ARCHIVING FIRST STEPS TOWARDS ENTERPRISE INFORMATION ARCHIVING

Transcription

1 ARCHIVING FIRST STEPS TOWARDS ENTERPRISE INFORMATION ARCHIVING

2 Worldwide Accounts (M) 3,899 4,116 4,353 4,626 4,920 Business Accounts (M) % Business Accounts % % 1,022 23% 1,078 23% 1,138 23% Consumer Accounts (M) % Consumer Accounts 2,970 76% 3,142 76% 3,331 77% 3,548 77% 3,782 77% Table 1: Business vs. Consumer Accounts (M), Statistics Report, , The Radicati Group ( uploads/2013/04/ -statistics-report executive-summary.pdf) BUSINESS USERS SEND AND RECEIVE 121 S DAILY. THAT FIGURE IS EXPECTED TO INCREASE TO 141 BY 2018.

3 messages are the first format of data that is requested for a discovery or early case assessment. They are one of the most important carriers of high-risk, high value information. Because of this reason, they are considered a high risk archive for the organization. Factors affecting archiving: Storage Costs: Decreasing year over year, thus, there is no business case for archiving. Data Management: Information can be stored indefinitely, long after an employee has left or the official storage period has ended. Risk Management: Organization is responsible and liable for all data collected even if it is disclosed unintentionally increasing legal risk and liability.

4 Each country has its own regulatory requirements. In the United States, the Federal Rules of Civil Procedure (FRCP) lays out the rules on how electronically stored information (ESI) needs to be handled for litigation purposes. In the Netherlands, the most important regulations come from among others: Nederlands Normalisatie Instituut (NEN), ECP, College Bescherming Persoonsgegevens (CBP) and the Belastingdienst. WHEN A COMPANY FAILS TO PRODUCE RESPONSIVE ESI OR HAS FAILED TO PRESERVE OR ARCHIVE RELEVANT DATA, THE COMPANY CAN BE SUBMITTED TO SEVERE SANCTIONS

5 Most employees have one box with unlimited volume of data; file names and saved directories are often chosen by the user, thus, making searching difficult and time consuming. IT challenges in archiving: Local Storage: Huge legal risk because s are not accessible by anyone else except those with access to the local storage. No enterprise controlled backup or security. Single Instance Storage: Stores only one copy of an sent to many. Searching by custodian requires complex Boolean queries. Vendor Lockup: Proprietary database or lookup table needed to support archiving solution results in scalability issues. Assistance from vendor is required for migration.

6 When time is critical, it is impossible to manually search or browse through thousands of s folders of all your employees. A solid archiving solution will index messages, provide audit trails and de-duplicate messages. The archive solution helps with legal hold, preservation and disposition, thus reducing cost, saving resources and minimizing the overall risk of a discovery. Benefits of archiving: Preservation of valuable data and protection of intellectual property. Data trail for litigation, discovery and legal hold. backup, disaster recovery and records management. Lower volume to collect, thus, reducing future ediscovery costs. Recovery of corporate assets when employees leave.

7 THE ISSUE OF AN EXPENSIVE AND TIME CONSUM- ING DATA MIGRATION IS NOT AN IF-QUESTION, BUT MORE OF A WHEN-QUESTION.

8 Reasons to migrate a new archiving solutions include: Existing archiving solution is at end of life. Initiative to move production to the cloud. Outgrown existing archiving solution Need for ediscovery ready archiving solution. OPEN, LONG-TERM, VENDOR INDEPENDENT ARCHIVING SO- LUTIONS ARE MORE SUSTAIN- ABLE IN THE LONG TERM

9 Number of migrations M 1000 $ 54, $ 108, $ 162, $ 216, $ 270, A 5000 $ 270, $ 540, $ 810, $ 1,080, $ 1,350, I $ 540, $ 1,080, $ 1,620, $ 2,160, $ 2,700, L $ 1,080, $ 2,160, $ 3,240, $ 4,320, $ 5,400, B $ 1,620, $ 3,240, $ 4,860, $ 6,480, $ 8,100, O $ 2,160, $ 4,320, $ 6,480, $ 8,640, $ 10,800, X $ 2,700, $ 5,400, $ 8,100, $ 10,800, $ 13,500, E $ 3,240, $ 6,480, $ 9,720, $ 12,960, $ 16,200, S $ 4,050, $ 8,100, $ 12,150, $ 16,200, $ 20,250, Table 2: Cost to migrate mailboxes over the required retention period ($54/mailbox) George Crump, the TCO of Storage, Storage Switzerland ( com/articles/entries/2012/1/9_the_tco_problem_of_storage.html) MIGRATIONS CAN TYPICALLY COST AS MUCH AS 1 YEAR OF OPERATION OF THE STORAGE SYSTEMS.

10 Judges often believe that companies can easily search 60,000 employee records by typing into a Google search box. While it is technically possible to search everything in an archive, it is not easy or quick. That s why most searches are done by the IT department. Benefits of ediscovery ready archive: Cost Savings for IT: Reduce storage for production s; fewer migrations with open standard archiving. Benefits for Legal Team: Reduced amount of data to be sent for processing and review; re-use of work product across cases. Control of Data: Retention policies to reduce data set for subsequent litigation; proper handling and reporting of privilege and confidential information. Compliance: Early warnings into workplace issues; comprehensive data store for sampling and trend analysis.

11 ZyLAB ONE ediscovery ZyLAB ONE ediscovery uses the latest Artificial Intelligence and Data Science tools to accelerate truth finding missions along the typical dimensions Who, When, Where, Why, What, How, and How Much. ZyLAB is positioned as leader in Gartner s latest Magic Quadrant for ediscovery Software, ranked #1 for complete EDRM ediscovery in Gartner s Critical Capabilities for E-Discovery Software report and has received numerous other industry accolades over the last three decades.