Archive to the Cloud: Hands on Experience with Enterprise Vault.cloud

Transcription

1 Archive to the Cloud: Hands on Experience with Enterprise Vault.cloud Description See first-hand how Enterprise Vault.cloud, Symantec's hosted archiving service, can help address mailbox management, continuity, legal discovery and regulatory compliance challenges. Attend this lab session to gain a hands on understanding of how Enterprise Vault.cloud works from initial setup to data ingestion, retention management, basic and advanced search, tagging, restoration, basic ediscovery workflow and ongoing administration. Lab Prerequisites: Understanding of messaging systems and archiving systems At the end of this lab, you should be able to EV.cloud Personal Archive Log into Personal Archive and browse messages Run Simple and Advanced Searches Use Search Filters to pinpoint content Download or Restore content EV.cloud Discovery Archive Create a Matter and Select Custodians Search and Assign Messages for Review Perform a Legal Hold Export files with export report Notes A brief presentation will introduce this lab session and discuss key concepts. The lab will be directed and provide you with step-by-step walkthroughs of key features. Feel free to follow the lab using the instructions on the following pages. You can optionally perform this lab at your own pace. Be sure to ask your instructor any questions you may have. Thank you for coming to our lab session.

2 Standard Prerequisites for onboarding to EV.cloud Prior to EV.cloud Personal or Discovery Archive deployment organizations are typically asked to: Configure source system to route a copy of all s from users (ie, journaling ) to send to EnterpriseVault.Cloud Provide a list of users that will be provisioned in the trial (ie, export from Active Directory) so that journaled s will be properly associated to user archives This lab will already have these steps completed for you in a hosted demonstration instance. Optionally, administrators may wish to: Configure their single sign-on technology such as Microsoft Active Directory Federated Services (AD-FS) to work with EV.cloud Set up EV.cloud CloudLink for user synchronization Folder synchronization for Personal Archive The labs will *not* include the above optional components included. Personal Archive Overview Personal Archive gives your users unlimited mailboxes and allows them to easily access their archived directly from Microsoft Outlook, Lotus Notes or other cloud-based platforms. The archive process is completely transparent to the end user and does not require any user interaction to enforce retention policies. Personal Archive receives a copy of all messages in real time as they are sent or received, resulting in one single repository. Personal Archive Lab Objectives: Objective Login to Personal Archive Running Simple and Advanced Searches Using Search Filters Downloading a message Goals Login to Personal Archive via a browser and view messages in the tabbed interface. Run basic and more targeted, advanced searches in Personal Archive Explore ways to reduce your results via message attributes Test the message download feature to view a message natively. 2 of 20

3 EV.cloud Personal Archive Lab Objective 1: Login to Personal Archive Personal Archive is a web-based application that can be accessed by browser or integrated into Microsoft Outlook and Lotus Notes via a folder which renders a web page (ie home page folder ). For purposes of this lab, we will focus on the user experience within a web browser. Instructions for Logging into Personal Archive Our goal is to successfully login to Personal Archive and view s most recently received in our archive: 1. From the Start Menu, select Run. 2. Type, iexplore. 3. Within Internet Explorer, point your browser to Personal Archive: 4. Enter the user name and password provided to you. 5. Your archived messages appear in a familiar, Outlook-like interface. 3 of 20

4 6. Try clicking on a message. Note that messages can be viewed in the preview pane or can be double-clicked, in which case they will be preserved in their own tab. This allows you to return to your archive and execute additional searches and review the clicked message later. 7. Finally, try clicking on a message with an attachment, as noted with the paper clip icon in the message grid. 8. Click on the paper clip icon in the message preview area. This will display all the attachments in the message. You can now open attachments by clicking on the attachment button(s). Objective 2: Simple and Advanced Searches After successfully logging into Personal Archive you can search the archive by entering criteria into the search pane, located above the mail list. The button to the right of this search pane unlocks the advanced search fields. For example, a user can search for messages within a specific date range, all messages from specified address or any messages containing the keywords contract, draft. Note that as you add terms, Personal Archive will automatically add the term AND between each one, thus reducing the search result count. How to Search your Personal Archive: Quick Search 4 of 20

5 A Quick Search allows a user to quickly search specific keyword(s) or term(s). The Quick Search field appears below the Personal Archive toolbar. 1. Enter your desired search terms into the Message field. 2. Click on the magnifying glass icon to begin the search. 3. Search results display in a list of messages. 4. Your search terms within the message body, subject or title are highlighted in yellow. How to Search your Personal Archive: Advanced Search An Advanced Search allows you to fine-tune your searches by choosing specific criteria, such as the subject of a message or the date a message was sent. The Advanced Search criteria can be unlocked by clicking the down arrow icon, located next to the Quick Search box. 1. Select the down arrow to open the advanced criteria. 2. Enter the advanced search criteria into the fields provided. 5 of 20

6 3. Click on the magnifying glass icon to begin the search. 4. Search results display in a list of messages. 5. Your search terms within the message body, subject or title are highlighted in yellow. 6 of 20

7 Objective 3: Using Search Filters Search filters offer advanced functionality to help users quickly drill down search results. Whether conducting a Quick Search or an Advanced Search, overall search results are displayed as well as a comprehensive search filter list. This categorized criteria further hones in on whatever the user is trying to find, including senders, years, tags and attachment types. 1. Conduct either a Quick Search or an Advanced Search. 2. Once search results display in list form, click the Filters icon. If search filters are turned ON, the icon will display green and read Filters On. 3. Once enabled, you will receive a pop-up dialog indicating that the search response may be affected. Click Ok. 4. Suggested filters display in a list. This criteria is automatic and cannot be changed: Senders Years Tags 7 of 20

8 Attachments 5. Apply any of the resulting search filters by selecting the filter icon. Hold down the control key to select multiple filters at one time. Refined search results display. Objective 4: Downloading a Message End users have the ability to restore archived messages back to their Inbox. Alternatively, they can download the native version of a message directly from Personal Archive. These functionalities allow users to access old that may have been deleted from their Inbox. This objective will focus on downloading a message, since we do not have a mailbox configured for this test archive. A single message can be restored at one time. 1. Conduct either a Quick Search or an Advanced Search. 2. Select the checkbox to the left of the message(s) you want to restore. 3. Select the Save this Message icon, located in the toolbar. 4. You will be prompted to save or open the message identical to the original message(s). 8 of 20

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10 EV.cloud Discovery Archive Lab Product Overview Discovery Archive retains your s and attachments as required to meet your organization s specific retention requirements. This view can help mitigate common legal risks associated with the business information contained within messages, while requiring minimal IT involvement. The solution can also purge and destroy older stores based on your custom criteria (e.g., any s five or more years old). When your group is involved in pending litigation, you can place legal holds on specific communications based upon criteria you determine. This legal preservation safeguards organizations from automated deletion policies Additionally, Discovery Archive includes the ability to export search results into EML, PST and PST with EDRM file format. Advanced search capabilities allow end users and administrators to search the archive using various criteria, including sender/recipient, date range, subject line, attachment name or type, and most importantly, the body of all messages and attachments (e.g., Word documents, Excel files and PDFs). Search functionality includes Boolean capability as well as the ability to run multiple searches concurrently. Discovery Archive Lab Objectives: Objective View Matters and Custodians Perform a Legal Hold Conduct a Matter-wide search Export Messages from a Matter Goals Set up a Matter and specify Custodians for your ediscovery searches. Follow the simple process to prevent retention from removing any content from the archive Use the simple and advanced searches to cull your results Learn how content can be transferred from the cloud to downstream review platforms Objective 1: Create a Matter and Select Custodians Discovery administrators can create a Matter to begin working on a new case or possible issue (e.g., litigation or HR case). Searching a matter searches across a specific group of accounts an d saves those search results and parameters. For each matter, an administrator 10 of 20

11 can choose which user archives to search across and then place the archives on Legal Hold to ensure the fidelity of those messages. 1. Expand the Administration node in the E-Discovery pane. This node is only visible to Discovery Archive administrators. 2. Click the Matters node. 3. Click Add Matter. 4. Complete the Add New Matter section on the page that displays. 11 of 20

12 6. Legal Hold: If you place this Matter on Legal Hold, custodians cannot delete their messages from the archive. Also, messages on Legal Hold supersede any company-wide retention policies. 7. Select Custodians: Select user archives to search across, called Custodians. You can add individual users one-by-one or select all users. Select All Custodians to include all user archives for the Matter. 8. Select Reviewers: Select users who will be doing the e-discovery message review. 9. Set the reviewer permissions: Decide which actions Reviewers are allowed to perform. 12 of 20

13 Make sure to select the All check box for your your own user name. Objective 2: Perform a Legal Hold What is a Legal Hold? Discovery Archive allows administrators to override company-wide retention policies by preventing any user s tagged with the Legal Hold distinction from being deleted or expired from the archive. By applying a search-level legal hold to s from a Saved Search, administrators and reviewers can ensure a specific subset of s from the Matter remain on legal hold after Matter review is complete and the Matterlevel legal hold is removed. Apply Matter-level Legal Hold After creating a Matter, which searches across a specific group of accounts and saves those search results and parameters, an administrator can place the Matter on Legal Hold. All messages assigned to that Matter cannot be deleted by archive users. A Matter-wide Legal Hold extends to any existing messages; any future messages meeting the Matter criteria will not be captured or assigned with the Legal Hold distinction. 1. Find a specific Matter, located in the left navigation pane. 2. In the Matter Details page, check the On Legal Hold box. 13 of 20

14 3. Click Save. The Matter and all associated messages are placed on Legal Hold. Users can apply search-level legal holds to assigned or unassigned searches. To apply a search-level legal hold 1. Expand the Matters node in the E-Discovery pane. 2. Expand the node for the Matter you want to search. 14 of 20

15 3. Expand the Saved Searches node. 4. Expand the Unassigned Searches or Assigned Searches node that contains the Saved Search to which you want to apply the search-level legal hold. 5. Select a Saved Search. 6. Click Legal Hold. 15 of 20

16 Click to remove the search-level legal hold from a Saved Search. Objective 3: Conduct a Matter-wide Search Perform a Basic Search or an Advanced Search. 1. Click New Search. 2. Enter a keyword or phrase in the search field and click Search. 3. Click Save Search. 4. Enter a name for the search and click OK. 16 of 20

17 Select the Legal Hold checkbox to place all in the Saved Search on a search-level legal hold Objective 4: Export s from a Matter Discovery Archive export functionality enables approved administrators, either IT or legal personnel, to seamlessly extract messages from the archive in one of the following file formats: EML, PST and PST with EDRM. Once exported, these files can be saved to a workstation or sent to other members involved in the e-discovery process. The PST with EDRM standard provides a uniform format for the exchange of content and metadata between different applications, systems and organizations. This format preserves the chain-of-custody of all communications that become part of a legal matter. To export s: 1. Expand the node for the Matter with the s you want to export. 2. Expand the Review Mails Node. 3. Select one of the review statuses listed in the Review Mails node. 17 of 20

18 4. Select the checkboxes for the s you want to export. 5. Click. 6. Select Export selected s or one of the other export options. 7. Enter the required information in the Export Options window. 18 of 20

19 Review the following table for more information: Message Format Click and select either EML or PST (EDRM Options are also available) file format for the export file. Include Journaling Envelope Exclude Exported s Export Name Export Password Confirm Password Select this option to include journaling envelopes that contain detailed information about recipients such as distribution lists. Select this option to exclude previously exported s from the current export. This option is Matter-specific. The same in another Matter may or may not be exported depending if it was already exported for that Matter. Enter a name for the export file. Enter an access password for the export file. The password is required to open the export file after it is downloaded to your computer. Enter your export password again to confirm. 8. Click Export Items. 19 of 20

20 Thank you! We appreciate the opportunity to show you how to use Personal Archive and Discovery Archive from EV.cloud. 20 of 20