchiveExplorer

Supervision

E-Discovery

SDK

OfflineVault

OutlookWeb Access

SharePoint2003Outlook SDK

SDK

Enterprise VaultStore/Retain/Expire

Index/Search/Future-ProofView/Restore

Compress/MigrateAudit/Administer

Categorization/Filtering

WindowsExplorer

Open Storage

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Information to ArchiveInformation to Archive

IMIM DatabasesDatabases BlackberryBlackberry

SAPSAP BloombergBloomberg

Records ManagmentRecords Managment

Hosted SolutionHosted Solution

Classify or filterClassify or filter Protect rights of documentsProtect rights of documents

Integration planned

Building An Archiving Platform: EV Partners

Real World Examples

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Recognized Market Leader

Source: Magic Quadrant for E-Mail Active-Archiving Market (April 2005)

2nd Time in a row as only leader

Source: Gartner Dataquest (April 2005)

Total New License Revenue = $88.7 Million

iLumin19.2%

EMC18.3% CommVault

3.9%

IBM2.9%

Zantaz9.2%

Other14.6%

Symantec Total 31.9%

E-Mail Active-Archiving Market Size, 2004Magic Quadrant for E-Mail Active-Archiving Market

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Over 2000 Customers Can’t Be Wrong…

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Customers Finding Legal and IT Benefits

“It has saved me about 20 hours a week in administration. We run our tape backups every day, get the tape, and

that’s it. I don’t have to baby sit the Vault and I sleep well at night knowing that my Exchange Info store won’t crash.”

“It has saved me about 20 hours a week in administration. We run our tape backups every day, get the tape, and

that’s it. I don’t have to baby sit the Vault and I sleep well at night knowing that my Exchange Info store won’t crash.”

“Pertaining to an email based public record request.  Using our new KVS system we searched and burnt to CD over 7000 emails related to the request in under 5

hours total labor hours.  Our old methodology if done with the same diligence would have taken an estimated

1000+  labor hours.”

“Pertaining to an email based public record request.  Using our new KVS system we searched and burnt to CD over 7000 emails related to the request in under 5

hours total labor hours.  Our old methodology if done with the same diligence would have taken an estimated

1000+  labor hours.”

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Microsoft ExchangeIBM Notes/Domino

EnterpriseVault

2

.PST F IX

(Copy)

User Mailbox

User’s Personal

Vault

4I NTELLIGENCE

Policy Manager

3

CORP .R ECORDS

F IX

(Copy)

Corp. Records

Vault

Categorization Tool

1

T APE F IX

Journal: 90-day

Revolving Storage in

Vault

(Copy)

How We Used It Internally

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Veritas NBU

Atempo

SyncsortBakBoneHP

CA BEB

IBMLegato

CommVault

Completeness of Vision

Ability toExecute

Challengers Leaders

Niche Players Visionaries

Market Leadership In Backup/Recovery

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Integrated Data Management:Leveraging NetBackup for Reduced Archiving TCO

Primary StoragePrimary Storage

Enterprise Vault 6NetBackup

Migrator

Enterprise Vault 6NetBackup

Migrator

Disk ArchiveDisk Archive

NetBackupMedia Server

5.1+

NetBackupMedia Server

5.1+

Tape LibraryTape Library

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Market Leadership In Email Security

Source: Gartner 2005

Challengers Leaders

Completeness of Vision

VisionariesNiche Players

Ability to

Execute

FrontBridge

As of May 2005

Proofpoint

MailFrontier

MessageLabsTumbleweed

CipherTrustIronPort

MX LogicCloudmark

Trend Micro

McAfee

MirapointBorderWareClearswift

SurfControlNetIQ

Symantec

Postini

SendmailBarracuda

Sophos

Challengers Leaders

Completeness of Vision

VisionariesNiche Players

Ability to

Execute

FrontBridge

As of May 2005

Proofpoint

MailFrontier

MessageLabsTumbleweed

CipherTrustIronPort

MX LogicCloudmark

Trend Micro

McAfee

MirapointBorderWareClearswift

SurfControlNetIQ

Symantec

Postini

SendmailBarracuda

Sophos

Magic Quadrant for E-Mail Security Boundary

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Email Security & Availability:Resilient, Protected, and Managed

Inte

rnet

Storage

Archive

Recover quickly through efficient backupReduce downtime via clustering

Replicate and geo-cluster for disaster recoveryManage storage for automated provisioning

Data Reduction

Reduce volume of spam before it hits network and email infrastructure

Internal Email Protection

Scan internal and outbound traffic for viruses and unauthorized content

Records Discovery and Retrieval

Monitor, search and retrieve archived content for compliance, legal discovery and other needs

RecordsRetention

Automatically capture, manage and retain email and other records based on business policies

Risk and Data Reduction

Stop viruses, spam, phishing attacks before reaching email stores and end-users

Resilient Foundation

Microsoft ExchangeIBM Notes Domino

MTA

SMTP Traffic

Keep Email Running

Em

ail

Man

agem

ent

Manage Email Lifecycle

Keep Email Protected

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Inte

rnet

Vault Store

Archive

VERITAS NetBackup/BackupExecVERITAS Storage FoundationVERITAS Storage Foundation HA (VCS)

Data Reduction

SMS 8160 Appliance

"Antispam Router"

Internal Email Protection

SMS for MS Exchange

SMS for Domino

Records Discovery and Retrieval

VERITAS EV Compliance Accelerator & Discovery Accelerator

RecordsRetention

VERITAS Enterprise Vault (EV)

Risk and Data Reduction

Symantec Mail Security

Software/Appliance/Hosted

Resilient Foundation

Microsoft ExchangeIBM Notes Domino

MTA

SMTP Traffic

SMS = Symantec Mail Security

Email Security & Availability:Resilient, Protected, and Managed

Keep Email Running

Em

ail

Man

agem

ent

Manage Email Lifecycle

Keep Email Protected

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Summary: Key Benefits

Address near-term legal needs Automate electronic records retention Reduce costs of legal discovery Find issues before legal action

Simplify the email environment Faster, more highly available email Lower TCO for email storage and servers Reduced user issues around email

Build a platform for the future Archive IM, files, SharePoint, … Prepare for upcoming regulations “Mine” repository for business value

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Summary: Key Offerings

Offerings Description

Exchange Mailbox Archiving(and related options)

Archive Microsoft Exchange to reduce mail stores(Optionally migrate PST files, enable offline access and archive Public Folders)

Exchange/Domino Journal Archiving

Capture & retain Exchange or Domino email for discovery and compliance purposes

Historical Vault Restore tape to archive for historical discovery searches

SharePoint Archiving Archive documents from Microsoft SharePoint

SMTP Capture Capture any SMTP email for retention/discovery/compliance

File System Archiving Archive and retain files from network file servers for storage management and legal discovery

Discovery Accelerator Automate legal search/review process

Compliance Accelerator Automate email supervision process

Screen Shots

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Retention: Powerful Discovery Search

ACME CORP MERGERACME CORP MERGER

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Retention: Review, Marking and Production

Jamie Clifton

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Retention: Automated, Regular Surveillance

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Retention: Flexible Surveillance Criteria

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Retention: Efficient Surveillance Process

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Retention: Fully Audited Surveillance