Top 10 Myths & Challenges

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3 White Paper: Management Archiving Contents Archiving: Benefits and Challenges Companies Need Archiving Archiving Challenges and Solutions Cloud Archiving More Information

4 Archiving: Benefits and Challenges In 1971, Ray Tomlinson sent the first that would be recognizable to us today. It used the sign to address a specific user at a specific domain. 1 Just as the first wheel led to the first traffic jam, so the first created the need for archiving. Even today, most organizations use their servers as an ad-hoc archive but this approach is no longer a viable long term solution. One reason is that there are simply more s now than ever before. Today there are 1.4 billion users worldwide and this is set to increase to almost 1.9 billion by Nearly a quarter (24 percent) belong to corporate users. Worldwide traffic totals 247 billion messages per day. 2 Another reason is that has become an indispensable business tool. Business users spend about a fifth of their time (19 percent or one hour and 17 minutes per day) sending and receiving s. They deal with an average of 108 business messages a day. 3 Because is so central to business, a large proportion of a company s institutional memory lives in its archive. Storing, managing and searching that archive is now a core business requirement. The cost of failure is high: losing arguments, losing law suits, losing jobs. servers alone cannot cope with long-term storage of very large volumes of and attachments. Companies need a more robust, flexible and powerful approach. Companies Need Archiving We surveyed 111 managers to find out their views about archiving. In some areas, the results were not surprising. For example, nearly two-thirds (65 percent) thought that archiving was important and only three percent thought it was unimportant or irrelevant. Ask a shoe maker whether leather is a good material and you ll get a similar response. In other areas, the results were somewhat unexpected. For example, we thought that regulatory compliance would be a major motivator for people to use an archiving solution but just a third (29 percent) of respondents agreed. Some of the results were astonishing. Despite agreeing that archiving was important, only a few companies (27 percent) had actually deployed a dedicated archiving solution. Leaving on servers and backing up those servers was, by far, the most popular approach. managers want to come to the archiving party but nobody wants to stay and clear up afterwards. Archiving method currently in use Percentage of respondents None 15% Store on the server 8% Regular back-ups 42% In-house archiving 21% Cloud- or internet-based archiving 6% Other 7% 1-First traffic: 1

5 We asked managers if they had ever had to search for old s and why. The main reasons were access to business information, HR requirements and recovering deleted s. Reasons for search Percentage of respondents For compliance purposes 29% As part of an internal HR investigation 40% For legal discovery 19% To locate business records / contacts 59% Recover deleted s 49% Other 10% Archiving Challenges and Solutions On the one hand, managers think archiving is important and regularly need it. On the other hand, relatively few have deployed an effective archiving solution in their business. Why is this? Perhaps some companies don t understand the benefits of a proper archiving system (as opposed to simply storing on an Exchange server with quota restrictions to control storage growth). The benefits include: A consistent archive for legal, HR, regulatory or business reasons A tamper-proof data trail for for legal discovery or litigation hold Less pressure on quotas and storage from proliferating attachments Less risk and hassle when users create local PST files to store s and circumvent quota policies Mail servers like Microsoft Exchange impose significant restrictions which makes them less than ideal for archiving. This is especially true of older versions. Limitations include: mailbox and overall mail store size, the performance demands of dealing with actually delivering mail (as opposed to indexing and searching it), limited audit trail, sub-optimal search performance etc. Our survey revealed a number of challenges and myths around archiving that may also slow adoption of full archiving. The Symantec MessageLabs Archiving.cloud Service addresses these issues. 2

6 Archiving challenge Business risks and requirements Solving the challenges with Symantec.cloud Quotas. Dealing with mailbox quotas and the rising volumes of s/ attachments was an issue for 56 percent of respondents. Mail servers let IT managers set quotas on how much each user can store. While this is necessary to keep storage and backup manageable, it is a source of frustration for users. Attachments are getting bigger every year and the problem multiplies when users forward them to one another, creating duplicates. An important benefit of the Symantec.cloud service is its ability to archive old s and de-duplicate attachments so that users don t have to deal with quota limitations and companies don t have to buy more and more storage to keep old messages. Local PST files. When users try to bypass quota limits by storing s on local PST files, this causes problems for 42 percent of respondents. Local archives create a number of problems for businesses. They are not accessible to anyone except the user who creates them. They are difficult to backup and they create security risks if stored on laptops which may be lost or stolen. A central archive means that users don t need to create their own PST files. For example, when Symantec.cloud first started using its own archiving product, some mailboxes shrunk by more than 80 percent and daily PC backups shrunk by 32 percent as local PST files were not needed. Setting up a system. It can be a challenge to set up an archiving system from scratch. This was the case for 50 percent of our respondents. Building an in-house archiving solution is a big challenge. Which software? How to scale the hardware to ensure there is enough room for growth? How to ensure that you capture all the incoming, internal and outgoing ? How to manage the system? How to import existing into the archive? An archiving solution from Symantec.cloud s is simple to deploy. Using a small piece of software or native server functionality, s are sent encrypted to Symantec.cloud where they are stored securely. We take care of the rest: availability, backup, security, continuity, storage, indexing and search. 3

7 Archiving challenge Business risks and requirements Solving the challenges with Symantec.cloud Tamper-proof archives. Some companies have to ensure that their archives are completely tamper-proof for legal or compliance reasons. Every company benefits from an archive that is authoritative and trustworthy. Half of our respondents (50%) shared this requirement. now forms part of the essential business records of an organization. Just think about how much of your own work and your relationship with customers, suppliers and colleagues goes through . Irrespective of any legal or regulatory requirements, any business needs to keep accurate records that can be used to record what was said, in court if necessary. In many cases, just having a tamperproof archive can de-escalate a conflict simply because the other side knows you can prove your point. Symantec.cloud s Archiving solution allows companies to set policies about retention and archiving that are applied consistently. Messages are stored encrypted in a secure, tamper-proof offsite archive ensuring compliance with relevant laws and regulations. Users can find their archived s in seconds without contacting IT and companies can search the entire database for legal discovery. Hardware requirements. More than half (55 percent) of our respondents agreed that the need to keep buying more and more hardware to support an archiving system was a problem. With an in-house solution, storage capacity is a two-sided problem. On the one hand, there is the risk of overprovisioning buying too much for your current needs at great expense. On the other, buying too little results in difficult choices about what can be archived. In addition, every time storage capacity increases, so does the requirement for backup hardware and redundant capacity to ensure continuity. The Symantec.cloud Archiving solution can store s for as long as you like. Because there is no inhouse storage, there is no need to buy more capacity than you need just in case. Instead, the service fee is based on the number of mailboxes in your organization and your total yearly storage requirements. 4

8 Archiving challenge Business risks and requirements Solving the challenges with Symantec.cloud Archive backup. While many companies rely on their existing server and backup systems as their only archive (with all the limitations that implies), when companies do deploy an archiving solution it is important to back it up properly. Only 41 percent of our respondents identified this as a problem suggesting that perhaps that some see their archive as a backup or vice versa. Companies are dealing with more and bigger attachments and this creates a backup bottleneck. Moving those s into an on-site archive doesn t remove the backup requirement. Backups require additional, expensive hardware and they need careful management and sizing to ensure that they work consistently and reliably. A cloud archive solution reduces the volume of data stored locally on servers, which improves backup performance and requires less backup hardware. It also eliminates the backup burden of locally-stored PST files. However, the Symantec.cloud Archiving solution goes beyond that. It ensures that your archive is stored in multiple secure, best-practice data centres, ensuring continuity and disaster recovery. Search. There s no point having an archive if you can t find things in it. This is why 58 percent of respondents identified search as a key issue. Without a central archive, it can be difficult and time-consuming to search an archive. For example, you may have to restore backup tapes or search users PCs. It s not just dealing with Subject Access Requests under the Data Protection Act or doing discovery for legal proceedings; users sometimes need to find an that they accidentally deleted. Users can search their own personal archive in seconds using our cloud Archive. Authorised users can search the entire archive in seconds. Because everything is centralised and every is archived according to company policies, you can be sure that you re searching the entire archive. Multiple sites. For a significant minority (37 percent), archiving from multiple sites and with multiple data centers is a challenge. Larger companies have to deal with many servers in different sites. Not only does this require more hardware but it also makes it harder to ensure consistency, availability and searchability. The Symantec.cloud Archiving solution has a very small software footprint to automatically capture and encrypt before transferring it to Symantec.cloud data centers for indexing and storage. This makes it much easier and more efficient to archive for multiple sites. 5

9 Cloud Archiving Once the benefits of efficient archiving are fully understand and the myths dispelled then there is a simple choice between a conventional on-premises approach or a cloud solution. The Symantec MessageLabs Archiving.cloud Service delivers exactly this kind of long-term storage. It stores all , sent or received by your server, in our secure data centers. This data is encrypted and multiple copies are taken, freeing you from the expense and effort involved in storing huge amounts of in-house. We believe it has significant advantages compared with an onsite system: Lower total cost of ownership. Reduce the volume of data stored on your Exchange server by up to 80 percent, improving its performance and easing quota restrictions. Add or reduce users as your needs change without expensive over-provisioning of hardware. Eliminate the need to manage archive backup or availability, especially when you have to deal with multiple sites. Rapid deployment. You don t need to specify, order and install hardware or configure software. We can have your archive up and running in days and we can help you transfer historical into it. Secure, efficient and under your control. Our solution integrates with Active Directory giving you granular control over archiving policies and reporting. is encrypted and compressed on-site before transfer to our archives. We provide rapid search and retrieval so you can find what you need, when you need it. 6

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12 About Symantec.cloud Symantec.cloud uses the power of cloud computing to secure and manage information stored on endpoints and delivered via , Web, and instant messaging. Building on the foundation of MessageLabs market leading software-as-a-service (SaaS) offerings and proven Symantec technologies, Symantec.cloud provides essential protection while virtually eliminating the need to manage hardware and software on site. More than ten million end users at more than 31,000 organizations ranging from small businesses to the Fortune 500 use Symantec.cloud to secure and manage information stored on endpoints and delivered via , Web, and instant messaging. Symantec.cloud helps IT executives to protect information more completely, manage technology more effectively, and rapidly respond to the needs of their business. For specific country offices and contact numbers, please visit our website. Symantec.cloud North America 512 7th Ave. 6th Floor New York, NY USA 1 (646) (866) Symantec helps organizations secure and manage their information-driven world with managed services, exchange spam filter, managed security services, and antivirus. Copyright 2010 Symantec Corporation. All rights reserved. Symantec and the Symantec Logo are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. 1/