Symantec Clearwell and Enterprise Vault EOOC Eating Our Own Cooking Initiative in ediscovery Enables Symantec to Save US$13 Million over Seven Years

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1 BUSINESS IMPACT STUDY Symantec Clearwell and Enterprise Vault EOOC Eating Our Own Cooking Initiative in ediscovery Enables Symantec to Save US$13 Million over Seven Years

2 Executive Summary For years, Symantec Corporation has eaten its own cooking using its own solutions to reduce costs and to support its messaging infrastructure. These solutions span the continuum from security to information management. Because of data explosion, it has become increasingly important for companies to archive and utilize ediscovery tools to intelligently manage information. archiving with Enterprise Vault for its Microsoft Exchange-based platform saved Symantec more than US$7.9 million between 2006 and More recently, an international law firm acting on behalf of Symantec used the Clearwell ediscovery Platform appliance from Symantec to vastly reduce the number of electronic documents that attorneys needed to review for a tight deadline set by an arbitration panel. The firm succeeded in meeting the deadline while saving Symantec US$463,200 in attorney time for document review. Assuming 10 major case decisions annually, cost savings for 2012 are estimated to be around US$4,632,000. Over seven years, eating its own cooking has saved Symantec more than US$13 million. Table 1 ORGANIZATION PROFILE Website: symantec.com Industry: Technology Headquarters: Mountain View, California Employees: 18,500 Business Impact Area How It Was Done Total Realized and Projected Business Value (All figures in USD) archiving savings Enterprise Vault eliminates mailbox quota limit issues and the hours of labor required for resolution and recovery from PST files. $72,636 in related to IT help desk mailbox support labor ediscovery labor savings Total savings over seven years Enterprise Vault archives older and removes them from the primary Exchange database, allowing for consolidation of Exchange-based server infrastructure. Enterprise Vault deduplicates and compresses the messages it archives, reclaiming storage space. It also allows Symantec to use more cost-effective disk for the archive, and simplifies ediscovery by eliminating duplicate copies. Enterprise Vault allowed Symantec to use less server hardware and less power-hungry, lower-tier storage, reducing power costs. The consolidation and clustering of Symantec s Microsoft Exchange-based servers resulted in higher availability, reclaiming labor productivity. An international law firm acting on behalf of Symantec used the Clearwell ediscovery Platform to identify relevant information and narrow down the number of documents that needed to be reviewed from 676,987 to 98,000. Symantec has multiple major cases in the pipeline at any given time with a similar volume of documents to review. Assume 10 major case decisions each year, for which Clearwell will be used going forward to streamline ediscovery. $2,663,366 in Microsoft Exchange Server cost and labor savings $1,799,680 in storage cost avoidance $89,998 in energy cost avoidance $3,282,672 in labor productivity savings $463,200 in in 2011 $4,632,000 in in 2012 $13,003,552 2

3 A lawyer s worst nightmare You have 676,987 electronic documents to review more documents than the population of Boston. Some likely contain critical evidence on which your case depends. Most are conversations about topics irrelevant to your case. The arbitration panel has given you 10 days to produce the crucial data that only a few of these documents contain. With a document haystack that big and a time window that small, attorneys need all the help they can get finding the needle. As a Fortune 500 company, it s imperative that we deploy technology solutions to accelerate ediscovery times and reduce costs. Scott Minden, Senior Director, Legal, Symantec Corporation An international law firm faced this exact situation in 2011 when representing Symantec on a case. Out of that universe of more than half a million documents, the firm knew that the case was likely to hinge on only 25 or 30 of those documents. The firm needed to find those relevant documents quickly to avoid review costs spiraling out of control. According to a 2012 study by RAND Corp., document review costs now represent 73 percent of total ediscovery expenditures, followed by processing costs (19 percent) and collection costs (8 percent). 1 Document review is the most time-consuming and expensive part of the ediscovery process, and attorney time is expensive. Therefore, it s absolutely critical from a cost perspective to narrow down the data set so attorneys are looking at only the potentially relevant documents, instead of spending time sifting through irrelevant documents. SOLUTIONS AT A GLANCE Key Challenges Archive to reduce CAPEX and OPEX Accelerate and streamline the legal document review process Make the most effective use of attorneys time Symantec Solutions Clearwell ediscovery Platform from Symantec Symantec Enterprise Vault with Microsoft Exchange Mailbox Archiving Microsoft Exchange Journaling Saving US$463,200 in ediscovery costs Symantec suggested that the firm use the Clearwell ediscovery Platform, now a Symantec product, to winnow down the number of documents that attorneys needed to review. Positioned as a Leader the highest rating in the Gartner 2012 Magic Quadrant for E-Discovery Software, Clearwell streamlines the ediscovery process, reducing costs associated with identification, legal hold, and collections all the way through analysis, review, and production with a single application. Using Clearwell, the firm immediately trimmed the number of potentially relevant documents down from 676,987 to 193,597, according to an associate who worked on the case. When the legal team noticed that the name of the facility involved in the case was getting a lot of false hits, they removed that name from the keyword search, which brought the document volume down to 131,311. The team then removed all potentially privileged documents for example, documents with an attorney name or legal domain bringing the total number down to 114,562. Technology Environment Server platform: Dell PowerEdge and HP ProLiant servers running Windows Server 2008 Applications: Microsoft Exchange Server 2007 Storage platforms: Hitachi (primary), NetApp FAS (archive) The firm had used ediscovery tools before, but Clearwell allowed it to go further. It utilized Clearwell filters to isolate clearly irrelevant domain names, such as major news, sports, and consumer sites, to remove those documents. The Discussion tab in Clearwell allowed the firm to identify and remove discussions about irrelevant topics everything from facilities discussions to conversations about fantasy football bringing the final numbers down by an additional 14 percent to approximately 98,000 documents. The search for what is defensible is one of the most fundamental risk management tasks for legal practitioners. Those that are not able to defend their ediscovery processes face the threat of sanctions, the loss of attorney client privilege, and/or the loss of work product protection. Using legally defensible, intelligent culling strategies enabled by Clearwell, the firm met the deadline and saved Symantec US$463,200 in attorney time for document review (see table 2, category 2). The firm ended up utilizing attorneys working as contractors, who charge a much lower rate than attorneys who are employed full-time at a law firm, helping to reduce costs further. Without Clearwell, reviewing 676,000 3

4 documents in the tight time frame would have required hundreds of attorneys reviewing full-time in order to meet the deadline. Enterprises and law firms alike can use Enterprise Vault and Clearwell to streamline the data collection process. These tools can yield millions of dollars in cost avoidance in a single year. Matthew Gainer, Product Legal, Symantec Corporation Says Matthew Gainer, senior paralegal, product legal, Symantec: Enterprises and law firms alike can use the combination of Enterprise Vault and Clearwell to streamline the data collection process and reduce the volume of documents that must be reviewed. Large companies such as Symantec typically have as many as 10 major cases in the pipeline at any given time. Having access to these tools can yield millions of dollars in cost avoidance in a single year. That means Symantec will avoid a projected US$4,632,000 in ediscovery costs for 2012, since Clearwell will be used to streamline ediscovery for all future cases with a large volume of documents requiring review (see table 2, category 2). Driving US$7.9 million in savings with archiving Since 2006, Symantec has eaten its own cooking and archived with Symantec Enterprise Vault Microsoft Exchange Archiving and Journaling, saving more than US$7.9 million between 2006 and The multi-phase initiative transformed Symantec s management practices and systems, resulting in cost avoidance on labor and equipment in a number of areas. Journaling ensures that every message sent or received is retained, contributing to the legal defensibility of subsequent ediscovery searches. Prior to deploying Symantec Enterprise Vault, IT helpdesk support for mailboxes was a time-consuming and costly process. IT helpdesk personnel were responsible for resolving issues with quota limits and rebuilding corrupted PST files. data corruption would occur regularly due to the large size of PST files, and full recovery from data corruption was rare. The following actions were required of the IT helpdesk: Resolution of 24 mailbox quota limit issues per month, with each issue requiring one hour on average to resolve Twenty rebuilds of corrupted PST files per month, with each incident averaging two hours to resolve With the deployment of Symantec Enterprise Vault, mailbox quota limit issues were eliminated and rebuilds of corrupted PST files were reduced to six per month with an average resolution time of one hour, resulting in IT labor savings of more than US$72,000 from August 2007 through December 2009 by eliminating -related IT help desk tasks (see table 2, category 1). Symantec s infrastructure consolidation project enabled a 54 percent reduction in Microsoft Exchange-based servers, from 100 to 46 from May 2006 to November The one-time server reduction equated to more than US$1.6 million saved from May 2006 through November In addition to the avoided acquisition costs, Symantec IT was able to reallocate three FTEs to other IT initiatives, achieving more than US$1 million in labor productivity improvements from May 2006 through December The consolidation initiative saved Symantec more than US$2.6 million in hardware acquisition costs and labor productivity through 2009 (see table 2, category 1). Symantec estimates that by mid-2012, it had 400 terabytes of archived companywide in Enterprise Vault. When data gets archived, Enterprise Vault compresses and deduplicates it, reducing volume by 40 percent, the IT team reports. The data is also migrated from tier-one Hitachi USP100 drives to less expensive archival storage, freeing tier-one drives for more valuable tasks with more frequently used data. The overall savings from August 2007 through December 2009 was nearly US$1.8 million. (see table 2, category 1). The server reduction contributed to the broader corporate Green IT initiative at Symantec by reducing hardware energy consumption and related utility costs. Additional energy savings were achieved by archiving s on less power-hungry lowertier storage. By removing a large number of servers, using more energy-efficient storage units, and deduplicating and compressing data prior to archiving, Symantec saved almost US$90,000 in utility costs between May 2006 and December (see table 2, category 1). The consolidation and clustering of Symantec s Microsoft Exchange servers also resulted in higher availability for , saving Symantec nearly US$3.3 million in additional labor productivity from May 2006 through December (see table 2, category 1). ediscovery is discovery going forward, and tools such as Enterprise Vault and Clearwell are as necessary in today s business climate as itself. Allison Walton, ediscovery Counsel, Symantec Corporation Making ediscovery a manageable process With electronic documents now the norm, enterprises can no longer afford to take an ad hoc approach to ediscovery. Symantec has taken a leadership stance and proven its confidence in its own solutions to streamline and enhance the data collection and review process while keeping costs under control. As a Fortune 500 company, it s imperative that we deploy technology solutions to accelerate ediscovery times and reduce costs, says Scott Minden, senior director, legal, Symantec Corporation. A company of 4

5 our size typically has many cases going on at once, and tools such as Clearwell and Enterprise Vault help us reduce both risk and costs. Without them, we d have an unmanageable ediscovery process. We are seeing our customers, either through outside law firms or by bringing tools directly in-house, begin to effectively manage the information explosion with Symantec solutions, adds Allison Walton, ediscovery counsel, Symantec Corp. ediscovery is discovery going forward, and tools such as Enterprise Vault and Clearwell are as necessary in today s business climate as itself. 1. Nicholas M. Pace, Laura Zakaras. Where the Money Goes: Understanding Litigant Expenditures for Producing Electronic Discovery, RAND Corp., 2012 Table 3: Detailed Business Impact Calculations Business Value Category Data Assumptions Calculations 1 st Year Results Total Realized and Projected Results Category 1: archiving Symantec Enterprise Vault Microsoft Exchange Archiving and Journaling reduces related IT help desk tasks. A full-time equivalent IT salary of $83,270, a 3.1 percent year-to-year salary adjustment, and an average employee salary of $57,540 for laborrelated calculations. $12,055 in $72,636 USD in related to IT help desk mailbox support labor Prior to August 2007, the IT helpdesk assisted end users with mailbox quota limit issues 24 times per month, with each issue taking one hour on average to resolve. The IT help desk also assisted end users with rebuilding corrupted PST files 20 times per month, at two hours per incident. The deployment of Enterprise Vault eliminated those quota issues and the hours of labor required for resolution. The number of PST corruption incidents was reduced to six per month requiring just one hour of FTE time to resolve. 5

6 Enterprise Vault enabled a 54% reduction in Microsoft Exchangebased servers, from 100 to 46 from May 2006 to November The one-time server reduction equated to more than $1.6 million saved from May 2006 through November The estimated total cost for each fully loaded server is approximately $30,000, which includes associated maintenance costs. A full-time equivalent IT salary of $83,270 $872,000 in $2,663,366 in Microsoft Exchange Server cost and labor savings In addition to the avoided acquisition costs, Symantec IT was able to reallocate three FTEs to other IT initiatives. Symantec will achieve more than $1 million in labor productivity improvements from May 2006 through December Compressing and deduplicating the archive with Enterprise Vault saved Symantec nearly $800,000 from August 2007 through December Based on an average fully burdened cost per GB of storage. Hitachi USP100 storage cost $70 per GB on average in 2007 and 2008 and $40 per GB in $406,560 in $1,799,680 USD in storage space cost avoidance Further, as a result of routinely archiving with Enterprise Vault to less expensive disk space using a tiered-storage approach, Symantec reduced its storage costs by just over $1 million from August 2007 through December Tier-two NetApp FAS3070 storage averaged $14 per GB in 2007 and 2008 and $5 per GB in 2009 By removing 54 servers, using more energyefficient storage units, and compressing data prior to archiving, Symantec saved $89,998 in utility costs between May 2006 and December Lower-tier storage consumes electricity at an average cost per watt of $75 per TB versus $180 per TB for top-tier storage Energy savings resulting from decommissioned server hardware is calculated by multiplying the number of retired units by a Power Use Efficiency (PUE) factor of 2.5, a server uptime of 99%, and the actual cost in cents per kilowatt hour (kwh) for electricity in Arizona (the location of Symantec s primary data center) $3,600,000,000 USD annual revenue for 2010 / 8760 hours per year = $411,000 USD per hour of potential loss exposure 7.3 days days = 5.47 days of uptime saved 5.47 days 24 hours/day = hours in downtime avoided hours $411,000 USD/hour= $54,000,000 USD in downtime avoided per year. $54 million USD per year 10 years ( ) = $540 million USD $3,504 in $89,998 USD in energy cost avoidance in

7 Prior to 2006, Symantec experienced approximately four Microsoft Exchange server crashes per year due to larger than normal mailboxes. Without built-in redundancy, each occurrence affected approximately 1,000 employees and lasted 12 hours. Now, a server crash affects 3,000 employees, but lasts only 1.5 hours. $3,269,716 general employee labor productivity gains + $12,956 IT labor productivity gains $624,894 in $3,282,672 USD in labor productivity savings in Two IT FTEs previously spent 12 hours per occurrence resolving server crashes. Now, one IT FTE can recover the server in 1.5 hours. A full-time equivalent IT salary of $83,270 Category 2: ediscovery An international law firm acting on behalf of Symantec used the Clearwell ediscovery Platform to identify relevant information and narrow down the number of documents that needed to be reviewed from 676,987 to 98,000. A typical attorney can review about 500 documents per 8-hour day. The firm used contract attorneys to review the documents, which is cheaper than staff attorney time. Assume a $50/hr rate for contract attorneys. 676,987 documents / 500 = 1,354 8 = 10,832 hours 98,000 documents / 500 = = 1,568 hours 10,832 1,568 = 9,264 hours saved 9,264 hours $50 = $463,200 $463,200 in $463,200 USD in attorney time for document review 2011 Symantec has multiple major cases in the pipeline at any given time with a similar volume of documents to review. Assume 10 major case decisions each year, for which Clearwell will be used going forward to streamline ediscovery. $463, = $4,632,000 $4,632,000 USD cost avoidance for 2012 Total savings over seven years $13,003,552 USD Copyright 2012 Symantec Corporation. All rights reserved. Symantec, the Symantec logo, Clearwell, and Enterprise Vault are trademarks or registered trademarks of Symantec Corporation or its affiliates in the United States and other countries. Other names may be trademarks of their respective owners. 7