Exchange 2010 & 2013 Archiving & eDiscovery Realities
Brandy Markey Alex Brown Senior Product Marketing Manager Senior Product Manager
SYMANTEC VISION 2012
Informed Decisions – Where did Stu go wrong?
Archiving & eDiscovery Realities 2
Requirements Requirements
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Requirements
SYMANTEC VISION 2012
Rewind: 4 months prior to migration
• Migration planning – why?
• What is important to us?
Archiving & eDiscovery Realities 3
SYMANTEC VISION 2012
The Source of Stuart’s Confusion
Platform and Migration 1
End User Experience 2
eDiscovery 3
Storage 4
PST Migration 5
4 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
The Source of Stuart’s Confusion
Platform and Migration 1
End User Experience 2
eDiscovery 3
Storage 4
PST Migration 5
5 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
Platform and Migration
Microsoft said:
“Microsoft Exchange introduces built-in integrated email archiving, retention, and discovery capabilities that save costs and simplify the process of preserving business communications”
Stuart understood:
“Exchange 2010/2013 give me all the archiving and retention capabilities I need for my mail data”
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SYMANTEC VISION 2012
Platform and Migration: Reality
• No solution for non-mail data
• No solution for Journaled data
• No solution for Public Folders
• No solution for older Exchange versions
• Is Exchange Server really a good data management solution?
• What about the expected storage bloat during an Exchange 2010/2013 migration?
• What about future Exchange migrations?
• Enterprise CAL required
7 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
Ease Email Migrations
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
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SYMANTEC VISION 2012
Symantec Enterprise Vault™ – An Archive Platform
LEGAL
CLASSIFICATION
Store
Migration
Deduplication
Compression
Transparency
Manage
Retention
Preservation
Deletion
Audit
Archive
Discover
Search
Guided Review
Legal Hold
Control
INFO SEC
EMAIL SERVERS
FILE SERVERS
IM SERVERS
SHAREPOINT
LEGACY DATABASES
DESKTOPS
ECM
HR
END USERS
9 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
Enterprise Vault - Works with Your Existing Architecture
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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
Connectors
Enterprise Vault MS Exchange MS SharePoint Lotus Domino Mac MS Office 365 LiveLink WorkSite NT/iManage Docushare FileNet Documentum
Archiving & eDiscovery Realities
SYMANTEC VISION 2012
Q&A #1
How can Enterprise Vault help during an Exchange server 2010/2013 migration?
(Select 2 correct answers)
a) It will help manage the Exchange store size bloat that will occur during the migration
b) It will help perform SMTP redirection
c) It will help update the associated MX records
d) It will mean that less data needs to be migrated = faster migration
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SYMANTEC VISION 2012
The Source of Stuart’s Confusion
Platform and Migration 1
End User Experience 2
eDiscovery 3
Storage 4
PST Migration 5
12 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
End User Experience
Microsoft said:
“Microsoft Exchange helps users be more efficient and productive across platforms and locations by giving them access to email, voice mail, instant messaging, SMS text messages, and more…”
Stuart understood:
“All my end users requirements are taken care of”
13 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
End User Experience: Reality
• No access to older, archived data when offline
• No support for accessing the archive from older Outlook versions
• Search experience is inconsistent
• What about if you need to quota the personal archive?
• Limited Mac support
• Limited delegation support
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SYMANTEC VISION 2012
Virtual Vault – Offline access + A familiar user interface
• Outlook 2003, 2007 and
2010 (and 2013) support
• Seamless Integration
• Full Offline Access
• Drag & Drop
• Forward, Reply, Reply to All,
Delete Save As, Save
Attachment & Print
• Full support for delegation
15 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
Q&A #2
How can Enterprise Vault help provide a better experience for your end users?
(Select 1 correct answer)
a) By providing limited Outlook version support
b) By providing access to archived data on and offline
c) By providing limited delegation support
d) By providing remote desktop management capabilities
16 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
The Source of Stuart’s Confusion
Platform and Migration 1
End User Experience 2
eDiscovery 3
Storage 4
PST Migration 5
17 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
eDiscovery
Microsoft said:
“Microsoft Exchange introduces built-in integrated email archiving, retention, and discovery capabilities that save costs and simplify the process of preserving business communications”
Stuart understood:
“Exchange 2010/2013 give me all the tools I need in order to put a solid eDiscovery process in place”
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SYMANTEC VISION 2012
eDiscovery: Reality
• All items indexed?
• No review workflow
• No way of proving chain of custody
• Partial legal hold
• No way of giving “Legal” control
• Full EDRM workflow?
• Limited searching for non-Exchange data
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SYMANTEC VISION 2012
Review: Getting to the important data
50TB 10TB
Archive & Expire
Deduplicate Collect & Process
500 GB 100TB
Review & Produce
Filter & Search
50 GB 5 GB
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SYMANTEC VISION 2012
Q&A #3
What are the benefits of providing a review platform for eDiscovery searches?
(Select 1 incorrect answer)
a) External review of documents is expensive. Better to cull down the data set internally first.
b) Allows investigatory searches to be done to determine the validity of upcoming legal action.
c) Can reduce the overall costs of data production.
d) Can speed up the indexing of data volumes.
e) Allows legal hold to be applied only where needed 21 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
The Source of Stuart’s Confusion
Platform and Migration 1
End User Experience 2
eDiscovery 3
Storage 4
PST Migration 5
22 Archiving & eDiscovery Realities
SYMANTEC VISION 2012
Storage
Microsoft said:
“Exchange store optimisations and replication improvements allow the use of cheap disk and negate the need for backup or single instance”
Stuart understood:
“I can use cheap disk with the solution meaning I don’t need to overly worry about capacity”
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SYMANTEC VISION 2012
Storage: Reality
• No single instance storage
• Limited compression
• Limited storage choice
• No ability to tier data over time
• Is just using more storage really a good long term solution?
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SYMANTEC VISION 2012
Single Instance Storage – Why it is Important
• Mailbox Scenario
– Company News Letter = 3MB PDF sent to all staff (1,000 people)
• = 3GB increase to Exchange DB
– Daily Financial status = 5MB XLS sent to all finance staff (100 people)
• = 500MB per day
• Journal Scenario
– Journal Enabled for 1000 Users = 75 messages/day x 70KB
• That will be 5GB per day
– Enterprise Vault allows you to share mailbox and journal archive item instances
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SYMANTEC VISION 2012
Addressing Exchange “Bloat” with EV
10,000 mailboxes @ 2GB per mailbox = 20TB
PST? = yes = 2GB/user = 20,000GB = 20TB
SIS re-hydration of Exchange DB = 20% = 4 TB
DAG? = yes = 2 copies + original = (24+20) x 3 = 132TB
Index = 10% of DAG = 13TB
RESULT = Exchange DB = 145TB
10,000 mailboxes @ 2GB per mailbox = 20TB
EV (Archive after 60 days = 80%) = 16TB = compression/SIS (40%) = 9.6TB
Exchange (what's left) = 4TB
PST? = yes = 2GB/user = 20,000GB = 20TB = EV compression/SIS (50%) = 10TB
DAG? = yes = 2 copies + original = (4 x 3) = 12TB
Index EX = 10% of DAG = 1.2TB
Index EV = 12% of EV = 2.4TB
RESULT = Exchange DB = 12+1.2 = 13.2TB RESULT = EV = 9.6 + 10 + 2.4 = 22TB TOTAL FOOTPRINT = 35.2TB
Without Enterprise Vault With Enterprise Vault
Archiving & eDiscovery Realities 26
SYMANTEC VISION 2012
Q&A #4
How does Enterprise Vault help manage Exchange storage?
(Select 2 correct answers)
a) It performs continuous disk defragmentation
b) It optimizes the mailbox stores by moving older data from the mailbox stores
c) It provides Single Instance Storage for all archived data
d) It provides performance counters for storage disk queues
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SYMANTEC VISION 2012
The Source of Stuart’s Confusion
Platform and Migration 1
End User Experience 2
eDiscovery 3
Storage 4
PST Migration 5
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SYMANTEC VISION 2012
PST Migration
Microsoft said:
“Microsoft Exchange PST Capture allows you to search for PST files on computers in your organization and then import those files to mailboxes in your organization”
Stuart understood:
“I now have all I need in order to eradicate PST files once and for all”
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SYMANTEC VISION 2012
PST Migration: Reality
• Requires a dedicated client in order to find PST files
• Solution does not scale
• Does not provide any meaningful management or reporting
• No process or workflow to follow
• No single instance storage
• No meaningful identification process
• No way to clean up the users Outlook view after migration
• No way to notify the end user
• Is Exchange really the best place to store my PST data?
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SYMANTEC VISION 2012
PST Lifecycle Management with Enterprise Vault
Locate
Identify
Report
Migrate
Display
Post Process
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SYMANTEC VISION 2012
Q&A #5
32 Archiving & eDiscovery Realities
Which of the following statements is not true when using Enterprise Vault to manage your PST migration project?
(Select 1 incorrect answer)
a) It provides a workflow for better management
b) It provides no way to optimize the storage of PST data
c) It provides multiple ways of identifying a PST owner
d) It provides a suitable platform for maintaining migrated PST data long term.
SYMANTEC VISION 2012
Competitive Summary
Feature EV EX 2010 EX 2013
SIS reduces storage requirements Yes No No
Archives Journal Mailbox Yes No No
PST Lifecycle Management Yes Partial Partial
Access archive offline Yes No No
Integrated solution for EDRM Yes Partial Partial
Legal hold on individual mail item level Yes No Yes
File types searched 500+ 50+ 50+
Archive/place legal holds on more than Exchange
Yes No Partial
EV vs. MSFT Exchange
Archiving & eDiscovery Realities 33
SYMANTEC VISION 2012
Archiving & eDiscovery Sessions – Wed, 14 Nov
Time Title Room Type ID
09:00 - 10:00 The Future of Archiving & eDiscovery: Enterprise Vault, Enterprise
Vault.cloud & Clearwell Roadmap 131/132 Breakout IM B01
10.30-11.30 Making My Life Easier With Enterprise Vault: Technical Deep Dive
Into New Features of the Archiving Roadmap 131/132 Breakout IM B02
14.30-15.30 Making My Life Easier: Hands-On Experience with Enterprise Vault 120 Lab IM L02
17.15-18.15 Ask the Experts: Archiving & eDiscovery Product Management Panel
Discussion 131/132 Breakout IM B03
17.15-18.15 Making My Life Easier: Hands-On Experience with the Symantec
Clearwell eDiscovery Platform 120 Lab IM L04
Don’t miss out on the opportunity to win an iPad Visit IIG sessions and labs to hear the latest announcements, see product roadmaps and live
demonstrations of our archiving and eDiscovery portfolio and enter the iPad draw
Thank you!
SYMANTEC PROPRIETARY/CONFIDENTIAL – INTERNAL USE ONLY Copyright © 2012 Symantec Corporation. All rights reserved.
Brandy Markey Alex Brown
[email protected] [email protected]
@kerrb @ajbrown99
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Visit: symantec.com/ev