email archiving colleen beale data networks practice manager [email protected] october 9, 2007...
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Email Archiving
Colleen BealeData Networks Practice [email protected] 9, 2007
© 2007 Data Networks
ProtectionPerformanceCompliance
Email ArchivingSlide 2Slide 2 Backup, Recovery and Archive Current
Challenges
Infrastructure cannot keep up with information growth
24 x 7 operations are quickly becoming a reality
30% of all data recovery instances are unsuccessful due to failed backups!1
Restore times are not hitting SLA’s.
Poor tape TCO (total cost of ownership) from poor management practices and low utilization
Compliance / Governance are changing archive requirements
© 2007 Data Networks
1 Forrester Research1 Forrester Research
Email ArchivingSlide 3Slide 3
HIPAA
Pediatric medical records
Adult medical records
documentation related to security rule implementation
Sarbanes-Oxley all records related to audit or review
up to 2 years after patient's death
21 years
6 years from the date of creation
7 years after the conclusion of audit/review*
*SOX states a 5 year retention period, but the SEC implementation ruling of 7 years supercedes the SOX mandate
Regulations Drive Expanded Retention Periods
Example: New federal rules took effect December 1, 2006 requiring schools to archive (and be able to retrieve) email, instant messages, and other digital communications produced by instructors and administrative staff. Also …
Email ArchivingSlide 4Slide 4
Managing Storage GrowthHow Do You manage Growth Today?
4
Adding more primary storageExpensive to manage and difficult to backup
Restricting user mailbox size .PST files spring up like weeds
Deleting messages from primary message server at regular intervals
Risk exposure, inconsistent retention
Relying on backup tapes for long-term retention
Message retrieval is like “finding a needle in a haystack”
Typical ApproachTypical Approach Negative ResultNegative Result
© 2007 Data Networks
Email ArchivingSlide 5Slide 5
Not All Data is Created Equal
Valu
e o
f D
ata
Valu
e o
f D
ata
ActivePrimary Storage ($$$)
ActivePrimary Storage ($$$)
InactiveArchival Storage ($)
InactiveArchival Storage ($)
DeleteDelete
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Value of Data is Determined by:
Value of Data is Determined by: Age Access Content Relevanc
e Instance
Age Access Content Relevanc
e Instance
Email ArchivingSlide 6Slide 6
© 2007 Data Networks
Active vs Inactive Data Keeping inactive data on primary storage is increasingly costly
and inefficient Primary storage is typically more expensive
Backups and restores take longer and contribute to storage
consumption Application performance can suffer
Inactive Data
Active Data
51% of open system data is unnecessary, duplicate, or
non-business related
68% of data has not been accessed for 90 days or more
Source: SNIA/Source Consulting
60% improvement in management efficiency is needed every year to keep up with storage growth
55% of unplanned server outages occur from disk space consumption
Email ArchivingSlide 7Slide 7
So … What is Archiving?
Archiving is an intelligent process for moving inactive or fixed content files from primary storage to less expensive archive tiers of storage.
© 2007 Data Networks
Email ArchivingSlide 8Slide 8
© 2007 Data Networks
Backup and Archive areDifferent … but Complimentary
Backup A secondary copy of
information Used for recovery operations Improves availability by
enabling application to be restored to PIT
Typically short term (weeks or months)
Data typically overwritten on periodic basis (i.e. monthly)
Not for regulatory compliance – though some are forced to use
Archive Primary copy of information Available for information retrieval Adds operational efficiencies
by moving fixed/unstructured content out of operational environment
Typically long-term (months, years, or decades)
Data typically maintained for analysis, value generation or compliance
Useful for compliance and should take into account information retention policy
Email ArchivingSlide 9Slide 9
Archive and Backup Work Together
Pro
du
cti
on
Backup
Backups become smaller
Self-managed Fully protected Fast access
Primary storage becomes smaller
The archive becomes an extension of your
production environment
PrimaryStorage
New Archive Technology“Active” Archive
© 2007 Data Networks
Email Archiving
© 2007 Data Networks
Strategies
Email ArchivingSlide 11Slide 11
© 2007 Data Networks
A Good Archiving Solution Must Allow…
Automatic capture, index full text and archive all messages
Ability to search by content, user, or header
Single Instance Backup Ability to search the archive via
a Web client Automated data migration
based on policy Allow personal email stores to
migrate to the archive store
Email ArchivingSlide 12Slide 12
LAN
Putting It All Together: Email Archive Message Flow
Organize and Classify Exclusion-Collection Rules Retention and disposal
policies
Archive Messages Secure with encryption 2:1 compression Create container files
(.emx)
Full Text Index Messages and attachments Embedded and Zip
messages Maximize search for end
users, administrators and supervisors
EMCEmailXtender
Store Container Files Copy containers to
EmailXtender server storage
Messaging servers
EmailXtender server with DiskXtender
installed
EMC Centera
Capture Real-time Archive task Unique ID De-duplication
Centera performs
Content Address calculation and sends address
back to application
DiskXtender moves container files to Centera over IP
network
Content Addressing
Digital fingerprint • Globally unique • Location-independent
10001010Content Address
algorithm
DiskXtender stores Content
Addressfor future reference
EMX
Centera Active Archive
Enforces retention and disposition policies
Ensures email authenticity and chain of custody
Automated management and remote protection
© 2007 Data Networks
Email ArchivingSlide 13Slide 13
Proactive Email Management
With an Email Archiving Solution you can… Reduce primary storage requirements Proactively control mailbox size Automate retention/disposition policies Eliminate unnecessary PST/NSF files Improve backup and recovery operations Accelerate message retrieval Ease migrations and upgrades Ensure authenticity, integrity of archived
messages
13
© 2007 Data Networks
Email ArchivingSlide 14Slide 14
Accelerate Message Retrieval
Reduce time and cost of legal discovery Find messages quickly by searching the online
archive instead of hunting through offsite tapes
Increase accuracy and speed of searches
Search interfaces for users, supervisors and administrators
© 2007 Data Networks
Email ArchivingSlide 15Slide 15
Automate Retention Policies
Enable Compliance and Corporate Governance
Define retention policies in EmailXtender and consistently enforce policies
Ensure a complete and authentic archive Ensure authenticity of the e-mail record Eliminate unmanaged archives and
risky PST/NSF files
15
© 2007 Data Networks
Email Archiving
© 2007 Data Networks
Assessment
Email ArchivingSlide 17Slide 17
© 2007 Data Networks
An Assessment is Your First Step
File or Email System Assessments profile a sample of your file system to:
Identify which information can be purged or archived Indicate how much information is eligible for archiving Demonstrate storage capacity and backup window savings Translate savings into TCO
Assesses the following info on data and email files
File system capacity File types Growth rates Age and last access/modification date Duplicate files Attachments Email best practices: Mailbox size, # of emails, PSTs (ESA)
Email ArchivingSlide 18Slide 18
© 2007 Data Networks
Message & Storage Aging
Message Age Breakdown
24%
11%
14%
51%
0 to 30 days
31 to 60 days
61 to 120 days
Greater than 120days
Summary Results of Key Findings (sample customer) Overall email storage grew 70% over the past 120 days 63% of all emails scanned were over 60 days old 70% of the overall email storage was consumed by data over 60 days old 51% of all attachments were associated with emails over 60 days old The file system analysis found an additional 121 PST’s totaling 187 GB
Storage Age Breakdown
42%
14%
15%
29%0 to 30 days
31 to 60 days
61 to 120 days
Greater than 120days
Email Archiving
© 2007 Data Networks
More About Data Networks
Email ArchivingSlide 20Slide 20
© 2007 Data Networks
About Data Networks
Founded in 1983 with annual revenues over $90 million
Employ more 100+ (50+ engineers) in six states
Helping Customers Manage a Complex and Dynamic IT World
Focused exclusively on the unique challenges of the public sector
Maintain a deep staff of project managers and procurement experts in house
Offer a full suite of IT solutions including ConnectLogic unified communication and collaboration solutions
Email ArchivingSlide 21Slide 21
About Data Networks
Helping MEEC Members Manage a Complex and Dynamic IT World
MEEC contract holder since 2002
Strong relationship with EMC for Advanced Storage SolutionsVelocity Associate Partner
ASN Partner
Established relationships with Dell for Managed Deployment Solutions and Microsoft and Novell for Server Solutions
Email ArchivingSlide 22Slide 22
EMC Solution Components
Solution Components Archiving Software:
EMC EmailXtender & DiskXtender Dedicated Archiving Platform:
EMC Centera
Thank You!
© 2007 Data Networks
Data Networks800-283-6387www.datanetworks.com
Rick FairhurstMD Account Exec, Ed & Local [email protected]
Debbie LilleyMD Account Exec, Ed & Local [email protected]
Cornel EinhornSr. Inside Sales [email protected]
Bob KolbInside Sales [email protected]