Email Archiving: Optimize Storage, Enforce Retention, Facilitate E-Discovery

1. Email Archiving: Optimize Storage, Enforce Retention, Facilitate E-Discovery Name Title, Enterprise Vault

2. What Problems Do We Solve 1 How Enterprise Vault Works 2 What To Consider With Archiving 3 Agenda

3. Messaging CRM / E-commerce Supply Chain Mgmt. ERP General Ledger 1985 1990 1995 2000 2005 … 75%Of A Typical Company’s Intellectual Property Is Stored In Email 75%Of Fortune 500 Litigation InvolvesDiscovery Of Email Communication 79%Of Companies Accept Email AsWritten Confirmation Of Transactions De Facto Storage Smoking Gun Business Records Email Is Mission Critical and Growing 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

4. Implement Email Quotas Don’t Implement Email Quotas Users Hit Their Email Quotas Mailboxes Get Bigger and Bigger Users Create PST Files Exchange Performance Suffers Store PSTs On Laptop Store PSTs On Network* Storage Costs Grow Backup/Restore Windows Grow Risk Of Loss Legal Search Challenging Still Using Storage and Backup Missed SLAs or Costly Snapshots Help Desk Calls: PST Corruption and Quota Issues *Microsoft doesn’t support PSTs on network (Microsoft KB 297019) Challenge #1: Scaling Is A Dilemma Challenge: Users Get A Lot Of Email!

5. X X X Exchange Server Joe’s Mailbox Jack (external) Backup System Sally’s Mailbox Sally’s gmail Acct. Offsite Tapes Sally’s PST File Challenge #2: Retention Is Wild West

6. Export email from Exchange mailboxes Exchange Server Restore email from local backup tapes Backup System Restore email from offsite backup tapes Offsite Tapes Image laptop to retrieve PSTs/NSFs Sally’s PST Files Challenge #3: Search Is A Fire Drill New Federal Rules Of Civil Procedure On 12/1/06 Make This Mandatory De-duplicate Crack passwords Image Filer Index

7. Dec 1st, 2006 – New Federal E-Discovery Rules Effective Amendments to Federal Rules of Civil Procedure • Codifies requirements E-Discovery process (Rule 26, 34) • Defines “Electronically Stored Information” • Requires early conference between parties in E-Discovery process • Codifies standards around “legal holds” (Rule 37) • Prevent loss of information involved in litigation • Begins “when a party is under a duty to preserve information because of a pending or reasonably anticipated litigation.” • Codifies requirements around production formats (Rule 34) • Requesting party specifies form of production • Default production format is “native” files

8. Litigation Challenges Around Messaging • E-Discovery Collection • Did We Find Everything? • Expensive! • Legal Holds • Where Is All The Info? • Did We Really Comply? • Early Case Preparedness • Should I Settle? • What Really Happened? “The storage folks found an additional 1,600 backup tapes in a closet.”

9. How Enterprise Vault Works

10. Microsoft Exchange Microsoft LCS Microsoft SharePoint Microsoft File Servers Microsoft Office How Do I Store This Information? • Store • Old data => cheaper disk • Eliminate duplicate copies • Reduce backup time/cost • Centrally capture all data • No change for end-users Archive

11. Microsoft Exchange Microsoft LCS Microsoft SharePoint Microsoft File Servers Microsoft Office How Do I Manage This Information? • Manage • Classify and tag data • Migrate over life of content • Enforce retention policies • Automatically expire • Log all actions Policies & Content Archive

12. Microsoft Exchange Microsoft LCS Microsoft SharePoint Microsoft File Servers Legal HR Microsoft Office Sales How Do I Discover This Information? • Discover • Index email, attachments, files • End-user search • Global search • Secure access control • Review and workflow Policies & Content Archive

13. API’s Exchange PSTs, PFs End-User Search Domino, SMTP Compliance Accelerator SharePoint File Shares Discovery Accelerator IM Archive Store Databases Analytics / Disc. SAP Bloomberg ECM / RM Encrypted Mail Classification Symantec Enterprise Vault 7.0 Store Manage Discover

14. Store: Seamless Outlook User Experience Seamless Outlook Experience • Icon indicates archived • Otherwise normal (delete, forward, reply, preview pane, etc.) • Toolbar buttons and menu options to archive, restore and search • Also option for client-less deployment (“Universal Shortcuts”) • Support for Outlook MAPI, RPC/HTTP, Cached Mode, Offline and OWA • Support for Mac (Entourage) with Safari browser

15. Journal Archiving Typically for key custodians or regulated employees Real-time capture Scheduled capture ArchiveStore Mailbox Archiving Typically all users Provides storage savings Tape ingestion Historical Vault Typically for legacy email data on backup tapes PST Migration Typically for email on PCs Locate, migrate and disable PC email ingestion Flexible Email Capture

16. Exchange Servers Vault Server Storage NTFS, NetApp, EMC, IBM, Storage TEK, … Storage Savings • One copy of same email and attachments • Also works for FSA and SharePoint Archiving • Also between mailbox and journal archives in same Vault Store • Additional SIS on EMC Centera (“attachment separation”)

17. Read only Archive Storage Optimized Backup Backup 10 TB Archive 500 gig partitionSize of backup tape Reduce information stores and migrate most data to archive Most archived data is static (doesn’t need repeated backup)

18. Archive Storage Optimized Restore Backup 10 TB Archive 500 gig partitionSize of backup tape Reduced information stores means reduced recovery time

19. Collect Retain Review • Capture and index all email automatically • Capture and migrate client-side PST files • Capture files, IM, SharePoint, … • Retain email based upon flexible policies • Classify/filter items to archive and retain • Enforce legal hold orders automatically • Search by timeframe, people, keywords, … • Manage cases, mark, produce, … • Proactively look for bad behavior (CA) How We Help In E-Discovery

20. Reducing Collection and Review Billions Millions Hundreds of Thousands Thousands EV Capture Retain Categorize Manage IT DA Case Custodians Investigate Search Legal DA Preview Review Export Legal DA Produce Export Legal DA Legal Hold Protect in Place Legal DA Legal Hold Protect in Place Already Collected Legal

21. Search Manage Produce • Email, files, attachments, IM, … • From, to, subject, message, attachment, … • De-duplicate redundant items • Define and divide up cases (by role) • Mark (e.g., privileged, non-responsive) • Apply holds for pending / open litigation • Export to PST, MSG, HTML, CD ROM • Bates numbering and de-duplication • Fully audited Discovery Accelerator: Litigation Response

22. Discovery Accelerator: Roles-Based Administration

23. Discovery Accelerator: Flexible Search Criteria • Boolean Fields • Reduce Searches by 75% • Federated EV Sites • Up to 4 Search Clauses • Flag by Multiple Searches • Scheduled Searches • Enhanced Syntax • Attachment Size/Type • Type – IM, Fax, Bloomberg • Preview Results • Stop Searches

24. Discovery Accelerator: Intuitive Review and Marking

25. Discovery Accelerator: Flexible Export And Production • Produce FSA Files • Recreate Original Folders • Produce Lotus, IM, Fax

26. Discovery Accelerator: Automated Legal Hold Enforcement • Multiple Holds • Scheduled Searches • Easy to Apply & Maintain • Documents Hold • How It Works • Select DA case • Place All items on hold • No expiry until lifted • Track multiple holds

27. What to Consider with Archiving

28. Gartner 3rd Time in a row as only leader Forrester Proven Customer Success • 5000+ customers and 8 MM+ users • Customers w/ 5 MM+ messages/day and 100K+ users • Grew development team from 40 in KVS (9/04) to 180+ (1/07)

29. Lowest Total Cost of Ownership • Lowest cost of storage • Small index (~3% - 12% of data) and SQL (~1% of data) size • Shortcut expiry + Archive Explorer reduces Exchange storage • SIS across Retention Categories and with envelope journaling • Lowest cost of management • Automated index rollover for reduced management effort • Single, small footprint client to deploy • Roles-based administration for distributed management • Lowest cost of discovery • Self-service tools for discovery and monitoring (Accelerators) • Intelligent Archiving to filter out content and control retention • Legal hold granularly holds ONLY what is needed

30. Strongest Integration w/ Microsoft • Best integration with Microsoft Exchange server • No software installed on Exchange server • First native IM capture (IMs do not have to go through Exchange) • Automated synchronization of permissions and delegates • Best end-user experience • First to support Outlook Web Access and Cached Mode • Search archive from Windows Desktop Search (in Office 2007 and Vista) • Translated client in 11 languages • Best PST migration • Automatically find PSTs on PCs, network shares • Migrate open or password-protected PSTs • Control disposition (delete, hide, compact, etc.) of PSTs

31. Questions?