Enterprise Messaging Management mehr als nur E-Mail

IT-Symposium 2007

www.hp-user-society.de 1

18.04.2007

Enterprise Messaging Management mehr

als nur E-Mail Archivierung…

Volker Schlittenhardt

Senior Channel Solution Manager

EMEA Central Region

18. April 2007

DECUS IT-Symposium 2007 - 18-Apr-07 Volker Schlittenhardt 2

Wie sah der Geschäftsverkehr früher

aus….

• Es gab in der Regel zwei Wege der Kommunikation

– Per Post oder Fax

• Prozessablauf damals:

– Informationseingang in der Poststelle oder im Sekretariat• Posteingang wurde, wenn nicht als persönlich oder vertraulich gekennzeichnet, geöffnet

– Erfassung im Postbuch oder durch Posteingangsstempel

– Weiterleitung an zuständige Abteilung

– Endgültige Ablage im Archiv

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Geschäftsverkehr heute….

• Viele Wege der Kommunikation

– Per Post oder Fax

– E-Mail

– Instant Messaging

– aus Applikationen heraus

• SAP, CRM, ….

• Prozessablauf heute:

– Fast nicht mehr kontrollierbar durch• Weiterleitung an verschiedenste Personen und Systeme

• Verschiedenste Arten der Ablage

• Ständig neue Kommunikationswege -und Medien

• ……


Agenda

Our Strategy11

Introduction Enterprise Vault22

Conclusion / Questions33

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Agenda

Our Strategy11




Messaging

CRM

Supply Chain

ERP

General Ledger

1985198519851985 1990199019901990 1995199519951995 2000200020002000 2005 …2005 …2005 …2005 …

75%Fortune 500 LitigationInvolves Discovery OfEmail Communication

75%Of A Typical Company’sIntellectual Property IsContained Within Email

FocusFocusFocusFocus

“If Email Is Down,“If Email Is Down,The Business Is Down”The Business Is Down”

Messaging Is Increasingly Mission Critical

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VoiceVoiceVoiceVoiceIMIMIMIMCollaborationCollaborationCollaborationCollaborationEmailEmailEmailEmail

Exchange, Domino, Exchange, Domino, Exchange, Domino, Exchange, Domino, SMTP, …SMTP, …SMTP, …SMTP, …

Files, SharePoint, Files, SharePoint, Files, SharePoint, Files, SharePoint, Web, …Web, …Web, …Web, …

Yahoo!, AOL, MSN, Yahoo!, AOL, MSN, Yahoo!, AOL, MSN, Yahoo!, AOL, MSN, LCS, …LCS, …LCS, …LCS, …

Call Monitors, Call Monitors, Call Monitors, Call Monitors, Voice Mail,Voice Mail,Voice Mail,Voice Mail,

VoIP, …VoIP, …VoIP, …VoIP, …

Messaging Management EvolutionMessaging Management EvolutionMessaging Management EvolutionMessaging Management Evolution

Messaging Is More Than Email


Enterprise Messaging Management

Keep Systems Up, Keep Systems Up, Keep Systems Up, Keep Systems Up, Costs DownCosts DownCosts DownCosts Down

11111111Keep Bad Keep Bad Keep Bad Keep Bad Things OutThings OutThings OutThings Out

22222222Keep Important Keep Important Keep Important Keep Important

Things InThings InThings InThings In

33333333Keep Things As Keep Things As Keep Things As Keep Things As Long As NeededLong As NeededLong As NeededLong As Needed

44444444Find Things And Find Things And Find Things And Find Things And

Mine ThemMine ThemMine ThemMine Them

55555555Enterprise

VaultEnterprise

VaultEnterprise

VaultSYMC Mail

SecuritySYMC Mail

Security

STORE MANAGE DISCOVER

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Challenge: Users Get A Lot Of Email!

Implement Email Quotas

Users Hit Their Email Quotas

Users Create PST Files

Store PSTs On Laptop

Store PSTs On Network*

Still Using Storage and

Backup

Risk Of LossLegal Search Challenging

Help Desk Calls: PST Corruption and Quota Issues

*Microsoft doesn’t support PSTs on network (Microsoft KB

297019)

Don’t Implement Email Quotas

Mailboxes Get Bigger and Bigger

Storage Costs Grow

Exchange Performance Suffers

Backup/Restore Windows Grow

Missed SLAs or Costly Snapshots

But I Have Email Quotas…


Joe’s Mailbox

Backup System

Offsite Tapes Sally’s PST File Sally’s gmail Acct.

Jack (external)X X

XSally’s Mailbox

Exchange Server

But I Delete Everything After 30 Days…

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Backup System

Offsite Tapes

Sally’s PST Files

Exchange Server

Export email from Exchange mailboxes

Restore email from local backup tapes

Restore email from offsite backup tapes

Image laptop to retrieve PSTs (+ take from server)

Hand off to third-party data restoration service

providers

De-duplicationCulling

Indexing / searchFiltering

Password cracking

All $ per item

Expensive review

Expensive review

But I Don’t Have A Discovery Problem…


Agenda

Our Strategy11



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Email Severs

Instant Messaging

Collaboration

File Servers

Desktops/Laptops

How Do I Store This Information?

Store• Old data => cheaper disk• Eliminate duplicate copies• Reduce backup time/cost• Centrally capture all data• No change for end-users

Archive


Microsoft Exchange

Microsoft LCS

Microsoft SharePoint

Microsoft File Share

Microsoft Office

How Do I Manage This Information?

Manage• Classify and tag data• Migrate over life of content• Enforce retention policies•Automatically expire• Log all actions

Archive

Policies & Content

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Microsoft Exchange

Microsoft LCS

Microsoft SharePoint

Microsoft File Share

Microsoft Office

How Do I Discover This Information?

Discover• Index email, attachments, files• End-user search• Global search• Secure access control• Review and workflow

Archive

Policies & Content

Sales

Legal HR


Enterprise Vault --- How it works…

Transfer

Secondary

Data Store

Primary

DataStore

Links

SearchAnalyzeRetrieveDisclose

�Secure

�Rationalize

�Categorize

�Retain

�Index

�Audit

�Future Proof

�Share

�Expire

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• Typically

• By age

• By % of quota

• Combination

• Additional options

• Items > size

• Min. archiving age

• Delete original

• Shortcut contents

• By folder

Store: Mailbox Archiving Policies


• Icon indicates archived

• Otherwise normal (delete, forward, reply, preview pane, etc.)

• Toolbar buttons and menu options to archive, restore and search

• Also option for client-less deployment (“Universal Shortcuts”)

Store: Seamless Outlook User Experience

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Alert

Locate

Search remote Search remote registries & file registries & file systemssystems

Determine ownershipDetermine ownership

Migrate

Schedule ingestionSchedule ingestion

Determine postDetermine post--migration policy:migration policy:

•• Delete PSTDelete PST

•• Leave PSTLeave PST

Access:Access:

•• Exchange shortcutsExchange shortcuts

•• Archive ExplorerArchive Explorer

Alert

Collect in Collect in temporary storage temporary storage locationlocation

Collect

Store: Automated PST Migration


Store: Automated PST Migration

Avoids common .PST problems

� Storage waste/consumption

� Data leakage (IP theft)

� Data loss (accidental deletion)

Reduces impact on backups

� Assuming .PSTs are backed up!

� Single instance reduces size

� Reduces backup windows

Retains corporate knowledge

� Enables retention enforcement

� Removes risk of accidental deletion

� Ensures discoverability

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Store: Seamless User File Access

Policies

� Grouping of rules

� Per volume or folder

� Based upon metadata

� Size, age, name,…

Actions

� Allow deletion

� Archive

� Do not archive

� Delete (e.g., MP3)

� Retention (e.g., 7 years)


• What it does…

– Capture from public (e.g., Yahoo!) or corporate (e.g., LCS) IMs

– Archive and retain in EV directly via API

– Index, search and review via CA and DA

Store: Instant Messaging

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Option: SAP Agent for Gamma S/W

• What it does…

– Connector to Gamma Software

– Gamma archives documents, reports, records from SAP

– Gamma creates XML files which are archived in EV


Intelligent

Classification

User-Driven Classification

Rules-Driven Classification

Classification By 3rd-Party

RM/ECM

Intelligent

Retention

How Long Should I Keep

This?

Where Should I Store This?

Intelligent

Discovery

How Do I Find This In The

Future?

Manage: Intelligent Archiving

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Manage: Automated Classification Engine (ACE)

• What it does…

– Classify email based upon properties, content, etc.

– Set retention of items

– Tag items for improved search/review in CA, DA


Manage: User Classification Engine (UCE)

• What it does…

– Classify email based upon popup for users

– Displayed at send and/or read of email

– Set retention and metadata for improved search

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Discover: Windows Desktop Search

• User can search live and archived email from WDS

– Included in std. EV Mailbox Archiving license

– WDS indexes user’s Offline Vault

– User can search EV server from WDS

• Improved usability for end-users

– Search live and archived email from one place

– Also search desktop files

– Integrated with Windows desktop

• Reduced cost of EV deployment

– Less training for end-users

– Where do I search for archived email?

– How do I tell which email is in the archive?


Discover: End-User Search/Restore

� Optional indexing

� File metadata and content

� 250+ file types supported

� Web-based search

� End-user restore

�Archive Explorer (Web-based folder view for users)

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Discover: Flexible Search and Review

Reduce Searches by 75%

Improved Litigation Preparedness

Enhanced Syntax

Attachment Size/Type

Search All content Types –ECM/RM, email, IM, Fax, Bloomberg


EVCapture/retentionMillions of items

IT

EV DAInitial search, review and exportHundreds of thousands of items

Inside counsel

Review Tool/ServiceDetailed analysis and review

Thousands of itemsOutside counsel

Discover: Flexible Search and Review

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How It Works

• Select DA case• Place All items on hold• No expiry until lifted• Track multiple holds

Manage: Legal Hold Automation


Secondary Store

Archive Store

Enterprise Vault Architecture

Sources AppsClients

Targets

ExchangeMailboxes, JournalsPublic Folders, PSTs

File System

SharePoint

DominoJournaling

SMTPCapture

SDK

Search

ArchiveExplorer

Supervision

E-Discovery

SDK

Offline

Vault

OutlookWeb Access

SharePointOutlook SDK

SDK

Enterprise VaultStore/Retain/Expire

Index/Search/Future-ProofView/Restore

Compress/MigrateAudit/Administer

Categorization/Filtering

NTFS or CIFS Storage

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Backup

ExchangeServers

iSCSI or FC-SAN

HP Storage S-ATA®

SymantecEnterprise

Vault® Server

SQLServer

HP Storage

Primary Data Center

• Exchange: databases and transaction logs

• EV: database and index file

ConfigurationIntegrated, End-to-End, E-mail and File System Solution

• Primary Exchange e-mail and file system files

• SCS / MCS

SCS

• Archive Vaults for Exchange and file system


ConfigurationE-mail Archival and Compliance

MS Exchange Servers

HP Primary Storage

Symantec Enterprise Vault® Server

HP-Storage

Read-OnlyVolume

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• Secure, granular, roles-based administration

• Advanced reporting, monitoring & diagnostics

• Enhanced file archiving deployment / management

Enterprise-Scale Administration

Enterprise-Scale Administration


Granular Provisioning

• Not every user needs same policy

– E.g., different age-based policy for “heavy” users

– E.g., different shortcut expiry for “heavy” users

– E.g., different Retention Category for sets of users

• Introducing Provisioning Groups

– Included in standard Enterprise Vault license

– Each group associates archiving settings with its members

– Users, groups, OUs, LDAP queries or the ‘whole domain’

• Why Granular Provisioning?

– Simplify management

– Handle “exception” users more easily

– Control Exchange storage more effectively

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Roles-Based Administration

• Role defines what can be done on which objects


– Administrators assigned to roles (users and groups)

– Permissions (functions, objects) can be changed

• Out of the box roles

– E.g., Messaging Administrator

– E.g., File Server Administrator

– E.g., Power Administrator

• Reduce cost of management

– Delegate day-to-day tasks to first tier support

– Leverage infrastructure across email, file, etc.

– Leverage infrastructure across sites

• Improve security

– Remove need for interactive access to VSA

– Allow separation between business units, etc.

– Reduce risk of first tier administrators causing issues


EV Operations Mgr. - Site Summary Page

• New reporting module for EV


– Uses Microsoft Reporting Services (MSRS)

– MSRS is a free part of Microsoft SQL Server

• Report on

– Archive related reports

– Archive usage reports

– Vault server operations/trending reports

• Reporting features

– Schedule

– Email/save

– Export (PDF, HTML, XLS, TIFF)

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Agenda

Our Strategy11




Enterprise Vault Benefits

Storage OptimizationConsolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage

Storage Admin

Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas

Mailbox ManagementEmailAdmin

Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems

Information ManagementRecords Manager

Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision

eDiscovery / ComplianceGeneral Counsel/

Compliance Officer

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1. Proven Customer Success & Commitment


Vault StoreArchiv e

Keep Bad Things OutKeep Bad Things Out

Microsoft Exchange

IBM Notes Domino

Microsoft LCS

IBM/Lotus SameTimeJabber

SMTP

Gateway

Keep Things As Long As Keep Things As Long As You Need ThemYou Need Them

Keep Bad Things Out Keep Bad Things Out

and The Good Inand The Good In

SMTP Traffic

IM

Gateway

Symantec Mail Security8160

(Traffic Shaping)



Symantec Mail Security

� 8200-Series

� Software

� Hosted



SMS for Exchange

SMS for Domino

Keep Things As Long As Keep Things As Long As You Need Them You Need Them

Symantec Enterprise Vault

Find Things and Mine Find Things and Mine

ThemThem

Compliance / Discovery

Accelerator

Symantec IM Manager

Symantec IM Manager

Symantec Enterprise Vault

IM Traffic

Comprehensive Protection For Your Messaging Infrastructure

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Thank You!

Volker Schlittenhardt

[email protected]

+49-172-8920 376

Copyright © 2007 Symantec Corporation. All rights reserved. Symantec and the Symantec Logo are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners.

This document is provided for informational purposes only and is not intended as advertising. All warranties relating to the information in this document, either express or implied, are disclaimed to the maximum extent allowed by law. The information in this document is subject to change without notice.

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Enterprise Messaging Management mehr als nur E-Mail