HP StoreAll Storage and Symantec Enterprise Vault technical reference guide

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1 Technical white paper HP StoreAll Storage and Symantec Enterprise Vault technical reference guide Table of contents Introduction... 2 Purpose... 2 Audience... 2 Terminology and acronyms... 2 Description of capability... 2 Mapping capability to HP Catalog Services... 2 Capability technical design... 3 Overall design approach... 3 Overview of functional component relationships... 5 Mailbox archiving functional component detail... 7 Journal archiving functional component detail E-Discovery functional component details Storage functional component detail Backup and recovery functional component detail Monitoring functional component detail Reporting functional component detail Networking functional component detail Directory service functional component detail Naming service functional component detail Overall process design approach Business continuity and disaster recovery Enterprise Vault failover Performance and event monitoring Reporting Appendix Terminology and acronyms... 73

2 Introduction The goal of this document is to provide solution architects and solution engineers a standard set of guidelines, tools, and methodologies for building a messaging and collaboration (M&C) archiving solution based on Symantec Enterprise Vault 10 and HP StoreAll Storage archiving platform. Note that at the time of writing, Enterprise Vault was the most recent release and was used in the writing of this document. Purpose This guide provides technical reference information for the HP Messaging and Collaboration Archiving capability. It is created to define the capability functional components, design principles, and to design a Symantec Enterprise Vault archiving solution for the HP M&C Archiving capability client. Audience The primary audiences for this capability guide are integration engineers and delivery SMEs who can use the guide as a technical reference along with the Symantec Enterprise Vault Document Set for EV symantec.com/business/support/index?page=content&id=doc5804. Secondary audiences for this guide are the sales, solution development teams including solution and portfolio architects as well as production change management organizations, or those who need to understand the technical aspects of the capability. Project managers may also use this document to create a work breakdown structure (WBS). Terminology and acronyms This section defines the terminology and common acronyms used in this document. For ease of use, the reference table is placed in Appendix Terminology and acronyms. Description of capability The HP M&C Archiving capability consists of specific hardware, software, and processes that are managed by operational specialists with specific skill sets. It can be deployed within an HP data center or at a customer data center that meets with the HP security, network, and operational standards. The solution is managed by leveraged HP support organizations using their operational tools and processes. HP offers customers consistent, efficient, and low-cost M&C archiving solutions that are fully managed by HP. Such fully managed solution provides an alternative to customers having to build, staff, and administer their own messaging infrastructure. In an M&C archiving solution, the archiving servers and applications are dedicated to a particular customer. Mapping capability to HP Catalog Services Definition of compliance The term compliance as used in this guide relates to the process or processes required to allow an organization to conform to the various rules and regulations that govern the storage and retention of data. Globally, legislation by regulatory bodies means that many organizations are obliged to retain an ever-increasing amount of electronic correspondence and data. Enterprise Vault enables organizations to capture, store, and retrieve and expire the relevant data. There are many such regulatory requirements covering all kinds of industries in many countries. Compliance requirements can be external, such as the Sarbanes-Oxley Act of 2002 requirement in the US, or the Freedom of Information Act in the UK. Compliance can also refer to internal company policy. Companies may have their own motivation for retaining mail for what we call compliance, such as internal oversight, working with outside counsel, responses to litigation, and so forth. The need for compliance is more frequently associated with the financial services industry, but that is generally because that industry is more highly regulated. Many industries such as government, healthcare, even manufacturing are also subject to stringent regulation and have a need to be compliant in their handling of data. It should also be noted that what can be a legal requirement in one country can actually be illegal in another. For example, in Germany because of strong privacy laws that protect the rights of the individual, it is illegal to collect any personal information without that person s prior consent. 2

3 By its very nature, compliance generally requires that all data be stored in a non-alterable format and collected before anyone has had a chance to delete or change it. Within the M&C archive offering, the compliance components of the solution relate to the type of storage used, the process of collecting everything or journaling, and the specialized product called discovery accelerator that provides an integrated application for searching and reviewing data that has been archived using Enterprise Vault. Together, these components provide the framework that allows a company to meet its compliance requirements. These components are: HP StoreAll Storage in Enterprise compliance mode provides the WORM capability that is required to ensure that stored data cannot be modified or destroyed whilst under retention. Data is normally replicated to a separate secondary HP StoreAll Storage in a separate data center to provide the data redundancy required by compliance regulations. Enterprise Vault journal archiving provides the mechanism to collect all mail captured by the Microsoft Exchange journaling process, index the mail, and store it on HP StoreAll Storage device. Discovery accelerator provides the specialized tool to allow compliance officers to perform company-wide searches of the archived data. Within the M&C archive offering, the Enterprise Vault journal archiving components are frequently referred to as compliance archiving. This reflects the close relationship between a business need for compliance and the need to store journaled s for certain users or groups of users. Note Although HP provides an infrastructure that allows a company to achieve compliance, we do not and cannot provide compliance. HP cannot provide legal advice and will not offer advice on what a company must do to be compliant. The customer must advise us on what their requirements are. We can then implement an infrastructure that will allow them to meet those requirements. Additionally HP has not obtained formal compliance regulatory certifications from any governmental entities (For example: US Federal Drug Administration [FDA]). Capability technical design This section provides a description of the hardware, software, roles, and process components for the solution. It provides information on the technical aspects of the various core components, as well as the optional components. Overall design approach The following points provide a high-level overview of design principles and design approach. Solution selection criteria The solution must provide what the customer requires: mailbox archiving and compliance archiving which includes E-Discovery. It must meet any specific customer business requirements such as message retention, corporate policies, regulatory compliance, and E-Discovery, as well as infrastructure requirements such as the type of storage used for archived data and backup and recovery of the entire archiving system. System sizing The mail archiving servers and storage must be able to support customers of various sizes. HP M&C Archiving takes a modular approach by devising standard building blocks that are capable of supporting certain level of load, and scale out by adding more building blocks to support higher demand. 3

4 Networking considerations To support a high archiving ingestion rate and search performance, HP M&C Archiving utilizes Gigabit Ethernet as the standard network type for archiving servers and archive storage. A Fibre Channel network is used when the application data such as databases and indexes are stored on SAN storage. Large amounts of data may be replicated between primary and secondary HP StoreAll Storage devices via remote replication using the run once feature of the HP StoreAll Storage in conjunction with scripted Enterprise Vault verification. A separate and dedicated network is used for backup and recovery data streams. Disaster recovery considerations In this release, HP M&C Archiving is developing backup and recovery methods for archiving servers, databases, application, and archived data within a local data center. Site-level failover and disaster recovery methods are also covered. As an archiving solution is an integration of multiple components or moving parts and is time sensitive between the moving parts, backup and recovery of these components must be accurately coordinated. Software considerations This release of HP M&C Archiving is using Symantec Enterprise Vault and Symantec Discovery Accelerator as the archiving application. Software selections are based on the approved HP M&C Archiving list of materials. Any software not included in the list may not be supported. Server platform virtualization considerations Part of the scope for HP Archiving offering is to assess the potential for deploying all or part of an archiving solution on virtual servers. Our conclusion, for the current capability design, is that there are significant opportunities to use virtual servers to either reduce costs or improve ease of operation. The rational for this conclusion is shown below: The Archiving capability recognizes three generic solution sizes small, medium, and large. The medium and large categories are described in detail in the capability documentation Enterprise Vault 10 provides considerable improvements in the area of virtualization over previous versions. Configurations to cope with intense CPU, memory, and I/O workloads are now quite possible on VMware vsphere 4 and above, if the virtual machine (VM) is properly specified. Running Enterprise Vault in a virtual environment has significant advantages in terms of high availability and failover, and as such, EV 10 servers are good candidates for virtualization. The small size category is briefly described as a custom option with all server roles installed on the same server. This is likely to provide a more cost-effective solution than virtualizing any of the components (because virtualization would require the management of more platforms). Additionally, SQL database servers, because of their intensive I/O and CPU requirements, do not make good candidates for virtualization and with the exception of very small implementations (Rule of thumb: less than 500 users) should always be physical within this offering. Supporting servers (Active Directory, internet security and acceleration [ISA], and so on) that might be candidates for virtualization are not delivered by the archiving service, belonging instead to managed directory services or Managed Messaging. The discovery accelerator server might also be a candidate for virtualization but must be carefully built in a virtual environment to help maximize CPU and disk I/O. 4

5 Overview of functional component relationships Figure 1 provides a high-level overview of the core functional components that comprise an archiving solution and the relationships between the components. Figure 1. High-level view of archiving core functional components Microsoft desktop footprint Outlook Client with EV add-ins, Internet Explorer Intranet access Reverse proxy service Outlook Web access Intranet access archiving services Security Billing Reporting Monitoring Backup and recovery Mailbox archiving Journal archiving E-Discovery Exchange messaging services Directory services Naming services Platform Storage services Networking infrastructure Facilities As shown in the Figure 1, the core functional components of HP M&C Archiving, such as mailbox archiving, journal archiving, and E-Discovery depend on multiple layers of other functional components such as storage as well as naming and directory services. The HP M&C Archiving solution also incorporates and leverages some supporting functional components such as backup and recovery, monitoring and reporting, and billing and security. In this release of M&C Archiving, archiving services are provided to customers connecting from both within the corporate intranet and the public Internet. Table 1. Describes the various components required to make up the HP M&C Archiving solution. Functional components Mailbox archiving Journal archiving E-Discovery Description Provide archiving functions to Exchange user mailboxes. Include the following main subcomponents: Complete audit trail Symantec Enterprise Vault Microsoft SQL Server Managed Messaging (Exchange 2010 SP2) Client-side archiving features PST Migration (Not in scope of this release. High-level guidance only.) Provide journaling and archiving functions to Exchange messaging systems. Include the following main sub-components: Microsoft Exchange Standard or Premium Journaling Exchange Journal Mailbox Server Symantec Enterprise Vault Microsoft SQL Server HP SQL Database Capability Provide E-Discovery functions to archived contents. Include the following main subcomponents: Symantec discovery accelerator Microsoft SQL Server 5

6 Functional components Storage Backup and recovery Monitoring Reporting Networking Directory service Naming service Remote administration Enterprise Security Event Management (ESEM) Billing Description Provide storage functions to the mailbox archiving, journal archiving, and E-Discovery. Include the following main subcomponents: Application storage for indexes and databases HP StoreAll Storage HP Storage Management Services capability Provide backup and recovery functions to mailbox archiving, journal archiving, and E-Discovery. Include the following main sub-components: Backup and recovery of Enterprise Vault servers, SQL Server, indexes, databases, and vault stores HP StoreAll Remote Replication HP Data Center Backup (DCB) Backup and Restore Services capability Provide monitoring functions to mailbox archiving, journal archiving, and E-Discovery. Include the following main subcomponents: Event Management Solution Engineering capability HP Operations Manager (HPOM) server, agent, and the following monitoring solutions Enterprise Vault Monitoring Microsoft System Center Operations Manager (SCOM) server, agent, and the following management packs: Management pack for Enterprise Vault Note: HPOM is the default-monitoring tool in HP M&C Archiving. SCOM is the alternative monitoring tool when HPOM is not used. Provide reporting functions to mailbox archiving, journal archiving, and E-Discovery. Include the following main subcomponents: Symantec Enterprise Vault Reporting (based on SSRS) Provide networking infrastructure required for mailbox archiving, journal archiving, E-Discovery, and those related to storage, backup, and recovery. Include the following main subcomponents: HP Global Network Services Provide Active Directory functions to archiving infrastructure. HP Global Active Directory Capability Provide naming functions to archiving infrastructure. Include the following main subcomponents: HP Network naming and addressing Provide remote terminal functions for administrators to remotely manage the archiving infrastructure systems securely. Include the following main subcomponents: From SOE Leveraged remote access (LRA) Citrix From OMCnet Citrix/TS Provide ESEM functions to archiving infrastructure servers. Include the following mail subcomponents: HP Enterprise Security Event Management Capability Provide billing functions to mailbox archiving, journal archiving, and E-Discovery. Include the following main subcomponents: Manual billing process and procedures 6

7 Mailbox archiving functional component detail Description Over the past years, messaging has become a critical part of every organization. As a result, the number and size of messages sent is growing exponentially and this trend is likely to continue for the near future. Messaging systems like Exchange were never designed or intended to store unlimited amounts of data and may eventually fail if proper control on growth and management of the environment is not exercised. If the size of the mail database is controlled, the total server hardware resource and storage requirements for the messaging environment can be better handled; therefore, assuring a correct messaging service (convenience, performance, and availability) and assuring the possibility to plan the correct capacity is required to support future needs. The ability to archive s has recently become a major issue in the messaging world. There are two main drivers for this: firstly, storage growth and secondly, compliance or the need to comply with an ever-increasing number of regulatory requirements and laws relating to the storage and availability of data. In the last few years, laws such as Sarbanes-Oxley in the US and the Freedom of Information Act in the UK have made it a legal requirement for all data involved in certain types of transaction to be available for inspection by external auditors and government agencies for extended periods of time. These laws also require that data is stored in such a way that it cannot be altered or deleted until a previously specified retention period has been reached. Full audit facilities must also be available to prove that proper procedure has been followed. These requirements go beyond the technical capabilities of traditional systems and require the use of specialized hardware and software, or archive solutions. Symantec uses industry-leading technology to deliver a highly scalable, flexible, and reliable solution for today s data archive needs. HP M&C Archiving service is primarily based on HP StoreAll Storage solution designed to store and provide simple, highly scalable, and effective access to fixed content. This offering is targeted at enterprise compliance situations and as such uses the HP StoreAll Storage as the back-end WORM-like storage medium. In non-compliance situations where WORM capability is not required, HP StoreAll Storage devices are also used in non-compliance mode without WORM enabled. Enterprise Vault product architecture Figure 2 provides an overview of the Enterprise Vault product architecture: Figure 2. Enterprise Vault architecture MAPI/ HTTP Microsoft Exchange 2010 SP2 environment Outlook and OWA Application services MAPI Retrieval Archiving Journaling PST Outlook and OWA HTTP Admin Directory Shopping IIS services Indexing Storage Open storage layer Search, Archive Explorer and Accelerator Module Index locations Location 1 Physical storage Store 1 Vault stores Store 2 Store 3 7

8 Archive software Symantec Enterprise Vault is a leading product suite in the archiving space. It provides the ability for users to search and transparently retrieve archived Microsoft Exchange messages. In addition, it provides journaling facilities for meeting compliance and audit or regulatory requirements around electronic messaging systems ( , instant messaging, and so forth). The product suite is designed to provide lifecycle management for records in Microsoft Exchange message stores, whilst allowing customers to reduce the costs associated with keeping these records for the necessary lifecycle by storing the records on more cost-optimal platforms over time and so is an excellent fit with the solution. Enterprise Vault functionality includes: Applying catalog or index techniques to establish object identification and searchable content metadata Applying retention policy to message objects Creating and maintaining necessary logs and audit trails of object handling events Providing user interfaces supporting access, restoration, and searches for archived objects Safeguarding archived objects from alteration and unauthorized access Archive storage Three distinct storage sets are required for Enterprise Vault. Archive storage Archive storage is used for holding the actual archived content and text or html rendering of those items. This storage is typically very high volume and moderate performance. In compliance situations, this storage must also be capable of providing non-alterable storage, this is known as WORM. Indexing storage Indexing storage is used to hold the indexes for all the archived items. This storage is completely separate from the archive storage and should be located on high speed SAN. For smaller implementations DAS storage is acceptable provided that has sufficient performance. Index storage must not be implemented on NAS devices and must never be implemented on a WORM device. The index storage consumes a volume equivalent to about 13 percent of the archived data (full) or 4 percent (brief). Within this offering, full indexing is the standard configuration and is a prerequisite where discovery accelerator is required. SQL storage SQL is critical to Enterprise Vault. All Enterprise Vault implementations require at least one SQL Server and this is specified with high performance and high redundancy. Normally an SQL cluster is used. This storage for the SQL databases and logs is separate from the archive and index storage and should be located on high speed SAN. For smaller implementations, DAS storage is acceptable provided that has sufficient performance. Compliance vault storage Primary storage for message objects is targeted for magnetic disk; here, two configurations are available. For environments where WORM-like enterprise compliance capability is appropriate or Enterprise Vault s native retention capabilities coupled with non-worm storage is applicable, the HP StoreAll Storage range of NAS devices should be used. These devices offer almost limitless scalability coupled with the flexibility of NAS and the benefits of cross-site replication. HP StoreAll Storage can be configured in WORM-like compliance mode to prevent unauthorized deletion of retained data from applications. For most situations this compliance capability is sufficient to meet regulatory requirements. An additional advantage of using HP StoreAll Storage is its non-proprietary format, all data is stored on a standard NTFS partition and can easily be migrated to different storage in the future. 8

9 Non-compliance vault storage In the event that compliant WORM or WORM-like storage is not a requirement, many alternate forms of storage can be used for the archive store. However, the recommended storage within this offering remains the HP StoreAll Storage configured in noncompliant (non-worm) mode. For smaller installations where the HP StoreAll Storage is not appropriate, any NTFS volume can be used as an alternative archive store such as NAS, SAN, DAS, or a combination can be used. Enterprise Vault Single Instance In order to benefit from Enterprise Vault Single Instancing, the vault stores are grouped within a vault storage group. The Single Instance boundary is the vault storage group. Within each vault store group, each vault store is assigned a sharing level such as share within group, share within vault, or no sharing. Each item (above 20 KB) is broken into SIS parts. The Enterprise Vault stores a SIS part only once. A vault store has a fingerprint database that maintains each SIS parts fingerprint. The Enterprise Vault checks the vault store groups fingerprint database to identify if any SIS part already exists in the archive. If it does, then Enterprise Vault simply references the existing SIS part. If it does not exist, the SIS part is stored and a new entry is made in the vault store groups fingerprint database. Figure 3 illustrates the relationship between vault stores and the vault store group with respect to sharing boundaries. Figure 3. Sharing boundaries in a vault store group Vault store 1 Sharing level: Share within group Vault store 3 Sharing level: Share within group Vault store 4 Sharing level: Share within group Vault store 2 Sharing level: Share within vault store Vault store 5 Sharing level: No sharing Archive server The Enterprise Vault server is responsible for all major archive activities. It houses the archive software that receives messages, applies retention policies, parses messages for metadata, creates message identities, stores message objects, and manages retrievals, restores, and expires. The earlier sections provided a rough overview of the Enterprise Vault architecture. The main components are described in following sections. 9

10 Enterprise Vault components Figure 4 provides an overview of the Enterprise Vault components. Figure 4. Enterprise Vault components Users accessing archives Enterprise Vault adminstation console Administrators remotely monitoring Enterprise Vault Enterprise Vault Web Access components Enterprise Vault services and tasks Enterprise Vault operations manager Enterprise Vault reporting Target server SQL Server Enterprise Vault monitoring database Vault store database Enterprise Vault directory database Vault store Partition Enterprise Vault archives Vault store Partition Enterprise Vault archives Enterprise Vault server The Enterprise Vault (EV) server is the core of the archiving architecture. It provides the link between the Exchange servers, storage devices, and database. Within the archiving process, the EV server connects to the Exchange servers and defines which messages have to be archived. During that archive process, it indexes the data and stores it on a file system connected to the EV server. The vault metadata (SavesetID, vault store partition, and such) are stored into a separate SQL server database. The actual s metadata is stored within the index structure. The archived messages typically are replaced by a shortcut in the user mailbox. The shortcut can be full item, or an HTML or text preview to the archived message. It can be double clicked which shows the entire contents of the message in its original format. If the customer elects not to leave shortcuts but then decides to use shortcuts at a later date, shortcuts are only created to items after shortcutting is enabled, they are not retrospective, that is shortcuts to previously archived items are not be created. The amount of detail contained in the shortcuts is configurable through the mailbox archiving policy. The more detail stored in a shortcut, the larger the shortcut becomes and the greater its effect on the size of the mailbox, after thousands of shortcuts are created. In addition, since shortcuts exist in the mailbox folders, they add to the count of items in the folders and can affect Outlook performance. Microsoft generally recommends that folder counts stay within a range of 3,500 5,000 items. To help maintain continuity of the vault and folder item count, Enterprise Vault can be configured to delete shortcuts based on several criteria as follows: 1. Shortcut deletion to items that have expired by Enterprise Vault storage expiry 2. Shortcut deletion based on a specified age criteria 3. Shortcut deletion to orphaned items (created by end users deleting archived items via search apps or copying shortcuts and only deleting the original) The shortcut deletion process is scheduled via the Exchange Mailbox Policy properties. The process to delete orphaned shortcuts is a SQL server-intensive process and is estimated to add approximately one third to the shortcut deletion time. If orphaned shortcut deletion is enabled, it is advisable to use the provisioning groups to apply the policy to different groups of users and to activate the orphaned shortcut removal on a policy-by-policy, week-by-week basis. 10

11 The HP standard EV 10 server configuration requires 16-core CPU with 32 GB of memory. Connecting server IP ports as well as local I/O ports are GigEther IP based. As a general rule of thumb, a server with the specified configuration can handle approximately 7,500 average usage mailboxes (for mailbox archiving). So, one archive server is usually capable of handling up to (related to Managed Messaging): Four messaging servers with 1,875 mailboxes per server Three messaging servers with 2,500 mailboxes per server Two messaging servers with 3,750 mailboxes per server One messaging server with 7,500 mailboxes per server Currently in Managed Messaging, a mailbox server can host up to 16,000 mailboxes. To archive a messaging server with such high number of mailboxes, it is quite likely that you may reduce the number of users per Exchange server. Use the calculation method explained later to determine the actual requirements. In environments with a heavy use of mail, so large individual mail items or a large number of mails per user per day or a combination of both, these numbers could be significantly reduced. It is always important to calculate mail volume accurately before finalizing the EV design as changing things at later days is not a simple matter. Generally, EV servers should be associated with Exchange servers on a one-to-one basis. This provides the best possible ratio to allow for future growth. It is also very important to consider the performance of the Exchange environment. Poor Exchange disk I/O results in poor archive performance. This situation cannot be improved at the Enterprise Vault level. EV can only archive data as fast as it can read it from Exchange. A poorly specified Exchange server has a dramatic impact on perceived EV performance, particularly when daily maintenance of Exchange is in progress. The next table shows the expected ingestion rates for numbers of physical cores where the average message size including attachments is 70 KB and 140 KB. It is assumed that the system is running on VMware and that CPU and memory resources are dedicated (reserved) to the Enterprise Vault server, and not shared with other virtual machines on the host. The rates can vary but typical ingestion rates on a physical server are 10 to 20 percent higher than virtual servers (stated by Symantec). Read the document, Implementing Enterprise Vault on VMware symantec.com/docs/tech Table 2. EV 10 server performance Number of cores Hourly ingestion rate (70 KB items) Hourly ingestion rate (140 KB items) (70 KB items) 60,000 40,000 (140 KB items) 90,000 60,000 Note The following sections provide rule of thumb guidance only. In order to calculate the customer s requirements accurately, Symantec provides a comprehensive sizing tool that should always be used in the later stages of estimation. The latest version of the tool is available from the Symantec partner information website. This tool must be filled in by the HP archiving engineer using input obtained from the customer. For detailed information on EV 10 performance, review the following best practice guide. symantec.com/business/support/index?page=content&id=doc4553 and for VMware implementations, review the guide symantec.com/business/support/index?page=content&id=tech Note In the real world, average message sizes of 140 KB are not uncommon. 11

12 To accurately calculate the number of Enterprise Vault mailbox archiving servers required for a particular environment, several factors must be considered. They are: The number of users mailboxes that can be archived The number of messages per user to archive each day The average message size The number of hours allocated for archiving each night The number of hours required to perform backup each night Does an backlog exist, which must be archived within a certain amount of time; if so, what is the size (GB) and number of messages contained in the backlog The estimated annual growth rate of number of mailboxes The estimated annual growth rate of the average number of messages to archive per user It is also assumed that the archiving servers are in close proximity to the source data (target Exchange servers) An EV server scoped for mailbox archiving is also suitable for journaling. Even though there is a lot more to be archived you have a much larger (20+ hours) archive window for journal servers. If the data is available, the number of Enterprise Vault servers can be calculated using the following formula: (Number of mailboxes to archive * number of messages to archive per user per day or number of hours available for archiving) or 90,000 items per hour (based on an average message size of 70 KB) * 75 percent contingency or buffer. The average message size plays a large role in the number of items an Enterprise Vault server can process per hour. It is found that as the average message size doubles from 70 KB, the archiving rate decreases by one third. Therefore, if the average message size is found to be 140 KB, use an archiving rate of 60,000 for the calculations. For your final calculation, always use 75 percent of the final calculated figure. This is in order to provide a contingency or buffer in your calculations. Another common method for calculating server requirement is to use the throughput per hour that a given Enterprise Vault server can process into the archive. For the M&C Standard Enterprise Vault server configuration detailed earlier, a figure of between 5 GB and 9 GB per hour can be expected. Use 5 GB as a conservative value. Symantec s Exchange Store Reporter tool can be used to analyze Exchange mailbox stores and provides estimates of mail volume and sizes. The following examples are based on the fictional company ACME Widgets. In our first consultation, we received limited information from the customer. But we can still provide some rough rule of thumb estimation based on the limited information. Example scenario 1: In our first discussions, ACME Widgets provided the following data to assist with the Enterprise Vault mailbox archiving sizing: There are 8,000 active mailboxes to archive The average mailbox is growing by 20 messages per workday The average message size is 70 KB Four hours per night available as an archiving window The growth rate in number of active mailboxes is expected to average 10 percent for the next three years The average mailbox growth rate (messages per workday) is expected to increase by 20 percent over the next three years A 16-core archiving server is capable of archiving at a rate of 90,000 items per hour; however, we normally fix the size based on 75 percent of this value, which we have often seen as a steady state performance level. Using the known values, we determine that the number of active mailboxes that will require archiving after three years is 10,648 and the number of messages to archive per day per user is 35. The number of Enterprise Vault mailbox archiving servers needed by year three is calculated as follows: (Number of mailboxes to archive * number of messages to archive per user per day or number of hours available for archiving), or 90,000 items per hour (assuming an average message size of 70 KB) * 75 percent. Number of EV servers required to provide mailbox archiving = (10,648 * 35)/4/(90,000*75%) = 1.6 (so 2 EV servers) In this example, no account has been taken of historic mail. Two EV servers will be adequate to cope with existing traffic, but possibly not enough to perform the ingestion. 12

13 Example scenario 2: ACME Widgets has now provided further data to assist with the Enterprise Vault mailbox archiving sizing. They have made the decision to ingest all their existing mailbox data. There are currently 3,000,000 messages in the mailbox backlog. The backlog must be cleared in one month, which is 20 working days and 3 weekends (one weekend is dedicated to maintenance). There are four hours to archive each weeknight and 10 hours each to archive on Saturday and Sunday. In this scenario, we have been allotted 140 hours to archive the backlog of 3,000,000 messages. We must also consider that during this one-month period, the mailboxes are still accumulating messages at a rate of 20 per day; therefore, we must be able to archive 7,800,000 messages in the allotted time span of 140 hours. To accomplish this, we must be able to sustain an archiving rate of 56,000 messages per hour. Using a 16-core server allows us to achieve up to 90,000 items per hour; therefore, two quad core Enterprise Vault servers should still suffice. Using the two servers, we can easily clear the mailbox backlog within the allotted period of one month and once clear, two servers will be able to process the expected load for the following three years. Table 3. Enterprise Vault mailbox archiving server specifications highlight Hardware Model Processor Memory Internal storage (15k spin speed) SAN Network HP ProLiant DL380 G8 Server 16-core processor 32 GB RAM 2 x 300 GB in RAID 1 for OS, page file, and application files 2 x 300 GB in RAID 1 for Microsoft Message Queuing (MSMQ) 2 x 300 GB in RAID 1 for shopping and exports 2 x HBA Fibre Channel connections (2 x single or dual port HBA cards) Fully redundant Gigabit Ethernet NIC Fully redundant Gigabit backup LAN (Internal Embedded NIC) Software OS Application Microsoft Windows 2008 R2 SP1 64-bit Standard Edition Enterprise Vault v or above Microsoft Outlook 2007 Standard Edition with SP2 Always review the current Enterprise Vault compatibility chart for the most recent requirements. symantec.com/business/support/index?page=content&id=doc5804 Note If you choose to use blade server, HP M&C Archiving recommends the HP ProLiant BL460c Server series. For the blade server configuration, you can reference the above rack server configuration. SQL server The SQL server is used to store the following data: EV server configuration Metadata of archived data Vault store configuration Fingerprint database for single instancing The general rule of thumb is ratio: Provision 4 CPU cores and 8 GB RAM for every four EV servers and for this offering, we do not recommend provisioning more than eight EV servers on a single physical server. 13

14 Table 4. SQL server specification highlight Hardware Model Processor Memory Internal storage (15k spin speed) SAN Network HP ProLiant DL380 G8 Server 16-core processor 32 GB RAM 2 x 300 GB in RAID 1 for OS, page file and application files 2 x 300 GB in RAID 1 for transactions logs 2 x 300 GB in RAID 1 for TempDB logs 2 x 300 GB in RAID 1 for client DB logs 2 x HBA Fibre Channel connections (2 x single or dual port HBA cards) Fully redundant Gigabit Ethernet NIC Fully redundant Gigabit backup LAN Software OS Application Windows 2008 R2 SP1 64-bit Standard Edition Microsoft SQL Server 2008 R2 64-bit Standard Edition If you choose to use blade server, HP M&C Archiving recommends the HP ProLiant BL460c Server series. For the blade server configuration, you can reference the above rack server configuration. Exchange server The requirements on the Exchange servers are to: Exchange 2010 must be running SP2 with full hotfix rollup or above. This is required to resolve a Microsoft bug that prevents archived or journaled items from being freed up as whitespace. Grant full control to the Enterprise Vault Service Account on each Exchange 2010 SP2 server that will be an archive target. (Run the SetEVExchangePermissions.PS1 PowerShell script. Check the Assigning Exchange Server permissions to the Vault Service account section of the Symantec Enterprise Vault Installing and Configuring document). Remove the throttling restrictions for the Enterprise Vault Service Account by running the SetEVThrottlingPolicy.PS1. Check the Configuring the Exchange 2010 throttling policy on the Vault Service account section of the Symantec Enterprise Vault Installing and Configuring document. If you use a database availability group (DAG) in your Exchange Server 2010 SP2 environment, you must set up archiving for all members of the DAG. You must also target all the DAG member servers within one Enterprise Vault site. (When all DAG member servers are set up for archiving, database and server failovers do not interrupt mailbox archiving.) Create an Enterprise Vault System mailbox on each Exchange 2010 SP2 server that will be an archive target. If you use DAGs in your Exchange Server 2010 SP2 environment, you must create the Enterprise Vault system mailbox in a database that is replicated across the DAG. When there is no database that is replicated across the DAG, you need to create such a database for use by the Enterprise Vault system mailbox. Grant send as permissions to the Enterprise Vault Service account on each Enterprise Vault System mailbox as well. Configure Enterprise Vault to deploy the forms locally in pure Exchange 2010 SP2 environments, even if a public folder store to publish Enterprise Vault Outlook forms via Exchange exists. Install the Enterprise Vault Outlook Web Access (OWA) extensions on all Exchange 2010 SP2 CAS servers. (If there is reverse proxy server such as ISA in place, special rules need to be created to support the EV Web features.) In Exchange 2010, MAPI connections are moved to the Client Access Server role. M&C archive solution does not require dedicated client access server just for the mailbox archiving purpose, because all the mailbox archive activities are scheduled to happen within the archive windows without impacting end users. Detailed information on these requirements can be found in the documents Installing and Configuring Guide for Enterprise Vault at symantec.com/business/support/index?page=content&id=doc4402. For more information on how Enterprise Vault works with Exchange 2010 SP2 servers in a DAG, refer to Setting up Exchange Server Archiving document at symantec.com/business/support/index?page=content&id=doc

15 Outlook Client The retrieval of shortcut archived messages can be made transparent to the Outlook users by using an EV Outlook plug-in, which must be installed on the Outlook Client. The Outlook Client then uses a combination of special Enterprise Vault Outlook forms and the Enterprise Vault Outlook Add-In to interact with the archived items, and retrieve the archived message transparently from the Enterprise Vault server. EV introduces a new Unified EV Outlook Client that provides the functionality of both the previous DCOM and HTTP-based clients. The new Unified Client will be deployed with this release of the offering. Web clients OWA client To enable users to access archives and manage archived items from within OWA clients, install Enterprise Vault OWA Extensions on Exchange 2010 SP2 CAS servers. Archives can be searched and items can be archived, viewed, restored, and deleted, if permitted. Enterprise Vault buttons and menu items are added for the customer. OWA users do not require the Enterprise Vault Outlook Add-Ins to be installed on their desktop computers. The administrator can configure in the Enterprise Vault Administration Console what functionality is available to OWA users. This release of HP M&C Archiving supports the Search and Archive Explorer functions launched within OWA when accessing the archived items from within the intranet as part of the standard. Internet access via the Search and Archive Explorer functions within OWA requires custom engineering, which involves setting up HTTP or SSL and ISA publishing rules for the Enterprise Vault servers. Outlook Anywhere Client (RPC/HTTP) To enable Outlook 2010 SP2 and Outlook 2010 users to access Enterprise Vault archives using RPC over HTTP, Enterprise Vault Outlook Add-Ins (any type) must be installed on each client desktop computer and the settings configured in the Enterprise Vault Exchange Desktop policy. Read Prerequisites for RPC over HTTP section of the Symantec Enterprise Vault Installing and Configuring document and Chapter 10 Configuring access to Enterprise Vault from Outlook RPC over HTTP clients of the Symantec Enterprise Vault Setting up Exchange Server Archiving document. In this release of M&C Archiving, Outlook Anywhere clients are enabled with Vault Cache where users can access the archived items within the offline vault without the need to connect to the Enterprise Vault servers. If in customer deployment such direct access to Enterprise Vault servers from the public Internet is required, integration engineers conduct custom engineering, which involves setting up HTTP/SSL and ISA publishing rules for the Enterprise Vault servers. Mobile clients The two popular mobile technologies, ActiveSync and BlackBerry, work similarly (server-push synchronization) with a small exception. In the case of archiving, both technologies can exist in the same environment and the archiving process itself is not affected (messages already synchronized to the mobile device can still be archived). Depending on which technology is being used, the end-user experience can vary slightly. The differences between the two are described as follows. ActiveSync With ActiveSync, the shortcuts to the archived messages are actually synchronized to the mobile device; however, the full message does not resolve and the reply or forward actions just send the shortcut. Therefore, if the shortcuts are configured to show the entire message body, an ActiveSync Client is at least able to read the message body after that message has been archived. BlackBerry The synchronized copy of the original message is retained on the BlackBerry Client. The shortcuts to the archived messages are not transferred to the mobile device. The end user cannot view attachments or use the More feature to get the rest of a message, once the message is archived. Messages can be forwarded and replied from the mobile device after archiving, but any attachments included cannot be sent. Existing shortcuts are not synchronized over to the mobile device. This is only an issue if Enterprise Vault is installed and message is archived prior to implementing the BlackBerry server. The same would apply to a folder if the user chooses to newly synchronize with their BlackBerry shortcuts are not synchronized, just standard Outlook message classes and any new messages from that point forward are be synchronized by the BlackBerry. Mobile Search an additional Enterprise Vault service can allow archived items to be searchable through a mobile device. Note that Mobile Search is not part of the standard offering and would be considered an uplift. For more information, see Chapter 13 Configuring Mobile Search access to Enterprise Vault of the Setting up Exchange Server Archiving Document at symantec.com/business/support/index?page=content&id=doc

16 Note There are also various partner solutions in this area that allows full archived content and functionality on mobile devices but these are beyond the scope of the standard offering and would be considered custom solutions. Archiving tasks and policies Exchange provisioning tasks Provisioning groups are used to associate Active Directory user groups with different archiving policies. To select the mailboxes to be associated with a provisioning group, any of the following is used: Windows group Windows user Distribution group (the Active Directory Group type, Distribution) Organizational unit LDAP query Whole Exchange Server organization The provisioning groups are then processed by the Exchange provisioning task. This task assigns the correct policy settings to each mailbox. For the HP M&C Archiving solution, it is recommended to use Windows groups. Exchange Mailbox archiving tasks In the administration console, it is necessary to create an Exchange Mailbox Archiving task for each Exchange server with user mailboxes to be archived. These tasks are controlled by the task controller service. To obtain an estimate of the number of items that will be archived, without actually archiving anything, run the task in Report Mode. Exchange mailbox archiving tasks run automatically according to the schedule defined for the Enterprise Vault site. Exchange mailbox policies and archiving strategies An Exchange mailbox policy includes information for the archiving task to use when processing the target mailboxes: Indexing level to use Archiving strategy Archiving actions Whether shortcuts are created and what they contain Shortcut deletion strategy (orphaned and time based) Enterprise Vault Outlook and OWA settings The Enterprise Vault archiving policies options provide the ability to customize the behavior of the archiving task, Enterprise Vault Outlook Add-Ins, and OWA clients. The policy settings can also be locked to prevent end users from changing the administrator-defined settings in Outlook. As with other applications, the more options configured; the more complex the solution becomes. Therefore, general best practice is to roll out a minimum number of policies, provisioning groups, and user features. This generally produces the highest level of user acceptance and experience. In some cases, it is necessary to expand the features but this requirement should be discussed and implemented on a needed basis. Safety copies Safety copies are copies of the archived items. In a mailbox, they are identified by the pending archive icon. The options for removing safety copies (in vault store properties) are as follows: Never After backup After backup (immediately for journaling) Immediately after archive 16

17 When using HP StoreAll Storage, Enterprise Vault should be configured to wait until a backup of the vault store (or replication) has been completed before removing safety copies (after backup or after backup immediately for journaling). The backup process either changes the archive attribute (non-worm) of the archived items, or in the case of HP StoreAll Storage Remote Replication, it writes a trigger file (subject to custom scripting being deployed). Enterprise Vault recognizes the attribute change or trigger file and removes the safety copies only after a successful backup or replication has taken place. In brief, a script is deployed on the HP StoreAll Storage that continually runs run once replication tasks on the active open partitions. On successful completion of the replication task, the trigger file is written to the root of the partition, thus informing EV that all items older than the trigger file are safe and can be shortcut. Note When using alternate storage medium, a suitable backup strategy must be designed and implemented that is specific to that storage solution. Types of items to archive Enterprise Vault comes with a predefined set of message classes that identify different types of items. Table 5 contains the settings defined in the message classes page of directory properties. Table 5. Default settings Type of item Message class Archived by default Calendar items IPM.Appointment No Contact items IPM.Contact No Documents IPM.Document Yes Electronic sticky notes IPM.Stickynote No Interpersonal messages IPM.Note Yes Journal messages IPM.Activity No Messages posted to a folder IPM.Post Yes Tasks IPM.Task No Note The recommendation is to use the default settings above. Index and databases The following sections provide an overview of the index and databases used for archiving. Indexing The indexes are organized as follows: There is a separate index for each archive Each index consists of a set of related files Files are held in folders To ensure the most stable indexing consistent environment multiple storage locations are required for all new archive, indexes, and new index volumes. You can choose how much information is indexed for items as they are archived using the following indexing levels: Brief with brief indexing, only information about the item such as the subject and author can be searched. Full indexing searching content for phrases is only available with full indexing. It is recommended to use full indexing, because in HP M&C Archiving we must provide maximum search capability in all configurations deployed. This applies to both mailbox archiving and compliance archiving solutions. 17

18 Other index location best practices The other index location best practices are: Indexes must always be located on high speed SAN, as NAS storage is not suitable for index data. The indexing service file locations require good random access or a high number of IOPS combined with good transfer rates. Within this offering, RAID 1 arrays must always be used for index data. Provision index locations using mount points not individual Drives. This allows further index locations to be added without running out of disk letters. Exclude all index locations from real time or scheduled antivirus scanning. Disable built-in Windows indexing on the drives that have Enterprise Vault components. Ensure the Windows server page file conforms to the Microsoft best practice of 1.5x physical memory. Set the initial and maximum size of the page file to the same value, for preventing unnecessary fragmentation. In the absence of the above settings, many instances of corrupt indexes have been observed in the field. Databases and SQL server Enterprise Vault has the following core databases: Enterprise Vault directory database Vault store database SIS fingerprint database (if implementing SIS in Enterprise Vault) Enterprise Vault monitoring database SQL Server must be installed and set up before configuring Enterprise Vault. The sort order or collation setting must be case insensitive. (Case sensitive installations are not supported.) The Enterprise Vault Service Account is required to be a member of the local administrator s group (to manage the application, to enumerate the administrative shares, and for specifying placement of SQL Server data files and log files). The EV Service Account must also have database creator rights within SQL Server. The best practice for SQL Server provisioning in a normal load environment is as follows: Up to eight EV servers Provision 4-core and 8 GB RAM for every eight EV servers More than eight EV servers Dedicated server for directory and audit databases with 4-core and 16 GB RAM for every eight EV servers Separate server for other databases. Provision 4-core and 8 GB RAM for every four EV servers DA server Dedicated SQL Server All Enterprise Vault SQL Servers should run a single SQL instance only. 18

19 Vault store database Each vault store database has an initial storage requirement of 100 MB for the data device and 80 MB for the transaction log device, making a total initial disk space requirement of 180 MB. It is a best practice to locate the SQL Server data files, transaction log files, and the TempDB on separate physical spindles for optimum performance. Each vault store database contains an entry for each item that is archived in the associated vault store, so the vault store databases grow over time. Only when an item is deleted from the archive, its references are deleted from the relevant vault store database. Fingerprint databases When you create a vault store group, a fingerprint database is automatically created for the group. If you are using Enterprise Vault SIS, the fingerprint database may grow rapidly in size. It is important to configure the fingerprint database appropriately for the amount of sharing within the group. Each fingerprint database has an initial storage requirement 244 MB made up as follows: 132 MB for the primary file group 1 MB for each non-primary file group 80 MB for the transaction log device When using SIS within a vault store group, the non-primary file groups can grow rapidly and it is best practice to specify multiple locations on separate devices for scalability and performance. Although there are no specific recommendations on when to create additional file groups. The fingerprint database requires 500 bytes per single instance part (DVSSP). As a general rule of thumb, the fingerprint database size can be calculated using the following formula: 1/r x n x 0.2 x 500 bytes Where, R = average number of identical copies of attachments across user mailboxes (2 if not known) N = number of s HTTP or SSL The default communication protocol used to access the Enterprise Vault Web Access application is HTTP. If required by the customer, this can be configured to use HTTP or SSL. The IIS server must be correctly configured prior to changing the Enterprise Vault setting. In addition, caution must be taken if messages are already archived in the environment because the shortcuts to existing archived items can fail to work. If this setting is changed when there are existing archived items, only shortcuts created after the change will work properly. It is possible to rebuild shortcuts, but it is extremely CPU intensive and should be avoided. Moving Mailbox Archives Prior to EV10, a feature called Move Archive was introduced and it is continued in this Enterprise Vault version. The Move Mailbox Archive allows movement of the content from an existing Exchange mailbox archives and journal archives to new archives or existing archives in other vault stores. The Move Archive wizard allows us to move archives between vault stores in between sites that are controlled by different Enterprise Vault directories. The Move Archive handles each move operation differently, depending on the archiving status of the source archive and the destination archive. 19

20 Each archive s status can be active or inactive. Active archives are those that are currently in use by Enterprise Vault as targets for archiving. In the case of mailbox archiving, an active archive is one that is associated with an archiving enabled user, and is the current default archive into which Enterprise Vault archives data. In the case of journal archiving, an active archive is the current default archive for a mailbox journaling task. Inactive archives are those that are not currently in use by Enterprise Vault as targets for archiving. Move Archive supports the move of archives to destination servers that run Enterprise Vault 8.0 SP4 or later. Move Archive does not support move operations for the following archive types: Closed archives File system archiving (FSA) archives Microsoft SharePoint archives Shared archives Exchange public folder archives Move Archive also prevents moves in the following circumstances: If an archive contains items that are under legal hold, such as from discovery accelerator, the archive cannot be moved. Once all legal holds have been removed, the archive can then be moved as desired. The source archive is under retention enforced at the storage level. In this case, the archives are copied but the source archive cannot be removed and must remain in a closed state. The source archive exceeds its archive usage limit and the destination is a new archive. The destination archive exceeds its archive usage limit. In these cases, you should increase the appropriate archive s usage limit on the archive properties: Archive usage limit tab in the administration console. The new archive will be re-indexed. The new archive indexing level inherits the indexing level as set in the Enterprise Vault site properties. For example, if the original archive had a full indexing level, but the new archive resides in an Enterprise Vault site where the default indexing level is brief the new archive will be indexed at a brief level. Note This process is not recommended for moving large numbers of archives. If moving large numbers of archives or if using Enterprise Vault versions prior to EV8 SP4, the following still applies. Pre-EV8.0 SP4 mailbox moves Care should be taken while moving Exchange mailboxes that are already enabled for archiving. A direct relationship exists between the Enterprise Vault server and Exchange server. A mailbox that is moved to a new Exchange server is consequently archived from its original EV server, whereas other users mailboxes on the destination Exchange server are serviced by a different EV server. So, when more and more mailboxes are moved across locations, there will be more and more cross-location traffic. Note One Exchange server can be only serviced by one Enterprise Vault server but one Enterprise Vault Server can archive more than one Exchange server. 20

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