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Archiving Colleen Beale Data Networks Practice Manager October 9, 2007 © 2007 Data Networks Protection Performance Compliance.

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Presentation on theme: "Archiving Colleen Beale Data Networks Practice Manager October 9, 2007 © 2007 Data Networks Protection Performance Compliance."— Presentation transcript:

1 Email Archiving Colleen Beale Data Networks Practice Manager October 9, 2007 © 2007 Data Networks Protection Performance Compliance

2 Email Archiving Slide 2 Backup, Recovery and Archive Current Challenges  Infrastructure cannot keep up with information growth  24 x 7 operations are quickly becoming a reality  30% of all data recovery instances are unsuccessful due to failed backups! 1  Restore times are not hitting SLA’s.  Poor tape TCO (total cost of ownership) from poor management practices and low utilization  Compliance / Governance are changing archive requirements © 2007 Data Networks 1 Forrester Research

3 Email Archiving Slide 3 HIPAA Pediatric medical records Adult medical records documentation related to security rule implementation Sarbanes-Oxley all records related to audit or review up to 2 years after patient's death 21 years 6 years from the date of creation 7 years after the conclusion of audit/review* *SOX states a 5 year retention period, but the SEC implementation ruling of 7 years supercedes the SOX mandate Regulations Drive Expanded Retention Periods Example: New federal rules took effect December 1, 2006 requiring schools to archive (and be able to retrieve) email, instant messages, and other digital communications produced by instructors and administrative staff. Also …

4 Email Archiving Slide 4 Managing Storage Growth How Do You manage Growth Today? 4 Adding more primary storage Expensive to manage and difficult to backup Restricting user mailbox size.PST files spring up like weeds Deleting messages from primary message server at regular intervals Risk exposure, inconsistent retention Relying on backup tapes for long-term retention Message retrieval is like “finding a needle in a haystack” Typical ApproachNegative Result © 2007 Data Networks

5 Email Archiving Slide 5 Not All Data is Created Equal Value of Data Active Primary Storage ($$$) Inactive Archival Storage ($) Delete © 2007 Data Networks Value of Data is Determined by:  Age  Access  Content  Relevance  Instance

6 Email Archiving Slide 6 © 2007 Data Networks Active vs Inactive Data Keeping inactive data on primary storage is increasingly costly and inefficient  Primary storage is typically more expensive  Backups and restores take longer and contribute to storage consumption  Application performance can suffer Inactive Data Active Data 51% of open system data is unnecessary, duplicate, or non-business related 68% of data has not been accessed for 90 days or more Source: SNIA/Source Consulting 60% improvement in management efficiency is needed every year to keep up with storage growth 55% of unplanned server outages occur from disk space consumption

7 Email Archiving Slide 7 So … What is Archiving? Archiving is an intelligent process for moving inactive or fixed content files from primary storage to less expensive archive tiers of storage. © 2007 Data Networks

8 Email Archiving Slide 8 © 2007 Data Networks Backup and Archive are Different … but Complimentary Backup  A secondary copy of information  Used for recovery operations  Improves availability by enabling application to be restored to PIT  Typically short term (weeks or months)  Data typically overwritten on periodic basis (i.e. monthly)  Not for regulatory compliance – though some are forced to use Archive  Primary copy of information  Available for information retrieval  Adds operational efficiencies by moving fixed/unstructured content out of operational environment  Typically long-term (months, years, or decades)  Data typically maintained for analysis, value generation or compliance  Useful for compliance and should take into account information retention policy

9 Email Archiving Slide 9 Archive and Backup Work Together Production Backup Backups become smaller  Self-managed  Fully protected  Fast access Primary storage becomes smaller The archive becomes an extension of your production environment Primary Storage New Archive Technology “Active” Archive © 2007 Data Networks

10 Email Archiving © 2007 Data Networks Strategies

11 Email Archiving Slide 11 © 2007 Data Networks A Good Archiving Solution Must Allow…  Automatic capture, index full text and archive all messages  Ability to search by content, user, or header  Single Instance Backup  Ability to search the archive via a Web client  Automated data migration based on policy  Allow personal email stores to migrate to the archive store

12 Email Archiving Slide 12 LAN Putting It All Together: Email Archive Message Flow Organize and Classify  Exclusion-Collection Rules  Retention and disposal policies Archive Messages  Secure with encryption  2:1 compression  Create container files (.emx) Full Text Index  Messages and attachments  Embedded and Zip messages  Maximize search for end users, administrators and supervisors EMC EmailXtender Store Container Files  Copy containers to EmailXtender server storage Messaging servers EmailXtender server with DiskXtender installed EMC Centera Capture  Real-time  Archive task  Unique ID  De-duplication Centera performs Content Address calculation and sends address back to application DiskXtender moves container files to Centera over IP network Content Addressing Digital fingerprint Globally unique Location-independent 10001010 Content Address algorithm DiskXtender stores Content Address for future reference EMX Centera Active Archive  Enforces retention and disposition policies  Ensures email authenticity and chain of custody  Automated management and remote protection © 2007 Data Networks

13 Email Archiving Slide 13 Proactive Email Management With an Email Archiving Solution you can…  Reduce primary storage requirements  Proactively control mailbox size  Automate retention/disposition policies  Eliminate unnecessary PST/NSF files  Improve backup and recovery operations  Accelerate message retrieval  Ease migrations and upgrades  Ensure authenticity, integrity of archived messages 13 © 2007 Data Networks

14 Email Archiving Slide 14 Accelerate Message Retrieval Reduce time and cost of legal discovery  Find messages quickly by searching the online archive instead of hunting through offsite tapes  Increase accuracy and speed of searches  Search interfaces for users, supervisors and administrators © 2007 Data Networks

15 Email Archiving Slide 15 Automate Retention Policies Enable Compliance and Corporate Governance  Define retention policies in EmailXtender and consistently enforce policies  Ensure a complete and authentic archive  Ensure authenticity of the e-mail record  Eliminate unmanaged archives and risky PST/NSF files 15 © 2007 Data Networks

16 Email Archiving © 2007 Data Networks Assessment

17 Email Archiving Slide 17 © 2007 Data Networks An Assessment is Your First Step File or Email System Assessments profile a sample of your file system to:  Identify which information can be purged or archived  Indicate how much information is eligible for archiving  Demonstrate storage capacity and backup window savings  Translate savings into TCO Assesses the following info on data and email files  File system capacity  File types  Growth rates  Age and last access/modification date  Duplicate files  Attachments  Email best practices: Mailbox size, # of emails, PSTs (ESA)

18 Email Archiving Slide 18 © 2007 Data Networks Message & Storage Aging Summary Results of Key Findings (sample customer)  Overall email storage grew 70% over the past 120 days  63% of all emails scanned were over 60 days old  70% of the overall email storage was consumed by data over 60 days old  51% of all attachments were associated with emails over 60 days old  The file system analysis found an additional 121 PST’s totaling 187 GB

19 Email Archiving © 2007 Data Networks More About Data Networks

20 Email Archiving Slide 20 © 2007 Data Networks About Data Networks  Founded in 1983 with annual revenues over $90 million  Employ more 100+ (50+ engineers) in six states Helping Customers Manage a Complex and Dynamic IT World  Focused exclusively on the unique challenges of the public sector  Maintain a deep staff of project managers and procurement experts in house  Offer a full suite of IT solutions including ConnectLogic unified communication and collaboration solutions

21 Email Archiving Slide 21 About Data Networks Helping MEEC Members Manage a Complex and Dynamic IT World  MEEC contract holder since 2002  Strong relationship with EMC for Advanced Storage Solutions  Velocity Associate Partner  ASN Partner  Established relationships with Dell for Managed Deployment Solutions and Microsoft and Novell for Server Solutions

22 Email Archiving Slide 22 EMC Solution Components Solution Components ­ Archiving Software: EMC EmailXtender & DiskXtender ­ Dedicated Archiving Platform: EMC Centera

23 Thank You! © 2007 Data Networks Data Networks 800-283-6387 Rick Fairhurst MD Account Exec, Ed & Local Govt Debbie Lilley MD Account Exec, Ed & Local Govt Cornel Einhorn Sr. Inside Sales Representative Bob Kolb Inside Sales Representative

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