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

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

3. Email Is Mission Critical and Growing
has become the primary medium for how we communicate. The consequence is that has become a de facto record repository.
CIO Magazine, Jan 2005
General Ledger
ERP
Supply Chain Mgmt.
CRM / E-commerce
Messaging …
75% Of A Typical Company’s Intellectual Property Is Stored In
De Facto Storage
79% Of Companies Accept As Written Confirmation Of Transactions
Business Records
75% Of Fortune 500 Litigation Involves Discovery Of Communication
Smoking Gun

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

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

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

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
North America laws have changed around e-discovery. Calls for clear retention process; preservation; and native formats.

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?
Document retention policies usually rely on compliance by individual employees rather than systematic means of retaining records across the enterprise
Significant costs associated with traditional review of e-documents
Law firms outsource data management because of complexity of searching data gathered from multiple sources
Formatting and consolidation of data in order to create searchable data base is costly
Creates additional layer of complexity, cost and delay in responding to discovery requests
“The storage folks found an additional 1,600 backup tapes in a closet.”

9. How Enterprise Vault Works

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

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

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

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

14. Store: Seamless Outlook User Experience
Seamless Outlook Experience
Store: Seamless Outlook User 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
One of the primary goals for the EV development team is making the end-user experience as transparent as possible. We will illustrate the fact that Outlook is the software used to view messages from both Exchange and the Enterprise Vault. In many cases, the same mailbox folder may have a combination of such messages. The important point here is that the end user does not need to install or learn a new software application in order to view the archived data. When we archive, we physically move data to more appropriate “back end” storage, but we do not move the data on the “front end” interface for end users, which in this case is Microsoft Outlook.

15. Flexible Email Capture
Real-time capture
Journal Archiving
Typically for key custodians or regulated employees
Scheduled capture
Mailbox Archiving
Typically all users
Provides storage savings
Archive Store
Tape ingestion
Historical Vault
Typically for legacy data on backup tapes
Ingestion into the vault includes new and historical data. The main point is to get the data into the vault so it is searchable.
PC ingestion
PST Migration
Typically for on PCs
Locate, migrate and disable

16. NTFS, NetApp, EMC, IBM, Storage TEK, …
Storage Savings
Exchange
Servers
One copy of same 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”)
Vault Server
Storage
NTFS, NetApp, EMC, IBM, Storage TEK, …

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

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

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

20. Reducing Collection and Review
Billions
Millions
Hundreds of Thousands
Thousands EV
Capture
Retain
Categorize
Manage IT
Chart shows the entire electronic discovery reference model
We help collection, initial search and review
Solve collection issues by archiving to EV in a central repository
Use DA to seach, apply legal hold and export which cuts cost around
De-duplication
Culling
Indexing / search
Filtering
Password cracking 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. Discovery Accelerator: Litigation Response
Search
, files, attachments, IM, …
From, to, subject, message, attachment, …
De-duplicate redundant items
Manage
Define and divide up cases (by role)
Mark (e.g., privileged, non-responsive)
Apply holds for pending / open litigation
Most companies have to search multiple locations to determine whether responsive documents exist (servers, home directories, individual hard drives, lap tops, back up tapes, PDAs, instant messaging, floppy disks, etc.) and then the have the overhead of de –duplicating the data.
Discovery Accelerator extends the basic search functionality of EV to help lower the cost of data collection and facilitate the search and recovery process
Allows for configurable enforcement of items during a litigation hold
Allows for flexible export capabilities to simplify production
Produce
Export to PST, MSG, HTML, CD ROM
Bates numbering and de-duplication
Fully audited

22. Discovery Accelerator: Roles-Based Administration
Click the Roles link on the far right column.
Here is an example list of roles that you might find in a legal department. Each customer can define their own role names and permissions, to fit their company structure and workflow method. Not every company will have Associates, Coding, Paralegals, etc. that get involved with Discovery Accelerator. Again, these are just examples of a large internal legal department who involves many people in the process.

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
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
Preview results
Stop searches

24. Discovery Accelerator: Intuitive Review and Marking
From the home page, click the little icon on the far left side of the screen, next to Acme Corp vs. Yourcorp. This takes you to the review screen for that case.
Here you can see a list view (with preview pane) of the messages assigned to you. Since there could be several reviewers working in parallel, the list of messages here in one person’s queue might be a far smaller number compared to the overall total number of messages found in the search results for the case. Note the buttons for the possible “Marks” below the message – Unreviewed, Pending, Responsive, etc. It’s even possible to control which marking buttons a particular user can choose from – for example someone that isn’t an attorney might not be able to mark a message as “Client Attorney Privilege”.

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. 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)
Gartner
3rd Time in a row as only leader
Forrester

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?