TO BE OR NOT TO BE (Archiving), That is the question!

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1 Why SourceOne Series TO BE OR NOT TO BE (Archiving), That is the question! The Business Value of SourceOne TM for Archive and E-discovery Why you should take the time to read this paper Get control of your electronic data (Know what kind of data you have, where it is being stored, and have the ability to intelligently manage it.) Save money now, plan for later (A modular design allows you to purchase just what you need now with integration to other archive and e-discovery components that you may want add later) Reduce storage costs (Leverage more cost effective storage tiers where it makes sense, plus single instancing, and deduplication.) Reduce e-discovery costs (Dramatically reduce costs with easy to use e-discovery tools.) Eliminate e-discovery risks (Eliminate end-user PST files.) Improve and SharePoint performance (Move inactive data to a lower cost storage tier and improve and SharePoint performance.) Improve employee productivity (Eliminating PST files and mailbox quotas improves your enduser experience and reduces time wasted by end-users & Help Desk personnel.) Shorten backup times (Take inactive data out of your backup process.) Respond quicker to litigation requests (Tools that enable a quick response to litigation requests.) Maintain internal control of e-discovery (In-house tools keep full control internal.) Establish a repeatable e-discovery mechanism (Repeatable tools & processes make it easy.) Minimize penalties for non-compliance (SourceOne provides the tools and capabilities to respond quickly and confidently avoiding expensive fines and penalties.) March 2013

2 Copyright 2013 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. Part Number h

3 Table of Contents Executive summary... 4 To be or not to be (archiving), that is the question Introduction... 4 Audience... 4 Archive defined... 5 Backups vs. archive... 5 Storage tiering... 5 E-discovery business challenges without archive... 5 Inability to respond quickly to e-discovery litigation requests... 6 Lack of internal control for e-discovery requests... 6 Expense and risks of one-off e-discovery... 6 Lack of enterprise wide e-discovery tools across all data... 6 No repeatable e-discovery process mechanism... 6 Penalties for late litigation response... 7 Risk of user PST files... 7 IT efficiency business challenges without archive... 7 Inefficient storage tiering & expensive Tier-1 storage growth... 7 Unmanaged storage retention... 7 Slower and SharePoint performance... 8 Longer backup windows & increased backup storage capacity used... 8 Help Desk workload to manage & file system quota problems... 8 EMC SourceOne for archive and e-discovery... 8 Knowledge is power... 8 One simple interface to manage all archive SourceOne Management... 9 The benefits of SourceOne for archive... 9 Microsoft SharePoint SourceOne for Microsoft SharePoint The benefits of SourceOne for Microsoft SharePoint File systems SourceOne for File Systems The benefits of SourceOne for file systems E-discovery SourceOne Discovery Manager The benefits of SourceOne Discovery Manager Conclusion

4 Executive summary To be or not to be (archiving), that is the question. Whether it is nobler to suffer or not as William Shakespeare once said, archiving is more important now than ever before if you want to avoid the risks, penalties, and huge costs of unmanaged and ever increasing electronic data storage growth as illustrated in Figure 1 below. The Digital Universe: 50-fold Growth from the Beginning of 2010 to the End of 2020 Introduction Figure 1. IDC projection of data growth This paper focuses on EMC SourceOne technology leadership and differentiation for archive and e-discovery. It is not intended to explain in detail how it works. This purpose of this paper is to explain to you the technical and financial reasons why you will want to make SourceOne your archive and e-discovery platform. Audience Source: IDC s Digital Universe, sponsored by EMC, December 2012 This paper is intended for EMC customers, EMC sales, EMC systems engineers, EMC partners, and anyone else who is interested in learning more about SourceOne s differentiating technology and all the unique advantages that it can provide for your production and archive environments. 4

5 Archive defined Backups vs. archive Backup and archive data are not the same. Backups are a second copy of data used for rapid recovery of recent operational data. Archive is a primary copy of data that is no longer being used day-to-day but still must be searchable and be retrievable on demand. While the speed of recovering current data from backups is critical, read performance for typical archive data is not nearly as critical but the ability to be able to search your archive data is vitally important. Storage tiering The concept of storage tiering has been around for many years. Simply stated, it makes sense to store electronic data on a storage tier that matches the changing value of that data and activity against that data over time. As data ages, access frequency typically declines and in most cases the value of the data declines. But for many organizations, all data stays on their most expensive storage tier and continues to be backed up night after night because there is a lack of categorization of their unstructured data and therefore, no intelligent way to manage it and the associated storage costs. Not only are there different tiers of storage each with different cost points such as Fibre Channel, Flash, and SATA, there are also advanced features such as single instancing, deduplication, and data compression techniques that can amplify storage efficiencies and dramatically reduce overall storage costs without impacting the end-user experience. E-discovery business challenges without archive There are numerous common business challenges associated with e-discovery and compliance for organizations that don t have archiving solutions in place. Those e- discovery challenges are listed below and explained in more detail in subsequent paragraphs: Inability to respond quickly to e-discovery litigation requests Lack of internal control for e-discovery requests Expense and risks of one-off e-discovery Lack of enterprise wide e-discovery tools across all data No repeatable e-discovery process mechanism Penalties for late litigation response Risk of user PST files 5

6 Inability to respond quickly to e-discovery litigation requests If you have ever personally been involved with a litigation request, you know how demanding they can be. The demands can be unreasonable and in the absence of any established e-discovery tools and processes, the timeframe to respond can be impossible to meet regardless of how many resources you throw at it. Lack of internal control for e-discovery requests When a litigation request happens, you may not have all the resources needed to try and respond to it. Because of this, organizations are forced to contract for outside resources to help facilitate e-discovery. One unfortunate consequence of this is the fact that you now have lost internal control of key elements to a timely response. In the end, you and your company are responsible even if you don t have total control. Expense and risks of one-off e-discovery You may be thinking, yes but how often am I really going to have to respond to a litigation request? I ll just engage my own staff and we will figure it out and get it done. In reality, even once, this can be a very painful experience. It rarely comes at a good time. You may have key personnel who are away on vacation short staffed with positions unfilled. Without e-discovery tools in place, these requests often require the purchase of new servers, new licensing, new networking gear, and the creation of new test beds that require dedicated IT resources for days or weeks restoring from backups to re-create old environments that can be used for e-discovery in addition to everyone s on-going daily workload. Without existing e-discovery tools and processes, every step must be figured out as you go for each type of system and each new request. If that isn t bad enough, are you going to want to go through this one-off approach for every new litigation request you get? Wouldn t it make more sense to establish the tools and a repeatable process necessary to quickly and efficiently handle this and future requests? Lack of enterprise wide e-discovery tools across all data Another challenge is coming up with an e-discovery approach that you can use across different systems. Sometimes you can come up with a manual process for , for example, but the same approach might not work for file systems or SharePoint data. Wouldn t it be better to have a way to gather data from multiple different systems in a repeatable fashion to more quickly and easily respond to litigation requests? No repeatable e-discovery process mechanism Even if you pull together the resources and information to comply with a current e- discovery challenge, what are you going to do the next time? The data needed might be different and may need to come from a different source. You don t want to spend precious time re-creating the process wheel for every e-discovery instance you have. What you really need is a repeatable process using integrated tools that are flexible. 6

7 Penalties for late litigation response Inability to respond in a timely fashion to litigation requests will always incur additional risk for your organization from the standpoint of your legal team not having a good early case assessment advantage but could also mean big penalties and fines for non-compliance. Anyone who has been involved in these events knows the timeframes can be unreasonably short, and they just won t accept excuses. Risk of user PST files Your users are probably using Outlook PST files to work around mailbox quota limits. PST files are a risk for e-discovery because you don t have a good way to keep tabs on them, know where they are, or more importantly, what sensitive data that might be in them that puts your company at risk for possible litigation. IT efficiency business challenges without archive There are also numerous common business challenges associated with IT efficiency for organizations that don t have archiving solutions in place. Specifically, those IT efficiency challenges are listed below and explained in more detail in subsequent paragraphs: Inefficient storage tiering & expensive Tier-1 storage growth Unmanaged storage retention Slower and SharePoint performance Longer backup windows & increased storage capacity used Helpdesk workload to manage & file system quotas Inefficient storage tiering & expensive Tier-1 storage growth This may be the simplest and most important challenge point to understand. Without some intelligent way to categorize your data, most or all of your data will likely stay on your most expensive tier of storage. Tier-1 storage growth for many organizations outpaces their storage budget. Storage tiering allows available storage dollars to be spent more effectively to manage data growth balanced with user access needs. Unmanaged storage retention Without some mechanism to understand your data and apply data policies, you have no way to manage storage retention and the associated costs. It is also impossible to manage retention to meet the needs of Compliance Officers and auditors. This challenge is not a single event, but something that is an on-going need. 7

8 Slower and SharePoint performance It s a fact. When and SharePoint systems start out, they typically perform well but as they grow, performance declines. The major cause of this performance decline is ironically because of older data that isn t really being used much anymore. In many cases, customers spend money to add more servers and licensing to improve performance instead of moving the older, inactive data to another more appropriate storage platform. Longer backup windows & increased backup storage capacity used Backups are a critical part of any IT organization to protect against data loss and provide rapid recovery from any number of possible data loss problems. Even with advanced backup technology such as deduplication and data compression, does it really make sense to continue to do full backups of data that has been around forever and hasn t changed? When backup windows can t be met, customers often spend more money on more backup servers, more backup bandwidth, or other backup infrastructure or storage. Help Desk workload to manage & file system quota problems If you have guidelines and user quotas for and file systems then your Help Desk is almost certainly being bombarded on a regular basis by your users asking to have their quotas increased. Regardless of whether the user requests are valid or not, this is an unnecessary workload for Help Desk resources that have more important things they could be working on. This issue also reduces the productivity of your end-users who have to spend their time dealing with these issues instead of doing real work plus the aggravation of wasting their time dealing on quotas with the Help Desk. EMC SourceOne for archive and e-discovery SourceOne is a modular family of archive, compliance, and e-discovery solutions made up of several modular components that can be implemented one at a time but are integrated and share a common management user interface. SourceOne integrated archiving solutions include SourceOne Management, SourceOne Supervisor, SourceOne for Microsoft SharePoint, and SourceOne for File Systems. In addition, SourceOne Discovery Manager adds the ability to securely search and apply legal hold to archived content to support e-discovery. Knowledge is power Knowing what kind of data you have, how old it is, how often it s being accessed and where that data is being stored is real power that enables action. Unfortunately, the absence of this type of information creates unnecessary risk and typically results in storage costs that are out of control for all the wrong reasons. 8

9 One simple interface to manage all archive SourceOne is built on a modular design with integrated archive. This allows you to invest today in what you need and easily add other components later on. This gives you one management interface to manage all your archive and e-discovery needs including , MS SharePoint, and File Systems making operations simpler and more efficient. Having all your archives under SourceOne gives you the ability to create repeatable e-discovery processes that span across all the data in your entire enterprise and the ability to quickly and easily respond to litigation requests. SourceOne Management EMC SourceOne Management supports all major messaging environments, including Microsoft Exchange, IBM Lotus Domino, and instant messaging systems. SourceOne supports archival choices based on content value and risk, in order to satisfy corporate policies and industry regulations. Real-time capture ensures that a complete and authentic archive is maintained. If real-time capture is not a requirement, customers can also choose to capture data from individual mailboxes and public folders on a scheduled basis. Another option for message capture is user directed archiving which allows users to classify business important records. Through a simple drag and drop within their inboxes, users can place messages into pre-defined archives with set retention. SourceOne Supervisor is an and instant messaging content monitoring and supervision solution that helps organizations comply with corporate policies and external regulations. This allows monitoring messaging content for compliance with internal policies and governance initiatives including FINRA regulations. It also reduces the risk of unethical, inappropriate, or illegal usage providing records of supervisory actions and auditable proof of compliance. The benefits of SourceOne for archive The many benefits of SourceOne for archive are listed below followed by a brief explanation of each: 1. Improved system performance 2. Eliminate mailbox quotas & related Help Desk workload 3. Eliminate user PST files & associated e-discover risks 4. Save money on future Tier-1 storage costs 5. Reduce backup times 6. Enable easy e-discovery for systems 7. Modular design means you only purchase what you need now 9

10 The first benefit of SourceOne archive for is improving the performance of your systems by moving older data & attachments out of primary storage. A second benefit is you will be able to eliminate mailbox quotas for your users and reduce the workload on your Help Desk for handling quota related problems. Third, you will finally be able to get rid of user PST files and their associated e-discovery risks because there won t be a legitimate need for them any longer without mailbox quotas. Fourth, by placing older and attachments on a less expensive storage tier you will save money on future purchases of additional Tier-1 storage and allow you to re-purpose existing Tier-1 storage for more appropriate data. Fifth, you will also dramatically reduce the amount of data that needs to be backed up each night shortening backup times and reducing the strain on your existing backup infrastructure. Sixth, you will enable easy e-discovery capabilities that can help you respond more quickly and efficiently to litigation requests. And finally, SourceOne s modular design means you only have to purchase what you need today for and can easily add integrated archive for SharePoint or file systems later. Microsoft SharePoint SourceOne for Microsoft SharePoint EMC SourceOne uses a building block approach to help companies manage the growth of active SharePoint content. By using content externalization, you can reduce the burden on SharePoint, and can immediately improve SharePoint s performance which leads to better operational efficiency and reduced costs. Microsoft recommends that SharePoint SQL Server databases get no larger than 200GB. This creates the need to add more SQL Server databases in order to scale capacity commonly requiring additional costs for licenses and server infrastructure. Organizations can also choose to archive inactive content to a central archive, by which IT managers can extend the control and governance to SharePoint content to mitigate legal risks. SourceOne provides an archive that is searchable to easily produce content in response to an investigation or litigation. SourceOne for SharePoint supports two types of policies, archive, and archive and delete for content in the SharePoint production environment. Archive moves the data from production without impacting user access while archive and delete removes user access. The benefits of SourceOne for Microsoft SharePoint The many benefits of SourceOne for Microsoft SharePoint are listed below followed by a short explanation of each: 1. Improve SharePoint performance & scalability 2. Save money on future Tier-1 storage 3. Repurpose existing Tier-1 storage 4. Achieve index & search capabilities for SharePoint content 10

11 5. Easy e-discovery for SharePoint content 6. Modular design means you only purchase what you need now The first advantage of SourceOne for SharePoint is improving the performance of your SharePoint systems by externalizing active content from internal SQL databases which also improves scalability. Second, by archiving inactive SharePoint data to a less expensive storage tier you will save money on future purchases of additional Tier-1 storage. Third, you can then re-purpose existing Tier-1 storage for more appropriate data. SourceOne allows this multipronged storage tiering approach while maintaining transparency for SharePoint users and the IT Help Desk. Forth, SourceOne provides index and search capabilities for your SharePoint content. Searching for SharePoint content can be done by administrators from the SourceOne web global search interface. Fifth, SourceOne provides easy e-discovery capabilities that can help you respond quickly to litigation requests. And finally, SourceOne s modular design means you only have to purchase what you need today for SharePoint and can easily add integrated archive for or file systems later. File systems SourceOne for File Systems Today, it is estimated that 85% of the digital universe consists of unstructured content. This unstructured content resides largely on corporate file systems and the intrinsic value of this information remains a mystery although a huge amount of time and resources are consumed in supporting this data through backups and disaster recovery. There is just too much data, too many copies of the same data and it is impossible to categorize. With SourceOne for File Systems, you can cost effectively manage all of this unstructured data while enabling corporate governance and compliance by centrally managing, applying and enforcing policies. Volume of Electronic Content in the Typical Organization by Location Distribution of Electronic Content in a Typical Organization Source: Osterman Research Study 10/

12 Unique to SourceOne for File Systems, files can be full text indexed, or indexed by primary metadata only. They can then optionally be placed into the SourceOne archive and single instanced. With Index-In-Place, files can be indexed where they are without physically placing them into a SourceOne archive first. This delivers the value of indexing and search to all files regardless of physical location. In addition, files can be moved onto a lower cost storage tier based on archiving policies created by administrators based on data attributes such as age, file type, or file size. SourceOne for File Systems provides multiple options for data access. One is to simply shortcut the files that have been archived using an html link. Native stubbing is another option. In some cases, an administrator may choose to simply archive and single instance the data and remove the files from the file system. The benefits of SourceOne for file systems The many benefits of SourceOne for file systems are listed below followed by a short explanation of each: 1. Index file system data in place for e-discovery 2. Reduce the cost of future Tier-1 storage 3. Repurpose existing Tier-1 storage 4. Reduce backup windows 5. Manage file system retention 6. Modular design means you only purchase what you need now First and foremost, SourceOne for file systems gives you the ability to index in place and perform searches for e-discovery on a huge portion of your unstructured data that is otherwise unmanageable regardless of whether it is archived or not. And this can be done where the file system data sits today without first having to archive it. Second, it allows you to automate the movement of older less frequently accessed data to a less expensive storage tier which will save money on future purchases of additional Tier-1 storage. Third, this allows you to re-purpose existing Tier-1 storage for more appropriate data. Fourth, file system data that has been archived can be taken out of the backup process shortening backup windows and reducing the strain on your backup environment. Fifth, SourceOne for File Systems also gives you the ability to manage retention compliance while maintaining complete transparency for your end-users and enables e-discovery. And finally, SourceOne s modular design means you only have to purchase what you need today for file systems and can easily add integrated archive for or SharePoint later. 12

13 E-discovery SourceOne Discovery Manager Responding to discovery requests can be a time-consuming and very expensive manual process. Without the proper tools, legal teams cannot conduct early assessments to determine case merit, can incur significant expenses with outside counsel, and may be subject to penalties, sanctions, and adverse rulings. EMC SourceOne Discovery Manager discovers, manages, and applies secure hold to any content in the EMC SourceOne archives. The benefits of SourceOne Discovery Manager SourceOne Discovery Manager provides a number of benefits that are itemized below and then explained in a little more detail: 1. Intuitive interface to manage the legal matter lifecycle 2. Eliminates the need for manual case matter tracking 3. Consolidates relevant data into hold folders 4. Reduces the cost of discovery to relevant matter 5. Modular design means you only purchase what you need now The first benefit of SourceOne Discovery Manager is its intuitive interface to easily manage the legal matter lifecycle for archived content. Second, it eliminates manual tracking of case matters with spreadsheets and other documents. Third, it also consolidates relevant data into a hold folder where messages are full-text indexed and can be audited to verify chain of custody. Fourth, SourceOne Discovery Manager reduces the cost of discovery by presenting only the content that is relevant to the matter at hand. And finally, SourceOne s modular design means you only have to purchase what you need today and can easily add components of its integrated archive for , SourceOne, or file systems later. All of these capabilities provide an easy to use and repeatable mechanism for investigators to quickly respond to discovery requests. 13

14 Conclusion After reading this paper you should have a better understanding of SourceOne s platform technology differentiation and why to choose SourceOne for your archive and e-discovery needs. To summarize, SourceOne will help you: Gain awareness & control of your unstructured data. SourceOne gives you the power of knowledge and the tools to better understand and manage your data Reduce your storage costs significantly by intelligently moving data to the storage tier that makes sense based on age and how it is used Reduce e-discovery costs by providing the capability and tools to quickly and reliably respond without having to purchase new hardware and software,and dedicate valuable IT resources each time you get a discovery request Improve performance of your and SharePoint systems by moving inactive data to archive while maintaining end-user transparency Improve end-user experience by eliminating mailbox quotas and reduce the workload on your Help Desk from dealing with quota exception requests Shorten backup times by removing inactive data from the backup process lightening the backup workload on your existing backup infrastructure Reduce e-discovery risks by eliminating user PST files Maintain internal control of e-discovery activity by having SourceOne tools inhouse Minimize penalties and fines for non-compliance with SourceOne tools that can quickly and easily respond to litigation requests with confidence Save money by buying only the archive module(s) you need now with the option to easily add other integrated modules later when needed Establish repeatable business processes for e-discovery and litigation requests If you would like to know more about our SourceOne technology differentiation, please refer to our SourceOne Management, SourceOne Supervisor, SourceOne for MicroSoft SharePoint, SourceOne Discovery Manager, and SourceOne for File Systems data sheets found on EMC.COM. Also, if you have an ipad, please take a look at our Source One Interactive Product Guide ibook on EMC.COM. We encourage you to check out The SourceOne Insider and The Backup Window blogs on this and other EMC Backup and Recovery Systems topics. 14

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