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1 VENDOR PROFILE Clearwell Systems: Content Analytics for ediscovery Vivian Tero IDC OPINION Global Headquarters: 5 Speen Street Framingham, MA USA P F Clearwell Systems, a privately held platform analytics software vendor, is working with customers challenged with balancing their need to quickly respond to discovery requests, compliance audits, and investigations against the IT operational constraints. The company has expanded its product to support other unstructured content types outside of the messaging environment and extended support to other messaging environments (Lotus Notes) and operating platforms (Linux) in its 2.0 release in December. IDC believes that:! Clearwell customers should continue to provide product and process integration feedback to the product managers as the vendor continues to expand its support to other messaging environments and content types. In the near term, Clearwell should focus on customers using the Sharepoint team sites and Web content applications. In the midterm to long term, Clearwell should look into supporting search and discovery analytics for other media types such as voice and audio.! Clearwell should also continue to expand its ecosystem outside of the technology and service provider partners. IDC observed a growing trend among outside legal counsels becoming more involved in the evaluation of enabling technologies that support a legally defensible records retention program.! Clearwell should increase its investment in sales and marketing. It should expand its channel of system integrators that specialize in information management and ILM.! Clearwell should also consider expanding its partner footprint overseas, notably Europe and Japan. Europe's data retention directives require telecommunications companies and Internet service providers to archive communications data. Tools that enable organizations to analyze the content and overlay these with the forensic analysis provide more insight on the context. Japan is expecting the recommended overhaul of its financial regulatory environment to take effect in 2008 onward. The opportunities will be driven by the deployment of messaging and archiving applications. Clearwell should leverage its relationship with HP and Symantec, both of whom have a strong presence in the Japan market. To pursue the Japan opportunities, Clearwell should invest its R&D resources to enable double-byte support.! Potential partners in the hosted archiving applications market view Clearwell's solution as a complementary solution and potential service differentiator. These potential vendors, who offer ancillary ediscovery and litigation support services, increasingly recognize that a volume-based revenue-model is not sustainable, as corporations increasingly want to take these litigation-readiness capabilities inhouse. Filing Information: December 2006, IDC #204806, Volume: 1, Tab: Vendors Compliance Infrastructure: Vendor Profile

2 IN THIS VENDOR PROFILE This IDC Vendor Profile provides an overview of the strategies, management, and current products of Clearwell Systems, a California-based analytics software company. The document also reviews Clearwell System's competitive positioning, partnerships, and alliances. The study concludes with a discussion of Clearwell System's opportunities in the current marketplace as well as some of the challenges it faces moving forward. SITUATION OVERVIEW According to a 2003 study by the University of California, Berkeley, as much as 92% of information produced each year is stored in digital format. This study concluded that in 2000, at least 10 billion s were sent per day. The study also forecast this volume to rise to 61 billion by 2006, with spam accounting for as much as one-third of the total volume. A separate IDC study estimates 38 billion s were sent daily in 2006 and forecasts this volume to reach 40 billion s in These estimates exclude alert notifications and spam. (For more on this, please see Worldwide Usage Forecast: 's Future Depends on Keeping Its Value High and Its Cost Low, IDC #34504, December 2005.) The prolific growth in the volume of presents several data management, operational, and compliance challenges:! In the event of an ediscovery or a compliance audit, rising volumes present just one facet of management. As much as 70% of corporate documents and s are duplicates. Extraneous and repetitive data escalates costs at every stage of an ediscovery process and compliance audit. Companies have to filter out the wheat from the chaff as early as possible in order to reduce the volume of potential evidence that is eventually sent to outside counsel for review.! administrators, IT storage managers, and IT security managers are oftentimes held responsible for executing the collection and preservation of potentially responsive electronic evidence. In addition to these added responsibilities, these individuals have to meet the organization's operational service-level objectives and budget constraints. These individuals are overwhelmed since they do not have the budgets to reallocate FTEs or IT resources for ediscovery and audit requirements and at the same time meet their operational objectives and constraints.! Revisions to Rule 16(b) and Rule 26(f) of the Federal Rules on Civil Procedure for Electronic Discovery (which take effect on December 1, 2006) are reducing the time litigants have for planning their strategies before the discovery conference (referred to as the "meet and confer"). Under the revised rules, both parties must confer within days after a suit is filed to plan the discovery. During this conference, both parties must negotiate the scope of the discovery and production protocols, including strategies for handling "privileged" information that may be inadvertently revealed during the production process. Under the revised rules, the producing party has a short window for understanding their universe of potentially responsive evidence and plans their ediscovery strategy before the "meet and confer" session with the requesting party. 2 # IDC

3 In several IDC end-user surveys on information management for compliance, companies (especially those from highly regulated and litigious industries) have expressed a desire to build the ediscovery-readiness capabilities in-house. They are looking for solutions that support an efficient and cost-effective approach for collecting and preserving the large- and rising-volume of unstructured and semistructured digital data found in s, instant messages, office documents, and PDF files. Once a largely operational function, archiving (including archiving) is now a central component of an organization's record retention and corporate governance process. archiving applications provide an automated and efficient way of storing, indexing, and retrieving individual messages and file attachments in real time by individual users, IT staff, and other authorized parties from both inside and outside the firm. The current search capabilities of archiving applications produce massive amounts of irrelevant results. Companies doing search and retrieval for agency audits and ediscovery require high-performance search and sophisticated analytics capabilities to eliminate those irrelevant results. Vendors like Clearwell Systems are positioning their products to complement the capabilities of an archiving application and enable high-performance search and analytics. Company Overview Privately held Clearwell Systems (Clearwell) was founded in 2004 by Venkat Rangan and Charu Rudrakshi. Venkat sits on Clearwell's board of directors and is its chief technology officer. Charu is the vice president of Engineering. Aaref Hilaly is Clearwell's president and CEO. To date, Clearwell obtained $16 million in VC funding since its inception from Sequoia Capital and Redpoint Ventures. The Clearwell Intelligence Platform 1.0 was generally available on January 2006, and version 1.5 shipped in August Version 2.0 was released in December The vendor also rebranded the product into "Clearwell Intelligence Platform 2.0" to reflect its enhanced capabilities. IDC estimates that Clearwell Systems has at least 20 customers in the small to large company-size band from a wide cross section of industries like financial services, energy, aerospace and defense, high-tech manufacturing, government, legal, and service providers. Table 1 provides a quick view of Clearwell's statistics IDC #

4 TABLE 1 Clearwell Systems at a Glance Category Data Date founded 2004 Headquarters President and CEO Funding Santa Clara, CA Aaref Hilaly Sequoia Capital and Redpoint Ventures: $16 million Number of employees 40 Number of customers 20+ Key statistics Product Clearwell Intelligence Platform 1.0 (January 2006) Clearwell Intelligence Platform 1.5 (August 2006) Clearwell Intelligence Platform 2.0 (December 2006) Revenue model Pricing model Delivery model Platforms (OS) supported Technology and strategic partnerships and OEM relationships Reference customers License and maintenance Entry point is $50,000 for 100GB of analyzed The Clearwell Intelligence Platform is a software product that is preinstalled on a 2U, rackmountable appliance. Microsoft EMC, HP, Microsoft, and Symantec Boeing, Constellation Energy, KLA-Tencor, Transatlantic Reinsurance, and International Network Services OnSite E-Discovery, Gunderson Dettmer LLP, Litigation Solutions Inc., and Pooley & Oliver LLP Source: IDC and Clearwell Systems, # IDC

5 Company Strategy According to IDC's enterprise servers research, applications account for 14% of the server shipments in In this environment, these systems are recognized as the de facto business records repository. As a result of developments in the regulatory and legal landscape, companies continue to target s and attachments for regulatory and internal investigations. Organizations are responding to these developments by taking the necessary steps to ensure that the and its associated archival systems and data stores meet the records retention and chain of custody requirements. Unfortunately for companies, these investigations often involve multiple iterations of back-and-forth requests between the different units involved (e.g., the compliance office, legal, HR, the LOB managers). Companies typically face multiple investigations concurrently, so the whole process of responding to multiple requests for s can be very disruptive to the IT organization, which has to execute the collection and preservation of the relevant data. Existing archiving applications provide some of the basic search capabilities. However, the company can still end up collecting massive volumes of data. Companies are looking for solutions that provide analytic capabilities so that they can refine the search process, understand the context and patterns, and organize the s and attachments into clusters. The end goal is to prioritize the relevance of the s to the investigation or discovery requests and minimize the back-and-forth requests among the stakeholders. The majority of Clearwell's customers are using the Clearwell Intelligence Platform to address the following issues:! Minimize the back-and-forth iterations between IT and legal as well as reduce the time and resources needed to accurately analyze for legal ediscovery, regulatory inquiries, and internal investigations.! Lower the burden on IT professionals supporting review and analysis requests from various business groups. Since is increasingly becoming the norm for business communications, it is also morphing into a de facto repository of the company's intellectual capital (and tribal knowledge) and an informal CRM repository. A small portion of the company's customers recognize this trend and are using the Clearwell Intelligence Platform to capture business decisions, designs, and transactions. Some Clearwell customers are also using the intelligence provided in the analysis to improve customer service and create new revenue opportunities. Clearwell has a direct and indirect sales model. It also has strong partnerships with leading archive vendors such as HP, Symantec, EMC, and Microsoft. To date, contribution from indirect sales continues to grow but does not account for the majority of its revenues. The company positions its product as complementary to an organization's existing infrastructure and archiving solutions. ediscovery, 2006 IDC #

6 compliance audits, and internal governance investigations are the primary buying drivers. Clearwell, in conjunction with its partners, targets primarily the IT security and forensics, compliance, legal, and IT messaging professionals of the buyer organizations. Clearwell also sells to the knowledge management and LOB managers who use the information for revenue generation and product development opportunities. The majority of its customers are from large industries (over-5,000- employee size band), but it also counts some man hedge funds among its users. Most recently, Clearwell also signed up partnerships with ediscovery service providers (such as Onsite E-Discovery) and outside law firms (Pooley Oliver). The vendor claims that the quick installation and simple, intuitive user interface delivers an immediate ROI and low TCO. Business users are able to use the system with little to no training. According to Clearwell, the most immediate benefits from deploying the solution include the following:! Reductions in review and analysis cost by up to 90%! Ability to meet the discovery requests from multiple cases with existing resources! Reduction in the time needed to analyze from days into minutes! Increase in business productivity from the ability to mine the de facto tribal knowledge and KM repository! Lower business risk and financial exposure Product Strategy The Clearwell Intelligence Platform is a 2U, rack-mountable appliance that can be installed and used within 30 minutes. It offers search, discovery, and analytics capabilities without being in the path of the , so there is no impact on the performance of the message environment. In addition to providing analytics capabilities for , the solution supports over 390 different file types of attachments in version 1.0. In response to customer demand, the company extended support for files in folders and file systems in its version 2.0, which the company released in December The product enables users to realize savings in the collection process by not requiring the administrator to create a separate repository nor move mailboxes to another content repository. From a product standpoint, Clearwell currently supports Microsoft Exchange and journaling servers. It also offers out-of-the-box integration with the following archiving applications:! HP RISS! Symantec Enterprise Vault Clearwell has prebuilt adapters to both HP RISS and Symantec EV. These integrated solutions are deployed in several joint customers. Clearwell trained the HP and 6 # IDC

7 Symantec sales team to go to market with these integrated solutions, resulting in coselling opportunities to more than 20 of these vendors' enterprise customers. The vendor considers the following capabilities as critical differentiators to its competition:! Easy installation and user interface! Single interface across all data stores! Discussion thread analysis! relevance ranking! Group-to-group analysis and topic classification! Tagging, intuitive discovery, and review workflow! Complements archives and litigation support tools! Ability to crawl Microsoft Active Directory (must be configured by the customer) to extract user aliases, departments, locations, and distribution lists Competitive Landscape Clearwell originally positioned its product as the "business intelligence"-like solution for the unstructured and semistructured content in the messaging and archival environments. From that standpoint, it does not appear to have a direct vendor competition. However, there are product categories that users would consider as substitutes. Clearwell positions its products as complementary to archive applications, which also offer some of the basic keyword search, deduplication, and indexing capabilities. To date, ZANTAZ is the only content archiving vendor that offers tagging capabilities. Readers should note that archiving vendors are either acquiring or partnering with categorization vendors to enhance their value proposition. Clearwell's ability to integrate with Active Directory to automatically extract aliases, department, location, and distribution list information; link this information to all participants; and perform the advanced search, on-the-fly topic classification, and advanced analytics are differentiators that resonate well with users, who are managing multiple discovery requests and audits involving massive amounts of data. Other product categories that potentially compete with Clearwell's product include:! Content classification (e.g., StoredIQ, Kazeon, Abrevity)! Messaging policy and content security solutions (e.g., Orchestria, Vericept, Vontu)! Litigation management analytics solutions (e.g., Stratify, Metalincs)! Custom case management analytic solutions! Enterprise search products (Autonomy, Google, FAST) 2006 IDC #

8 Each of these product categories offer features that facilitate the search and classification of unstructured content. FUTURE OUTLOOK In the near term, Clearwell's primary buying driver will be ediscovery and compliance audits. There are two categories of buyer organizations for these opportunities:! The enterprises from highly litigious industries that want to build some of the litigation readiness and ediscovery capabilities in-house! The outside legal counsel firms and ediscovery service providers who view the Clearwell solution as complementary to their existing case management and production capabilities These buying triggers require a multipronged solution-selling approach that targets both the legal/compliance officers and IT managers of the buying organizations. Sales individuals who are comfortable in selling to both audiences are still quite rare. As such, the vendor's biggest challenge appears to be managing its growth and ramping up its sales organization to meet customer demands. In response to customer and partner feedback, Clearwell recently announced plans to expand support to other messaging applications (Lotus Notes), operating systems (Linux), file repositories (NFS/CIFS), and applications (records management). This expansion to other content and file applications will bring Clearwell in direct competition with products that offer enterprise search, analytics, indexing, categorization, text mining, and content visualization capabilities. These vendors were traditionally grouped under the content search and access tools software market (which IDC will rename to search and discovery in the 2007 software taxonomy). Products in this functional market were traditionally used to supplement customer relationship management, product development, and marketing operations. ediscovery is a specific use case for the content access tools traditionally offered by ediscovery and litigation support providers as a service. These solutions are typically utilized after the collection phase of ediscovery. There is no direct product integration into an organization's data stores. The relevant data has to be ported onto the service provider's systems for the subsequent phases of the culling and review. In addition to solving the inefficiencies that arise from the back-and-forth iterations between IT and the in-house legal counsel's office, Clearwell's solution allows the inhouse legal team to build some of those collection and culling capabilities internally. Potential partnerships with hosted content archiving applications (including archiving) might not be as easy to accomplish. These vendors typically offer ediscovery and litigation support as well as records retention capabilities in their existing portfolio. These vendor's revenue pricing models are a function of the volume of data processed by their applications. Also, vendors in this category could potentially build out the intelligence that Clearwell's solution currently offers. As such, these vendors may see Clearwell's capabilities as cannibalizing the volume of data they could potentially process and would view a potential partnership with caution. 8 # IDC

9 ESSENTIAL GUIDANCE Advice for Clearwell archiving applications and the associated message stores will continue to drive near-term opportunities for Clearwell. IDC's 2006 surveys on information management for compliance suggest that archiving applications are among the top 3 investment priorities in the next 6 to 12 months. IDC recommends that Clearwell expands its list of out-of-the-box integration to partners EMC and Microsoft. Clearwell must also continue to build out its existing partnerships among the archiving applications vendors, since its current partners currently account for approximately less than 35% of the market. (For more on these, see Worldwide Archiving Applications Forecast and 2005 Vendor Shares: The Evolution from Archiving to Unified Message Archiving Solutions, IDC #203535, September 2006.) Hosted archiving applications currently account for 30% of the total archiving applications market, so Clearwell should consider pursuing partnership agreements with market leaders like Zantaz, Iron Mountain, Fortiva, and Microsoft Hosted Exchange Services (Frontbridge). Although remains the near-term target of regulators and the plaintiff bar, Clearwell should take a long-term view on the file type and repositories it would eventually support. The vendor has already announced its intention to support records management applications. But it will need to articulate its plans for supporting other media types. According to Rule 33(d) of the amendment Federal Rules on Civil Procedure for Electronic Discovery, the universe of electronically stored information (ESI) extends to voice, video, other media, and electronic devices. There are existing vendors that specialize in "search" across content generated by these various media. Clearwell will need to incorporate its strategy for providing analytics for these other ESI categories. Will they partner with these "search" vendors or will they build these capabilities organically? In the near team, Clearwell should consider solutions for Sharepoint team sites as well as for Web content. IDC surveys suggests that legal counsels and compliance officers are aware of the risks from these repositories and of the potential challenges in collecting and culling information in these environments. Vendors introduced solutions to enable companies to manage these content types as "records." There is an opportunity to expand the analytics to these applications. Clearwell should also continue to expand its ecosystem outside of the technology and service provider partners. IDC observed a growing trend among outside legal counsels becoming more involved in the evaluation of enabling technologies that support a legally defensible records retention programs. The partnership with Pooley & Oliver, which is using the Clearwell platform for its review and analysis, is a step in the right direction. Clearwell recognizes that managing growth is a challenge. IDC recommends that the vendor increase its investment in sales and marketing. It should expand its channel of system integration and information management partners. For example, companies like Contoural and Glasshouse Technologies are worth considering IDC #

10 Clearwell should also consider expanding its partner footprint overseas, notably Europe and Japan. Europe's data retention directives require telecommunications companies and Internet service providers to archive communications data. These organizations should also be able to quickly retrieve, present, and analyze these in the event of an agency investigation. Vendors are positioning security event and incident management solutions to address these forensic requirements. Tools that enable organizations to analyze the content and overlay these with the forensic analysis provide more insight on the context. The opportunities from Japan will come from the deployment of messaging and archiving applications as financial services companies prepare themselves for an overhaul of their regulatory environment. These changes are expected to take effect in 2008 onward. Advice for Potential Partners Hosted archiving vendors that offer ediscovery and litigation support capabilities increasingly recognize that a volume-based revenue model is not sustainable. IDC surveys on information management in 2005 and 2006 consistently suggest that organizations want to take some of the collection and litigation readiness capabilities in-house. These organizations want to reduce the volume that they eventually have to send to third parties to process and review. IDC recommends that potential partners in the hosted archiving applications market view Clearwell's solution as a complementary solution and potential service differentiator. ediscovery service providers face two conflicting pressures. On one hand, Clearwell reduces the amount of data for collection, review, and production, potentially reducing its revenue. Organizations are pushing to reduce their ediscovery costs. In this environment, a volume-based revenue model is not sustainable. ediscovery service providers that offer "hosted Clearwell" to their clients would enable them to differentiate their value proposition from the competition. LEARN MORE Related Research! Worldwide Archiving Applications Forecast and 2005 Vendor Shares: The Evolution from Archiving to Unified Message Archiving Solutions (IDC #203535, September 2006)! Worldwide Legal Discovery and Litigation Support Infrastructure Forecast: Building the Case for Proactive Records and Information Management Frameworks (IDC #202183, June 2006)! Worldwide Compliance Infrastructure Forecast: SOX 404 Requirements and the Emergence of the Records and Information Infrastructure Platform Define the Market (IDC #201961, June 2006)! You've Got Mail and IM But Are You Getting Work Done Well? (IDC #lcus , May 2006) 10 # IDC

11 ! Worldwide Legal Discovery and Litigation Support Infrastructure Taxonomy (IDC #201528, May 2006)! IDC's Worldwide Compliance Infrastructure Platform Taxonomy, 2006 (IDC #201417, April 2006)! Compliance Infrastructure Landscape: Drivers and Future Outlook (IDC #201274, April 2006)! IDC's Software Taxonomy, 2006 (IDC #34863, February 2006)! Worldwide Archiving Applications Forecast and 2004 Vendor Shares: When You Need to Know That You've Got Mail (IDC #34540, December 2005)! Worldwide Usage Forecast: 's Future Depends on Keeping Its Value High and Its Cost Low (IDC #34504, December 2005)! Worldwide Information Management for Compliance Forecast (IDC #33024, March 2005) Copyright Notice This IDC research document was published as part of an IDC continuous intelligence service, providing written research, analyst interactions, telebriefings, and conferences. Visit to learn more about IDC subscription and consulting services. To view a list of IDC offices worldwide, visit Please contact the IDC Hotline at , ext (or ) or for information on applying the price of this document toward the purchase of an IDC service or for information on additional copies or Web rights. Copyright 2006 IDC. Reproduction is forbidden unless authorized. All rights reserved. Published Under Services: Compliance Infrastructure 2006 IDC #

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