Email Archive & Management Solutions

What is Email Archiving? In its simplest form… Retaining a copy of all inbound, outbound and internal email messages

What is Email Archiving? In its best form… Providing a system to efficiently keep a copy of all inbound, outbound and internal email messages Adding the ability for end users to quickly and easily search their own archives Adding the ability for administrators (HR, Legal…etc.) to quickly and easily search the entire archive

How is Archiving Different from Backups? Backups are only a snapshot in time Difficult to retrieve emails in a timely manner Date range search often requires restoring multiple backups No guarantee all emails are contained in backups

Why should I Archive Email? Information Retention Legal Discovery Reduce IT Load Improved Productivity Improved User Behavior Compliance

Information Retention “70% of an average organization’s intellectual property resides in email messages and attachments.” ESG Research 2005 It’s not hard to understand why managing and archiving emails is becoming increasingly important when you consider both the volume of emails being sent and the important business information contained in email. As recently as just 15 years ago, most business information was stored in some form of hard copy. But a 2005 study done by UC Berkeley revealed that, for many companies, 90% of their business information is created in electronic format and up to 70% of that information never gets printed at all. What used to get delivered via the US Mail, FedEx, or your fax machine now comes through email. The result is that up to 70% of a company’s intellectual property can reside within the company’s email. The result is that business’s are really starting to recognize the need to manage and retain this information.

FRCP (Federal Rules of Civil Procedure) Legal Discovery FRCP (Federal Rules of Civil Procedure) Adopted in December 2006 Require production of all requested electronic information within 90 days Completeness and cost Nothing deleted, lost, or changed If all your email is in the archive, you shouldn’t have to do desktop discoveries Timeliness You can search across your entire archive and export all emails to a file in about a minute

Reduced storage requirements Faster backups Reduce IT Load Reduced storage requirements Faster backups Faster and easier to locate specific emails Mail server performs better Reduce backup time and cost Easier to find “lost emails” No more restoring from backups to find that “lost email”

Improved Productivity Give your users access to their own archives How long would it take you to do a full text search, including inside attachments, using your email client? Defender takes about one second Eliminates need for “underground archives” (users creating & managing desktop folders to store old email) Implement retention policies instead of mailbox size limits No more managing exceptions Users aren’t forced to stop working to clean out mailboxes

Improved User Behavior Users currently have the impression that they can just delete email and it will go away They tend to send things they shouldn’t Most will think twice about what they send in email if they know it is being archived! Present it as a productivity tool Stop problems before they occur

Internal policies and procedures State regulations Compliance Sarbanes Oxley HIPAA Internal policies and procedures State regulations FRCP (Federal Rules of Civil Procedure)

Williams v. Taser International, Inc.(N.D. Ga. June 4, 2007) Taser implies that because it has elected to hire and train only a single technology employee, and because it has chosen to retain only a handful of attorneys to conduct document review, it is somehow relieved from its obligations to timely respond to Plaintiffs’ discovery requests. That is not the case. Rather, the Court expects that Taser will make all reasonable efforts to comply with its discovery orders including, if necessary, retaining additional IT professionals to search electronic databases and adding additional attorneys to perform document review.

Best Buy Stores v Developers Diversified Realty Corp. Developers Diversified said that they did not have the resources to find all the required materials. In response, court ordered them to produce materials from 345 backup tapes in 28 days at an estimated cost of nearly $500,000, not including attorney fees

Give the end user better service Reduce the load on IT department Choosing an Archiving solution Give the end user better service Reduce the load on IT department Protect valuable business information Meet compliance standards As we looked at the flow of email information throughout our customer’s organizations, we came up with three overarching criteria for our archive solution. First, we wanted something that would give the end user better service than they were getting from their current email server and mailbox. Second, we wanted something that would reduce the load on IT, And Third, we wanted something that would protect the valuable business information found in email.

Software Solution Often integrated with mail client Uses existing hardware Requires integration with database, network, and storage Can significantly increase load on mail server and database server It’s not hard to understand why managing and archiving emails is becoming increasingly important when you consider both the volume of emails being sent and the important business information contained in email. As recently as just 15 years ago, most business information was stored in some form of hard copy. But a 2005 study done by UC Berkeley revealed that, for many companies, 90% of their business information is created in electronic format and up to 70% of that information never gets printed at all. What used to get delivered via the US Mail, FedEx, or your fax machine now comes through email. The result is that up to 70% of a company’s intellectual property can reside within the company’s email. The result is that business’s are really starting to recognize the need to manage and retain this information. Higher Total Cost of Ownership after purchasing and integrating individual components

Hosted Solution Easy to get started. No up front capital costs System management handled by hosting company Data sits outside the firewall In addition to information retention, there are many other reasons that companies are looking at email management and retention solutions. Legal discovery, for example, has definitely come to the forefront in the past couple of years as the courts have held that electronic information, including email, must be provided in a timely manner when requested by the courts. Last year Morgan Stanley agreed to pay $15 million to settle charges by federal securities regulators because it failed to produce emails in several investigations. New Federal Rules of Civil procedure announced last December spell out even more requirements for producing email records for legal discovery. We’ve produced a white paper on these new rules that you can find on our web site. Reducing the load on IT, by reducing backup and storage requirements and by reducing demands on IT staff time, meeting compliance requirements like Sarbanes Oxley and HIPPA, or simply improving the productivity of your staff by making email information easier to find, are all good reasons for implementing an email archive solution. Added cost for additional mailbox account or data retrieval Monthly per-user charge results in higher cost over time

Appliance Solution Network configuration No software to install or integrate No impact on mail server On board disk storage Database, network, user, and storage management handled by appliance As we looked at the flow of email information throughout our customer’s organizations, we came up with three overarching criteria for our archive solution. First, we wanted something that would give the end user better service than they were getting from their current email server and mailbox. Second, we wanted something that would reduce the load on IT, And Third, we wanted something that would protect the valuable business information found in email. Web browser doesn’t require mail server or client to retrieve mail Higher startup costs than hosted

The ArcMail Solution How it works: Here’s how Defender works: In most email networks, companies will have a firewall and a spam and virus filter installed to prevent unwanted mail from reaching the mail server. Wanted mail then arrives at the mail server and is immediately forwarded on to the recipient's mailbox. We utilize the journaling function on the mail server to send a copy of each mail to Defender at the same time the mail is forwarded to the recipient's mailbox. When the mail arrives on Defender, Defender immediately indexes all of the standard header fields, like to, from, date, subject, and attachment name. Defender also indexes all of the text of both the email and any attachments so that the end user can quickly and easily find specific emails in a variety of different ways later on.

Easy to Install Everything you need in one network appliance 500GB – 12TB of on-board disk storage Server & Operating System Database Management System Archiving Software Nothing to install on mail server or desktop Journaling configuration on mail server Web based user interface One of the criteria for Defender was to reduce the load on IT, both in terms of the load on the mail server and backup, but also in terms of the time and effort required by your IT staff to support email recovery requests and to manage their various applications. That’s why we created Defender as a network appliance. Defender has every you need for archiving in one device. It combines up to 12TB of disk storage with the required database, network, and user administration capabilities to provide complete archiving functionality. In addition, because all of the indexing and search processing is handled by Defender, there’s nothing that needs to be installed on either the mail server or individual desktops, which greatly simplifies installation and prevents adding additional load to the mail server.

Easy to Manage Emails archived immediately and automatically Secure data storage RAID fault tolerance with hot swap drives Individual email can’t be deleted or changed Built-in media independent backup and roll-off capability Active Directory compatibility User level security to prevent unauthorized mail view Daily status and real-time exception reporting We’ve also worked hard to make Defender easy to manage. For example, all emails that cross the mail server are archived both immediately and automatically. We think storing all of the mail automatically is important for two reasons. First, if all you do is receive 30 emails each day and you respond to 20 of them, you’ll work with over 10,000 emails in a single year. Not only is the chore of going through 10,000 emails to decide which to keep and which to delete an unproductive use of time, it’s also almost impossible to know in advance which emails you’re going to need later on. By automatically storing a copy of all emails, you and your end users can know that whichever emails become important later on will be in the archive. Secondly, automatically storing all emails is important if the archive is ever needed for what we call “database integrity” purposes, like legal discovery, HR issues, or contract disputes. By storing every email, the company can be confident that all of the needed information is in the archive. All of our devices use RAID disk management for fault tolerance. If a drive fails, it can be swapped out, a new drive can be inserted, and the RAID manager will take care of repairing the data on the drives. Defender comes with built in media independent backup capability The way this work is that Defender can create a backup file and store it on any mounted network drive, where it can be backed up to disk or tape using whatever backup software you’re already using. Defender is compatible with Active Directory, so if you’re using Microsoft Exchange and you do want to give your end users access to their individual archives, Defender will harvest the user names and passwords from Active Directory. Because of the sensitive nature of emails, Defender comes with multiple levels of security to prevent unauthorized mail view. And Defender provides automatic status reports that let the administrator know that archiving is working successfully and how many mails are archived each day. Defender will also send out real-time exception reports if something goes wrong, like a disk failure, for example.

Easy to Use Web based interface Simple to use Easy to learn Launch from Outlook or web Browser Fast search capability Indexed searches on standard email fields (to, from, subject, date, etc.) Indexed full-text search on email and attachment text Wildcard search Multiple retrieve options View mail directly in Defender Open and save attachments directly from Defender One click restore to send email to inbox or export files Once the mail is stored in the archive, it’s only of use to your organization if its easy to get to. Defender comes with a simple web-based interface that provides a variety of options for searching, viewing, and retrieving email. I’ll show you how this works when I go over and log in to Defender.

Additional Features Import MS Exchange, PST, and mbox files Export capability Supports multiple mail servers and multiple domains Data Compression Single Instance Storage No per-seat license requirement And finally, here’s a quick look at some additional features on Defender. Defender supports the import of past mails from Exchange, desktop PST files, or mbox files. Defender can also export data to Outlook mailboxes or in a text based file that can be read by any standard text editor like Microsoft WORD. Defender has the capability of supporting input from multiple mail servers as well as from multiple domains. All data that arrives on Defender is compressed for efficient disk utilization, and Defender does Single Instance Storage for all internal mail, which means that if one user in your company sends a mail and attachments to 50 people in your company, Defender will store that mail and the attachments only once. And finally, in keeping with our goal to keep things simple, Defender is priced and licensed by the amount of daily mail volume and the total storage required rather than requiring individual seat licenses that have to be purchased and managed.

Come See Us Free whitepapers FRCP Email Archiving ROI Why Archive? Case Studies See how our customers use ArcMail Free 30 Day Try & Buy Try a Defender for 30 days Sign up for a Try & Buy at the show and save 10% when you purchase by Nov 30th Prices start at $2,999 for 250GB Only $34,999 for 12TB Once the mail is stored in the archive, it’s only of use to your organization if its easy to get to. Defender comes with a simple web-based interface that provides a variety of options for searching, viewing, and retrieving email. I’ll show you how this works when I go over and log in to Defender.

Complete Archiving and Email Management Solution in one Network Appliance