EMC SourceOne Management and ediscovery Overview

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1 EMC SourceOne Management and ediscovery Overview Deanna Hoover EMC SourceOne Systems Engineer 1

2 Agenda Value of Good Information Governance Introduction to EMC SourceOne Information Governance Archiving ediscovery Planning for Information Governance in Your Environment 2 2

3 Digital Enterprise: Management Challenge Increases with Volume The digital universe will grow 6x between 2006 to 2010 total of 988 exabytes in 2010 Today: Save Everything Because companies are unsure of value of information Why Good Information Governance? To comply with government regulations Because of litigation How Will Companies Manage Information? Archiving Classification ediscovery Source: IDC White Paper, "The Diverse and Exploding Digital Universe,", March

4 Unstructured Data: Governance, Risk and Compliance Implications PERCENTAGE OF THE DIGITAL 95% of Enterprise Data Created is UNIVERSE 50% Unstructured 40% 30% 20% 10% 0% Security-Intense Compliance- Intense Preservation- Intense Source: IDC White Paper, "The Diverse and Exploding Digital Universe,", March 2008 Managing the data has legal, regulatory or security implications Security Data Privacy Compliance What access rights are assigned to data Retention and access controls Preservation Legal Hold orders These factors drive investment in information governance 4

5 The Cost of Inefficient Information Management In 2008 and 2009, companies without an active policy and strategy for content archiving solutions will spend 1/3 more on ediscovery than those with content archiving solutions. Source: Gartner, E-Discovery: Project Planning and Budgeting, , February 2008 ROI FACTORS Up to 50 percent of enterprise disk storage is consumed by files, mainly PST and files from other systems Up to 90 percent of [stored] data is redundant or out of date One gigabyte of data can result in $18,750 in legal review costs Cut IT and legal costs by percent by bringing outsourced solutions in-house 5

6 Is Most Requested Content in Legal Proceedings and Regulatory Investigations To the best of your knowledge, which of the following record types has your organization been asked to produce in a legal proceeding or regulatory inquiry? and attachments 80% General office productivity 60% Database records 49% Invoices and other customer records 41% Financial statements Phone call recordings and other 29% 36% residing on: Digital images Instant messages Video files Other 5% 16% 21% 25% Laptops Desktops File servers servers 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Source: ESG Research Report: Archiving Survey, November 2007; based on 107 respondents 6

7 Why Is Challenging to Manage START 1.1 MB with Attachment Document 1 MB 1.1 MB 1.0 MB 2.1 MB Server/ Desktop Backup with doc 1.1 MB 2.1 MB Redundant Backup SENT TO FOUR COLLEAGUES with doc 1.1 MB with doc 1.1 MB with doc 1.1 MB with doc 1.1 MB 2.2 MB 2.2 MB 2.2 MB 2.2 MB Backup Original MB Document Text 0.1 Local Copy 1.1 Server 1.1 Desktop Backup 1.0 Redundant Server 2.1 Tape Archive Copies (4) Local Copies 4.4 Server Copies 4.4 Server Backup 4.4 Tape Archive Transient Overhead MB 8.8 MB Tape Back-up Tape Back-up TOTAL 51.5 FINISH 51.5 MB! Source: IDC White Paper, "The Diverse and Exploding Digital Universe," Sponsored by EMC, March

8 Introducing EMC SourceOne Management EMC SourceOne Management Integrated information governance for and instant messages Storage Management Proactively manage mailbox sizes and Instant Messages Leverages Tiered Storage Single Instance Storage De-duplication PST management Time and event based policies Search and discovery and IM Full-text Index Legal Hold ediscovery & Compliance Reduce ediscovery costs Archival Storage 8

9 The EMC SourceOne Family Archiving Compliance and ediscovery EMC SourceOne Management /IM archiving to improve IT efficiency EMC SourceOne Discovery Collector Indexing appliance to automate collection throughout the enterprise Integrated Information Governance Solutions help you do more with less 9

10 EMC SourceOne Management Management is archiving Benefits of Management Proactively manage mail store size Reduce IT costs Storage, Network, Backup, etc. Leverage tiered storage infrastructure ediscovery Manage PST/NSF files Archive existing and eliminate future need Meet ediscovery and Compliance needs Quickly find and restore Quickly search ingested PST/NSF files Apply Retention Policies Automatically and consistently enforce retention and disposition policies 10

11 SourceOne Management Message Flow Collect Real-time Scheduled PST/NSF collection User Directed Archiving Management Server(s) Organize and Classify Address Rules Retention and disposal policies Unique ID for single instancing Full Text Index Optional indexing of messages, attachments Includes embedded and Zip messages (20 layers deep) Ability to set indexing policy at folder level Messaging servers 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 Attachments and messages can be stored separately EMC or 3 rd party EMC SourceOne :: Management 11

12 EMC SourceOne Management Architectural Highlights Extremely Scalable N+1 Architecture Ability to separate out core functions across multiple servers to better meet workload needs Centralized Administration Wizard based MMC Snap-in console Enterprise-wide single instancing SIS of messages/im De-duplication International support Archive & search multi byte characters Interface localized into 7 languages: French Italian, German, Spanish, Korean, Simplified Chinese, Japanese EMC SourceOne Messaging Servers Archive Storage 12

13 Quantifying TCO Savings with SourceOne Management Take cost out of your environment Hard Dollar Savings: Storage costs Data protection costs Soft Dollar Savings: Administrator productivity End user productivity 13

14 How Are You Managing Growth By Adding More Capacity? Larger mailboxes mean Slower performance Longer backup windows More data to replicate Longer restores Duplicate copies Longer time to discover Source: EMC ROI/TCO Analyser estimates 14

15 How Are You Managing Growth By Restricting Mailbox Sizes? Mailbox quotas mean Lost user productivity Enterprise SAN Mail servers Distributed s in personal archives Inability to apply corporate retention policies Security risk User desktops File servers PST/NSF files are created 15

16 Proactively Manage Growth with SourceOne Management SourceOne Management offers phased approach to control mailbox sizes without restrictive mailbox limits 1. Shortcut process leaves content on mail server but only a small fraction; still accessible via inbox Example: Content 90 days old 2. Deletion remove from inbox; accessible with archive search Example: Content 2 years old 16

17 Proactively Manage Growth with SourceOne Management SourceOne Management offers phased approach to control mailbox sizes without restrictive mailbox limits 1. Shortcut process leaves content on mail server but only a small fraction; still accessible via inbox Example: Content 90 days old 2. Deletion remove from inbox; accessible with archive search Example: Content 2 years old 17

18 Phase 1 - Shortcut Process from User Perspective 18

19 Proactively Manage Growth with SourceOne Management SourceOne Management offers phased approach to control mailbox sizes without restrictive mailbox limits 1. Shortcut process leaves content on mail server but only a small fraction; still accessible via inbox Example: Content 90 days old 2. Deletion remove from inbox; accessible with archive search Example: Content 2 years old 19

20 Phase 2 - Simple Administrator and User Access to Archive Content 20

21 EMC SourceOne ediscovery Solution Compliance and ediscovery EMC SourceOne Discovery Collector Indexing appliance to automate collection throughout the enterprise Integrated Information Governance Solutions help you do more with less 21

22 EMC SourceOne for ediscovery Helps you Bring more ediscovery process inhouse Reduce time, cost and risk Respond cost-effectively to ediscovery requests Implement a repeatable business process that minimizes ediscovery and compliance costs 22 2

23 SourceOne Discovery Collector In-House ediscovery Approach Collect data to a preservation server or repository Process, analyze & review from preservation server Useful when data needs to be collected Processing, Analysis & Review on Preservation Set In-Target Processing, Review & Analysis Custodian ESI PST Desktops, Remote Offices and Laptops Servers File Shares Backup Archives Archives Document Repositories Collect Preserve Preservation Server Collection/Presevation Collection/ Presevation Custodians 23 23

24 Discovery Collector for Early Case Assessment Early case assessment throughout the ediscovery process Threading Identify relevant, important data Make decision to litigate or settle Cost of full ediscovery vs. settlement Analytics on relevant legal case data Custodian s, ESI data sources communication threads Prepare for FRCP meetings Keyword Hit Report Custodian & Concept Analysis 24 24

25 Information Governance: Drive Efficiency, Lower Costs, Mitigate Risk Business Needs Operational Needs Balance Risk with Cost Be Proactive Create Repeatable Processes 25

26 Get Involved with EMC Communities Why should you join? Collaborate and share best practices Shape the direction of future EMC products Network with innovators across the globe, 24/7 Join now by going to: community.emc.com/go/documentum community.emc.com/go/sourceone developer.emc.com/documentum developer.emc.com/xmltech community.emc.com/community/labs/d65 26

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