Using EMC SourceOne Management in IBM Lotus Notes/Domino Environments

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1 Using EMC SourceOne Management in IBM Lotus Notes/Domino Environments Technology Concepts and Business Considerations Abstract EMC SourceOne Management enables customers to mitigate risk, reduce cost, and improve productivity within the IBM Lotus Notes/Domino environment. This white paper explains how SourceOne Management, as part of a Domino messaging strategy, reduces the time, cost, and risk of responding to discovery requests, enables customers to automatically and consistently enforce retention policies, and improves the operational and administrative efficiency of the Domino environment all with no impact to the end-user experience or modification of the Notes mail template. March 2009

2 Copyright 2008, 2009 EMC Corporation. All rights reserved. EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com EMC 2, EMC, Celerra, EMC Centera, and where information lives are registered trademarks of EMC Corporation. All other trademarks used herein are the property of their respective owners. Part Number h Technology Concepts and Business Considerations 2

3 Table of Contents Executive summary...4 Introduction...4 Audience... 4 EMC SourceOne and IBM Lotus Notes/Domino EMC SourceOne Management... 4 EMC SourceOne Discovery Manager... 5 EMC solution components...5 EMC SourceOne Management... 5 Shortcutting... 5 Deleting content from the Domino server... 5 EMC SourceOne Discovery Manager... 6 EMC Storage Platforms... 6 EMC Centera... 6 EMC Celerra... 6 How it works...6 Improve Lotus Notes/Domino performance...7 Improves backup and recovery... 8 Improves user and administrative productivity... 8 Enables compliance... 8 Enables litigation readiness... 8 Conclusion...9 Technology Concepts and Business Considerations 3

4 Executive summary has become a standard means of both interoffice communication and external communication with customers, suppliers, and business partners. attachments allow organizations to deliver documents such as statements, bills, legal documents, and other types of information. But the continued growth of and attachments has led to skyrocketing storage costs and overwhelmed storage capacity. servers are bulging at the seams, often resulting in poor performance and lengthy backup times. And administrators spend much of their limited time finding and restoring s for users. These issues, while important, aren t the most critical challenges facing today s enterprise organizations. The growing risk of litigation and legal discovery, regulations such as Sarbanes-Oxley, and changes to the Federal Rules of Civil Procedure (FRCP), as well as similar standards and statutes outside of the United States, have increased the pressure to retain and archive as business records. Not surprisingly, is the most common type of record sought during a discovery request. Introduction The purpose of this white paper is to provide an overview of how incorporating EMC SourceOne Management into an IBM Lotus Notes/Domino messaging strategy reduces the time, cost, and risk associated with legal discovery, improves overall operational and administrative efficiency, and costeffectively preserves records for long-term retention needs. It provides an overview of the EMC solution and how it seamlessly works with the Notes/Domino environment without modification to the Notes mail template, a key consideration for many Domino administrators. The paper also provides details of the extensible and scalable EMC architecture and its unique approach to storage management. Audience This white paper is intended for and storage administrators who are considering an management solution for their IBM Lotus Notes/Domino environment. EMC SourceOne and IBM Lotus Notes/Domino EMC SourceOne is a family of next-generation information governance software solutions that allows organizations to manage the lifecycle of their corporate information according to consistent policies appropriate for the value of the content to the business. EMC SourceOne solutions meet large enterprise needs, yet provide a simple footprint for midsize customers. The solutions provide customers with the ability to reduce costs, ensure compliance to internal, external, and government regulations, and mitigate risks associated with non-compliance and ediscovery. For purposes of this paper, two EMC SourceOne products are addressed: EMC SourceOne Management and EMC SourceOne Discovery Manager. EMC SourceOne Management EMC SourceOne Management archiving software works transparently with Lotus Notes/Domino. It builds on 10 years of EMC experience in the Lotus Notes/Domino market. EMC SourceOne Management enables organizations to: Implement and consistently enforce enterprise-wide retention and disposition policies. Cost-effectively respond to legal discoveries or audits requiring a specific set of messages. Proactively manage growth and improve the operational performance of the Domino environment. Technology Concepts and Business Considerations 4

5 Implement a tiered storage model to lift the burden of aging messages and attachments on production Domino servers. Content is automatically migrated based on predefined policies to a lower cost tier of storage for cost-effective retention. Preserve a seamless user experience in all mail clients (Notes, Domino Web Access) and mobile devices. EMC SourceOne Discovery Manager EMC SourceOne Discovery Manager is a companion product to SourceOne Management that provides for discovery search and legal hold. EMC SourceOne Discovery Manager enables organizations to: Improve investigator productivity and responsiveness through a simple, wizard-driven interface that enables Legal, HR, and others to effectively search high volumes of , securely hold content, and demonstrate chain of custody. Lower costs by moving more of the ediscovery process in-house and by expediting litigation readiness through sustainable and repeatable discovery business processes. Reduce legal review time and costs using customizable filters to narrow the discovery search result sets to the smallest number of relevant items. EMC solution components EMC SourceOne Management EMC SourceOne Management is an archiving solution that helps companies improve storage management and operational and administrative efficiency of their messaging environments and automate retention policies to meet regulatory and corporate governance requirements. With SourceOne Management, organizations can reduce storage costs, increase message server performance, and improve backup and recovery operations by automatically migrating s and attachments to a central message archive, compressing them, and removing duplicates. SourceOne Management also helps organizations retain and manage as a business record by capturing s, attachments, and instant messages in real time to ensure a complete, authentic archive. The solution delivers tangible ROI and hard dollar savings by enabling organizations to reduce production storage requirements and associated backup windows by 60 percent or greater. SourceOne Management provides a two-phase approach to storage management in Lotus Notes/Domino environments. Shortcutting The first phase of the SourceOne Management approach is a process called shortcutting, which replaces an attachment on the Domino server with a pointer or stub. The shortcut process is typically for content that should remain in the inbox, but that users are less frequency accessing for example, messages that are more than 120 days old. With shortcutting, a 5 MB file might become a 7 KB stub on the Domino server. To preserve offline access to shortcut content, EMC SourceOne Management uses the Notes local replica the shortcut is not replicated to the local replica to preserve seamless user access. Shortcut content is also accessible through Domino Web Access and mobile devices such as BlackBerry. Deleting content from the Domino server The second phase to storage management in SourceOne Management is to delete content from the Domino server, while retaining access in the centralized archive. For example, an organization may opt to Technology Concepts and Business Considerations 5

6 have messages that are more than two years old deleted from the Domino Server. Users continue to have access to these messages through a simple web-based search of the SourceOne Management archive. EMC SourceOne Discovery Manager EMC SourceOne Discovery Manager software provides discovery and secure legal hold of found in the SourceOne archives. Discovery Manager quickly finds, safely holds, efficiently culls, and defensibly produces the responsive set of s archived by SourceOne Management. Discovery Manager is built around a legal matter or case metaphor supporting secure, authorized investigator access; defensible collection results; and chain of custody. The application takes advantage of the underlying SourceOne Management architecture for very large queries, high-volume data collection, and designated legal hold folders with restricted permissions to preserve confidentially and chain of custody. EMC storage platforms While not required, customers may purchase a complete hardware/software solution from EMC for their e- mail archiving needs. The following are two examples of hardware that may be a target for the SourceOne Management archive of IBM Lotus Notes/Domino content. EMC Centera EMC Centera is a cross-application, cross-industry unified archive platform for fixed content. EMC Centera features self-managing, self-healing, and self-configuring capabilities greatly reducing IT management time and effort, and delivering low total cost of ownership for growing archives. Information is stored over an IP network, allowing transparent store/retrieve availability to the end user. EMC Centera also assures the integrity of content while enforcing long-term retention policies set by applications. And built-in replication enables asynchronous replication to another location, providing disaster recovery protection of the message archive and virtually eliminating the need for tape backup of the archive. EMC Celerra EMC Celerra combines primary and archive storage in a single platform at an attractive entry price. Customers can set policies at the file-system level to govern individual file retention and to prevent deletion or modification of files until their retention period ends. Like EMC Centera, Celerra offers deduplication capabilities and is an ideal complement to SourceOne Management where cost considerations are critical. How it works EMC SourceOne Management provides several methods for message capture. All incoming and outgoing can be captured in real time. Alternatively, a scheduled task can be run as a service to collect historical messages and/or to collect messages on a time interval. The third option allows organizations to selectively archive into dedicated SourceOne Management folders through the Notes client. The messages are full-text indexed, duplicates are removed, and the data is compressed (Figure 1). Technology Concepts and Business Considerations 6

7 SourceOne Management Message Flow Collect Real-time Scheduled NSF UDA Management Server(s) Organize and Classify Address Rules Retention and disposal policies Unique ID for Single Instance Storage Full Text Index Optional indexing of messages, attachments Includes embedded and Zip messages (20 layers deep) Ability to set FTI at folder level User/Admin searches Web-based search to access archive Messaging servers Centera sends back digital finger print content address Store Container Files Copy containers to Management server storage Write to archive storage device on set schedule Archive Messages Better than 2:1 compression Create container files EMC Centera EMC Celerra Discovery searches Search and collect content in archive, place on legal hold Figure 1. EMC SourceOne Management is a cost-effective solution for long-term e- mail retention, enabling quick search and retrieval of messages. This archive process creates a secure copy of Lotus Notes/Domino in the SourceOne Management archive. Organizations then can start to implement storage management tactics against their production Domino mail servers. Equally as important, SourceOne Management operations are completely transparent to users. Archived content is accessible through the SourceOne Management web-based search client and to Discovery Manager for discovery search. Improves Lotus Notes/Domino performance A proactive approach to management allows organizations to improve the performance of the Lotus Notes/Domino environment without putting the burden of management on end users. EMC SourceOne Management enables organizations to reduce the burden of aging messages and attachments in the production Domino system. The result is less data to back up, less tape media usage, and improved operational effectiveness within the Notes environment. SourceOne Management provides full support of the Notes Address Book and requires no additional setup for user accounts. By contrast, less-capable archiving products may deliver a proprietary setup function that requires each user mailbox to be set up separately, increasing the setup and installation effort as well as the ongoing user maintenance. SourceOne Management does not require any modification to the Notes mail template and works seamlessly with the Domino environment. SourceOne Management proactively manages growth and improves the operational performance of the Domino environment in the following ways: Improves backup and recovery Improves user and administrative productivity Enables compliance with corporate governance and/or regulatory obligations Enables litigation readiness 1 Technology Concepts and Business Considerations 7

8 Improves backup and recovery As volumes grow, backup and recovery of Domino mail servers become time-consuming, meeting backup windows becomes increasingly difficult, and tape costs continue to escalate. Utilizing a tiered storage approach can help organizations address these issues. Rather than leaving aging messages in the production environment, SourceOne Management allows for older messages to be stored in an online active archive, where they are searchable and instantaneously accessible to users, administrators, and investigators. Retaining messages for long-term retention in the archive enables organizations to manage more predictably Domino production storage requirements. The SourceOne Management shortcutting process has enabled organizations to reduce their production storage requirements by as much as 60 percent. The shortcut task can be run as a regularly scheduled service, enabling SourceOne Management to manage file size automatically. This eliminates the need for end users to manage to a mail quota. Equally important, is accessible seamlessly through the Notes client whether users are online or offline and through mobile devices and Domino Web Access. A longer-term approach is to remove content from the production Domino messaging servers and allow continued access by searching the archive. Improves user and administrative productivity The centralized online archive of SourceOne Management provides a simple way to search for and quickly retrieve messages deleted by users. By enabling user self-service message retrieval, calls to the help desk can be reduced. The seamless Notes client experience means there is little to no training required for end users. SourceOne Management enables administrators to boost their own productivity and lower overhead in managing the Domino environment. Managing the production storage environment with a tiered infrastructure enables organizations to consolidate Domino servers and ease migrations to newer Domino versions. In addition, performance of the Domino environment can be improved by eliminating full-text indexes of NSF files. Perhaps the biggest gain in productivity for administrators is the dramatic time savings gained from not having to search through Domino, backup tapes, individual PCs, and other places for specific messages lost or deleted by users. Enables compliance The consistent message capture and automated retention policies of SourceOne Management ensure that messages are stored in the centralized, tamper-proof archive. Also, capturing messages in real time and storing messages in their original format ensures that the archive contains a legal and true copy of messages and attachments. This capability is especially critical when the accuracy and authenticity of an e- mail is being scrutinized during legal investigation or regulatory examination. In addition, the auditing capabilities of SourceOne Management tracks any deletions or searches executed against the archive to further ensure integrity. Messages are subject to flexible retention policies specified by corporate governance and/or regulatory considerations. Metadata is also captured and archived in its native format in order to prove the message authenticity. Further, while an end user may search the archive, security privileges restrict access to only his or her messages and allow only a copy of the archived content to be viewed. Administrators have rights to search the entire archive with a single query. When coupled with EMC Centera, SourceOne Management can enforce retention policies at both the hardware and software level. Enables litigation readiness EMC SourceOne enables litigation readiness by capturing and archiving according to predefined business policies, and single instancing and centrally storing messages in the SourceOne Management archive. Archived messages are then managed according to retention policies set in the archive, and disposition policies can be executed either manually or automatically by SourceOne Management. In the instance of a litigation, audit, or investigation, SourceOne Discovery Manager can Technology Concepts and Business Considerations 8

9 execute a broad scale search against either selected folders or across the entire SourceOne Management archive. content found to be relevant for the discovery request can be copied and secured in dedicated legal hold folders. Additional metadata is assigned by SourceOne Discovery Manager to help prove chain of custody. Conclusion administrators are under increased pressure to retain, archive, and better manage data resources. This is due to many factors: the use of as a communications and document exchange vehicle; regulations regarding retention and corporate governance; and the risk of litigation and discovery procedures. Add to this pressure the sheer volume of and attachments, resulting in server performance issues and lengthy backup times, skyrocketing storage costs, and administrative time lost to finding and restoring user . EMC SourceOne Management for IBM Lotus Notes/Domino enables organizations to securely and cost-effectively manage all and instant messages, thus addressing regulatory or corporate recordkeeping requirements while reducing overall storage and administrative costs. It allows organizations to minimize risk and maximize resources. To learn more about EMC SourceOne Management for IBM Lotus Notes/Domino, visit or call (outside the U.S.: ). Technology Concepts and Business Considerations 9

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