EMC SourceOne Management and ediscovery Overview

(1)

EMC SourceOne Email

Management and eDiscovery

Overview

Deanna Hoover

(2)

2 Agenda



Value of Good Information

Governance



Introduction to EMC SourceOne

–

Information Governance



Email Archiving



eDiscovery



Planning for Information

Governance in Your

(3)

“Digital” Enterprise:

Management Challenge Increases with Volume

Source: IDC White Paper, "The Diverse and Exploding Digital Universe,", March 2008

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?

(4)

Unstructured Data: Governance, Risk and

Compliance Implications

PERCENTAGE OF THE DIGITAL

UNIVERSE

Security-Intense

Compliance-Intense

Preservation-Intense

0%

10%

20%

30%

40%

50%

2007

2011



95% of Enterprise Data Created is

Unstructured



Managing the data has legal,

regulatory or security implications

–

Security



Data Privacy

• What access rights are assigned to

data

–

Compliance



Retention and access controls

–

Preservation



Legal Hold orders



These factors drive investment in

information governance

(5)

The Cost of Inefficient Information

Management

Source: Gartner, E-Discovery: Project Planning and Budgeting, 2008–2011, February 2008

“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.”

ROI FACTORS

Up to 50 percent of

enterprise disk storage is

consumed by e-mail 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

10–50 percent by bringing

outsourced solutions

(6)

E-mail 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?

Source: ESG Research Report: 2007 E-mail Archiving Survey, November 2007; based on 107 respondents

E-mail and attachments

General office productivity

Database records

Invoices and other customer records

Financial statements

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START 1.1 MB

E-mail with Attachment

Document

1 MB

Redundant

Backup

E-mail Server/

Desktop Backup

Tape Back-up

E-mail with

doc 1.1 MB

1.1 MB

1.0 MB

2.1 MB

SENT TO FOUR

COLLEAGUES

Backup

Tape Back-up

Why Email Is Challenging to Manage

Source: IDC White Paper, "The Diverse and Exploding Digital Universe," Sponsored by EMC, March 2008

4.2 MB

8.8 MB

2.2 MB

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

FINISH 51.5 MB!

Original

MB

Document +

1.0 E-mail Text

0.1 Local E-mail Copy

1.1 E-mail Server

1.1 Desktop Backup

1.0 Redundant Server

2.1 Tape Archive

4.2

9.5 Copies (4)

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Introducing EMC SourceOne Email

Management

• Proactively manage mailbox sizes

• Email and Instant Messages

• Leverages Tiered Storage

• Single Instance Storage

• De-duplication

• PST management

• Proactively manage mailbox sizes

• Email and Instant Messages

• Leverages Tiered Storage

• Single Instance Storage

• De-duplication

• PST management

Storage Management

• Time and event based policies

• Search and discovery email and IM

• Full-text Index

• Legal Hold

• Reduce eDiscovery costs

• Time and event based policies

• Search and discovery email and IM

• Full-text Index

• Legal Hold

• Reduce eDiscovery costs

eDiscovery

& Compliance

Archival Storage

EMC SourceOne Email Management

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EMC SourceOne Discovery Collector

EMC SourceOne Email Management

Email/IM archiving to improve IT efficiency

Indexing appliance to automate collection throughout the enterprise

Integrated Information Governance Solutions help you do more with less

The EMC SourceOne Family

Archiving

Compliance

and

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EMC SourceOne Email Management



Email Management is email archiving



Benefits of Email 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 email



Quickly search ingested PST/NSF files



Apply Retention Policies

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SourceOne Email Management Message

Flow

Organize and Classify

• Address Rules

• Retention and disposal policies

• Unique ID for single instancing

Archive Messages

• Better than 2:1

compression

• Create container files

• Attachments and

messages can be stored

separately

Full Text Index

• Optional indexing of messages,

attachments

• Includes embedded and Zip

messages (20 layers deep)

• Ability to set indexing policy at

folder level

Store Container Files

• Copy containers to Email

Management server storage

• Write to archive storage

device on set schedule

Messaging

servers

Email

Management

Server(s)

Collect

• Real-time

• Scheduled

• PST/NSF

collection

• User Directed

Archiving

EMC SourceOne :: Email Management

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EMC SourceOne Email 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 email messages/IM

–

De-duplication



International support

–

Archive & search multi byte characters

–

Interface localized into 7 languages: French

Italian, German, Spanish, Korean,

Simplified Chinese, Japanese

(13)



Hard Dollar Savings:

–

Storage costs

–

Data protection costs



Soft Dollar Savings:

–

Administrator productivity

–

End user productivity

Quantifying TCO Savings

with SourceOne Email Management

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How Are You Managing Growth –

By Adding More Capacity?

Source: EMC ROI/TCO Analyser estimates

Larger mailboxes mean…



Slower performance



Longer backup windows



More data to replicate



Longer restores



Duplicate copies

(15)

How Are You Managing Growth –

By Restricting Mailbox Sizes?

User

desktops

Mail servers

File servers

Enterprise

SAN

Mailbox quotas mean…



Lost user productivity



Distributed emails in

personal archives



Inability to apply corporate

retention policies



Security risk

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Proactively Manage Growth

with SourceOne Email Management



SourceOne Email 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

(17)

Proactively Manage Growth

with SourceOne Email Management



SourceOne Email 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

(18)

(19)

Proactively Manage Growth

with SourceOne Email Management



SourceOne Email 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

(20)

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EMC SourceOne Discovery Collector

Indexing appliance to automate collection throughout the enterprise

Integrated Information Governance Solutions help you do more with less

EMC SourceOne eDiscovery Solution

Compliance

and

(22)

2 EMC SourceOne for eDiscovery

Helps you …



Bring more eDiscovery process

in-house



Reduce time, cost and risk



Respond cost-effectively to

eDiscovery requests

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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

23 E-mail Servers Email Archives Document Repositories File Shares Backup Archives Desktops, Remote Offices