Fine Tune Your Archive: Best Practices for Optimizing Enterprise Vault
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The document outlines best practices for implementing EnterpriseVault's SMTP archiving service, which optimizes data capture and storage with a focus on compliance and cost-efficiency. It highlights features such as centralized archiving, reduced costs for Office 365 licensing, and improved performance metrics, while emphasizing the importance of classification, retention, and analytics to derive value from archived data. Furthermore, it discusses multi-cloud capabilities, enabling organizations to effectively manage storage and reduce operational costs.
Fine Tune Your Archive: Best Practices for Optimizing Enterprise Vault
- 1. FineTuneYour Archive: Best Practices for Optimizing EnterpriseVault
- 2. SMTP Classify Retain Expire Analyze Multi- Cloud © 2017 Veritas Technologies2
- 3. Capture everything you need Capture efficiently Store efficiently Protect Access when needed © 2017 Veritas Technologies3
- 4. Have you captured everything? Capturing efficiently? Storing efficiently? Is your data protected? Can you access quickly? © 2017 Veritas Technologies4
- 5. What it does – Enterprise class SMTP Service on EV server – SMTP messages sent directly to EV – Archive on-premises or cloud content Benefits – Enables centralized O365 ‘journal’ archive for Discovery, full text content index & robust legal hold – Any SMTP enabled application or device can send messages directly to the archive – Removes the need for Exchange journal mailboxes and Exchange journal infrastructure – 267% performance improvement over standard journaling – 43% less cost for O365 licensing (E3 vs E5) – per user per month SMTP Archiving – Email / O365 © 2017 Veritas Technologies5
- 6. SMTP Archiving EnterpriseVault SMTP service Document Scanner Email Platforms Legacy Records Mailrooms Shared Archives Generic Applications Mail Enabled Public Folder Replacement for some folders? Mailbox Archives Journal Archives Journal Feeds ü Instant Messaging ü Social ü Log files ü Email copies ü ????? Cloud Mail Services © 2017 Veritas Technologies6
- 7. Journaling with EnterpriseVault SMTP EnterpriseVault Mailbox Servers Journal Mailbox Servers Traditional Journal Architecture EnterpriseVault Journal directly to archive Journal with EV SMTP Mailbox Servers © 2017 Veritas Technologies7
- 8. What it does – Captures any content source via SMTP – Allows for custom index metadata to be added for advanced discovery and analytics – Archive on-premises or cloud content Benefit – Any SMTP enabled application or device can send messages directly to the archive – Archive directly to EV from any content source (on-premises or cloud) – Capture content you haven’t been able to capture before for increased visibility & compliance SMTP Archiving - Social, IM and Other Content © 2017 Veritas Technologies8
- 9. SMTP Archiving - Social, IM and Other Content Communications Files Social Media OCR & Indexing of Images SuperviseDiscoverArchive Discovery Users Compliance User Archive Admin © 2017 Veritas Technologies9
- 10. EnterpriseVault SMTP @ DOJ SMTP 4SMTP 3SMTP 2SMTP 1 Mailbox creation-sync to O365 Provision Archives in EV eDiscovery PlatformExchange Archive Admin End User Search Discovery Users © 2017 Veritas Technologies10
- 11. Robust Journal for Discovery Less Exchange Servers Less to Backup +267% Journal Performance Implement SMTP Archiving © 2017 Veritas Technologies11
- 12. Implement SMTP Archiving Capture any SMTP content Improved Compliance O365 E3 (not E5) -43% Cost Better End User Experience © 2017 Veritas Technologies12
- 13. Are you storing ‘too much’ data? Do you really know ‘what’ you have? Can you confidently get rid of data you don’t need? Is your data really protected? Can you access your data when you need to? Are you learning anything from all the data you are storing?!?!?! © 2017 Veritas Technologies13
- 14. Take only what you need Know what you have Get rid of what you don’t need anymore Protect what you have Access when you need it Learn and make better decisions © 2017 Veritas Technologies14
- 15. Classification & Retention What it does – Classification of real-time archiving & existing archives – 50+ Built-in policies for PII and country specific regulations (think GDPR) – Retention based on elapsed time or specific date – Mark items as ‘records’ Benefit – Classify &Tag items based on full content so you find exactly what you need, when you need it – Assign appropriate retention to items so you can protect them for as long as you need them – Capstone for records management – as advocated by NARA (U.S. National Archives and Records Administration) – Facilitates discovery, compliance, analytics & machine learning – Allows for quick location of archived data that is tiered to cold / cloud storage © 2017 Veritas Technologies15
- 16. Classification & Retention “Metadata management will grow in importance as IT infrastructures gradually evolve into hybrid cloud architectures, while facilitating opportunistic workload and data migration.“ “ITWill Begin Recognizing Metadata as the Key to Long-Term Data Management for Production and DR/BC Platforms” “Building metadata after the fact can be difficult, especially for unstructured media files that don’t lend themselves well to categorization. “ “Metadata will allow organizations to more efficiently manage their data and workloads throughout their lifecycle and react to changes.” 451 Research - 2017Trends in Storage © 2017 Veritas Technologies16
- 17. INTELLIGENT Powerful and Performant ENGINE Next Generation Classification using common Veritas solution Proximity Searching Regular Expressions Checksum Validation Min/Max Count Dispositions Key Word Search Confidence Based Dispositions © 2017 Veritas Technologies17
- 18. INTELLIGENT Default policies and patterns Policies and patterns available by default and updated as needed Create new policies and copy/modify provided policies Test new policies/pattern with hit-highlighting 50+ Policies HIPAA Health Insurance Portability & Accountability Act 100+ Policies 100+ Patterns © 2017 Veritas Technologies18
- 19. Common User Interface Test Policies prior to deployment Hit highlighting shows why a rule triggered Common UI & Outcome for allVeritas Products Copy & Edit existing rules © 2017 Veritas Technologies19
- 20. Expiry What it does – Automated expiry of items based on retention – Weekly or daily schedule – Honors in-place legal holds Benefit – Remove content safely that you don’t need – Supports and executes retention plan – Reduces risk – Optimizes storage – Optimizes backup © 2017 Veritas Technologies20
- 21. Analytics & Machine Learning What it does – Provides some or all metadata, per item, for all archived item types – Real-time archiving or existing archives, some archives or all archives Benefit – Makes rich set of metadata for each archived item available for in house or cloud based analytics and machine learning – Extract value from your data – gain insight or do predictive analytics to improve many areas of your business © 2017 Veritas Technologies21
- 22. EnterpriseVault Archive Analytics Extract business value from archived content • Use Machine Learning with EV Classification & Analytics output files to: – Extract more value from archived data – Find correlation between archived data and transactional data – Identify trends and take action • Use home grown tools or cloud tools such as Microsoft Azure ML, Google ML, Amazon ML and Amazon Lambda to pre-process Analytics files © 2017 Veritas Technologies22
- 23. Microsoft IT uses Predictive Analytics to Improve Sales Processes and Forecasting Microsoft IT uses predictive analytics to improve sales processes and forecasting Problem: Cluttered sales pipeline – Looked at historical sales data (wins, losses & stalled deals) – Added macro economic data – Identified patterns of sales opportunities Outcome: Uncluttered pipeline allowed sales to provide better forecast and prioritize their efforts Opportunity: Incorporate unstructured communications (email, IM, social) to enhance analytics Opportunity and Lead Prioritization © 2017 Veritas Technologies23
- 24. Harvard Business Review Eight ways machine learning is improving companies’ work processes 8Ways Machine Learning Is Improving Companies’ Work Processes Problem: 50% of Manager time spent on admin tasks – Machine learning positioned to help automate admin tasks Outcome: Managers can focus on tasks that can’t be automated: – Social Networking – People development & coaching – Collaboration Opportunity: Incorporate unstructured communications (email, IM, social) to enhance analytics Percentage ofTime Respondents Spend on Categories of Work © 2017 Veritas Technologies24
- 25. EnterpriseVault SMTP @ DOJ – Next Steps SMTP 4SMTP 3SMTP 2SMTP 1 Mailbox creation-sync to O365 Provision Archives in EV eDiscovery PlatformExchange Archive Admin End User Search Discovery Users IMAP – End user access via mobile & tablets Classification Capstone / NARA © 2017 Veritas Technologies25
- 26. Classification, Retention, Expiry & Analytics Implement Classification, Retention, Expiry & Analytics © 2017 Veritas Technologies26 Classify & Tag new and existing content Retain and Expire to support retention plan Less to store & backup
- 27. Classification, Retention, Expiry & Analytics Implement Classification, Retention, Expiry & Analytics © 2017 Veritas Technologies27 Mark Items as Records Capstone / NARA Support Gain insight and value from your data!
- 28. Are you getting the cost benefits of cloud storage? Are you optimizing your on premises backups? Are you encrypting your data? Is all of your inactive data archived, stored effectively and accessible? © 2017 Veritas Technologies28
- 29. Operate efficiently Protect what you have Access when you need it © 2017 Veritas Technologies29
- 30. Multi-Cloud What it does – FROM: Archive any from cloud content – TO: Store archived content to the cloud – IN: Implement some or all archiving capabilities in the cloud Benefit – Reduced risk by capturing all necessary content sources – Reduced storage costs – Reduced on-premises hardware & software costs – Reduced OPEX © 2017 Veritas Technologies30
- 31. Primary Storage – Stores all archived content, ~75% of the EV storage footprint – Primary storage is minimum EV storage requirement – EV writes to Primary storage first – Can be CIFS, SMB or Object – Retention on disk Supported Secondary Storage – Collections must be enabled on Primary storage – Collections are ‘migrated’ to Secondary storage – Can be CIFS, SMB or Object (but you cannot configure Secondary storage when Primary is Object) – Age of collections can be configured to set ‘when’ collections are migrated Primary Primary On - Prem Secondary OR Workflow: Multi-Cloud Archive Storage © 2017 Veritas Technologies31
- 32. Usage % ofTotal Type Vault Stores 75% SMB, SAN, NAS / CIFS, Object, Cloud* Index & SQL 25% SMB, SAN * Some primary storage required for writing data to cloud (10%?) EnterpriseVault Storage: Overview © 2017 Veritas Technologies32
- 33. $- $100.00 $200.00 $300.00 $400.00 $500.00 $600.00 $700.00 $800.00 $900.00 Month1 Month2 Month3 Month4 Month5 Month6 Month7 Month8 Month9 Month10 Month11 Month12 Month13 Month14 Month15 Month16 Month17 Month18 Month19 Month20 Month21 Month22 Month23 Month24 Month25 Month26 Month27 Month28 Month29 Month30 Month31 Month32 Month33 Month34 Month35 Month36 Total Monthly Cloud Cost (EVVSPs) Customer Example – 13,000 users – SMTP Journal from O365 – 1,000,000 messages a day TB Cost* Year 1 10.0 $2,703 Year 2 10.7 $5,287 Year 3 11.3 $8,039 32 $16,029 * Azure Blob Storage (Hot) • Linear / predictable storage costs. • No expensive spike for purchasing initial storage. • Veritas Access is a great option for EV Primary Storage. EnterpriseVault Storage: Cloud StorageValue © 2017 Veritas Technologies33
- 34. Primary Secondary CoolHot Customer Tiers Data from Hot to Cool Manually or via Amazon Tiering Policy -IA EV Support for AWS Standard IA © 2017 Veritas Technologies34
- 35. CoolHot Customer Tiers Data From Hot to Cool via an Azure Tiering Policy EV Support for MS Azure Blob Storage (Hot or Cool) Primary Secondary © 2017 Veritas Technologies35
- 36. Cool Hot Customer Tiers Data from Hot to Cool and/or Cold (or Cool to Hot) via GCP Object Lifecycle Management Cold RegionalMulti- Regional Nearline Coldline EV Support for Google Cloud Storage Primary Secondary © 2017 Veritas Technologies36
- 37. EnterpriseVault Storage: Cloud StorageValue Monthly Storage Consumption Total storage 2 TB Avg Msg Size 70 KB Total Items 30,678,338 Orig:OSIS 1:2.68 CAB:OSIS 1:200 Primary Storage (Azure Blob) Total Storage 2 TB Total Items Stored 82,217,945 Month 1 Cost (Hot) $494.80 Month 1 Cost (Cool) $853.32 Month 2+ Cost (Hot) $42.60 Month 2+ Cost (Cool) $31.13 Primary Storage (Azure Blob) Total Storage 2 TB Total Items Stored 411,090 Month 1 Cost (Hot) $44.86 Month 1 Cost (Cool) $35.25 Month 2+ Cost (Hot) $42.60 Month 2+ Cost (Cool) $31.13 10x less to store EV data to cloud using EV collections (first month) © 2017 Veritas Technologies37
- 38. 3 EV cloud storage connectors Customer Premises 30+ content sources Archive On-Premises and CloudWorkloads to Cloud Storage SuperviseDiscoverArchive Discovery User Compliance User Archive Admin © 2017 Veritas Technologies38
- 39. Store content to cloud Linear on-premises storage growth Lower storage costs Less to backup © 2017 Veritas Technologies39
- 40. Run EV in cloud © 2017 Veritas Technologies40
- 41. © 2017 Veritas Technologies41 Summary
- 42. SMTP Archiving Capture all content Less hardware +267% Performance 43% Less O365 cost Classification Classify &Tag Retain & Expire Less to Store &Backup GetValue fromYour Data! Multi-Cloud Reduce Storage Cost Linear Storage Growth Less On-Prem Hardware Less to Manage © 2017 Veritas Technologies42
- 43. Copyright © 2017 Veritas Technologies. All rights reserved. Veritas and the Veritas Logo are trademarks or registered trademarks of Veritas Technologies 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. ThankYou