Email Archiving: Everything you wanted to know but were afraid to ask?

1. Email Archiving:Everything you wanted to know but were afraid to ask? • AGENDA • Email Archiving • What is it? • Am I required to do it? • What if I don’t? • How should I do it? • Summary • Q & A

2. What is it?Email Archiving Defined Expanding on the definition from our friends at Wikipedia… Email archiving is the automated process of preserving, protecting and making searchable all inbound, outbound and internal email messages (as well as attachments and metadata) in their original and unmodified form so they can be accessed at a later date should the need arise. Why might you do this? • Comply with the law (FRCP) regulatory requirements (FOIA, HIPAA, SOX, etc.) • Recover emails that have been lost or accidentally deleted • Accelerate response to audit, or in the case of litigation / internal investigations, “eDiscovery” requests • Preserve the intellectual property contained in business email (Data Mining)

3. What is it?Backup ≠ Archive • Archiving • Information driven • Static data • Defined retention period • For reference, e-discovery, and possible reuse • Indexed and searchable • Selected potential-value save • Save once • High performance random access read • Media longevity, data authenticity, and immutability • Moved from source for long-term retention • Backup • Application driven • Dynamic data • Business continuity • Short term • For accident/disaster recovery • Not indexed for search • Save everything • Periodic images • High-performance streaming read/write • High-capacity media, periodically overwritten • Always a copy

4. Am I required to do it? YES! • Federal Rules of Civil Procedure (FRCP) amendments went into effect Dec. 1, 2006 • Federal Rules of Civil Procedure: any company under litigation is responsible for producing all ESI ordered by the court • ESI must be produced within 30 days of court’s request • Integrity of ESI is essential Industry-Specific Regulations • Education & Government : Freedom of Information Act (FOIA) / State “Sunshine” Laws • Healthcare : Health Insurance Portability and Administration Act (HIPAA) • Finance : Graham-Leach-Bailey Act (GLBA) • Public Company : Sarbanes-Oxley (SOX)

5. What’s if I don’t? • Severe financial repercussions • LPL Financialfined $9 million by FINRA for “systemic email failures” (Wall Street Journal, May 2013) • Cost burden of producing email from backup tapes could fall on producing party (Disability Rights Council of Greater Washington v. Washington Metropolitan Area Transit Authority) • Hard-to-harvest data = losses in company dollars and employee productivity • Appearing unreliable, deliberately misleading or secretive • Lois Lerner: “Lost & Found IRS Emails Suggest Smidgen Of Confusion, Or Worse” (Forbes.com, Aug. 2014)

6. How should I do it?Anatomy of an Email System (1/3) Email Archiver EmailServer Exchange, Gmail, Groupwise,Lotus Notes, Office365, etc. EmailSecurity AntiSPAM, AntiVirus, Data Loss Prevention, Encryption

7. How should I do it?Dissecting the Archiver(2/3) Server-based Email Data Sources Hosted Email SharePoint Critical communications & data Salesforce ChatterTM Direct File Archiving Archiver Social Media Other Sources Cloud/Storage Gateway Appliance “Have it your way!” Hosted Service Virtual Appliance Implementation Options

8. How should I do it?One possible ecosystem (3/3) EmailSecurity AntiSPAM, AntiVirus, Data Loss Prevention, Encryption Cloud On-premise EmailServer Exchange, Gmail, Groupwise,Lotus Notes, Office365, etc. Email Archiver

9. Conclusion Q1. What is it? A1. Email archiving… Is the automated process of preserving, protecting and making searchable all inbound, outbound and internal email messages (as well as attachments and metadata) in their original and unmodified form so they can be accessed at a later date should the need arise Q2. Am I required to do it?A2. Yes Q3. What if I don’t? A3. Significant risk to your organization’s credibility, integrity and financial health Q4. How do I do it? A4. Implementing a solution tuned to your organization’s requirements and environment

10. Q & A

11. Thank You!