Top 10 Concerns: Legacy Archiving Solutions

Transcription

1 Tp 10 Cncerns: Legacy Archiving Slutins ZL TECHNOLOGIES, INC. WHITE PAPER ZL Technlgies Inc Cncurse Drive, San Jse, CA

2 Tp 10 Cncerns Table f Cntents Intrductin... 2 Survey Sample... 2 Survey Results... 5 Cnclusin... 8 Abut ZL Technlgies... 9 List f Figures Figure 1: Number f Survey Respndents... 3 Figure 2: Surveyed Crpratins by Industry... 3 Figure 3: Surveyed Cmpanies Satisfactin with Current Archiving Slutins... 3 Figure 4: Surveyed Cmpanies by Industry... 4 Figure 5: Surveyed Cmpanies by Regin... 4 Figure 6: Surveyed Cmpanies by Size... 5 Figure 7: Tp 10 Cncerns with Legacy Archiving Slutins... 5 Intrductin The term archiving has been c-pted and applied t different markets and applicatins ver the past few years. Simple, single-functin archiving applicatins were sufficient t address a basic market need, which generally revlved arund mailbx management r server fflading. Such applicatins were designed t handle ne r tw departments, and nly mail deemed valuable enugh t keep, nt an entire crpratins fr up t seven years. Offlading applicatins fcused n restratin f individual at the user level. They weren t designed fr immediate r cmplete capture, let alne glbal viewing f the archive. Cmpliance applicatins evlved t meet retentin and surveillance regulatins where cmplete r immediate capture was a base requirement, with supervisry versight and review f mail at a crprate level necessary. Discvery applicatins grew ut f the need t search acrss crprate t quickly, and cst effectively, prduce and attachments in respnse t a legal subpena. Because the basic capture and data management requirements differed fr each need, stand-alne applicatins were develped, in widget fashin, t address the different markets. Tday, the archiving marketplace is in the thres f a cnvergence, but the riginal requirements are s different that legacy archiving slutins designed fr ne specific market need have nt been able t seamlessly extend their primary functinality t cver the ther areas. In additin t the change frm archiving sme t archiving all , crpratins nw need additinal features that weren t part f riginal archiving requirements, such as audit trails, search and retrieval, preand pst-review f s, and extensive crprate retentin and management plicies. Wrse yet, when archiving demands increase expnentially frm archiving under 1,000 mailbxes t ver 5,000, r 10,000 legacy archiving slutins simply cannt scale t handle thse vlumes fr cmpliance, legal discvery, r mailbx management, let alne a cmbinatin f the three. ZL cnducted this survey t determine exactly what is causing the mst headaches amng crpratins that deplyed legacy archiving slutins mre than 2 years ag. Sme f these issues may be relatively simple t fix, but thers may require further cnsideratin as t whether their slutin can cntinue t meet the munting needs f the crpratin. Survey Sample This survey examines the results f an internal survey cnducted by ZL Technlgies, Inc. between May and August The survey was cnducted acrss 145 cmpanies, representing a ttal f 864,523 users. Crpratins surveyed were nt current custmers f ZL Technlgies at the time f the survey. ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 2 f 9

3 Tp 10 Cncerns Ttal number f Crpratins 145 Ttal number f Users Represented 864,523 Figure 1: Number f Survey Respndents 12% Cnsidering upgrading t legacy slutin's later versin 32% Lking t replace secnd slutin 44% Lking t replace first slutin 2% Lking fr first slutin 10% Happy with current slutin Figure 2: Surveyed Crpratins by Industry 23% Very dissatisfied 27% Neither satisfied nr dissatisfied 34% Smewhat dissatisfied 9% Smewhat satisfied 7% Very satisfied Figure 3: Surveyed Cmpanies Satisfactin with Current Archiving Slutins (ut f 142 cmpanies) ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 3 f 9

4 Tp 10 Cncerns 6% Others 8% Energy 10% Manufacturing 11% Cnstructin 12% Healthcare 14% Banking 18% Insurance 21% Brker-Dealer Figure 4: Surveyed Cmpanies by Industry 3% Others 8% Asia/Pacific 32% Eurpe 57% Nrth America Figure 5: Surveyed Cmpanies by Regin ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 4 f 9

5 Tp 10 Cncerns 28% >10,000 mailbxes 44% 1,000-10,000 mailbxes 16% 101-1,000 mailbxes 12% <100 mailbxes Figure 6: Surveyed Cmpanies by Size Survey Results 5% surveillance trails and archive trails nt the same 5% T many hidden csts nt discussed upfrnt 5% Archive cannt search encrypted 7% Retentin plicy did nt guarantee end-f-life destructin 9% Strage prblem nt alleviated - instead it increased 2 t 3 times 11% Archive ges dwn, leaves hles - takes hurs/days t cme back up 13% Unexpected strage inflatin frm server t archive 15% Functins (stubbing, discvery, etc.) require string multiple times 15% T many OEM cmpnents - lst s, hard t get supprt, etc. 17% search t slw Figure 7: Tp 10 Cncerns with Legacy Archiving Slutins (ut f 142 crpratins) 1. 17% search is t slw t slw in retrievals, t slw in refinements, and incnsistent in results. ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 5 f 9

6 Tp 10 Cncerns Searching thrugh the archive culd take 15 minutes t a full day. Cmpliance with regulatins and discvery requests can require s t be prduced in as little as a few hurs. If cmpanies are t slw r unable t prduce them, they can be charged with failure t cmply. Sme respndents said they had t set up a query at the end f the day s it culd run vernight % Third parties used fr critical cmpnents vendrs use OEM cmpnents fr critical parts and when things break, it leads t finger-pinting and pr supprt experience. Many legacy vendrs have t OEM cmpnents such as the search engine, r gateway capture, in rder t have a full slutin that can perfrm mailbx management, cmpliance, and legal discvery functinality. This results in a Frankenstein archive, r a black bx, which may cntain pieces that have been end-f-life d, r aren t well supprted by the archive vendr r their creatr % Duplicated strage even if the same vendr, cmpliance/discvery and mailbx management need separate strage. Duble r triple functinality means duble r triple the strage. Legacy archiving vendrs, which riginally ffered Mailbx Management/stubbing functinality, were designed t capture s frm the user mailbx at the time they wuld be stubbed (6 mnths, 1 year later, etc.). T add further functinality such as cmpliance, legacy vendrs have t layer jurnal capture n tp f the stubbing functin. Discvery applicatins and sme review mdules require cmpanies t stre the mail again, separately, in a database r stand-alne flder. Each capture methd is independent f the ther, and keeps s in separate stres t perfrm the varius functins, thereby string a single message multiple times % Unable t read archived prprietary archive frmat cannt be read when archive system ges dwn r is replaced. As a result f the prprietary frmat in which the s were stred, and the lack f true glbal Single-Instance-Strage, sme cmpanies experienced 1.5 t 2 times strage inflatin frm the server t the archive. Ex: A 2GB server culd inflate t 3.5GB at the archive level due t prprietary frmatting and prprietary wrappers. Page 6 f 9 ZL Technlgies, Inc Cncurse Drive, San Jse, CA

7 Tp 10 Cncerns The larger prblem at hand is that the prprietary archive frmat cannt be read when the archive system ges dwn, r is replaced % Unstable archive, unreliable recrd after 2+ years the archive struggles with vlumes and keeps crashing, creating gaps in the recrd. When the archive is dwn r ffline, there is n guarantee that it is capturing s sent/received during that time (if the archive didn t crash the server) fr future search and discvery. This results in an unstable archive and unreliable recrd after struggling fr years with vlume prblems and cnstant crashes that leave gaps in recrds. Als, sme legacy vendrs empty the jurnal bx befre cnfirming that recrds have been ingested. If the system crashes while prcessing s, the messages disappear int cyberspace and leave a time gap in the archive. 6. 9% Mail strage increased, nt decreased inefficient archive strage, increases strage hit 2 t 3 times. Mail strage increased, nt decreased, as a result f inefficient archive strage. A few legacy archive slutins encase messages in a prprietary wrapper that inflates the message size in the archive. s may indeed be ffladed r cmpressed, but when their size is first increased, this nly aggravates strage size prblems. Further, respndents reprted inflatin due t extra cpies (html r text) being stred with the riginal message. A 10K message ingested int the archive increases in size up t 2-3 times, significantly inflating the archive strage. 7. 7% Retentin plicy did nt guarantee the end-f-life destructin f s. False retentin plicies s are nt deleted at the endf-life, even when plicies claim guaranteed dispsitin. ges thrugh a 4-stage lifecycle (capture, shrt-term retentin, lng-term retentin and end-f-life deletin), but mst legacy archives nly handle the first three. Mst legacy archives can enfrce retentin plicies, but are nt able t actually delete the messages nce the plicy has expired. Wrse, sme systems can delete the but retain the index, prving the existed but was in fact deleted increasing liability. 8. 5% Archive cannt search acrss encrypted s. ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 7 f 9

8 Tp 10 Cncerns s encrypted in transit t meet HIPAA and GLBA cmpliance cannt be indexed unless the archive has the keys t decrypt the s, r the s are previusly decrypted and archived as clear text. If the archive cannt index the encrypted s, the messages cannt be fund in the archive. Such a black hle jepardizes SEC/NASD/SOX cmpliance. 9. 5% T many large hidden csts nt discussed upfrnt. These include hidden installatin/deplyment/supprt fees and having t purchase mandatry prfessinal service (maintenance, training etc.) and large migratin fees % Outbund audit trails d nt match jurnal audit trail. Outbund audit trails that d nt match the server s jurnal audit trail present cnflicting infrmatin abut actins taken n s with cmpliance vilatins. Cmpanies that use jurnal-nly archives but want t add pre-review and surveillance/cntent filter functinality have t purchase stand-alne slutins. The jurnal recrd will lg messages as k and sent in the archive even if the standalne cntent filter caught and quarantined the message. Cnflict reslutin nly ccurs after the prblem is caught, usually during an audit; by recnciling the different audit trails frm the archive jurnal and cntent filter. Cnclusin The cnfluence f markets and increases in archiving demands has expsed the flaws f legacy archiving slutins. Many rganizatins are dissatisfied and lking t replace their ld prducts with a new, highly-scalable and available, feature-rich slutin that can unify the functinality f archiving fr strage, regulatry cmpliance and discvery/crprate gvernance tday, as well as meet tmrrw s needs. Tday, ver 80% f legacy archiving slutins fails t live up t expectatins. Over 60% f ZL s custmers t date are replacement custmers, chsing ZL Technlgies t replace EMC/Legat, CA/iLumin, Symantec/Veritas/KVS, ZANTAZ, and thers. Learn mre abut why a Tp 5 Glbal Bank and a Tp 5 US Bank chse ZL t replace their incumbent slutins, and why Mrgan Keegan decided n ZL after 2 failed archiving installatins. Cntact ZL Technlgies by visiting us nline at r send us an at sales@zlti.cm. ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 8 f 9

9 Tp 10 Cncerns Abut ZL Technlgies Established in 1999, ZL Technlgies, Inc. (ZL) prvides cutting-edge enterprise sftware slutins fr archiving, regulatry cmpliance, litigatin supprt, crprate gvernance, cntent management, file archiving, and secure . ZL s flagship prduct, the Unified Archive, ffers cmprehensive and file archiving and management fr cmpanies using Ltus Ntes/Dmin, Micrsft Exchange, Blmberg, and thers. The suite prvides a highly flexible framewrk that is fully scalable, enabling rganizatins f all sizes t meet legal discvery, cmpliance, and strage management requirements. With a prven track recrd and an impressive list f clients, including Walgreens, Bank f New Yrk Melln, Pacific Life, and Mrgan Keegan, amng ther tp glbal institutins, ZL has emerged as the premier prvider f archiving and cmpliance slutins. Fr mre infrmatin, please visit Cpyright 2008 ZL Technlgies, Inc. All rights reserved. ZL Technlgies, Inc. is a registered trademark f ZL Technlgies, Inc. Varius prducts and service names referred herein may be trademarks f ZL Technlgies, Inc. All ther prducts and service names mentined may be trademarks f their respective wners. ZL Technlgies, Inc Cncurse Drive, San Jse, CA Page 9 f 9