Managing Storage and Compliance Costs through E-mail Archiving and ediscovery

Managing Storage and Compliance Costs through E-mail Archiving and ediscovery Gregory P. Kosinski Director, Product Marketing EMC Heidi Maher, Esq. Compliance and ediscovery Advisor EMC Copyright 2009 2010 EMC Corporation. All rights reserved. 1

2 Overcome The Challenges of Email Growth How to Reduce the Cost of ediscovery Getting Started with EMC SourceOne

3 How Often Do You Delete Emails? Source: AIIM Industry Watch Email Management: The Good, the Bad, the Ugly May 2009

4 START 1.1 MB E-mail with Attachment Document 1 MB 1.1 MB 1.1 MB 2.2 MB E-mail Server/ Desktop Backup 4.4 MB Tape Backup E-mail with doc 1.1 MB 2.2 MB Backup / Replicate SENT TO COLLEAGUES E-mail with doc 1.1 MB E-mail with doc 1.1 MB E-mail with doc 1.1 MB E-mail with doc 1.1 MB 17.6 MB Tape Backup 2.2 MB 2.2 MB 2.2 MB 2.2 MB Backup/ Replicate Original MB Document + 1.0 E-mail Text 0.1 Local E-mail Copy 1.1 E-mail Server 1.1 Desktop Backup 1.1 Server Backup 2.2 Tape Backup 4.4 9.9 Copies (4) E-mail Local Copies 4.4 E-Mail Server 4.4 Desktop Backup 4.4 Server Backup 8.8 Tape Backup 17.6 39.6 Transient Overhead 20.0 FINISH 69.5 MB! Source: IDC White Paper, "The Diverse and Exploding Digital Universe," Sponsored by EMC

Capacity Requirements (TB) 5 If You Let Mailboxes Grow 120 100 80 60 40 20 0 Year 1 Year 3 Year 5 Production capacity requirements Larger mailboxes mean Slower performance Longer backup windows More data to replicate Longer restores Duplicate copies

6 If You Impose Quotas Enterprise SAN Mail servers User desktops File servers

7 The Calculus of Information Growth Increasing Adoption More Users Increasing Data Active Inactive Higher Costs Compliance Risk = + Reduce cost Retain, control content Manage sites and farms Shorten backup/restore Improve performance

8 Modular Solutions for Practical, Actionable Information Governance Archiving Proactively manage information growth Reduce operational costs Increase IT efficiency Optimize content access and reuse ediscovery Reduce time and cost of ediscovery Bring ediscovery In-House Implement a repeatable ediscovery and litigation hold process Manage to global ediscovery rules & corporate mandates Compliance Manage to regulations and corporate policies Enable effective auditing to ensure policy adherence Consistently enforce retention and disposition policies Mitigate risk by identifying and managing confidential and/or sensitive information Tiered Storage/De-Dupe Platforms

9 How SourceOne Email Management Works Classify based on address rules Windows file servers with PST/NSF files Index messages & attachments Mail servers Single instance Legal hold+search User computers with PST/NSF files Compress messages & attachments Organize by retention policy

Why EMC Source One Email Management Windows file servers with PST/NSF files Mail servers User computers with PST/NSF files Classify based on address rules Single instance Legal hold+search Index messages & attachments Compress messages & attachments Architecture Meets large global enterprise requirements yet is ideal for commercial customers Organise by retention policy Instant Messages, Exchange, Notes/Domino, SMTP mail Separates functions: index, retrieve, archive, search Dynamically add, remove resources Match indexing to organizational needs 10

Why EMC Source One Email Management Windows file servers with PST/NSF files Mail servers User computers with PST/NSF files Classify based on address rules Single instance Legal hold+search Index messages & attachments Compress messages & attachments Compliance Manage messages to meet regulatory and legal requirements Organise by retention policy Retention: based on value of information Automatically identify, collect and archive.pst files, migrate.nsf files Optional tools for collection, export and culling Maintain defensible chain-of-custody 11

12 Managing Storage Growth 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

The Shortcut Process Messaging Server Shortcut Message 1 2009-08-08 To: Rick Subject: Question Attached: Shortcut Message 2 2009-08-08 To: Ron Subject: Update Attached: Shortcut Message 3 2009-08-09 To: Bill Subject: Training Email Management Server Message 1 2009-08-08 To: Rick Subject: Question Attached: Message 2 2009-08-08 To: Ron Subject: Update Attached: Message 3 2009-08-09 To: Bill Subject: Training Leave only a fraction on the production server Accessible to users via inbox Example: messages 90 days old User s Inbox E-mail Archive 13

Online or Offline Access 14

Offline Not Enabled 15

16 Controlling Mailbox Size 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

Delete from Inbox Messaging Server Shortcut Message 1 Jan. 1, 2009 To: Rick Subject: Question Attached: Shortcut Message 2 Jan. 1, 2009 To: Ron Subject: Update Attached: Shortcut Message 3 Feb. 1, 2009 To: Bill Subject: Training WebSearch Email Management Server Message 1 2009-08-08 To: Rick Subject: Question Attached: Message 2 2009-08-08 To: Ron Subject: Update Attached: Message 3 2009-09-09 To: Bill Subject: Training Delete from inbox Accessible to users via Web search until retention expires Example: messages two years old User s Inbox E-mail Archive 17

Web Access to Archived Messages 18

User self-service and delegate access 19 Why EMC Source One Email Management Windows file servers with PST/NSF files Mail servers User computers with PST/NSF files Classify based on address rules Single instance Legal hold+search Index messages & attachments Compress messages & attachments User Experience Promotes ease of use - online, offline and mobile Organise by retention policy No change in Inbox use or appearance No change to the Notes mail template Alternative (e.g., Entourage and mobile) access to shortcuts through Universal URL

20 Before After User Desktops Enterprise SAN User Desktops Email Management Server Tiered Storage Mail Servers File servers Mail Servers

21 ROI You Can Achieve TCO Comparison Reducing amount of storage (Access Intelligence reduced production storage by 60%) Leveraging tiered storage (EMC saved $20M in storage costs) Reducing amount of backup media and associated bandwidth (ICI reduced backup times by 50%) Source: Our Very Own ROI/TCO Analyst Tool

22 Here s Exchange 2010! Personal Archive Move and Delete Policies Hold Policy Multi-Mailbox Search Customer situation Upgrading from Exchange 2003 25,000 mailboxes 200 TB of PST files 9 TB in production

23 Organizations that should consider 3rd party best of breed archiving include those that: Would like to make use of their tiered storage environment and purpose-built archival storage to manage their Exchange data Would like to archive multiple content types using a single solution, taking advantage of features like single instancing across content types Need a more mature, feature-rich application for policy-based retention and compliance supervision for email Have distinct ediscovery requirements Want to manage multiple and different types of email applications using the same product Source: Microsoft Introduces Simple Email Archiving with Exchange Server 2010 19 October 2009

24 Email Supervision - A Global Issue insider tip I can guarantee offer a kickback Customer Care Healthcare Manufacturing Financial Services Proactively monitor email archive for compliance with policies and regulations

25 EMC SourceOne Email Supervisor Samples indexed messages from the message archive, presents them for supervisory review and saves evidence of review actions.

If You Need To Eliminate mailbox size limits, remove quotas Reduce storage costs, cut backup windows Eliminate PST and NSF files, enforce retention policies Promote upgrades to Microsoft Exchange 2010 Comply with policies & regulations, especially NASD Provide evidence of review operations Reduce risk of improper email usage Validate supervisory process effectiveness SourceOne Email Management SourceOne Email Supervisor Apply legal hold to archived email Secure matter management Minimize dependence on outsourced services Export in multiple formats SourceOne Discovery Manager 26

27 Overcome The Challenges of Email Growth How to Reduce the Cost of ediscovery Getting Started with EMC SourceOne

28 You Must Be Ready! ediscovery = Collect, preserve, review and produce information when requested to do so Investigation Audit Public Disclosure Litigation

29 Why Is This So Challenging? $1.5M average cost per incident 89% of companies face litigation 10x increased costs to outsource $34M average annual legal costs $18M+ cost to review 1 TB of info

30 Why Is This So Challenging? Format Speed Cross-border Volume Electronic Content Sources

31 Why Is This So Challenging? IT Difficult to identify business-relevant information Ad hoc and indefensible processes ediscovery is costly and time consuming Lack of automation consumes costly resources Legal Lack of early case assessment means unneeded legal fees Defensibility of procedures difficult to prove Significant expense for legal review Security risk from transporting critical information to outside entities

ROI Reduce Risk Improve Data Use Info Mgmt Solutions: Records Management Email Archiving Save money. Improve ediscovery (over time) ediscovery Solutions: Identify, Preserve, Collect, Produce Immediate ROI IT organizations that have an electronic information inventory, active policy management and archiving solutions, and a repeatable process in place for e-discovery will spend up to 50% less on e- discovery than those that do not. ~ Gartner Sources: The Electronic Discovery Reference Model, www.edrm.net, Gartner 32

33 ediscovery Process for Most Organizations Ad Hoc Notice Manual Collection In House Collect Hold Internal Review/Cull Service Bureau Outside Counsel Co-Review Mirror Hard Drives File Extension Perl Script Manual Collection Backup Tapes

34 EMC SourceOne ediscovery- Kazeon Laptops and Desktops File Servers Email Servers Archives Content Mgt. Email Archives Microsoft SharePoint Step 1 Step 2 Step 3 Step 4 Step 5 Create electronically stored information (ESI) Index the ESI in-place Determine relevance Secure and hold Analyze and Review

Analysis & Review Distributed & Collaborative Review Email analytics and threading Concept search & analysis Interactive tagging and review Highly scalable for multiple case support Collection and Culling Agent-based and agent-less collection Full & incremental collections Laptop/Desktop collection Collect form all ESI repositories Single-Step targeted collection Legal Hold Management Legal Hold reporting dashboard Legal Hold workflow management In-place or at target legal hold Legal hold implementation & enforcement 35 35

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Archiving Records Mgt. 37 Market Leader: Comprehensive, In-House ediscovery Litigation Hold Notification/Workflow/Tracking Collection/Preservation Processing, Culling & Tagging Source: EDRM.NET, Gartner Marketscope

38 ROI You Can Achieve Process Before After Collection 1 TB of ESI, 2M documents 1 TB of ESI, 2M documents Processing and Culling 50% ESI reduction 97% ESI reduction (in-house) Review 1M documents to be reviewed 60K documents to be reviewed Total Cost $1,200,000 $127,000

39 High-Tech Manufacturer Customer profile A high tech company that specializes in enabling the wireless industry through R&D and infrastructure Business problem Many litigations IP and patent High cost of ediscovery Risk of incomplete response to litigation requests Inability to make decisions based on available data No search/discovery mechanisms for legal investigations EMC SourceOne ediscovery Kazeon Discovery and classification for 134 TB of unstructured and semi-structured data (growing to 190 TB) Enterprise reach across 45 offices worldwide Key benefits Enterprise-wide, ediscovery solution Decision support system capabilities Enabling compliance and reducing risk

40 If You Need To Discover against content in the wild Minimize dependency on outsourcing Empower legal staff to apply search and hold Respond easily to audit, investigation, litigation SourceOne ediscovery - Kazeon

41 Overcome The Challenges of Email Growth How to Reduce the Cost of ediscovery Getting Started with EMC SourceOne

42 Modular Solutions for Practical, Actionable Information Governance Archiving Proactively manage information growth Reduce operational costs Increase IT efficiency Optimize content access and reuse ediscovery Reduce time and cost of ediscovery Bring ediscovery In-House Implement a repeatable ediscovery and litigation hold process Manage to global ediscovery rules & corporate mandates Compliance Manage to regulations and corporate policies Enable effective auditing to ensure policy adherence Consistently enforce retention and disposition policies Mitigate risk by identifying and managing confidential and/or sensitive information Tiered Storage/De-Dupe Platforms

Source: The 451 Group The Rise of Information Governance: From Reactive e-discovery to Proactive Information Management, 09/09 43

44 www.sourceonecity.com Power Station SourceOne Tower Technology Park Governance HQ Legal District Health and Fitness Center Conference Center

45 For more information: kosinski_gregory@emc.com maher_heidi@emc.com