Mailbox Management with Symantec Enterprise Vault.cloud

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1 WHITE PAPER: MAILBOX MANAGEMENT WITH SYMANTEC ENTERPRISE VAULT.CLOUD UPDATE Mailbox Management with Symantec Enterprise Vault.cloud Who should read this paper This paper is intended for IT administrators and other key business stakeholders who are interested in better understanding the mailbox management capabilities of Enterprise Vault.cloud.

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3 Content A sensible approach to mailbox management in the cloud Symantec Enterprise Vault Personal.cloud How it works Enterprise Vault Personal.cloud for BlackBerry

4 A sensible approach to mailbox management in the cloud volumes have been steadily escalating for the past few years. Consequently, nearly every IT department is struggling with the issue of storage management. Given the sheer volume of today, controlling storage costs is a big part of mailbox management. Not surprisingly, archiving continues to grow in popularity, since it can significantly reduce overall storage costs and dramatically improve the efficiency of messaging servers, their reliability, and the speed in which they deliver messages. This white paper describes the mailbox management capabilities of Symantec Enterprise Vault.cloud. Some on-premise archiving solutions leverage stubbing to allow the administrator to manage the mailbox, while maintaining the user experience for the end client. Enterprise Vault.cloud offers a different, but equally effective approach, allowing the administrator to leverage the existing capabilities of the messaging platform. The administrator can manage the size of mailboxes, while maintaining an optimal end user experience. This method provides the following benefits: Leverages the existing capabilities of Microsoft Exchange to manage mailbox size. Keeping the most recent content in the mailbox based on policy, while keeping Exchange mailboxes small and tidy. Provides access to all archived content from Microsoft Outlook or Microsoft Outlook Web App, with no plug-in and no separate login for the client. Offers fast, intuitive search of all archived content (new and old). Supports mobile devices for remote access on the go. Provides flexibility to migrate to another messaging platform, including cloud-based solutions. Optimized performance The Enterprise Vault.cloud mailbox management capabilities do not leave a pointer behind, so they have no impact on item count in the mailbox. The user can still view all archived items from Outlook or Outlook Web App, but the actual Exchange store stays small in terms of size and item count. This approach allows administrators to use the Exchange native pruning capabilities to remove entire messages from the Exchange mailbox after a certain amount of time (e.g., 90 days). By reducing the size of the Exchange database, the performance is maintained and backup and recovery times are optimized. Simplified IT operations Enterprise Vault.cloud does not require a client plug-in, which means IT departments simply have to centrally push out Web folders to all user desktops and laptops from their Exchange Server there's no client code to support. Intuitive end user experience With the increasing influence of the Internet on our business and personal lives, end users expect powerful and fast search in every aspect of their work experience. Enterprise Vault.cloud allows end users to search all (not just 30 days or older) in seconds, directly from Outlook or Outlook Web App. Advanced filtering capabilities allow the customer to find information quickly and efficiently. In addition, end users love the idea of having one unlimited mailbox for all they have ever sent and received. 1

5 Enhanced mobility Enterprise Vault.cloud does not modify items in the mailbox, which means every message in Exchange is still accessible from mobile devices like BlackBerry, Windows Mobile, or Apple iphone. Better portability Enterprise Vault.cloud empowers IT organizations because they don't have to modify messages in the Exchange stores. All migration and other utilities can work with Exchange normally. In addition, Enterprise Vault.cloud provides tools and services to export data out of archives in their native format, providing portability of archived data. Finally, Enterprise Vault.cloud helps with the emerging trend of customers moving to the cloud, by providing support for cloud-based messaging solutions such as Microsoft Office 365. A company's archive should be portable, and its system should not dictate its choice of archiving solution and vice versa. Enterprise Vault.cloud leverages a pure cloud-based architecture that gives users complete control of their migration. They choose when to migrate and which provider to use (with the option of switching to another anytime), and retain an independent backup with a standby capability in the event of a disaster or system failure. Plus, Enterprise Vault.cloud integrates with on-premise systems, hosted and managed Exchange as well as other hosted solutions, giving organizations the utmost flexibility. Symantec Enterprise Vault Personal.cloud How it works Symantec Enterprise Vault Personal.cloud gives an organization's users unlimited mailboxes and allows them to quickly and easily access their archived directly from Outlook, Outlook Web App, IBM Lotus Notes or Web browsers. 2

6 With the Enterprise Vault.cloud cached sign-on technology, customers don't have to worry about forgotten usernames and passwords. Plus you can: Provide end users with the power to restore lost s themselves even things they may have deleted directly from their clients. Eliminate free-range files (PST/NSF), and minimize the burden on your IT staff and/or help desk. Improve performance by reducing the footprint on mail servers, and shrinking backup/restore windows. Enterprise Vault Personal.cloud requires no hardware, software, or client plug-ins, making it quick and easy to deploy the service: 1. An administrator sets up accounts, permissions, and configures policies. 2. An administrator or a Symantec implementation specialist sets up a mail connector, journaling and a secure TLS connection on your server, leveraging its built-in functionality. 3. When is sent and received through the primary system, a copy of each message (including internal and attachments) is sent directly to Symantec's geographically dispersed data centers. 4. and attachments are deduplicated and securely stored along with relevant metadata. 5. Authorized users can easily access archived via Outlook, Outlook Web App, Lotus Notes or a Web browser. End-user access After the Web folders are deployed, end users can access their personal archives by simply opening Outlook (or Lotus Notes), clicking on the folder once to open it and entering their username and password when prompted. 1 Restoring back to your inbox End users can now quickly and easily restore (s) they may have lost or deleted and send it back to their inboxes without any IT intervention. The end user simply opens their archive folder, searches for the (s) they wish to restore, selects the specific (s), and clicks the "Restore Selected (s)" icon once in the archive folder. The selected (s) is/are automatically sent back to the end user's inbox. Easier administration Symantec CloudLink allows administrators to quickly and easily create, configure, and push out Web folders to all of their end users simultaneously. The convenient Web folders allow end users to access their archive directly from Outlook or Notes without having to sign in every time. Plus, administrators can easily deploy mailbox quotas without end users revolting, since they can access every and attachment ever sent or received even ones they may have lost or deleted directly from Outlook or Notes. 1- With single sign-on, users are automatically logged in on all visits to their personal archives (when accessing them via Outlook or Notes) after their initial login. 3

7 Enterprise Vault Personal.cloud for BlackBerry Enterprise Vault Personal.cloud for BlackBerry lets on-the-go users access and search an unlimited number of archived s, attachments, SMS, and PIN-to-PIN messages as well as call log files via their BlackBerry devices anytime even if their primary platform is unavailable. Companies and their IT departments benefit from: Allowing end users to perform advanced searches and self-service restores on messages themselves, directly from their BlackBerry devices. Eliminating worker downtime during outages by having them use their unlimited archive to compose, reply to and send messages in real time. Retrieving messages anytime for legal discovery requests or internal investigations. Simplified pricing Our pricing is simple and straightforward. It is based on unlimited storage with unlimited retention. By eliminating the need to install and run applications on premise, our cloud-based archiving solutions eliminate expensive upfront licensing fees, software upgrades, lengthy implementation cycles, ongoing maintenance, and support costs. Questions? Want to learn more about mailbox management with Enterprise Vault.cloud? Call us today at 1 (877) or (650) and we can show you the benefits firsthand. 4

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9 About Symantec Symantec protects the world s information and is the global leader in security, backup, and availability solutions. Our innovative products and services protect people and information in any environment from the smallest mobile device to the enterprise data center to cloud-based systems. Our industry-leading expertise in protecting data, identities, and interactions gives our customers confidence in a connected world. More information is available at or by connecting with Symantec at go.symantec.com/socialmedia. For specific country offices and contact numbers, please visit our website. Symantec World Headquarters 350 Ellis St. Mountain View, CA USA +1 (650) (800) Copyright 2012 Symantec Corporation. All rights reserved. Symantec, the Symantec Logo, and the Checkmark 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. 10/