Understanding the Benefits of Archiving. Volume 1 CMIT Solutions Webinar Series January 2010

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1 Understanding the Benefits of Archiving Volume 1 CMIT Solutions Webinar Series January 2010

2 Welcome Melanie Fricke VP of Product Strategy CMIT Solutions Scott Barlow VP of Sales & Product Management Reflexion Networks

3 CMIT Webinar Series If new technology is a BLUR to you... We are here to help clear things up January 22 Understanding the Benefits of Archiving February 25 Do you just want your computers to work? Keeping track of it all. March 25 Getting to the bottom of Google s FREE tools April 29 Social Networking Uncovering the Hype May 27 for small business Hosted or In-house?

4 About CMIT Solutions Providing IT Solutions since 1996 Have 120 local offices across the US Focus on small business We are your outsourced IT department keeping your computers running

5 Agenda Challenges What can we do about it? Hosted Security Why Archiving? The CMIT RADAR Difference

6 Challenges Information Overload Threats Spam, Virus, Spoofing, etc. Controlling Sprawl

7 Information Overload Always Connected You Wanna Get Away WSJ reported 278M people used in August 2009 How many s do YOU get a day?

8 is Primary Tool

9 Effective 1. Only Reply to All if ALL need the information 2. Keep Subject Lines Short & to the point 3. Attach it FIRST 4. Nix the fancy background 5. Use high importance marker judiciously

10 Threats Spam unsolicited or undesired s Virus computer program that can copy itself and infect a computer Spoofing attack person or program successfully masquerades as another Phishing criminally fraudulent process of attempting to acquire sensitive information such as usernames, passwords and credit card details Beware of Tax Related Scams

11 Phishing Example

12 Spam 78% of all sent is spam Time reports spam will cost $130 billion in 2009

13 Rona Reznick President and CEO Summit Management Specialists Rona averaged 250 s a day, of which maybe 10% were business-related. After CMIT Anti-Spam, she estimated that it saved the company 1500 employee hours a year and upward of $30,000 of regained productivity time.

14 Controlling Sprawl Archiving Strategy Business Continuity Search & Recovery Compliance

15 Scott Barlow Reflexion Networks WHAT CAN WE DO ABOUT IT?

16 Hosted Security 1. An insulating layer of security 2. Significant bandwidth savings 3. Reduced storage expenditure 4. Frees staff time for other priorities 5. Reduced financial risk

17 Hosted Security 6. Operating vs. Capital expense 7. spooling - queued during outages 8. The Green Choice 9. Continuity with archiving 10. Increases end-user productivity

18 Customer Testimonial: 50 employees On-Premises Hosted 6/2/08-6/8/08 10/13/08-10/19/08 Savings Description Bandwidth Overtime (MB) 82,815 59,862 22,953 Data transfer Attack Overtime (MB) 598,663 14, ,263 Number of Attacks, e.g. DoS Intrusion Overtime 8,459 2,774 5,685 Intrusion Prevention Mail Usage (MB) 1, processing Mail Usage (Connections) 104,878 8,700 92% connections Bandwidth Usage (MB) Weekly 82,815 59,862 22,953 Total Bandwidth Consumed Bandwidth Usage (MB) Yearly 4,306,380 3,112,824 1,193, TB reduction in bandwidth Bandwidth Usage (Connections) 2,594, ,860 1,815,128 Total Number of Connections Bandwidth Cost ($) Weekly $ $ $ Total Cost for Bandwidth Consumed Bandwidth Cost ($) Yearly $43, $31, $11, Converted from on-premises to hosted security Experienced significant bandwidth savings

19 Hosted Services Landscape Internet Direct-to-MX Attack Cached IPs Security Anti-Spam Anti-Virus DHA/DoS Spooling Outgoing SMTP Protection (Zombie/Open Relay) Incoming Filtered Firewall Archiving ediscovery Active Archive Recovery Continuity

20 What does RADAR offer? 1. Hosted Archiving 2. ediscovery / FRCP Compliance 3. Business Continuity 4. Disaster Recovery

21 State of Corporate Messaging The burden is growing: is the primary corporate communication tool: Contract & sales negotiations Invoicing HR/Customer management Legal & compliance notices / Internal reporting Average corporate user handles 23,000 s/year User daily average of 21MB by GB/year ~90 minutes per day managing on average ~80% of corporate Intellectual Property is stored in (Radicati Group, Osterman Research, XGS)

22 Small Business Archive Challenge Retention is not assured Deleting is company policy Discovery takes time and cost Recovery is software dependent Relying on humans to be good Business continuity at risk

23 Why Archive? Maintain historical reference OVER time Document compliance and performance Audits, commercial conflicts, FRCPs Respond to external requests Legal proceedings Provide disaster recovery/business continuity Insurance

24 How does it work?

25 What is Discovery? According to Wikipedia, Discovery is the pre-trial phase in a lawsuit in which each party through the law of civil procedure can request documents and other evidence from other parties or can compel the production of evidence by using a subpoena or through other discovery devices, such as requests for production and depositions.

26 ediscovery for FRCP Compliance The FRCP are a body of rules focused on governing court procedures for managing civil suits in the United States district courts. The changes reflect the reality that discovery of and other ESI is now a routine, yet critical, aspect of every litigated case. i. The amendments treat ESI differently. ii. They require early discussion of and attention to electronic discovery. iii. They address inadvertent production of privileged or protected materials. iv. They encourage a two-tiered a roach to discovery deal with reasonably accessible information and then later with inaccessible data. v. They provide a safe harbor from sanctions by imposing a good faith requirement.

27 ediscovery for FRCP Compliance The FRCP apply to virtually all organizations in all industries. If an organization can have a civil lawsuit filed against it, then the FRCP should figure prominently in that organization s data management strategy. -Osterman Research, December 2007

28 ediscovery in the News Best Buy Stores v Developers Diversified Realty Corp. Developers Diversified said that they not have the resources to find all the required materials. In response, the court ordered them to produce materials from 345 backup tapes in 29 days at an estimated cost of nearly $500,000, not including attorney fees.

29 ediscovery in the News Williams v. Taser International, Inc. (N.D. Ga. 6/4/2007) Taser (243 employees) implies that because it has elected to hire and train only a single technology employee, and because it has chosen to retain only a handful of attorneys to conduct document review, it is somehow relieved from its obligations to timely respond to plaintiffs discovery requests. That is not the case. Rather, the Court expects that Taser will make all reasonable efforts to comply with its discovery Orders including, if necessary, retaining additional IT professionals to search electronic databases and adding additional attorneys to perform document review. Even a small company needs to "make all reasonable efforts" including retaining additional employees for electronic discovery. Size is no excuse!

30 Law Firm Case Study A lawyer leaves the firm after 15 years and allowed to maintain all references to his cases since The law firm has 20 employees. Example Case Numbers: CL5900 CM1971 CL0060 CL1503 CLO6569 CM14164 CLO606 CM1741 CMO304 CL1439 Step 1: Implement RADAR with ExchangeSync Step 2: Select Global Search Step 3: Search the entire archive for content containing the above case numbers Step 4: Download the package as a ZIP or into a PST file 2 hours later, all information was delivered. How long would it take you today?

31 The CMIT RADAR Difference Ease of capture (automated index, encrypt, and compress) Ease of production (No backup tapes or physical media) Storage management/optimization Reduce storage requirements on Exchange Automate enforcement of mailbox quota Knowledge Management / Data Mining 80% of corporate IP is now at your fingertips!

32 Business Continuity Web-based access in the event of a: Power failure Internet outage Mail server crash / corruption

33 Disaster Recovery One-click recovery of mistakenly deleted by end-users

34 The CMIT RADAR Difference Easy to use & quick to deploy Automated, reliable and fully managed Fast & accurate search Secure end-user web-based access Integrates with CMIT Anti-Spam

35 Return on Investment Rapid response to discovery requests Both internal and external Always on corporate Frees employees for higher priorities No hardware or software to maintain or upgrade data store becomes corporate knowledge-base

36 The Business Perspective 100% continuity means staff are more efficient Meeting our regulatory and compliance standards is much easier We could prove instantly which contract version we sent 3 yrs ago I can now know what representations and commitments staff are making via Evidence found in RADAR saved us from months of litigation

37 The User Perspective It s great! I can recover an I deleted I no longer have to manually transfer to the I Drive. I saved hours looking for that from 3 months ago I can access all my anytime and anywhere so much more productive I was instantly able to prove to the client the original quote from a year ago

38 Ask Yourself If the power goes out, are you confident that you'd still be able to access your ? If a lawsuit arose and you needed to dig up a fiveyear-old as part of the legal discovery process, could you do it? Could you still support normal business communications if your server got hit with a denial-of-service attack?

39 Contact Your Local CMIT Office Receive a free technology assessment

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