1. Enterprise Vault Archiving Discussion
Carlo Babini
Itway S.p.A.

2. Agenda What Problems We Solve 1 How Enterprise Vault Works 2
Additional Considerations 3

3. What Problems We Solve

4. Challenge #1: Scaling Is A Dilemma
Challenge: Users Get A Lot Of !
Don’t Implement Quotas
Mailboxes Get Bigger and Bigger
Storage Costs Grow
Exchange Performance Suffers
Backup/Restore Windows Grow
Missed SLAs or Costly Snapshots
Implement Quotas
Users Hit Their Quotas
Users /Admins 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 or loss, and Quota Issues
Presentation Identifier Goes Here 4 4

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
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. How Enterprise Vault Works

8. How Do I Store This Information?
Old data cheaper disk
Eliminate duplicate copies
Reduce backup time/cost
Centrally capture all data
No change for end-users
IM Server
Microsoft Office
Exchange Server
Archive
File Servers

9. Store: 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
PC ingestion
NSF Migration
Typically for on PCs
Locate, migrate and disable

10. Store: Flexible Email Policies
Typically
By age
Additional options
Items > size
Min. archiving age
Delete original
Shortcut contents
By folder

11. Store: Storage Savings
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”)
Exchange
Servers
Vault Server
Storage
NTFS, NetApp, EMC, IBM, Storage TEK, …

12. Store: Seamless Notes 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 Exchange Web Access
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.

13. Store: Secondary Migration
Primary File Server
(Windows, NetApp,
EMC, etc)
Enterprise Vault
Veritas NetBackup
Primary Storage
Disk Archive
Tape Library

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

15. Manage: Roles-based Administration
Archiving has quickly moved beyond an Exchange administrator’s pilot project for reducing Exchange storage to an integral part of an information lifecycle strategy for many companies. This often requires many different types of users to manage parts of the archive. Because is a mission critical application, archiving should be treated equally mission critical. To do this it is critical the archive administrator has access to real time performance metrics, reports and analytics to ensure the application and the archive are running as expected. Enterprise Vault 7.0 introduces new features to make the management of the archive simple while maintaing the power and flexibility our customers demand.
Secure access
Distributed management
Common infrastructure

16. Manage: Granular Provisioning
Archiving has quickly moved beyond an Exchange administrator’s pilot project for reducing Exchange storage to an integral part of an information lifecycle strategy for many companies. This often requires many different types of users to manage parts of the archive. Because is a mission critical application, archiving should be treated equally mission critical. To do this it is critical the archive administrator has access to real time performance metrics, reports and analytics to ensure the application and the archive are running as expected. Enterprise Vault 7.0 introduces new features to make the management of the archive simple while maintaing the power and flexibility our customers demand.

17. Manage: Adv. Reporting/Monitoring
Archiving has quickly moved beyond an Exchange administrator’s pilot project for reducing Exchange storage to an integral part of an information lifecycle strategy for many companies. This often requires many different types of users to manage parts of the archive. Because is a mission critical application, archiving should be treated equally mission critical. To do this it is critical the archive administrator has access to real time performance metrics, reports and analytics to ensure the application and the archive are running as expected. Enterprise Vault 7.0 introduces new features to make the management of the archive simple while maintaing the power and flexibility our customers demand.

18. Additional Considerations

19. A Proven Long Term Partner
Open: Built For Long Term Flexibility
Manageable: Low TCO for administration
Intelligent: Content-aware information management
Talk to customer wins here to augment why these are successes:
Archive only what you need:
Archiving doesn’t stop at
Queensland Rail – SAP archiving with Gamma Software
Archives are mission Critical:
Market Proven Commitment!

20. 1. Built For Long Term Flexibility
Store
Manage
Discover
API’s
Exchange
Archive Store
PSTs, PFs
End-User Search
Domino, SMTP
Compliance Accelerator
SharePoint
Open Sources
Sources
APIs
Partners
Open Management
Migration/classification
APIs
Partners
Open Retrieval
Search/export
APIs
Partners
File Shares
Discovery Accelerator IM
Databases
Analytics / Disc.
SAP
Bloomberg
ECM / RM
PKI-encrypted
Classification
RMS-encrypted

21. 2. Low TCO for Administration
Scripts
Separate consoles
Command line reports/logs
Manual/proprietary High Avail.
Manual index/storage mgmt.
PST/NSF = heavy user intervention
IT supports discovery
US-centric
Granular admin. console
Central, roles-based console
Web reporting/monitoring
Industry-standard HA
Auto. index/storage mgmt.
PST/NSF = user-invisible
Self-service discovery
Global
Simple delivery of archiving services
Associate archiving requirements with corporate policy
Ensure every user gets the what they require
Providing variances for the "exception" user
Distribute management across functional teams
Isolate administrative features and functionality
Don’t want every admin. to have same level of access
Out of the box roles (E.g., Messaging Administrator, File Server Administrator, Power Administrator)
Visibility to archiving health, performance, status
Monitor archiving infrastructure (Server status, task status server health)
Ensure availability of archiving infrastructure
Deliver high SLA for archiving, discovery and supervision

22. 3. Content Aware Information Management
Game Changers
Single Instance Storage
Compression
Storage Cost $avings
Intelligent Filtering
Intelligent
Retention
Archive Capabilities

23. Market Proven Commitment: Third-Party
Proven recognition in the market
Forrester
4th Year In A Row

24. Enterprise Vault File System Archiving

25. EV Automatically Moves Files From Active Server to Archive
File Server (NTFS, NTAP or EMC)
Transfer
Archive
Data Store
Links
Search
Analyze
Retrieve
Disclose
Single Instance
Compress
Secure
Index
Retain & Expire
Version
Audit

26. Store: Customers Save Money Through Compression and Single Instancing
File Servers
Compression of all files
Multiple file servers => same Vault Server
Find duplicates (MD5)
Store duplicates once
With EMC Centera, single instance across files & attachments
Vault Server
Storage
NTFS, NetApp, EMC, IBM, Storage TEK, …

27. The End User Experience is Seamless
Note that an Enterprise Vault File Placeholder Service (agent) is required on each archived file server to create shortcuts as shown above. All windows-integrated solutions that take advantage of RSS use an agent like this (such as DiskXtender, DLM, and others).

28. Store: Intelligent Archiving for Files
File Blocking
Create policies to prevent unwanted files
Notification of policy violation
Ensures compliance w/ corporate policies
Keeps questionable or unwanted files off storage resources X

29. Manage: Administrator Control of When and What is Archived
Policies
Grouping of rules
Per volume or folder
Based upon metadata
Size, age, name, …
Actions
Allow deletion
Archive
Do not archive
Delete (e.g., MP3)
Retention (e.g., 7 years)
When archive from FSA have 2 different policies
Volume – look at volume with PowerPoint files not accessed in years
Folder Policy – that takes preceidence over the Volume Policy
- Can take the sequence and add together to see overall policy
Generic Volume Policy as an Access Date, not accessed 1 year
Create, Modify and Access – can specify which attribute. Can get the Folder Policy to ignore.
The Volume Policy could be 1 or all 3
Normal Ex.
A lot of people for exchange will do 3 – 6 months archived policy
Over 80% of data is older than 90 days, but accessed 5% of the time
Explicit permissions – Can create policy with specific Extensions, File Properties.
2 Concepts with Policies
1. Volume or Folder level Policy
File specific attributes of Policy – Details of policy
We create generic policies – details are file specifc attrib. – i.e File Extensions, R/O
In other area of admin console – will apply policy to the folder.
There are 2 types of Placeholders
Delete the placeholder and archive item
Delete the placeholder and item not archived
Explicit permissions – certain people have. For ex. Modified security of a particular file. If volume policy comes along, do archive it or leave it.
On top of Volume Policy – create Folder policy and ignore the Volume policy
Have a different rule. Want to archive same files, but when modified 3 months ago.

30. Manage: Extensive Reporting
File Level Reports and ROI
Provides active and archived data
Visibility into efficiency
Embedded recommendations for File Lifecycle Management policies
Reports provided:
File Groups Summary
Drive Usage
Unused Files
Storage Summary
Archive Point Summary
Duplicate Files Summary

31. Discover: File Level Retention Policies
Retention Folders
Creates a repeatable method of classifying files
Helps meet corporate retention requirements
Ensure consistent records management policies

32. Discover: Fast, Comprehensive Search For Legal, Audit or Compliance
Web-based search
End-user restore
EV Search and Archive Explorer
Discovery Accelerator option

33. Carlo Babini Itway S.p.A. carlo.babini@itwayvad.com
Thank You!
Carlo Babini
Itway S.p.A.