Barracuda Message Archiver. Executive Summary Version 2.0. Barracuda Message Archiver

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1 Barracuda Message Archiver Executive Summary Version 2.0 Barracuda Networks Inc S. Winchester Blvd Campbell, CA Barracuda Message Archiver

2 Introduction The need for archiving is growing. Today s organizations are more frequently asked to keep, access, and deliver their comprehensive libraries of all sent and received messages. At Barracuda Networks, we understand that the selection of an archiving solution is a strategic decision that dramatically impacts your organization s business operations. A recent survey of our customers revealed that a full spectrum of needs drive their adoption of the Barracuda Message Archiver. The Barracuda Message Archiver is a complete and affordable archiving solution designed to enable an organization to effectively index and preserve all s, enhance operational efficiencies and achieve regulatory compliance needs. content is fully indexed and archived to so that administrators, auditors and end users can quickly retrieve message stored in an archive. The Barracuda Message Archiver is available in seven models to customize to an organization s needs to securely archive for organizations of all sizes. Core Benefits The Barracuda Message Archiver enables organizations to meet compliance and litigation support guidelines by providing quick and secure delivery of past s and a message audit history to address legal scrutiny. From an operations perspective, it provides the ability to ease the strain on physical storage by moving s off the server without sacrificing access to the messages. Compliance and Litigation Management. Table 1 provides a sampling of notable litigation and compliance requirements in both the U.S. and international geographies. These regulations stipulate storage, access and security requirements for organizations that handle electronic data across a broad set of industries. Table 1: Notable Global Litigation and Compliance Requirements Geography Regulation Description / Requirements USA Federal Rules of Civil Procedures Applies to any organization that may be involved in federal legal proceedings New revisions require electronic data to be stored, and produced in a timely and complete fashion USA Sarbanes-Oxley Impacts all publicly traded companies under SEC jurisdiction Requires policies and systems to monitor and prevent 2

3 fraudulent activities. In some cases, electronic data must be stored no less than 3, but up to 7 years. USA SEC / NASD Relevant to all firms in the financial services industry Includes requirements to maintain a central log for options-related complaints Stipulations for sampling and reviewing of content USA HIPAA Impacts healthcare and insurance providers who have access to health information Encryption is necessary during transmission of health or personally identifiable information European Union United Kingdom Japan EU Data Protection Directive UK Bribery Act 2010 Japan Data Protection Act (PIPA) Adopted by the EU to protect the privacy and protection of personal data collected for EU citizens Once collected, personal data should be kept safe and secure from potential abuse, theft or less Creates penalties for offering and receiving bribes, bribery of foreign public officials, and failure to prevent acts of bribery Companies must implement best practices to monitor activities and implement sufficient governance procedures Applies to government or private entities that collect, handle or user personal information Ensure that personal data are secure from loss and unauthorized access / disclosure The Barracuda Message Archiver enables organizations to meet these requirements. It captures and stores all that are received and sent by an organization. Because of its powerful indexing and search functionality, the contents of the message store can be quickly and efficiently accessed, searched and exported. Business Productivity. Businesses leverage the Barracuda Message Archiver to extend their operational capacity and performance. It provides a separate store and additional processing for an organization to effectively leverage its archives for business activities that include searches and actions on content. Storage Management. Organizations that are reaching their storage limits begin to see degradation in the performance and search of their s. The Barracuda Message Archiver not only provides a separate storage facility for s, but it also provides Exchange stubbing, de-duplication, and compression in order to increase an organization s effective capacity. 3

4 PST / NSF Elimination. PSTs create challenges for organizations attempting to meet litigation and compliance requirements as well as those attempting to build robust architectures. In a recent survey of our customers, nearly 60% had PSTs residing on their domains that needed to be resolved. PST files can be uploaded into the Barracuda Message Archiver, creating a single instance across an organization while enabling mail server backup, search, and compliance. A PST Collector tool is also available to automate the identification and collection of PSTs residing on local drives. End User Access. Business requirements now require that workplace productivity occur across a spectrum of environments. The Barracuda Message Archiver provides access through a web user interface, an Outlook Add-In, and an iphone app in order to enable full accessibility for the end user. Low Maintenance Overhead. Because of its robust architecture and intuitive interface, IT staffs spend little time tending to the Barracuda Message Archiver. 92% of our customers spend less than two hours each week monitoring, configuring, or exporting s from their appliance. Typical User Deployment The Barracuda Message Archiver is typically deployed to the side of the server. An extra copy of all s are forwarded to the Barracuda Message Archiver, ensuring a complete archive of s. In this deployment mode, historical s already stored on the server, prior to enabling journaling, can be imported into the Barracuda Message Archiver using Microsoft s Message Application Protocol Interface (MAPI). Additional deployment options also exist for servers that do not journal. Key Benefits and Features Comprehensive Archiving 4

5 Archiving. With multiple modes of deployment, getting started with archiving is easy. s intended to be archived can either be pushed to the Barracuda Message Archiver via SMTP, or the Barracuda Message Archiver can pull s via standard access protocols (POP3 or IMAP). The Barracuda Message Archiver can also be deployed in conjunction with the Barracuda Spam & Virus Firewall, leveraging its capabilities to journal inbound and outbound . Folder Structure. The Barracuda Message Archiver is designed to fully maintain an organization s folder structure. Through the web user interface, all of the folders can be viewed, accessed and searched. With the Microsoft Outlook Add-In tool, users can conduct folder-specific searches. PST Management. PSTs create challenges for organizations attempting to meeting litigation and compliance requirements as well as those attempting to build robust architectures. PST files can be uploaded into the Barracuda Message Archiver, creating a single instance across an organization while enabling mail server backup, search, and compliance. A PST Collector tool is also available to automatically identify and collect PSTs residing on local drives. Flexible Server Integration. The Barracuda Message Archiver is designed to integrate with all standardsbased servers for deployment flexibility. The appliance can be deployed in both journaling-cable and non-capable server architectures. Storage Management Exchange Stubbing. Organizations that are reaching the limit on their server disk space can immediately alleviate their storage pressures through Exchange stubbing. Message attachments are pushed to the Barracuda Message Archiver, and can be seamlessly accessed via a link to the storage archives. Single instance storage. To maximize storage capacity, the Barracuda Message Archiver intelligently removes duplicate s or attachments from a message thread, ensuring only one copy is stored in the archives. Content Compression. Content is compressed before it is placed in the Barracuda Message Archiver, increasing an organization s effective storage capacity. 5

6 Extended Storage. The storage capacity of the Barracuda Message Archiver can be extended through a CIFS share in all models and an additional iscsi interface in larger models. Access and Search Role-based administration. Using role-based administration, access privileges are organized in three tiers. As either the administrator, auditor or user, unique access rights enable organizations to meet regulatory and litigation support requirements while enabling active use of archived s. Search and retrieval. The web user interface conducts quick full-text searches based on tags or message content. Users can easily search the message store, view s in the archive and forward them to active mailboxes. Users are able to view the folder hierarchy in their Exchange server. Access anywhere. The Microsoft Outlook Add-In enables users to search, view, and interact with archived messages, while managing attachment stubbing directly from the Microsoft Outlook interface. The Barracuda Message Archiver Companion further enables users to access their archived while in mobile environments. It enables true mobility as the user extends the functionality of archived . Policy Driven Alerts and Retention Policies Retention policy. Whether to comply with government regulations or to maintain company records, the Barracuda Message Archiver enables organizations to set customizable archiving policies. Litigation holds can also be defined for specific user mailboxes. Compliance and corporate policy monitoring. The Barracuda Message Archiver enforces corporate policies by monitoring and reporting on behaviors, such as the use of foul language or the transmission of sensitive personal information. Organizations can also set customizable policies to monitor the use of communication. Litigation readiness and discovery process. By using the powerful search tools built in the Barracuda Message Archiver, auditors and administrators can easily sort through an archive to compile relevant messages based on keywords, dates and sender/recipients into an exported file. Access to records and related policy violations can also be readily compiled and delivered to legal counsel as requested. 6

7 Models The Barracuda Message Archiver is offered in seven models in order to meet the needs of each organization. Table 2: Barracuda Message Archiver Models 7

8 Core Technologies Hardened Operating System. Based on the Linux open source kernel, which has stood up to the scrutiny of security researchers over time, the Barracuda Message Archiver operating system is hardened for maximum security and stability. In addition to internal testing, Barracuda Networks credits the white hat research community which continually works with security vendors to uncover and resolve potential vulnerabilities in both the Linux operating system and its associated utilities. While the vast majority of Barracuda Message Archiver technology is proprietary, Barracuda Networks does leverage secure and functional open source alternatives whenever possible. Flexible policy controls. The Barracuda Message Archiver is designed to satisfy the diverse needs of small and medium businesses, large enterprises, educational institutions and government agencies. The policy management engine supports both global organizational policies, as well as those designed for a subset of its users or communication. Policies can be set on the content in both s and non s as well as the message body and its headers. Powerful Indexing and Search. Based on the Lucene open source engine, the Barracuda Message Archiver efficiently indexes all s and enables users to conduct full-text searches on the message store. Users can then quickly search, view, and forward s that are located in the archives. Role-based administration. The Barracuda Message Archiver is designed with role-based administration. The system ships with multiple built-in roles to provide administrator, auditor, and user access to meet regulatory compliance, litigation support, and operational requirements. Logging and reporting. The Barracuda Message Archiver s extensive logging and reporting capability empowers administrators and auditors to monitor the performance of the appliance while ensuring all regulatory and litigation requirements are fulfilled. The built-in reporting engine provides summarized reports on the deployment and the audit logs provide auditors with the confidence that the data has not been tampered with and can be upheld in court. Robust storage. Built-in storage and redundancy is provided through internal or external mirroring, as well as swappable drive trays that enable added control and management across the organization s network. This allows you to move s from costly, transaction-based storage required for production servers to less expensive storage options. Access anywhere. In order to enable optimal performance for users, the Barracuda Message Archiver is equipped with access to archived through a web user interface, Microsoft Outlook Add-In and iphone application. Centralized Management. The Barracuda Control Center provides a comprehensive cloud-based service that enables administrators to monitor and configure multiple Barracuda Networks products from a single console. With the Barracuda Control Center, you can check the health of all connected devices, run reports that are generated by gathering data from all the devices, and assign roles with varied permissions to different types of users. 8

9 Comparison to Alternative Solutions The Barracuda Message Archiver provides a number of critical advantages over alternative archiving solutions. Table 3 provides an overview these advantages. Alternative Solutions Software-based Solutions Cloud-based Solutions Microsoft Exchange 2010 Archiving Table 3: A Comparison to Alternative Technologies The Barracuda Message Archiver Advantage Ease of Management and Installation. Software-based solutions can become unreasonably complex to deploy because they require separate acquisition of often incompatible hardware, software, and storage components. Cost Efficiency. In addition to the cost of integration, softwarebased solutions often require per-user licenses which become prohibitively expensive, especially for growing organizations. Cost Efficiency. Cloud-based solutions often offer an intriguing solution for organizations looking to leverage cloud technologies. However, many hosted solutions rely on per-user fees, which can become expensive relative to the Barracuda Message Archiver. Deeper Integration. Many cloud-based solutions lack the necessary integration with on-premises servers, like Microsoft Exchange. Many lack the ability to integrate with Active Directory. PST Management. Cloud-based solutions generally lack the functional capability to upload PSTs and eliminate them from your organization s network. Storage and Capacity Management Limitations. Microsoft Exchange 2010 archiving degrades performance and storage by requiring the server to manage archiving. Non-Compliance Policy Enforcement. Archiving can be usermanipulated and deleted from the archives. Limited Search Functions. Limited search functionality reduces the ability for the user to take granular, content-based actions for an organization. Hidden Deployment Costs. The additional costs for Enterprise Client Access Licenses can become prohibitively expensive for a growing organization. The Barracuda Networks Appliance Advantage. With a solution that integrates the hardware, software, and storage functionality, the Barracuda Networks product line ensures a single vendor architecture that seamlessly integrates into your network. 9

10 Awards and Customer Feedback Awards and Distinctions Industry Reviews Network World Scoring Key: 5-Exception, 4-Very Good, 3-Average, 2-Below Average, 1-Subpar or not available Franklin Synergy Bank The reliability, performance and affordability of the Barracuda Message Archiver, Barracuda Backup Service and other Barracuda Networks products has helped ease the strain on IT staff and enabled us to focus our efforts on other important issues. Medical Associates of Northwest Arkansas I wanted to mention how happy we are with our Barracuda Message Archiver. I really wish I hadn t wasted so much time evaluating other products such as GFI, Enterprise Vault, Inboxer, and DataCove before trying Barracuda, it definitely would have saved me a lot of headaches. I would say the Barracuda Message Archiver is quick to do searches, especially with the amount of data it has to work through. In addition, I have been a Barracuda Spam & Virus Firewall user for over 5 years, it does a great job. I have always been impressed with Barracuda support; especially when they sent me replacement unit with updated hardware because I have always kept our Energize Updates and Instant Replacement Service warranty current. The replacement improved the search speed and overall performance of the product. Most companies would have charged the customer for updated appliance hardware. Keep up the good work on such great products and support. 10

11 Alliance Laundry Systems At Alliance Laundry Systems, we have four Barracuda Spam & Virus Firewalls, two Barracuda Web Filters and recently installed a Barracuda Message Archiver as well. We ve found the appliances easy to use with the features we need. As a worldwide company, it s important to be able to block spam and viruses throughout the company, enforce Internet usage policies, and archive s for compliance purposes. Your customer service and tech support are great. I ll continue to recommend your boxes. Specific Systems I just wanted to thank you all for your help with our Barracuda Spam & Virus Firewall and Message Archiver. The appliances have worked very well and with each firmware update their performance keeps getting better. I am a very satisfied customer and will return to your Web site frequently to stay up with what you have to offer. If we need a solution that you provide, you better believe that we will buy it...the support and products have been amazing. Professional Education Institute The Barracuda Message Archiver includes many flexible tools to import such as SMTP, Journal Account import, PST Import, and exchange Integration. These tools made easy work in collecting historical s. Expanding your Message Archiver Storage via SMB/CIFS is a very inexpensive solution to solve your data storage requirements. This feature was something we found as unique to the Barracuda Message Archiver. MythBusters Being a Web-based system I can manage the Barracuda Message Archiver from anywhere such as at home or in the office, and Barracuda Networks is adding new features all the time. The fact is, it s a product that does what it s supposed to. It s there to protect the company but it certainly makes my job as an MIS manager easier. We capture everything and use the Barracuda Message Archiver as an aid in compliance. We can recover individual s from anyone in the company. We can track s where there are legal issues, search for key words or phrases in the archives and retrieve anything that has ever been ed. Testimonial An Educational Institution There are various state and federal information retention requirements for student records. Each has varying retention times. The Barracuda Message Archiver fits our needs, was easy to use, and came in well below the cost of other solutions. Testimonial A Government Agency The Barracuda Message Archiver allows us to accurately search for and retrieve related to FOIA requests as well as other litigation. I like the ability to stack search criteria in order to pinpoint results. 11

12 Testimonial An Industrial Manufacturing Company The Barracuda Message Archiver saved us from having to upgrade our Microsoft Exchange server farm with more database capacity by allowing us to offload the s to a separate store. Testimonial A State and Local Government Agency The Barracuda Message Archiver did exactly what we needed for retention purposes and alleviating our Microsoft Exchange capacity problem. We are now also able to retain, access, and search our s well into the future. Testimonial A State and Local Government Agency The Barracuda Message Archiver has been a timesaver. A previous solution spent hours indexinb before I could even begin searching for my content. The Barracuda Message Archiver made it easy and fast to search through my s. Corporate Background Barracuda Networks Inc. combines premise-based gateways and software, cloud services, and sophisticated remote support to deliver comprehensive security, networking and storage solutions. The company s expansive product portfolio includes offerings for protection against , Web and IM threats as well as products that improve application delivery and network access, message archiving, backup and data protection. Coca-Cola, FedEx, Harvard University, IBM, L Oreal, and Europcar are among the more than 130,000 organizations protecting their IT infrastructures with Barracuda Networks range of affordable, easytodeploy and manage solutions. Barracuda Networks is privately held with its International headquarters in Campbell, Calif. For more information, please visit 12

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