Hosted How to Build in Security, Compliance, and Redundancy

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1 WHITE PAPER: ENTERPRISE VAULT.CLOUD Hosted How to Build in Security, Compliance, and Redundancy Who should read this paper Companies considering moving to a hosted provider but are unsure if all their requirements will be met.

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3 WHITE PAPER: ENTERPRISE VAULT.CLOUD Hosted How to Build in Security, Compliance, and Redundancy Content Introduction Addressing the Needs of the Organization The End User HR/Legal Compliance IT Management Shortcomings of Hosted Enhanced ediscovery Advanced Compliance Increased end user productivity Some Examples of Hosted Outages and Data Loss The Symantec Enterprise Vault.Cloud Solution Conclusion More Information

4 Introduction is a critical component for business today. A recent survey found that in 2011, the average corporate user consumes 10.4 MB of storage per day, tripling the median volume of archiving requirements since Faced with this data explosion, many companies have experienced soaring storage costs and disrupted access to information, leading to increased risks of retention and disclosure violations for , involved in 75% of ediscovery cases 1. Because of the mission critical nature of and electronic documents, the idea of moving core productivity products namely and office tools to the cloud seemed like an unlikely prospect even a few years ago. Now, strong offerings from Google and Microsoft have made the switch a reality for many organizations. However, even with the backing of such large companies, these hosted products are not perfect. Like other hosted products, there are still going to be shortcomings in implementation. Luckily, these shortcomings can be overcome, and a hosted deployment can become just as secure, compliant, and redundant as a traditional, on-premise solution. This paper will discuss the many drivers for organizations looking at moving to the cloud. It will highlight some of the shortcomings and pitfalls of these hosted solutions and provide important considerations for organizations looking to move their infrastructure to a hosted solution. Finally, this paper will look at the Symantec Enterprise Vault.Cloud solution a Software-as-a-Service (SaaS) solution designed to work in conjunction with a variety of hosted solutions, providing improved security, compliance, and redundancy for organizations, ensuring that data and productivity remain safe even in the case of failure of the hosted provider. Addressing the Needs of the Organization Before looking at some of the challenges associated with moving to a hosted provider, it is important to understand some of the motivations that are pushing different departments within an organization to consider the move to a hosted provider like Google Apps, a hosted Exchange provider, or an Office 365 environment. This section will examine four different user types and the primary challenges that are driving them to move to hosted applications. It is important to understand these users and their requirements, because no one solution is going to address all the challenges of the organization. The End User The end user is the ultimate consumer and in many organizations the driver for a move to hosted applications. IDC predicts the mobile workforce population will increase from million in 2008, to 1.19 billion in 2013, accounting for 34.9% of the workforce 2. Given that such a high percentage of workers are expected to be mobile, it should be no surprise that end users want more flexibility as these workers are likely to not just have a laptop, but will be accessing their from smartphones, tablets and other wireless devices. Some of the key frustrations that most users report when working on a desktop or laptop client based are: The inability to restore lost and deleted s Mailbox quota hassles The need to quickly access any sent/received When compared to the reliability, flexibility, and storage space offered by hosted , it is easy to understand why end users might be clamoring for the move. Most end users have personal webmail accounts and as a result are accustomed to virtually unlimited space and access from any device, anywhere. 1- Archiving Market The Radicati Group, IDC Market Analysis Report, Worldwide Mobile Worker Population Forecast 1

5 HR/Legal With employees spending a large portion of their days using - on average, a user spends 134 minutes per day working with , or about 28% of an eight hour day it should be no surprise that HR and legal departments are keeping a close eye on . Organizations that do not have a solid archiving solution in place face the possibility of fines and an expensive recovery process. While these concerns have driven more organizations to archive their , a hosted solution gives HR and legal departments more powerful search and discovery capabilities. The three key factors driving HR and legal departments to look at hosted solutions are: Streamlined ediscovery The ability to easily manage legal holds The need to define and enforce retention policies Even in well managed environments, having mailboxes on end user machines increases the possibility that communications could be lost or missed when fulfilling a subpoena. A hosted solution addresses the centralization challenge that many organizations struggle with in a traditional solution. Compliance Compliance is a major driver for organizations today. Policies around what information can be shared with whom have to be enforced. This is very challenging without a centralized system. Organizations are looking for: One-click review Streamlined supervision End-to-end audit support services In a traditional on-premise model, ensuring that policies are addressed consistently across all machines is very challenging. It is especially difficult to ensure end-to-end auditing is activated as each machine has to be configured separately. A hosted solution makes it easy for administrators to uniformly distribute and audit policies across the entire organization. IT Management While a hosted solution might appear to be competition for an organization s IT department, the truth of the matter is that given the budget constraints placed on many IT organizations, the ability to reduce costs outweighs any perceived loss of power. The following in particular are important considerations for IT departments looking to move to a hosted provider. Reduce server storage, improve performance Eliminate free-range PST/NSFs Reduce backup times Shortcomings of Hosted While hosted provides many benefits to organizations, there are numerous security, compliance and redundancy concerns that are not automatically integrated into a hosted solution. Some hosted solutions may offer additional functionality to some of these challenges, but it is more likely that organizations will have many gaps in their deployment of a hosted solution. Some examples of advanced features are: 2

6 Enhanced ediscovery Higher (more expensive) versions of services like Office 365 Enterprise provide advanced archiving features that consist of a set of legal hold, multi-mailbox search and retention policy features. These features are a start to addressing ediscovery but organizations need to consider whether or not the features provided address its complex ediscovery needs. For example, organizations should be asking if a solution includes: Case Management Structuring matters logically in an intuitive folder structure, allows users to save previous searches and expedites the discovery process with a simple workflow. Instant Search Results Allows users to quickly determine if they are getting the desired results Instant Legal Holds Immediately guarantee that no discoverable content is lost Granular Legal Holds Allows holds to be placed at the Mailbox, organization, and message level Role-Based Access Ensure that users only have access to intended datasets Search Within a Search Drill multiple layers deep when building searches to ensure relevancy Advanced Compliance Compliance affects users in most every industry. Since a large portion of end user correspondence is conducted via , it is critical that compliance be enforceable on a hosted solution. Fines for non-compliance continue to be levied and the amounts keep increasing. Some key compliance features that solutions like Office 365 may not provide are: Supervision It is critical to provide enforceable policies to users that run anytime they click send Integration with Write Once Read Many (WORM) Storage Many high compliance environments, especially in the financial services sector use WORM storage devices Support for SEC/FIRNA Compliance Violation SEC/FIRNA compliance mandates can be very costly to publicly traded organizations Support for Bloomberg/Reuters Platforms Specialty networks such Bloomberg and Reuters provide sensitive data that can lead to heavy fines Increased end user productivity Finally, there are numerous end user productivity features that are not always included by hosted providers. These features allow users to improve their own workflow and allows for increased productivity. Some of these key features are: Search filters - Offer your end users advanced functionality to easily fine-tune their searches based on categorized criteria (e.g. sender, years, user-specified tags, attachment types, etc.) Federated search - Instantly search across both your active and archive mail stores with one simple search Search tags - Provide user-specified categorization of content based on tags Saved search - Rapidly re-run searches you use regularly with saved searches Advanced Search - Allow for search across attachment types, to & from, whether or not the message has attachments, sent date and more 3

7 Some Examples of Hosted Outages and Data Loss Despite claims to the contrary, outages of hosted applications occur. These outages can cause significant damage to an organization that has moved its operations to a hosted provider. Organizations considering a move to the cloud should also consider the possibility of an outage or data loss. Some examples of outages at some of the largest providers are detailed below. BPOS/Office365 Outages Microsoft has seen a number of outages hit its BPOS and Office 365 services since August 2010 and as recently as May Like many other providers, Microsoft guarantees 99.9% uptime for its service 43.2 minutes per month of downtime. In many of these cases, the outage lasted longer than 43 minutes and many users reported access problems after the outage was fixed. Gmail Loses 150k Google has had its own challenges with uptime. In February 2011, over 150,000 users complained that their mailboxes disappeared after a software upgrade. Google was able to eventually restore all the lost mailboxes, but had to go back to tape a manual process that was not complete after a week s time. Amazon Cloud Outage In April 2011, Amazon s cloud offering, EC2, suffered a severe outage illustrating the precarious nature of cloud based services 3. Many companies that relied on that service lost a great deal of money and customer trust. Though clients of the EC2 service can be compensated for the downtime caused by the outage, the loss of customer trust is much harder to recoup. Despite continuing improvements, the potential for outages and loss of data remains. These are a few examples of the chaos caused by failures in the cloud. Lost productivity, lost data, and the intangible loss of business during an outage are all consequences of hosted downtime. But there are cost-effective ways to build in reliability to an organization s hosted deployment of with a simple, incremental price. The Symantec Enterprise Vault.Cloud Solution For organizations whose requirements exceed the functionality provided by a hosted provider, Symantec s Enterprise Vault.Cloud solution can be the answer to fill the gaps. The Symantec Enterprise Vault.Cloud solution enables organizations of all sizes to address the challenges of storage management, legal discovery, continuity and regulatory compliance, with the ease and efficiency of a purely hosted service. The Enterprise Vault.Cloud service provides: A Purely Hosted Solution No required hardware, software, or plug-ins to install and maintain Low upfront investment & total cost of ownership Flat fee per mailbox per month Includes service upgrades 3-4

8 Unlimited Storage & Rapid Search Unlimited storage and retention Rapid search results from scalable grid architecture No mailbox size limits for end users Enterprise-class Infrastructure & Security Redundant, scalable, Tier 4 data centers Data encrypted in transit & at rest 24/7/365 support included in cost of service While many hosted providers offer some of this functionality, the costs are extra. For many of these features, neither Google nor Microsoft offer alternatives. When a hosted provider does fail, user s can utilize Symantec s Enterprise Vault Mailbox Continuity.cloud option to continue working during the outage. When the primary service has been restored, all s sent and received during the outage are automatically synchronized to the primary service so no data or productivity is lost thus building redundancy in to the hosted solution. Conclusion There are many advantages to moving applications to the cloud. storage and management requirements are continuing to increase, more users are starting to work remotely, and IT is being tasked with more responsibilities than ever before. Additionally, IT departments are under significant pressure from upper management to lower costs and improve functionality. Hosted can be a great way to reduce costs, complexity, and enable remote users. While the move to hosted can streamline a variety of functions and free up IT resources, organizations still have to ensure compliance, redundancy, and security requirements are met. Despite the best intentions of providers, some hosted solutions may not provide the depth of features or uptime required by modern organizations. In fact, many organizations have shied away from hosted solutions as a result of these shortcomings, forcing them to stay with a limiting solution. Symantec now has a viable solution to these challenges. By spending an incremental amount per mailbox, organizations can pair Symantec Enterprise Vault.cloud with a hosted provider of choice, gaining both the advantages of hosted and the additional security, compliance and redundancy necessary to address today s strict regulatory and business environments. Organizations can have confidence in this solution, thanks to Symantec s long history and expertise in the security market. At the end of the day, it is possible for an organization to reap the benefits provided by hosted and still maintain the rich features and reliability of an on-premise solution. 5

9 More Information AMERICAS UNITED STATES 512 Seventh Avenue 6th Floor New York, NY USA Toll-free CANADA 170 University Avenue Toronto, ON M5H 3B3 Canada Toll-free : EUROPE HEADQUARTERS 1270 Lansdowne Court Gloucester Business Park Gloucester, GL3 4AB United Kingdom Tel +44 (0) Fax +44 (0) Freephone LONDON 3rd Floor 40 Whitfield Street London, W1T 2RH United Kingdom Tel +44 (0) Fax +44 (0) Support +44 (0) NETHERLANDS WTC Amsterdam Zuidplein 36/H-Tower NL-1077 XV Amsterdam Netherlands Tel +31 (0) Fax +31 (0) BELGIUM/LUXEMBOURG Symantec Belgium Astrid Business Center Is. Meyskensstraat Wemmel, Belgium Tel: Fax: DACH Humboldtstrasse 6 Gewerbegebiet Dornach Aschheim Deutschland Tel +49 (0) Support :+44 (0) NORDICS St. Kongensgade Copenhagen K Danmark Tel Fax Support +44 (0) ASIA PACIFIC HONG KONG Room 3006, Central Plaza 18 Harbour Road Tower II Wanchai Hong Kong Main: Fax: Support: AUSTRALIA Level Kent Street, Sydney NSW 2000 Main: Fax: Support: SINGAPORE 6 Temasek Boulevard #11-01 Suntec Tower 4 Singapore Main: Fax: Support: JAPAN Akasaka Intercity Akasaka Minato-ku, Tokyo Main: Fax: Support:

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11 About Symantec.cloud More than 32,000 organizations ranging from small businesses to the Fortune 500 across 100 countries use Symantec.cloud to administer, monitor, and protect their information resources more effectively. Organizations can choose from 14 preintegrated applications to help secure and manage their business even as new technologies and devices are introduced and traditional boundaries of the workplace disappear. Services are delivered on a highly scalable, reliable and energy-efficient global infrastructure built on fourteen datacenters around the globe. A division within Symantec Corporation, Symantec.cloud offers customers the ability to work more productively in a connected world. For specific country offices and contact numbers, please visit our website. Symantec.cloud North America 512 7th Ave. 6th Floor New York, NY USA 1 (646) (866) Symantec helps organizations secure and manage their information-driven world with managed services, exchange spam filter, managed security services, and antivirus. Copyright 2011 Symantec Corporation. All rights reserved. Symantec and the Symantec Logo are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. 10/2011