Best Practices Series: Cure Your Management Headaches in IBM Lotus Notes/Domino Environments

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1 1 Best Practices Series: Cure Your Management Headaches in IBM Lotus Notes/Domino Environments Part 2: Managing Compliance and Discovery Challenges Kelly Ferguson Michael Brown

2 2 Agenda Compliance Challenges Factors for Domino Administrators to Consider Proactive Management Xtender Overview Q&A

3 3 Phased Approach to Management

4 4 Proactive Management Balancing Business Values Desktop user Compliance staff IT administrators Investigators Records manager

5 5 Proactive Readiness, Risk Mitigation Why It Matters. Evolving discovery rules Data protection and privacy regulations Record keeping requirements By 2012, the number of regulations that directly impact IT operations will double. Gartner

6 6 Take a Proactive Approach to Management With an Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives

7 7 Not All Domino Solutions Are Created Equal Factors Domino Administrators should consider. Seamless with the Domino platform With Xtender No change to the standard mail template Messages archived in their native format Transparent to the end user With Xtender Works seamlessly with the native Notes client, Notes Web Access Search plug-in enables user self service Cost effectively store for long term retention With Xtender. Patented single instance storage Patent-pending shortcut process Leverage tiered storage infrastructure

8 How Xtender Captures Messages Message Capture Option 1: Real-time as messages are sent and received Option 2: Scheduled Archive task Option 3: Users archive in pre-defined Xtender folders Messages are de-duplicated while on message server Domino servers Message 1 Jan. 1, 2007 To: Rick Subject: Question Attached: Message 2 Jan. 1, 2007 To: Ron Subject: Update Attached: Xtender Archives: Messages in native format Attachments Calendars Relevant metadata Groups Xtender server Message 1 Jan. 1, 2007 To: Rick Subject: Question Attached: Message 2 Jan. 1, 2007 To: Ron Subject: Update Attached: Message 3 Feb. 1, 2007 To: Bill Subject: Training Message 3 Feb. 1, 2007 To: Bill Subject: Training User s Inbox Copyright 2007 EMC Corporation. All rights reserved. Archive 8

9 9 EMC Archive Message Flow with Xtender, DiskXtender and Centera Capture De-duplication (Hash ID) Organize and Classify Exclusion, collection rules Retention policies Xtender server with DiskXtender installed EMC Xtender Full Text Index Messages and attachments Embedded and Zip messages DiskXtender moves container files to Centera over IP network Centera Active Archive Enforces retention and disposition policies Ensures authenticity and chain of custody Automated management and remote protection Domino servers DiskXtender stores Content Address for future reference Store Archive Files Copy to Xtender server storage Content Addressing LAN Archive Messages 2:1 compression Secure with encryption Content Address algorithm EMC Centera Centera performs Content Address calculation and sends address back to application Digital fingerprint Globally unique Location-independent

10 10 EMC Centera: Simple, Affordable, Secure Archive Platform Cost Effective Long Term Data Retention Content Addressing Benefits Simple, flexible, scaleable Improved storage efficiency Guaranteed integrity Enforce application policies intrinsic to storage Key Centera Features Automatically enforces Xtender retention policies Preserves authenticity Provides online access to Xtender archive Offers low management overhead

11 11 Take a Proactive Approach to Management With an Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives

12 12 Automate Retention and Disposal Policies Consistently Enforce Policies with Xtender Key Xtender features Flexible message capture Adaptable rules Measure archive processing Tangible customer benefits Structure archive according to individual business needs Cost effectively store messages for long-term retention Insight into effectiveness of archive processing We re able to set polices that automatically move s to Centera. This saves us time because the processing is automated. It also means our older s don t sit on our production storage creating more room for current s.

13 13 Configuring Retention Policies

14 14 Configuring Collection Rules

15 15 Measuring Archive Operations Track message from mail router through all processing until Xtender archives or excludes it Xtender features: Archive Verification Utility Archive Process Tracking Benefits: Provide insight to refine collection and exclusion rules Reduce time and cost to show proof of archive in audit situations Enable trend analysis of archive process

16 16 Archive Process Tracking Patent-Pending Technology Measures effectiveness of archive operations

17 17 Archive Verification Utility Patent-Pending Technology Verifies messages in archive from: Notes Log User mail file (.NSF) Validation data TrackingID (UNID) EX MsgID

18 18 Take a Proactive Approach to Management With an Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives

19 19 Accelerate Message Retrieval Reduce Time, Cost, Risk of Legal Discovery Key Xtender Features De-duplicated, full text indexed archive Flexible search interfaces for users, Supervisors, and Administrators Flag encrypted messages, password protected attachments User Identity Mapping Delegate search Save and reuse search queries In the past it could have taken up to 40 to 50 hours to go through the tapes and search for large chunks of for our legal counsel Now that we have online access to these records, we can often pull up everything they need within 2 to 3 hours. Tangible customer benefits Find messages quickly Increase accuracy of searches

20 20 Native Search Plug-In

21 21 Detecting Encrypted Messages

22 22 User Identity Mapping Enables custom identifier field to be associated with user Faster, more accurate searches Eliminate searching by user aliases Employee Name Address Employee ID Alana E Gaymon FED_00001 Alana E Gaymon FED_00001 Alejandra E Domino FED_00003 Alejandra E Lipham FED_00004 Allan E Boehme FED_00005 Allan E Cluff FED_00006 Allan E Dimattia FED_00007 Allan E Rehn FED_00008 Allie E Countess FED_00009

23 23 Take a Proactive Approach to Management With an Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives

24 24 Eliminate Notes Local Archives Lift Restrictive Quotas Key Xtender features Proactively manage growth User Directed Archiving Tangible customer benefits Increase user productivity Improve user experience Enable user self-service message retrieval Consistently enforce retention policies To the users, it will still look like all their messages are on their desktops, but most of the message will actually be on EMC Centera which means we can provide our users with virtually unlimited mailboxes.

25 25 User Directed Archiving Enables users to drag & drop messages from their inbox to dedicated Xtender folder Folders have pre-defined retention, pushed out by administrators Supports shared and personal views Customer Benefits: Eliminate non-business s, target business important s Viable replacement for personal archives Support discovery searches, legal holds Balance privacy requirements

26 26 User Directed Archiving Administrative View

27 27 Summary Proactive readiness is key archiving can help proactively manage Xtender provides a consistent means to automate retention policies in a centralized, searchable archive: Enable compliance Reduce discovery time and cost Eliminate Notes local archives EMC offers seamless Domino support and a transparent Notes client experience

28 28 Want to Learn More? Visit March 21 Recording Part 1: Managing Operational Challenges with Archiving Podcast Series with EMC Domino experts: Part 1: EMC Competitive Advantages in IBM Lotus Notes Archiving Part 2: Managing Storage Requirements for IBM Lotus Notes Archiving Part 3: Managing Compliance Requirements for IBM Lotus Notes Archiving Dedicated Xtender product page for Domino environment White papers, customer stories Learn more about User Directed Archiving April 25 with a Webcast featuring industry analyst Dennis Martin

29 May 21-24, 2007 All EMC Software, Platforms, Solutions, and Services 6,000+ Attendees 350+ Sessions 100+ Exhibitors Sunday Concert Hootie & the Blowfish Wednesday - Universal Studios Register Now! Copyright 2007 EMC Corporation. All rights reserved. 29

30 30 Questions To ask a question from the phone, press *1 To type a question via WebEx, click on the Q&A tab Starting tomorrow, by registering for the recording, you can also download a copy of the (pdf) presentation. Look for this event: For further information visit us at:

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