Why you need Cryoserver for your Office 365 cloud service

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1 Why you need Cryoserver for your Office 365 cloud service March 2014 FCS (UK) Ltd +44(0) (EMEA) (US Toll Free)

2 Introduction Contents Introduction... 3 Using Cryoserver... 3 Using Office Migration... 4 Why Archive?... 4 Productivity gains: management:... 4 Compliance:... 5 Office365 archiving... 5 PLEASE NOTE:... 6 Legal Hold Exposure with Office365:... 6 Product overview... 7 Office 365 Archiving:... 7 Cryoserver:... 8 Key Feature Comparison... 9 Compliance... 9 Search P a g e

3 Introduction Introduction In this whitepaper we demonstrate why Office 365 needs to be complemented with an archiving solution to ensure that you have access to your in the future. We give you tips and advice on what you need to consider when you move your to the cloud service Office 365, We show how Office 365 and the archiving solution Cryoserver complement each other and why they are a perfect combination Office365 archiving is purely cloud based archiving with limited functionalities in comparison to Cryoserver. Cryoserver is an archive, storing in real time all the in/out and around the organisation in a secure, encrypted and tamper evident way. Cryoserver provides an enriched user interface for end users, perfect for Compliance / HR & Legal. Additionally, Cryoserver can be delivered in multiple ways: Hybrid Approach (part on premise and part cloud) Full Cloud based solution Software solution on premise on hardware or virtual environments Appliance based solution a portfolio of appliances with internal disks for storage. Using Cryoserver Using Cryoserver requires very little training and provides an intuitive interface which any organisation would find easy to use. Cryoserver allows organisations to review any that has been received or sent since it started archiving via various search techniques including: Search for s by sender/receivers/group addresses Selectively search for with or without their attachments Specify words to include or exclude from the search Specify words for searching for an exact match or words that sound similar. You can specify search criteria for one or several words. Cryoserver will rank and documents higher than others, according to their relevance. Using Office365 Office365 users have reported using the ediscovery interfaces in Office365, can be difficult to use, take a fair amount of time to learn and search results can take a while to be returned, and results are not always complete. 3 P a g e

4 Migration Migration If you have your s solely with a single cloud based archiving supplier, it tends to be very difficult and very costly for companies to migrate from these cloud based service providers. i.e we are aware some providers will charge fees per Terabyte PLUS professional services to complete the task. By have an independent archiving vendor to the cloud based supplier, gives organisations the freedom to switch from one cloud based supplier to an alternative provider. Note: When entering into an agreement with a cloud supplier, check the exit clause(s) and the what ifs should the need to migrate away from the supplier arise. Have this put in writing by the service provider and the indicative timescales for completion. With an in-house archiving solution also adopted, organisations can touch their data, and are not locked down by the service provider and have the freedom to migrate when they wish. Why Archive? Productivity gains: According to the July 2012 McKinsey Global Institute report on "the social economy," the average knowledge worker now spends 28% of her work time managing with the average user getting growing from 91 in 2011 to 112 in 2015 (THE RADICATI GROUP, INC. Statistics Report, Carnegie Mellon University found 32% of users file messages into folders as soon they have been read which seems productive, but according to Alex Moore, CEO of Baydin, creating files associated with different projects or people is the least efficient way to find s you might need again in the future. Creating one "archive" and using a search function is the most efficient way of finding any information. Cryoserver improves productivity enabling users to locate any , even the deleted ones in a second or two with an intuitive search interface. management: With the growing volume of and the need for to be available 24 x 7 adds significantly to the costs of storing and managing s. For example according to the Experian Marketing Services 2013 Q3 Benchmark Report volumes have increased by 12.7% in Q versus Q Archiving simplifies management by removing the need for PST files, reduces mail store sizes and hence back-up times and eliminates the need for IT staff to get involved in e-discovery requests and retrieving deleted s for users. Archiving also provides for backup and recovery of mail boxes, eliminating the need to rely on the back-up tapes for restores. 4 P a g e

5 Office365 archiving Compliance: tends to be the primary means of business communication and is under the jurisdiction of the 150+ different regulations and legislations around the world. is being used as evidence in a court of law and its providence needs to be proved, that is, s presented to the regulators or a court must be a true record of the conversations for the period under investigation i.e. the ability to prove the evidential weight, whether the has been tampered with or deleted is becoming an important. Even if you are not obliged to archive for regulatory reasons, then there is always Common Law requirements and organisations are responsible to protect employees and discourage the misuse of . Office365 archiving Microsoft introduced Archiving into Exchange 2010, and the archiving elements further evolved in Exchange 2013 and in Office 365 which launched in February Microsoft s archiving approach is perceived by many as a low cost alternative to a dedicated archiving solution, which is not always the case. The next sections will look at the pros and cons of Office365 archiving compared to Cryoserver. As of 25 th February 2014, Microsoft Office 365 offer 8 business plans with 2 of them having archiving as add-ons. Availability is dependent on the Office 365 package: Pricing per user per month (as of 25 th Feb 2014) Office 365 Small Business In-Place Archiving 3.30 Office 365 Small Business premium In-Place Archiving 8.40 Office 365 Midsize Business In-Place Archiving 9.80 Office 365 Enterprise E1 In-Place Archiving 5.20 Office 365 Enterprise E3 / E4 In-Place e-discovery / Exchange Online Archiving Plan 1 In-Place Archiving 2.60 Exchange Online Archiving Plan 2 In-Place e-discovery 5.20 Online Archiving* In-Place e-discovery 2.00 *Requires and Exchange Enterprise CAL in addition to the Exchange Online account. Commercial Pricing presented in British Pounds Dollar currency conversion is 1.6x i.e. 1 = $US 1.60 The two archiving options are: Microsoft s name for archiving is In-Place archive which is a second mailbox on the Office365 environment. The same with on premise Exchange 2013 archiving o Please note: the limit is the 2 mailboxes have a total limit of 50GB per user for both the mailbox and archive mailbox. o Users can delete AND modify / edit s in the archive / second mailbox In-Place e-discovery and legal hold with unlimited archive storage per user (100GB by default. Here users are not able to delete the . 5 P a g e

6 Office365 archiving PLEASE NOTE: Legal Hold Exposure with Office365: 1. When a mailbox is put on legal hold BUT the user is deleted from Office 365, the legal hold data for this user will be also removed/deleted. 2. If you do not want the from being deleted you will need to either export the data out to PST or continue to pay a license for this mailbox. Reference: 6 P a g e

7 Product overview Product overview Office 365 Archiving: Microsoft introduced the concept or personal archiving in Exchange 2010 as an alternative to archiving to PST files. The term personal archive is used as each user has their own archive which is actually a 2nd Exchange mail box. By default the user has full control over what s go into the archive, although the administrator can create policies to enable auto archiving. The archiving, retention and deletion policy application is not real time, it will process all mailboxes in stages on a Mailbox server within a certain period of time called a work cycle which is 7 days. Office 365 is weak at assisting compliance requirements even when utilising the Office 365 packages that includes the In-Place e-discovery and hold. Only by applying In-Place hold can users be prevented from manually deleting s, s can be deleted or modified any time up to when legal hold is applied. To preserve a mail box after a user has left the organisation requires an In-Place hold placed on it which requires an Exchange Online Plan 2 license for that mail box at least. PLEASE NOTE: In effect, you still need to continue to pay a subscription for this departed user to keep the s available. The archiving is not real time - s can be altered or deleted before they are archived. The personal archive mailboxes are not tamper evident. It is not possible to prove that an has not been tampered with / edited. An organisational search is a multi-mail box search with the results combined in to an e-discovery system mailbox, once satisfied with the search results they can be copied to discovery mail box for viewing by a user with a Discovery Management Role. The results can then be exported to PST file. No additional tools other than those in Outlook are available to filter, tag and comment on the results. There is an option to de-duplicate the results based on the message ID but this is unreliable as the same can appear in multiple mail boxes may have been tampered with and there is no way of know which is the original version. This multi mail box approach to searching is slow and limits the effectiveness for data leakage detection and the inappropriate use of which requires search across the entire archive i.e. all mail boxes. 7 P a g e

8 Product overview Cryoserver: Cryoserver is an organisational archive it stores all s in a single repository. All s are archived, indexed and stored in real time, at the instance it was sent or received, with no opportunity to alter or delete any . In addition the archive is tamper evident, it can be mathematically proved that an has not be changed while in the Cryoserver archive or to insert an at a later date. Cryoserver provides an intuitive interface which enables users to find any in a second or two. Cryoserver also provides an Advanced search, for enriched ediscovery with a fuzzy search engine which is extremely powerful search interface. The Advanced search page is considered by many as very easy to use with the results of a search across the entire archive returned with in a second or two, no matter how many TBs or in the archive or how complex the search. If the archiving requirement is driven by compliance then Cryoserver provides a comprehensive range of tools for audits and compliance officers including tagging and commenting on returned s together with saved and scheduled. For organisations less concerned about meeting regulatory needs then Cryoserver brings benefits to everyone in an organisation from to IT, HR, Finance etc. by making any instantly available at any time. Cryoserver is the leading archiving solution which is mail server independent and is available as software, appliance or as a managed service. Cryoserver does not require external licences such as Microsoft SQL server and CAL licenses. 8 P a g e

9 Key Feature Comparison Key Feature Comparison Support for all versions of Exchange Support alternative mail servers Single instance storage Auto filing Compliance Archive in real time Tamper evident s cannot be deleted s in the archive cannot be edited s date and time stamped Compliant de-duplication Random search Search result tagging / comments Audit search replay Do not pay for old mailboxes Search Single mail box search Multi mail box search Organisation search Scheduled search Sound similar search Spelling Stem search 9 P a g e

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