Frequently Asked Questions: TransVault Migrator for Migrations to the Cloud

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1 Q1. What is TransVault Migrator?... 1 Q2. What archives are supported?... 1 Q3. What format is data transferred in?... 2 Q4. Why not just the native export to.pst files to migrate our legacy archive system?... 2 Q5. Can TransVault help reduce the impact of the migration on end users?... 3 Q6. Can TransVault help us be selective in what data we migrate?... 3 Q7. How quickly can TransVault Migrator move archived items?... 4 Q8. How does TransVault Migrator aid compliance when migrating?... 4 Q9. What do you mean by chain of custody and why is it important?... 5 Q10. How is TransVault licensed?... 5 Q11. Will I need to buy services?... 5 Q12. Do I need to provide systems to run TransVault Migrator on?... 5 Q13. How can I find out more?... 5 Q1. What is TransVault Migrator? TransVault Migrator is a Windows-based application that enables legacy archive contents to be directly migrated to alternative archive and messaging platforms including hosted service providers - safe in the knowledge that the integrity and accessibility of your data will not be compromised. Available from an international network of specialist migration service partners, and with comprehensive support for over 100 different legacy archive platforms and versions, and all major hosted solutions including Microsoft s Office 365, Mimecast, Symantec-cloud, Proofpoint and LiveOffice, TransVault Migrator is powering the largest, most complex migration projects in the world. All data extraction is fully audited to ensure chain-of-custody to meet compliance needs. Shortcuts in users mailboxes can be managed according and would typically be removed to ensure total transparency for end users when moving to the new system. TransVault Migrator also includes powerful profiling and management options that can be deployed to reshape your archived data for optimum performance and usability going forwards. Q2. What archives are supported? TransVault Migrator provides direct or API-based extractions from a very wide range of proprietary on-premise archive systems including: Symantec Enterprise Vault (for Exchange and Notes)

2 Microsoft Exchange 2010 personal archive services Autonomy ZANTAZ EAS (for Exchange and Notes) EMC Xtender and EMC SourceOne (for Exchange and Notes) HP RISS (IAP) HP/Autonomy/CA Message Manager ilumin Assentor Iron Mountain NearPoint (previously Mimosa NearPoint) Open Text (IXOS) Quest Archive Manager Unify/Daegis Central Archive (previously AXS-One) for Notes PST files Notes NSF files Supported hosted or cloud services include: Mimecast Proofpoint LiveOffice Microsoft Office 365 Symantec.cloud Additionally, any hosted service that is able to import using industry standard file formats including.pst, Internet format RFC822.EML files, and.msg files or can archive from a journal stream is supported. More platforms are being added all the time. Please visit or info@transvault.com to ask whether your particular archive/version is supported. Q3. What format is data transferred in? This will vary depending on your chosen hosted archive service. For example, TransVault Migrator transfers data directly over the network to Microsoft Office 365, in which case it can track acceptances of each item and create a full end-to-end chain of custody. For extremely large data transfers, or where there is no existing API, a typical strategy is to store data on removable media which is securely shipped to the hosted service provider for ingestion. In this case TransVault Migrator can be configured to package and name the exported data according to the conventions stipulated by the hosted vendor. You will also be presented with a full report of exactly what data has been extracted from your system to be handed to the service provider. Q4. Why not just the native export to.pst files to migrate our legacy archive system? Many hosted archive vendors will ingest your data from PST files, but don t underestimate what is involved in exporting your legacy data into this format.

3 Although many archive systems have some kind of export to PST files function, there are common problems associated with such tools, including: They re labour-intensive. Whilst fine for exporting 1 or 2 mailboxes, native export tools are not suitable for bulk movement of data out your archive. There s no batching capability or automation and you will need to dedicate a member of staff to constantly monitor the entire process which may take many months. It s Slow. Native extraction tools are typically single-threaded tools. We suggest you time the extraction of a single, average-sized mailbox. There s no reporting. There is no proof or audit log of what data has been extracted out of your system. There s no error handling. If a mailbox extraction fails owing to a corrupted , the extraction will stop with no indication of which item was corrupted and no ability to pick up where the extraction left off. Important meta-data is lost. There is no support for migrating BCC d and distribution list recipients from journal archives, no protection of retention dates, no ability to re-write addresses, etc. Large PST files are prone to corruption. This creates problems for organizations trying to extract the contents of very large mailbox archives or Journal mailbox archives. Lack of flexibility. Native extractions typically extract an entire mailbox, offering no granularity, such as extracting only the last 5 year s worth of data. By comparison TransVault Migrator offers automated extraction, with full error-logging, unattended operation, reporting and unparalleled flexibility and data fidelity. It can also be configured to package PSTs in the recommended format, label them with the correct header information, split out large mailboxes/journal archives into multiple linked PSTs, etc. A TransVault-led migration service can also save you money: A recent costing exercise based on hiring a temp (at $18 per hour) to manually extract data to PST files, and an average migration time of 3 hours indicated a cost of around $54 per mailbox (including manual auditing, checking etc). Bear in mind this is just half of the process as the contents of PST files then need to be ingested into the target archive. This means manual migration costs can reach over $100 per mailbox. Q5. Can TransVault help reduce the impact of the migration on end users? Yes. Hosted archives typically present end users with a web portal or separate mailbox folder through which they can access legacy s. By comparison, many onsite archives work by leaving a shortcut or stub behind in the user s mailbox. As part of the migration process TransVault Migrator can be used to clean up users mailboxes to remove legacy shortcuts which could be confusing. Q6. Can TransVault help us be selective in what data we migrate? Yes. Prior to your migration TransVault Migrator can be used to profile your existing archive service - e.g. how much storage is being used, how many archive stores there are, the average mailbox size, total number of items etc.

4 You can then have the option to be selective in what you migrate. For example, you might want to migrate a department of users at a time to the new hosted service or not migrate data belonging to members of staff that have left the company. Compliance regulations and corporate governance policies permitting, it s also possible to: Move just the last n years-worth of data, Move only the data that users still have shortcuts to, Not move s that have [SPAM] in the subject, etc Q7. How quickly can TransVault Migrator move archived items? When migrating to the cloud the primary factors that dictate transfer times are: Available network bandwidth to your cloud service provider (if transferred directly), or The upload schedules of your chosen service (i.e. if data transfer is done via removable storage) TransVault Migrator servers can operate in parallel to ensure that the performance of the TransVault services is never a limiting bottleneck on the duration of the project. Your chosen archive migration partner can establish a proof of concept (POC) to establish likely throughput rates in your specific environment. Q8. How does TransVault Migrator aid compliance when migrating? As described earlier in this document, TransVault eliminates the opportunity for human error. It also includes complete auditing of the extraction, and depending on the target cloud vendor, the complete end-to-end migration process. For example, when transfers can be carried out directly over the network to Microsoft Office 365, forensic reports show 1:1 mappings of the ID of the item in the source archive and the ID of the new item as it is moved to the destination, enabling you to demonstrate of a complete Chain of Custody for the data whilst undergoing migration. Where migration is via removable media in an interim file format, TransVault maintains a full audit of what is being presented to the service provider, demonstrating due diligence on your part and acting as a forensic record in the event of a future incident where s cannot be found or recovered in the cloud archive. Importantly, TransVault Migrator is also the only solution available that can preserve BCC d recipients and distribution list information from Journal mailbox archives. These messages may be part of legal proceedings or may be subject to regulatory requirements, so the loss of such vital information could be extremely costly and potentially damaging.

5 Q9. What do you mean by chain of custody and why is it important? Chain of custody refers to the reliable recording of processes and procedures that occur whilst evidence (physical or electronic) is being captured, held, transferred or disposed of. It is vital that the evidence in question has remained free from undocumented alteration and that secure handling has been provided at all stages. TransVault s logging and reporting capability provides chain of custody evidence demonstrating that data has been successfully transferred to a new environment. This is important since any later data investigation or discovery against migrated s will need to validate that the data has been handled correctly and that nothing was missed out. Q10. How is TransVault licensed? The core TransVault Archive Migrator is licensed according to the volume of data you wish to migrate. Depending on the target archive, there is also an option to license TransVault Mailbox Services which, amongst other things, converts shortcuts so they work seamlessly in the new archive environment. TransVault Mailbox Services is charged on a per mailbox basis. Q11. Will I need to buy services? Yes. Although TransVault Migrator automates a lot of the data migration process, you will need additional services to plan the migration, install and configure TransVault Migrator, conduct a full proof-of-concept to ensure optimum performance levels and determine operating guidelines for the migration, and perform any handover tasks (for example, enabling your own internal IT resources to oversee completion). One of our many experienced partners across the globe will be able to advise on and deliver the appropriate TransVault-related services for your organisation. Many partners are also able to provide and implement your target archiving solution. To contact a reseller or partner, please see for more information. Q12. Do I need to provide systems to run TransVault Migrator on? Unless provided by your chosen TransVault partner, you will need to make available one or more Windows servers for a short time-period. You will also need temporary access to an SQL database. Your TransVault partner can advise you on pre-requisites. Q13. How can I find out more? Complete a query form on the TransVault website at or contact TransVault on or info@transvault.com to find your nearest TransVault partner.