Email Archiving for E-Discovery: Optimize Storage and Enforce Retention

1. Email Archiving for E-Discovery: Optimize Storage and Enforce Retention Name Title, Enterprise Vault

2. 1 2 3 A G E N D A Messaging Headaches & Challenges What is Email Archiving Proven in the Real World

3. Key Trends and Challenges • E-Discovery is Complex • CIOs Report Email as • #1 Driver of Storage • Growth in 2006 Massive Volumes of Information to Manage • Users generate ~17MB of email per day • ~30% annual growth of email • Discovery costs rise correlated to amount of data • Time for production and search can be burdensome • 40GB = 20 million pages of information • 80% of companies use email for closing orders, accepting contracts, etc Storage Cost Reduction Controlled Preservation & Disposition Search Efficiency & Faster Review

4. 75% Messaging CRM Fortune 500 LitigationInvolves Discovery OfEmail Communication Supply Chain ERP General Ledger 1985 1990 1995 2000 2005 Fact: Messaging is Mission Critical 75% Of A Typical Company’sIntellectual Property Is Contained Within Email

5. Exchange,Domino, SMTP, … Yahoo!, AOL, MSN, LCS, Lotus, … More Than Just Email… Digital Communications Email Messaging Collaboration Digital Voice Mail, Digital Fax, VoIP, … Files, Web, SharePoint, …

6. Keep Bad Things Out Keep Important Things In Keep Things As Long As Needed Find Things And Mine Them Our Strategy: Five Steps To Messaging Management 1 2 4 5 3 Keep Systems Up, Costs Down

7. This Is Not Just An IT Issue… Coleman v. Morgan Stanley "The storage folks found an additional 1,600 backuptapes in a closet,“ explaineda Morgan Stanley executive. $1.45 billion awarded Thomson v. US HUD “…precluded from introducing into evidence in their case any of the 80,000 email records that were "discovered" during last minute.” Zubulake v. UBS Warburg “Documents stored on backup tapes can be likened to paper records locked inside a sophisticated safe to which no one has the key or combination.” Anti-Monopoly, Inc. v. Hasbro, “The law is clear that data in computerized form is discoverable even if paper ‘hard copies’ of the information have been produced.”

8. Collect Retain Review • Cost / delay to restore legacy info (backups) • Lack of proactive defense strategy • Risk that everything wasn’t captured • Risk of accidental/intentional deletion • Risk of inconsistent policy • Risk of non-compliance • Delays in finding responsive information • Cost in “scrubbing” and reviewing • Finding issues early (HR, IP, profanity, …) Messaging Challenges for Legal and Investigations

9. New Federal Rules Codify E-Discovery Requirements • Codifies requirements E-Discovery process (Rule 26, 34) • Defines “Electronically Stored Information” • Requires early conference between parties in E-Discovery process • Codifies standards around “legal holds” (Rule 37) • Prevent loss of information involved in litigation • Begins “when a party is under a duty to preserve information because of a pending or reasonably anticipated litigation.” • Codifies requirements around production formats (Rule 34) • Requesting party specifies form of production • Default production format is “native” files

10. X X X Exchange Server Joe’s Mailbox Jack (external) Backup System Sally’s Mailbox Sally’s gmail Acct. Offsite Tapes Sally’s PST File Common Misconception: Deletion Is Our Solution

11. Export email from Exchange mailboxes Review and production by outside counsel(s) Exchange Server Hand off to third-party data restoration service providers De-duplication Culling Indexing / search Filtering Password cracking All $ per item Restore email from local backup tapes Backup System Restore email from offsite backup tapes Offsite Tapes Review and production by outside counsel(s) Image laptop to retrieve PSTs (+ take from server) Sally’s PST Files Common Misconception: Backup = Archive

12. 1 2 3 A G E N D A Messaging Headaches & Challenges What is Email Archiving Proven in the Real World

13. Capture Retain Review • Capture and index all email automatically • Capture and migrate client-side archives • Capture files, IM, SharePoint, … • Retain email based upon flexible policies • Classify/filter items to archive and retain • Enforce legal hold orders automatically • User-friendly, scalable supervisory review • Fast and flexible search for legal discovery • Audit logs to prove it ArchivingImproves Regulatory Compliance & E-Discovery

14. Email Server, File Server, Etc. ProactiveCollection Search Analyze Retrieve Disclose • Secure • De-duplicate • Compress • Retain • Expire • Future Proof • Index • Categorize Transfer AutomatedRetention &Deletion Archive Store How Archiving Works Links

15. E-Discovery: Where We Help Billions Millions Hundreds of Thousands Thousands EV Capture Retain Categorize Manage IT DA Case Custodians Investigate Search Legal DA Preview Review Export Legal DA Produce Export Legal DA Legal Hold Protect in Place Legal DA Legal Hold Protect in Place Already Collected Legal

16. API’s Exchange PSTs End-User Search Domino, SMTP Compliance Accelerator SharePoint File Shares Discovery Accelerator IM Databases Analytics / Disc. SAP Bloomberg ECM / RM Encrypted Mail Classification Enterprise Vault: Open, Intelligent Archiving Platform ArchiveStore

17. Journal Archiving Typically for key custodians or regulated employees Real-time capture Scheduled capture ArchiveStore Mailbox Archiving Typically all users Provides storage savings Tape ingestion Historical Vault Typically for legacy email data on backup tapes PST Migration Typically for email on PCs Locate, migrate and disable PC email ingestion Our Solution: Flexible, Comprehensive Email Capture

18. Our Solution: Flexible Classification And Retention Don’t archive spam X Tag: ‘External’ Retain 3 years E-mails to outside Tag: ‘Legal’ Retain 7 years E-mails from legal Enterprise Vault Metadata-Driven Rules: Built-in custom filters (XML) E.g., date, time, subject, size, from, to, cc, bcc, … OR Content-Driven Rules: Via partner plug-in (Orchestria, MessageGate) E.g., message, attachment, content analysis, machine learning, …

19. Search Manage Produce • Email, files, attachments, IM, … • From, to, subject, message, attachment, … • De-duplicate redundant items • Define and divide up cases (by role) • Mark (e.g., privileged, non-responsive) • Apply holds for pending / open litigation • Export to PST, MSG, HTML, CD ROM • Bates numbering and de-duplication • Fully audited Discovery Accelerator: Litigation Response

20. Discovery Accelerator: Roles-Based Administration

21. Discovery Accelerator: Flexible Search Criteria • Boolean Fields • Reduce Searches by 75% • Federated EV Sites • Up to 4 Search Clauses • Flag by Multiple Searches • Scheduled Searches • Enhanced Syntax • Attachment Size/Type • Type – IM, Fax, Bloomberg • Preview Results • Stop Searches

22. Discovery Accelerator: Intuitive Review and Marking

23. Discovery Accelerator: Automated Legal Hold Enforcement • Multiple Holds • Scheduled Searches • Easy to Apply & Maintain • Documents Hold • How It Works • Select DA case • Place All items on hold • No expiry until lifted • Track multiple holds

24. Discovery Accelerator: Flexible Export And Production • Produce FSA Files • Recreate Original Folders • Produce Lotus, IM, Fax

25. Sample Review Audit • Email, IM, digital fax, … • Random sampling (per-user, per-dept, etc.) • Saved search (e.g., hotwords) • Fast review of items • Configurable user interface • Hit highlighting • Full log of all reviews • Reporting Compliance Accelerator: Proactive Enforcement

26. Compliance Accelerator: Automated Email Screening

27. Compliance Accelerator: Regular Review / Escalation

28. Sample Review Audit • Email, IM, digital fax, … • Random sampling (per-user, per-dept, etc.) • Saved search (e.g., hotwords) • Fast review of items • Configurable user interface • Hit highlighting • Full log of all reviews • Reporting Compliance Accelerator: Proactive Enforcement

29. 1. Enterprise Vault archives and retains email 4. Counsel uses DA for further review / marking Outside Counsel 1 Exchange Server Enterprise Vault 5. Counsels leverage same marks / deduping Outside Counsel 2 Outside Counsel 3 Compliance Accel. Discovery Accel. 2. HR uses CA to monitor problem employees 3. Legal uses DA for small matters or initial searches 6. Alternatively give PST / CD ROM to counsel HR Manager Legal Counsel Our Solution: Putting It All Together

30. 1 2 3 A G E N D A Messaging Headaches & Challenges What is Email Archiving Proven in the Real World

31. Enterprise Vault Benefits eDiscovery / Compliance Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision General Counsel/ Compliance Officer Information Management Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems Records Manager Mailbox Management Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas EmailAdmin Storage Optimization Consolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage Storage Admin

32. Webcor BuildersEmail Management Industry: Construction • Challenge • Reduce IT costs associated with searching and retrieving email for regulatory compliance and legal subpoenas • Support email archiving needs for both stationary and mobile users • Solution • Email management with archiving, discovery, and retrieval using Enterprise Vault • Discovery Accelerator to perform searches based on keywords • Benefits • 100% ROI within 10 months • 25% reduction in TCO—equating to $90K annually—for enterprise email management • 50% growth in mailboxes without any increase in administrative time and hardware storage • 45% reduction in email maintenance costs

33. “Pertaining to an email based public record request.  Using our new Enterprise Vault system we searched and burnt to CD over 7000 emails related to the request in under 5 hours total labor hours.  Our old methodology if done with the same diligence would have taken an estimated 1000+  labor hours.” “It has saved me about 20 hours a week in administration. We run our tape backups every day, get the tape, and that’s it. I don’t have to baby sit the Enterprise Vault and I sleep well at night knowing that my Exchange Info store won’t crash.” Customers Finding Legal and IT Benefits

34. Questions? Additional Resources Symantec Enterprise Vault Product Info, White Papers, Case Studies http://www.symantec.com/enterprisevault Thank You