Forrester Message Archiving Wave

Document Sample
Forrester Message Archiving Wave Powered By Docstoc
					Decision Matrix for Archiving

          Email capture and management               Description
                       Mail server support           For which Microsoft Exchange mail servers
                                                     does the system provide direct support?

                       Microsoft Outlook personal    * What tools does the software provide to
                       storage file (PST) import     help customers discover / find PSTs both on
                                                     the network and on client machines?
                                                     * How does the system ingest Microsoft
                                                     Outlook PSTs?
                                                     * How does the system know which user
                                                     created a PST?

                       Mass email import             How are emails imported en masse?

                       PST management                * Using your tools, can the administrator
                                                     hide PSTs after they have been imported
                                                     into the archive?
                                                     * Delete them?
                                                     * Make them read-only?
                                                     * Can administrators put shortcuts to former
                                                     PSTs in the user's mailbox?
                                                     * Can administrators create a separate
                                                     folder in the archive for former PST files?

                       Journaling                    * How does the system handle journaling
                                                     (capturing all emails sent and received from
                                                     the mail servers, automatically) for

                       Manual capture                * Can end users archive items from within
                                                     the email client?
                                                     * Is this done by drag and drop?
                                                     * If done other ways, please describe.

                       Rules-based capture           * Does the system have a rules engine that
                                                     can be used to help determine which
                                                     messages are archived?
                                                     * What variables or parameters can the
                                                     rules engine use to establish archival

                       Support for 3rd party rules   * Does your system provide out of box
                       engine                        interfaces to 3rd party rules engines (e.g.,
                                                     * If so, which ones?
                                                     * If not, do you provide another means for
                                                     customers to integrate your system with 3rd
                                                     party rules engines?
             Internal email                    * Does the system handle internal email in
                                               exactly the same way it handles external
                                               * If not, how is it different?
             Blind copy (BCC) capture          * Does the system capture BCCs?
                                               * What tools do you provide to help
                                               reviewers find locate BCCs?
             Distribution list expansion       Do you provide distribution list expansion for
                                               archived messages so that archived
                                               messages have user names on them, not
                                               just lists like "NA - Sales?"

Ease of use for end users and administrators
             User transparency                 * Do end users have to install any software
                                               at all (e.g., a supervision monitoring module,
                                               an email client plug-in)?
                                               * Can all messages and attachments be
                                               captured without user knowledge?
                                               * Do users have to change their behavior at
                                               all once your system is implemented? If so,
                                               please describe.

             Client-side plug-in               Does your solution require client-side
                                               plugins for legal discovery, regulatory
                                               compliance, or end user search? Do you
                                               provide 100% of your feature set without any
                                               client-side plugins?

             Software installed on mail        Do you deliver 100% of your feature set
             server                            without requiring any software to be installed
                                               on the mail server? If not, please describe.
Email client support          * What email clients within Microsoft Outlook
                              do you support out of the box?
                              * Can users restore items to the mail server
                              from the archive via the email client?
                              * Can users delete items from the archive
                              from within the email client?
                              * Can your customers offer some users
                              email client access and require others to
                              use a Web interface to the archive?

Web mail support              Which Web email clients do you support
                              (e.g., Outlook Web Access)?
Admin UI                      * Do you provide your own Web interface to
                              your system, for administrators?
                              * Do you provide a rich client UI for
                              * Can administrators perform all needed
                              functions using both of these user
                              * Do you provide a single interface for all
                              administrative tasks?

Other UI for end user         * Do you provide your own Web interface to
access to messages            your system, for end users?
                              * Do you provide a rich client UI for end
                              * Can all end users perform all needed
                              functions using both of these user

UI for access to local copy   * If you support local copies of an archive on
of archive                    user machines, what is the user interface
                              needed to access this local copy?
                              * Is the user experience exactly the same
                              regardless of whether they are accessing a
                              local copy of the archive, or the master

Stub left in mailbox          * When mail is removed from the mail
                              server, do users see a stub for it in their
                              email client mailbox?
                              * What if the mail has also been deleted
                              from the archive?
                              * Can stubs be removed from mailboxes
                              automatically before the archived content
                              expires (e.g., archive and stub messages
                              older than 30 days, keep stub for one year,
                              and expire archived content after three
              Stub customizability /    * What flexibility do you offer regarding
              flexibility               details contained in the stub (e.g., the entire
                                        message body, just the metadata, the first
                                        500 characters, etc.)?
                                        * Is the size of the stub configurable?
                                        * Can the customer choose whether the stub
                                        is created at the time of archiving or later?

              User ability to locate    * When a user wants to locate an archived
              archived messages         item, does your solution require that the item
                                        is first restored to the mail server?
                                        * Or does the user get direct access to the
                                        archived item?

              Knowledge management      What tools do you provide for helping your
              tools                     customer gain insight into business activities
                                        by mining the email archive?

Other message / file type support
              Attachment types          How many different attachment types does
                                        your system support?
              Folder archiving          * Does your system support archiving of
                                        entire email folders?
                                        * What happens when the items in a folders
                                        have differing classifications, according to
                                        the policy implemented by the archiving
              Calendar item support     Does the system provide calendar item
              Instant message (IM)      Does the system provide instant message
              support                   archiving?
              IM gateway integrations   * For which IM gateways (e.g., Akonix,
                                        IMlogic, Facetime) does the system provide
                                        direct support?
                                        * By what means do you integrate with IM
                                        gateway software?

              IM platform/service       * For which IM platforms/services (e.g.,
              integration               Microsoft Live Communications Server, IBM
                                        Lotus Sametime, Jabber, Bloomberg) do
                                        you provide direct support?
                                        * By what means do you integrate with IM

              eFaxes                    Does your system provide electronic fax
              Databases                   * Does your system provide database
                                          * For which databases?

              File shares                 Does your system provide the ability to
                                          archive files from file shares (especially user
                                          home directories)?

              SAP                         Does the system provide SAP data

              Enterprise content          For which ECM systems do you provide out
              management (ECM) system     of box integration?

              Microsoft Office apps       Does the system provide Microsoft Office
                                          document archiving (aside from when those
                                          documents are email attachments)?

              Microsoft SharePoint        * Does the system provide Microsoft
                                          SharePoint content archiving?
                                          * How about archiving of entire SharePoint

              Other                       * What other kinds of file types are your
                                          customers archiving using your message
                                          archiving system?
                                          * What is the source system where these
                                          files originate (e.g., document management
                                          * What APIs do you provide so customers
                                          can archive data into your system?

Message classification (categorization)
              Taxonomy                    * Please describe the taxonomy the system
                                          provides for classifying messages.
                                          * How can users configure or customize this

              Manual classification       * What means does the system provide for
                                          manually classifying messages?
            Automated classification   * What policies can be created to
                                       automatically archive messages?
                                       * Does the system provide a keyword-based
                                       system for automatically classifying
                                       * Does the system provide a natural
                                       language processing (NLP)-based system
                                       for automatically classifying messages?
                                       * Can messages be classified automatically
                                       at the time that they are being archived?

            Support for 3rd party      * Does your system provide direct, out of
            classification engine      box interfaces to 3rd party classification
                                       * If so, which ones?
                                       * If not, do you provide another means for
                                       customers to integrate your system with 3rd
                                       party classification engines?
Lifecycle management
            Retention management       * What policies does your system support
                                       for time-based retention of archived
                                       * What policies does your system support
                                       for classification-based retention of archived
                                       * Can retention periods be assigned by
                                       * By message?
                                       * By user
                                       * By group?
                                       * Does the system offer both inclusion and
                                       exclusion rules for retention management?

            Retention policy change    * Can the retention period be shortened
            mgmt.                      once it has been applied?
                                       * Can it be lengthened once it has been
                                       * If so, can it be modified on a per message
                                       * Or must all messages in a group be
                                       modified in the same way?
            Disposition                * What options does your system provide for
                                       destroying items at the end of the retention
                                       * What functionality does your system
                                       provide to automate the destruction process
                                       at the end of the retention period?

            Holds                      What policies does the system support for
                                       placing items on hold (e.g., prevent them
                                       from being destroyed, as in the case of a
                                       legal investigation)?
Email format                 * In what format are stored emails kept in
                             the archive?
                             * Is this the same format they are in when
                             they are called up and viewed?
                             * Do you store an alternate rendition of the
                             content (e.g., HTML, XML)?

Original instant message     * In what format are stored instant
format                       messages kept in the archive?
                             * Is this the same format they are in when
                             they are called up and viewed?
Retention class mapping to   Can retention classes in your software be
storage hardware             mapped to the same retention groups in the
                             storage hardware so the admin doesn't have
                             to manually connect them together?

Single instance store        * Do you provide single instance store for
                             messages? Please explain your single-
                             instance storage mechanism.
                             * Do you provide single instance store for
                             attachments? Does it work exactly the same
                             way as your single instance store for
                             * Is it your software that accomplishes single-
                             instance store, or is this capability provided
                             by the underlying hardware platform?
                             * If it is your software that provides single-
                             instance store, does this capability rely on
                             any third-party technology?
                             * When your system sends items to a
                             content-addressable storage device like
                             EMC Centera, does it hand the device each
                             file and attachment separately so that the
                             device can recognize that an attachment to
                             one email is the same as the attachment to
                             another email?
                             * Is single instance store supported across
                             multiple archives?
                             * Do you provide single-instance storage
                             across multiple email servers?
Mail removed from mail       * Are messages removed from the mail
server                       server once they have been archived?
                             * Does your system support delaying the
                             removal of mail from the mail server until the
                             archive has been backed up to ensure no
                             potential for data loss?
Storage media supported      * What non-WORM storage media does the
                             system support via the storage vendor's
                             * Via other mechanisms?

Write-once/read many         * What WORM storage media does the
(WORM) media support         system support via the storage vendor's
                             * Via other mechanisms?
Tiered storage support       * How does your system enable customers
                             to implement storage tiers (e.g., primary,
                             secondary) and types (e.g., disk, tape)?
                             * Can items archived on disk be migrated off
                             to another set of disks and still be
                             * Can your system archive items off to tape?
                             * What policies support this (e.g., how often
                             it happens, what decisions drive migration)?
                             * Does your system provide notification to a
                             user who tries to access items that have
                             been archived to tape so they are asked to
                             check back later.

Shared tape infrastructure   Can customers migrate data to tape from
                             disk and use the same tape infrastructure
                             for their backup environment?

Message compression          What is the average ratio (before:after) at
                             which your system compresses messages?

Attachment compression       What is the average ratio (before:after) at
                             which your system compresses
              Single repository       * By default, do you provide one single
                                      repository for email archiving, regardless of
                                      type of message or content being archived?
                                      * Is this same repository used for all the
                                      services you provide (e.g., mailbox
                                      management, supervision, discovery)?
                                      * Can the system archive messages from
                                      heterogeneous email environments into the
                                      same archive?

              Multiple repositories   * Does your system by default system entail
                                      multiple distinct archives?
                                      * Under what circumstances would your
                                      customer have multiple archives?
                                      * If your system comprises multiple
                                      component archives, how big is the largest
                                      of these component archives?
                                      * Can multiple repositories be supported
                                      within the same archive?
                                      * Can customers simultaneously archive to
                                      multiple stores for disaster recovery

              Local copy of archive   * Do you support local copies of an archive
                                      on user machines?
                                      * What policies can be implemented to limit
                                      the items that can be contained in the local
                                      * What is the mechanism by which the local
                                      copy is kept in synch with the master copy?
                                      * How can items be deleted from the local
                                      copy when they are deleted from the master

              "Containerization"      * What options do you provide for grouping
                                      large numbers of small files into larger files
                                      (containerizing them)?
                                      * How do you work with the containerization
                                      of the underlying storage hardware (e.g.,
                                      EMC Centera)?
                                      * How does your system enable separation
                                      of messages that have been containered?

Search / retrieval
              Search engine           What search engine do you provide with
                                      your message archiving software?
              Integration with 3rd party   * Does your system provide out of box
              search engines               interfaces to 3rd party search engines?
                                           * If so, which ones?
                                           * If not, do you provide another means for
                                           customers to integrate your system with 3rd
                                           party search engines?

              Pre-packaged searches        What pre-packaged searches are available
                                           out of the box?

              Single query                 * Can your customers search across the
                                           entire enterprise archive with a single query?
                                           * If the archive comprises more than one
                                           component archive, is single query
                                           supported across these component
                                           * If the customer is running more than one
                                           server because it has a large number of
                                           mailboxes, is single query supported across
                                           these servers?

              Full-text index              * Do you do full text index messages?
                                           * Do you full-text index attachments?
                                           * What metadata do you index?
                                           * Do you index nested files (for example,
                                           files within ZIP files)?

              Number of file types the     How many file types does your indexing
              index supports               support?
              Re-indexing                  * Does your solution require that any
                                           information be indexed more than once?
                                           * What about public folders, specifically?

              Public folder search         Using your software, can they search public
                                           folders anywhere in the network?
              Supervision user interface   * Is the supervision UI a Web-based UI, a
                                           rich client, or an email client plug-in?
                                           * What features are available to reviewers
                                           who need to supervise communications?
                                           * Can reviewers do everything they need to
                                           do on a single screen?
                                           * Do compliance personnel / reviewers need
                                           the assistance of IT staff to access some of
                                           the functionality of the supervision interface?
Lexicon for supervision       * Do you provide a lexicon capability with
                              your system?
                              * Is it pre-populated with key words and
                              * Are these words and phrases industry-
                              * Is this lexicon keyword based, NLP-based,
                              or both?
                              * Is the lexicon provided out of the box (pre-
                              populated with words and phrases)?
                              * Or is it completely user defined (not pre-
                              populated with words and phrases)?
                              * What tools do administrators use to create,
                              customize, and maintain lexicons?
                              * Can your customers create their own

Reviewer productivity tools   * What features are available to aid reviewer
                              productivity, (e.g. features to help manage
                              workload, process messages in bulk, or
                              navigate flagged / highlighted messages)?
                              * What features do you provide for delegates
                              to review on behalf of a reviewer? How do
                              you support supervision hierarchies?

Flagging / tagging            * What capabilities do you provide for
                              automatic message flagging (sometimes
                              called tagging)?
                              * What capabilities do you provide for
                              manual, user-defined message flagging?
Reviewer effectiveness        * What features do you provide for reviewers
monitoring tools              that must review other reviewers?
                              * What tools do you provide for monitoring
                              reviewer effectiveness?

Sampling flexibility          * Can reviewers sample on a per-user
                              * How about by department?
                              * Can they sample based on key words
                              (e.g., merger)?
                              * Can reviewers sample a different
                              percentage of instant messages than they
                              do emails?
Workflow engine               * Do you provide a workflow engine with
                              your solution?
                              * If so, what is the underlying workflow
                              * Is it home-grown, or did you OEM it?
Post-review                   For supervision, do you support post-review,
                              meaning that messages are reviewed after
                              they are sent out of the mail server (for
                              outbound mail) or received by the mail
                              server (for inbound mail)?
               Pre-review                   For supervision, do you support pre-review,
                                            meaning that your software sits in the mail
                                            stream and messages are reviewed before
                                            they are sent out of the mail server (for
                                            outbound mail) or received by the mail
                                            server (for inbound mail)?

               Alerts                       What types of alerts do you provide, to aid in

               Quarantine                   * What tools do you provide to enable
                                            reviewers to quarantine messages for further
                                            * Does this quarantine take place before
                                            outgoing messages are sent out and before
                                            incoming messages reach the recipient's
               Reviewer search across all   Can reviewers search the entire archive
               messages, regardless of      including clean/non-quarantined messages,
               classification               based on their access control privileges?

               Comments                     Do you provide the capability for reviewers
                                            to insert comments on items in the system
                                            (e.g., items they have reviewed and items
                                            they have chosen not to review)?

               Send warnings                Do reviewers have tools for communicating
                                            policy or regulatory violations to end users?

Legal discovery / litigation support
               Discovery UI                 Do lawyers/ legal support personnel need
                                            the assistance of IT staff to access some of
                                            the functionality of the discovery interface?

               Rules engine to facilitate   What functionality does your rules engine
               discovery                    provide to aid in the legal discovery process?

               Filtering                    What filters do you provide to aid in the
                                            discovery process?

               Lexicon(s) to support        * If you provide a lexicon with your system,
               discovery                    how does it aid in the legal discovery

               Case creation /              What tools do you provide for case creation
               management                   and management (e.g., creating matter
               Marking / production         * What tools do you provide for marking
                                            archived content (e.g., admissible,
                                            * Do you provide Bates numbering tools?
               Search export media          * To what media (e.g., CD-ROM) can users
               support                      export search results?
                                            * Please describe the tools you provide to
                                            facilitate this.
               Search export format         In what formats (e.g., PST, MSG, HTML,
               support                      etc.) can search results be exported?
Auditing / reporting
           Event log                  What kinds of system events are captured in
                                      the log?

           Reporting tools            What reporting tools do you provide?
           Support for 3rd party      What 3rd party reporting tools do you
           reporting tools            integrate with out of the box?
           Analysis tools             What analytical tools does the system
                                      provide to help administrators track events
                                      and activities taking place in the system?

           Audit / proof of review    * What tools does the system provide so
                                      organizations can prove that reviews took
                                      * What reports can the system provide to
                                      prove that messages are being reviewed
                                      and that reviewers and policies are effective?

           Tamper prevention          What mechanisms do you provide to
                                      prevent users from tampering with the
                                      archive or items in it?

           Tamper detection           What mechanisms do you provide to detect
                                      that someone has tried to tamper with the
                                      archive or items in it?
           Information rights mgmt.   How do you support messages that have
           (IRM) support              been protected with information rights
                                      management technology (e.g., Microsoft
                                      Windows Rights Management Services,
                                      Authentica, Liquid Machines, Sealed
                                      Media)? [IRM is the application of digital
                                      rights management (DRM) technology to
                                      business content. IRM technology allows
                                      organizations to establish and enforce
                                      policies regarding who can do what (e.g.,
                                      open, copy, share, or print) with electronic
                                      messages and files, both internally and

           Access control             How do you enable users to access the
                                      archived items to which they have
                                      permissions, and prevent them from
                                      accessing anything else?
           Encryption                 For what purpose do you utilize encryption

           LDAP integration           With which LDAP directories do you provide
                                      out of box integration? How do you leverage
                                      the capabilities of the directory?
             Support for other systems'   * Does your system respect all permissions
             permissions                  established on the email server?
                                          * Does your system respect all access
                                          permissions established in enterprise
                                          * Does your solution respect all access
                                          permissions established in file systems?
                                          * How does your system support delegated
                                          permissions and other non-linear
                                          permissions in Microsoft Outlook and other
                                          email clients?

             Shared mailbox support       * How does your system support customers
                                          that have shared mailboxes (e.g., for
                                          customer support)?
                                          * Using your software, can users search
                                          other users' shared mailboxes?
Proven scalability and performance
             Number of mailboxes          What are your largest production
                                          deployments, in terms of number of
                                          mailboxes under active management (as
                                          opposed to number of licenses sold)?
                                          Please include only production customers.

             Repository size              * What are the largest production systems
                                          your customers have implemented in terms
                                          of the number of messages stored in the
                                          * How about from the size of the repositories
                                          (gigabytes, terabytes)?

             Repository growth            What are the fastest-growing repositories
                                          you've seen in your production customer
             Mailboxes per server         What is the maximum number of mailboxes
                                          you recommend customers run on a single
                                          message archiving server?

             Ingestion delay              Does the system ever have to keep churning
                                          during the weekend to ingest all the
                                          messages from the work week?
             Number of indexes            * What are some of the highest number of
                                          indexes implemented by your customers in
                                          production environments?
                                          * What is the average number of indexes
                                          your customers have?
             Frequency of searches        * What are some of the highest frequencies
                                          of searches you've seen take place in
                                          production customer deployments (e.g. total
                                          number daily or weekly)?
                                          * What is the average number of searches
                                          your customers do in production

             Underlying technology        What is the underlying technology upon
                                          which your system is based?
             Server OS platform support   What platform(s) does the server software
                                          run on?
             Databases                    In what database(s) are the archives stored?

             Standards support            * What standards does your system adhere
                                          * In what areas have you decided not to
                                          implement standards because the standards
                                          were too limiting?

             Internationalization /       * Is the documentation available in multiple
             localization                 languages?
                                          * How about the user interface?
                                          * How about the lexicon?
Microsoft Exchange 5.5, 2000, 2003

Enterprise Vault provides a comprehensive system for discovery, collection, migration and elimination of PST Files. Enterprise Vault can
identify PST files on client machines (for clients running the optional EV Outlook Add-In) or on network file servers (through directory scans).
 Enterprise Vault then can transfer these files in either a push or pull method to a temporary staging server (collection area). PST files
coming from clients can be transferred in "chunks" as well. PST files are mapped to user archives based upon the Outlook profile to which
they are mapped (for client-side migration) or the directory or share permissions where the PSTs reside (for server-side migration). PSTs
are then automatically migrated into the appropriate archive. Administrators can select users for whom to enable client-side migration, as
well as individual PST files to migrate, from a central admin GUI.

Typically customers import email en masse via PST files and PST migration (as per above). However, Enterprise Vault also provides a
COM based API for adding items to the archive, an SMTP interface (where items can be emailed directly into the Vault) and a file system
interface (where email files can be archived directly into the Vault).
Administrators can control the disposition of PST files based upon their business needs. PST files can automatically be hidden, deleted,
marked as read-only, etc. In addition, administrators can control how users can access content previously stored in PST files. Some
administrators will choose to populate the user's mailbox with a folder for each PST file that preserves the sub-folder structure of the PST
and contains "shortcuts" to the archived items previously found in the PST. However, given the number of shortcuts (with larger PST files)
some administrators will instead opt for no shortcuts in the mailbox and instead for users to access archived items through (a) Archive
Explorer - a web-based view of the archived items, including the folder structure from Outlook and (b) search of archived messages,
properties and attachments.

Enterprise Vault works with both Exchange message journaling and Exchange envelope journaling. A "Journal Service" on the Enterprise
Vault server connects to the Exchange server(s) with journal mailboxes (no agent on Exchange server required) and constantly "sweeps"
the journal mailbox for new items. Once items have been archived from the journal, the items can be either optionally removed from the
journal mailbox or removed only when the archived items have been replicated or backed up (to ensure two copies of data if needed).

 End-users can archive items in several ways:
* They can select items to immediately archive and click an archive button "Store in Vault" found in their Outlook toolbar.
* Administrators can push out folders to Outlook users with special archiving policies. These folders can be set to archive every day and
when users drag items into these folders, the items are automatically archived when the archiving service runs. Administrators can further
set special Retention Categories on these folders.
EV has several sophisticated ways to control archiving:
* Built-in to the administrative GUI, administrators can specify which items are to be archived based upon item type (e.g., message,
calendar item, etc.), date or size. Furthermore, archiving can be initiated based upon users reaching a % of their mail quota. Unread items
can be excluded from archiving. Finally, archiving policies can be defined by user, Organizational Unit or even user folder (e.g., Deleted
* Administrators can further use "filter rules" which are simple XML documents, to configure more sophisticated archiving policies. Filter
rules define "actions" (archive, do not archive, delete or place in trash) based upon "conditions." Conditions are specified based upon rules
matching any of the standard message properties - from, to, subject, etc. For example, administrators can say automatically delete any
items where the subject contains "[JUNK]". Filter rules can also specify the content category (logical category like "Legal") with which to tag
this item. Content categories can then specify the archive (Vault) into which to archive this item and the Retention Category (mapped to a
number of days/months/years) under which to retain this item.
* Partners, customers or consultants can write "custom filter" plug-ins. "Custom filters" are written in COM (typically C++) and have the
ability to "inspect" every item being archived and to (a) make decisions on whether and how to archive, as in the filter rules above and (b)
Any third-party rules engine can write to the custom filter API described above. Today, several have out of the box adapters including Liquid
Machines, MessageGate, Reccomind, Globanet, Autonomy, and Stellent. Many of these analyze content to be archived and use heuristics
such as natural language processing and regular expressions to make decisions on archiving rules, as well as performing message property
analysis against internal bases of email policy with their associated actions.
EV captures whether email is internal or external (particularly for special filtering rules) but there is no difference in how both are handled.

EV captures BCC lines on emails and allows administrators to search using the BCC field. EV also takes advantage of the "Envelope
Journaling" feature of Exchange which allows us to get all 'undisclosed recipients', including BCC's. EV then parses that information so it
can be indexed properly. This is a critical requirement for legal discovery and compliance review.
 EV talks to Microsoft Exchange and expands distribution lists as items are archived. EV also takes advantage of the "Envelope Journaling"
feature of Exchange which provides for expanded distribution lists at the time of journaling. EV will then parse that information so it can be
indexed properly. This is a critical requirement for legal discovery and compliance review.

No, users do not have to install any client. For Discovery Accelerator (legal discovery) and Compliance Accelerator (supervision), the
interface is Web browser-based. Users can access archived content via Web-based tools (Archive Explorer and Web Search).
Furthermore, users can access archived items from Outlook via "Universal Shortcuts" with no client required.

EV provides additional functionality with a lightweight client, which can be easily deployed to end-users via SMS, group policy, etc.:
* Transparent shortcuts, where archived items appear like normal messages, with correct icons for attachments, etc.
* Compressed transfer to client of archived items.
* Integrated interface for search in Outlook.
* Integrated buttons for on-demand archiving, restore, deletion and search in Outlook toolbar.

At the end of the day, we provide customers with choice of deployment versus flexibility.

In all cases, messages and attachments are archived automatically, without requiring user intervention. Of course, journal archiving is
completely seamless to the end-user (happens in the background on the server). But even mailbox archiving can be driven based upon
policy and schedule. When items are being archived and users are using the lightweight client above, the icon changes slightly (to a clock)
to indicate they are being archived and then slightly again (to a cabinet) when they are archived. But otherwise, they behave exactly like
normal email. They can be opened, forwarded, deleted, replied to, etc. Administrators can even given users the ability to automatically
delete the shortcut AND archived item instead of just the shortcut when hitting the "delete" key (a feature requested by 100s of customers
called "delete means delete").

As described above, users can also perform on-demand archiving if they would like.

In general, users do not have to change their behavior (except for not worrying about mail quotas and PST files anymore! :) )
Legal discovery, regulatory compliance and end-user search can all be performed via a Web browser and no client side plug-ins.

As described above, we provide some additional usability and functionality with a lightweight client. However, it is by no means required.

Outlook Web Access is fully supported as well, with no client-side plugins and full functionality similar to the "lightweight" client above.

No software is required to be installed on the mail server except when the client desires to have OWA support for archived items. In that
instance we use the official Ms mechanism that they have made availble to third party vendors to integrate with OWA functionality.
Integrated client support is available for Outlook 2000, 2002, XP and 2003. We also suppor Outlook Web Access for all version mentioned.

Yes - users can restore items to their mailbox (mail server) from the archive in several ways:
* By selecting a shortcut in Outlook and selecting the "Restore from Vault" button in the Outlook toolbar or similar menu option in the
"Actions > Enterprise Vault" menu.
* By selecting items from any of the search interfaces and selecting to restore the items to the mailbox.

If administrators allow it, users can delete items from the archive in several ways:
* They can choose an item in Outlook (shortcut) and select the "Delete from Vault" Outlook toolbar button or related menu option.
* Administrators can optionally configure the system so that the "delete" key causes both the shortcut and the archived item to be deleted
("delete means delete").

Customers can offer some users the "lightweight client" and others the zero client solution (Universal Shortcuts). Furthermore, some users
may be using the integrated Outlook Web Access functionality described above.

Outlook Web Access. (Platforms5.5.2000,2003).

We provide some Web-based reporting tools (usage.asp for example) for administrators. We also provide a full MMC-compliant
administrative interface which integrates tightly with the native Exchange administration tools. Finally, we provide a command line (EVPM)
API for more advanced / scriptable tasks.

Administrators can provide all needed administrative functionality from the MMC GUI (Vault Administrative Console - VAC).

The VAC is the single interface for all administrative tasks.

Users can access archived content via Web-based search and a structured folder view called Archive Explorer.

As described above, EV provides a lightweight client UI for tighter integration into Outlook.

End-users can perform all needed functions from both interfaces, but the lightweight client is more integrated into Outlook and therefore is
commonly deployed.

Users access the local copy of the archive (Offline Vault) in the same way they access server-based archived content. They can click on
shortcuts in Outlook and pull archived items from Offline Vault. They can launch Archive Explorer, which can be viewed offline, and access
archived content (even for items with no shortcuts in the mailbox). No change in behavior.

Tthe user experience is the same for traditional access or Offline Vault.

 Archived items are optionally replaced with a shortcut in the mailbox. For the lightweight client, this shortcut looks like a completely normal
message with the correct properties, attachment icons, etc. The only difference is that the icon for the message in the message list looks
like a cabinet to indicate it's archived.

If the mail has been deleted or expired from the archive, the shortcut will be removed from the mailbox.

Shortcuts can automatically be expired (removed) from the mailbox based upon time. This time is often shorter than the retention period of
the archived items - for example, customers may keep shortcuts for 1 year and archived items for 3 years. This helps reduce mailbox
clutter and storage usage from shortcuts (though small, over times 10000s of shortcuts do take space! :) )
Administrators can configure the following for shortcuts:
* Whether to include recipient information (often long) in shortcuts.
* Whether to include (a) nothing in the shortcut body, (b) the original message body or (c) a custom message body described as either:
  * The first [X] characters of the body
  * A custom body defined in a configuration file
  * (Optional) A list of attachments

As per above, you can configure the shortcut to be capped at a certain number of characters.

Administrators can control if shortcuts are created when items are archived or not.

No. Archived items do not have to be restored to the mail server. Users can choose to optionally restore items to the mail server, but to
just view them, the items go straight from the EV server to the client.

Yes. The user gets direct access to the archived item, minimizing the delay and load on the Exchange server.

EV provides end-users with significant tools for mining historical business information including integrated Outlook search, Web-based
search and a structured view of the archive using folders called Archive Explorer. End-users can easily access old information that they
may otherwise not be able to find.

Furthermore, administrators often use:
* Web search or Discovery Accelerator to find inappropriate content, lost email messages and documents, leakage of corporate intellectual
property, and forgotten business contracts negotiated by email.
* Compliance Accelerator to monitor for employees disclosing confidential information or IP (e.g,. to competitors) or violations of acceptable
usage policy.

Finally, EV provides a search API so that third party applications can mine data from the Vault.

250+. We use the Stellent document conversion engine.

EV supports archiving of entire folders and selective archiving policies based upon folder (e.g., different policy for Deleted Items, and a
further different policy for Sent Items).

If items in the folder have different policies, the filter rules can operate on an item by item basis. The customer may choose how these
operations dictate the archiving actions and properties described above.

EV supports all item types (calendar item included).

EV supports capture, archiving and search of Instant Messages.

EV also integrates with Akonix, IMLogic and Facetime.

All three of the above store IM conversations in email messages, with the sender/recipients indicating the participants on the thread. The IM
conversations are then emailed to the "journal mailbox" in Exchange being archived by EV. This is pretty standard.

However, we added additional integration by having the vendors add an "x-header" to the message indicating that this is an IM conversation.
This allows applications like Compliance Accelerator to apply search and sampling specially to IM messages. For example, Compliance
Accelerator customers can ask to monitor 1% of email and 10% of IMs.
EV works natively with Microsoft Live Communications Server and Bloomberg. For Sameitme and Jabber, EV works through the IM
gateways above.

For all of the above, the integration is the same as with the IM gateway vendors - they email conversations into the journal mailbox, tagged
with special x-headers.

EV archives digitized fax messages via several partners. These partners email fax messages into the journal mailbox as per above, with
appropriate x-headers.
EV can archive record extracts from database archiving tools. Today Princeton Softech has integrated with EV and Princeton Softech
provides support for most major databases and related ERP apps. Princeton Softech creates long-term DB record extracts in the form of
XML files. These files are stored in a directory that is archived into EV using the EV File System Archiving module. These records can then
be retained, expired and searched upon.
EV can archive from any Windows NTFS/CIFS file share. It automatically archives files based upon policy (type, size, date, etc.) and
replaces archived items with placeholders (similar to shortcuts). These placeholders look like normal files (even retaining the same file size
as the original file) but only take a small amount of space on disk. When users click on the placeholders, the original items are
automatically retrieved for the user. EV File System Archiving also works with NAS devices using Internet shortcuts and specifically has
"transparent" (seamless) shortcuts on NetApp and planned transparent shortcuts for EMC Celerra in 1H06.
EV can archive documents and records extracted from SAP via our partnership with Gamma Enterprise Technologies. Gamma integrates
with the SAP archiving interface and takes old documents and records (XML files) and saves them to a cache directory which is then
archived by EV File System Archiving. These items can then be retained, retrieved transparently from the SAP system, and later expired.

Today, EV integrates with MDY out of the box. We have announced a partnership with Hummingbird Software where we will deliver
integration by the end of 2005, coinciding with the Hummingbird Enterprise 2005 release. In addition, we are providing APIs to allow any
Document or Records Management vendor to integrate with EV and are pursuing conversations with nearly every major ECM vendor.

EV can archive any document (including all Office Documents) stored in email as an attachment, Microsoft SharePoint or in a Windows
NTFS/CIFS or NAS file system. It can also archive files natively stored in Exchange (outside of messages).

EV can automatically archive documents from Microsoft SharePoint (Windows SharePoint Services and SharePoint Portal Server)
Document Libraries. These documents are then indexed, retained, expired and searchable. EV can also optionally "prune" old versions of
documents from the document library (e.g., keep 2 versions in SharePoint and move remaining ones to archive). Finally, users can access
the documents through the version history in SharePoint, an add-in "Web Part" to search the archive and the tradtional Web search and
Archive Explorer. This helps address both document retention and storage management (item restore, storage tiering, etc.) requirements
around SharePoint.
As described above, EV supports over 250 file types. Customers use EV for archiving a variety of types of content include user documents,
engineering diagrams, flat file records, audio and video, etc. Some customers are even using EV to archive voicemail and VoIP
conversations. Typically these items live in a file system or email system. In some cases, they live in a Document Management system
which uses a file system as its repository.

For EV, we provide the following APIs to archive into EV:
* A COM-based API (typically used via C++) called SimpleAPI which allows for archiving and deletion of objects.
* The ability to email items directly to an SMTP address on the EV server (without going through Exchange).
* The ability to email items to the Exchange Journal mailbox (e.g., how IM gateway vendors integrate).
* The ability to write content to a file system which is then archived by EV File System Archiving (e.g., how Gamma Software and Princeton
Softech integrate).

Administrators can define "content categories" which are logical categories represented in XML documents. Content categories specify a
category name (e.g., Legal Documents), the target archive to which the items should be stored (e.g., Legal Vault), the Retention Category
(e.g., Seven Year) and addditional properties to index (e.g., the fact that it is a privileged information). Customers can define as many of
these categories as they would like. Customers, partners or third-party applications can then use the custom filer API (described above) or
the XML filter rules to automatically map individual items to content categories as they are archived.

Administrators can also push out folders to users that have defined Retention Categories (e.g., a folder that shows up in Outlook called
"Financial Filings"). In this way they can set up a Corporate File Plan. Admins can prevent users from modifying or deleting these folders.

For manual classification, as per above, companies can push out folders to set up a Corporate File Plan and users can drag and drop
documents to classify them.

Additionally, some customers have written Outlook plug-ins that popup when an email is sent or received and ask for a category that is then
passed on as the Content Category described above.
As described above:
* Filter rules are XML documents that can classify items into Content Categories based upon any of the message properties (e.g., FROM,
TO, SUBJECT, etc.) and rules operating therein (e.g., CONTAINS, IS, etc.)
* Customers can write custom filters using the custom filter API that further operate on the message body and attachments.

Several customers have used the custom filter API to do keyword matching. In addition, partner ISVs have integrated keyword matching
(e.g., MessageGate) and natural language processing (e.g., Reccomind) to classify messages.

Messages are classified at the time they are archived (right before actually).

Out of the box - MessageGate, Autonomy, Reccomind, Liquid Machines.

In addition, the custom filter API allows for integration with any classification engine.

Archived items can be assigned to Retention Categories which specify the time for retention. Furthermore, policies can be defined around
expiration of content, migration to secondary storage and collection into containers.

Content Categories are mapped to Retention Categories, so content classification can drive retention periods.

Retention periods can be assigned to specific folders. One example is the Corporate File Plan example above, where different user folders
have different retention periods. A more simple example is a shorter retention period for the Deleted Items folders.

Retention Categories can be assigned by message via the Filter Rules or custom filter API, by user based upon the admin tool or Filter
Rules / custom filter API and by group via the custom filter API.

Items can be included and excluded using filter rules or the custom filter API.

The Retention Category can be shortened (as long as the item is not on WORM storage) or extended.

Retention Categories are a logical abstraction so the Retention Category is modified rather than the item retention.

EV optionally can expire content at the end of a retention period.

This involves normal "delete" commands for regular NTFS/CIFS storage or using the vendor-specific delete APIs (e.g., for Centera).

EV supports a procedure for litigation hold (involves adding items to be held to a specific litigation hold archive where items are not expired).
This procedure is documented and supported. Customers can put individual archives or an entire Retention Category on hold.
EV stores the original message and attachments in native format (e.g., MSG, EML) along with an HTML copy of the messages and
attachments (for "future proofing" so that if the client is not available to view the attachment, you can still see it) and some metadata in a
"saveset" (.DVS file). Over time, individual savesets can be automatically collected into container files (.CAB file) for efficient storage and
backup. The savesets are compressed using ZIP technology.

This is the same format when they are called up and viewed.

We store an alternate rendition in HTML of each document.

In addition, we ensure that we store all of the user-specific properties of a message (e.g., read receipt, follow-up flag, etc.) AND single-
instance the relevant body and attachment. Some solutions try to single instance but lose user-specific message attributes. Depending on
the client requirements, the message can be retrieved in several formats - the proprietary saveset format (which can be unpacked on
receipt), the original item format, the HTML rendition, or XML formatted.

Instant messages are stored as email messages (one email per conversation) with the sender/recipient indicating the participants in the

This is the same format in which they are called up and viewed.
EV can automatically map Retention Categories to EMC Centera Retention Classes.

We SIS messages and attachments. We natively SIS on ANY storage platform and then take advantage of additional SIS benefits from
hardware platforms such as EMC Centera.

For regular storage (NTFS/CIFS), for Microsoft Exchange, we typically archive multiple Exchange servers to a logical location (called a Vault
Store). In those locations, we store the message body, attachments and user-specific message properties (amongst other things) in
saveset files described above. When a new message (with attachments) is archived, we first check to see if the same item is stored
already. If not, we create a new saveset. If so, we simply update the user-specific properties (we add another user to the saveset) and we
do NOT create another copy of the item. So in this case, we SIS the message and attachments on ANY storage platform across multiple
Exchange servers and information stores. We track object uniqueness based upon the Exchange-specific message properties (like
message ID) and perform additional checks to be certain that messages are identical..

For specialized platforms like EMC Centera, there is additional potential SIS benefit to be head because the same attachment might
be used in another application on the EMC Centera (e.g., the same attachment is in a Document Maangement system running on the
Centera) or another archive source (e.g., SharePoint or Windows File systems). So for EMC Centera, EV separates the attachments
from the message and stores each object separately. Centera then checks to see if another application has already written the
attachment and only stores one copy. Furthermore, Centera has limitations with a large number of small objects and small objects
have limited SIS benefit, so we optimize by only passing large objects separately (> 100K) and we roll up small objects into collections.
So YES, we hand each attachment separately.

Finally, we perform SIS between individual files archived from SharePoint, file shares and ones stored direct in Exchange by using a full
content checksum to confirm identical documents.

Our SIS model does not rely on third-party technology.

As described above, we can SIS across multiple archives (Vaults).

As described above, we can SIS across multiple Exchange servers and between messages from Exchange and from PSTs and
.msg files archive from file shares
Email can be removed automatically from the mail server upon archival OR we allow for the notion of a "safety copy." The "safety copy"
allows EV to wait for the archived item (.DVS file) to be backed up or replicated (in the case of Centera) before the original item is removed
from the mail server.


EV supports EMC Centera in non-compliance (non-WORM) mode, NetApp NearStore and FAS in non-SnapLock mode and IBM DR 550 in
non-WORM mode. EV also supports the StorageTEK IntelliStore device, removeable optical media via Pegasus (e.g., Plasmon UDO) and
migration to tape or other backup media using VEIRTAS NetBackup.

EV also works with any storage that can be viewed as an NTFS/CIFS share.
EV specifically integrates with:
EMC Centera via the Centera API
NetApp (NearStore and FAS) via the SnapLock API
IBM DR550 via the TSM API
EV includes a Migrator that automatically can migrate data from the primary archive (typically on disk) to secondary storage (disk or other
media). The Migrator works by first collecting archived files into Collection (.CAB) files and then migrating them based upon time since the
items were archived (e.g., migrate after 1 year).

The Migrator includes an API so that any device can write to it and thus be a target for migration.

Today we support:
* Migration to any NTFS/CIFS location
* Migration to tape or other backup media using VERITAS NetBackup
* Migration to tape or other backup media using IBM Tivoli Storage Manager
* Migration to to the IBM DR 550 tiered storage device
* Migration to removeable media (e.g., optical) using Pegasus Software

Items on disk can be migrated to another set of disks and can still be accessed. Items are automatically recalled to the user upon access.
Furthermore, if the item is on slow media (e.g., tape) the user can get a message indicating to check back later.

The administrator can set policies on when Collections happen, how big Collections can be (# of files or size), when Migrations happen
relative to the original archive date and where to migrate. Migration is driven based upon the time since the item was archived.

We provide notification to users trying to access items on slow media.

In addition, EV can natively store items on optical or tape if software presents the tape or optical as an NTFS or CIFS volume
(e.g., Pegasus, QStar, etc.)

We support migration to tape using existing backup infrastructure - today VERITAS NetBackup and IBM Tivoli Storage Manager.

It all depends on the type of message as to what kind of compression ratio you get. For example on a .txt document you might achive 90%
compression where with a JPEG you might receive 5% compression. Overall compression ratio is between 30 and 60%

It all depends on the type of message as to what kind of compression ratio you get. For example on a .txt document you might achive 90%
compression where with a JPEG you might receive 5% compression. Overall compression ratio is between 30 and 60%
First we should explain our terminology. An individual Vault is an archive of a specific set of data. For example, a Vault might be created
per user for mailbox archiving and a separate Vault might be created for journal archiving. Permissions for access are set at a Vault level.
However, these are just logical entities and can all reside in the same Vault Store. SIS occurs within a Vault Store and occurs across Vaults
in the same Vault Store. Thus Vault Store is equivalent to your use of "repository".

By default customers start with one Vault Store (repository).

By default this repository (Vault Store) can be used for all types of email archiving (mailbox archiving and journal archiving typically used for
compliance supervision and discovery).

EV can archive email from multiple versions of Exchange into the same repository.

Customers can add multiple Vault Stores but typically have one.

Customers might have multiple Vault Stores if they have geographically disperse sites or a need to keep WORM and non-WORM data
separate or if they have organizational reasons to sub-divide the archive or (in the case of hosting services) need to firewall multiple tenants
from each other..

Each Vault Store is as big as the amount of data in it.

EV supports multiple Vault Stores per site - so YES.

Customers typically archive to one Vault Store but then use replication on the back-end (e.g., Centera replication) to make a DR copy of the

Offline Vault automatically keeps a local copy of the user's archived items on his/her machine. This is done by copying messages directly
from the local OST so that there is no additional client/server traffic.

Offline Vault can be capped based upon the amount of data (e.g., capped at 2 GB). When the limit is reached, the oldest items are deleted
to make room for more.

* Users can schedule "background checking" to happen X minutes after the system is idle.
* Users can choose to automatically download items when online, prompt or only do manual download.
* Users can cap the age of items in Offline Vault (to prevent a large synchronization all at once).

Local copies are kept in synch via the client communication (HTTP) with the EV server and background synchronization.

Items are automatically deleted from the local copy when the master item is expired/deleted.

EV provides a Collector (described above) that automatically can run (daily - schedule configurable) and take small .DVS saveset files and
put them into collection (.CAB) files. The admin configures the age of archived items to be Collected (e.g., after 1 year) and then
Collections can be capped based upon size (e.g., 200 MB) or # of files.

This optimizes backup by reducing the number of files to backup.

EV also works with Centera collections by taking small files below a configurable threshhold and containerizing them before handing them to
Centera. Finally, EV will separate out large attachments (as described previously) prior to handing them to Centera to achieve maximum
SIS. EV's directories still track archived items individually and maps them to their container so that normal operations such as retrieval and
deletion still work normally. Therefore it knows when all the items in a container have been deleted so that the container itself can be
deleted or compressed.

EV provides a "search API" that allows third-party search engines to call queries against the EV indices and return results which can then be
integrated into broader search tools.

EV provides a pre-packaged list of hotwords for the financial services industry.

In addition, any other search is customizable.
Customers can search the entire archive with one query.

EV allows search with one query across multiple Vault Stores.

EV allows search with one query across multiple EV servers (oftentimes this involves multiple Vault Stores).

We full text index messages.

We full text index attachments.

We index all metadata from messages including MAPI properties (from, to, subejct, etc.), x-headers as well as any custom metadata
specified by filter rules or content categories.

we can index nested files including ZIP files.


Any user that has proper permission to Pulbic Folder that has been archived can access and search archived items from anywhere in the

The EV Supervision application is called EV Compliance Accelerator. The UI is Web-based.

Reviewers can set scope of review (internal/external email, filter out already reviewed items, date range, sender/recipient scope, specific
words or phrases). Reviewers can then apply sampling rules per individual or department (e.g., 5% sample of email in my group, 1%
sample of IM).

Reviewers can then review search results and mark as reviewed, questioned, pending. They can also annotate and forward messages.
Everything is also recorded and reported.

Reviewers can do everything they neeed from a single screen.

Compliance personnel can administer the system without IT staff intervention.
We provide a lexicon for "hot words" and " to be able to search for selected keywords in email.

It is pre-populated with key words and phrases.

These pre-populated words are specific to NASD 3010.

The lexicon is keyword-based.

The lexicon is out of the box.

But it can be user-defined as well.

Administrators can customize the lexicon through the UI or they can create an XML file to import additional hot words and phrases.

Customers can create their own lexicons.

We provide the following features to help with review productivity: Filtering based on message type, message direction, capture direction,
date captured and other criteria. We provide a single item view and a message list view. In the single item view, we provide a fully
customizable set of columns which can each be sorted on. We provide highlighting of the 'hit' words. We provide a 'bulk review' feature.

Reviewers can assign delegates and delegates can review on behalf of their reviewers. We support supervision hierarchy through a
hierarchical department tool called "Department Explorer".

CA allows reviewers to mark items (e.g., questioned, pending, approved, etc.)

CA allows users to define specific marks.

CA allows reviewers to have reviewers to review them (e.g., Compliance Officers or Supervisors).

We provide an evidence of review report and other reports (see reporting section below) to track which items are reviewed and by whom.

Reviewers can sample per-user.

Reviewers can sample per-department.

Reviewers can sample based upon keywords.

Reviewers can sample by message type (e.g., IM versus email).

Our workflow for CA is built in-house.

YES via partners (MessageGate and Orchestria).

When logging into the system, the supervisor will immediately see a list of departments for which they have responsibility for allong with the
number of unreviewed messages for each department. They use this to keep an overall view how well the reviewers are keeping up with
their work.
We provide pre-send quarantine (before messages are sent) via partners including MessageGate and Orchestria.

Reviewers can search on an ad-hoc basis through the entire archive.

Reviewers can comment on (or annotate) reviewed messages.

Compliance Accelerator includes a way to bring up the original message in the mail client and many reviewers do this to then forward the
original message back to the sender with comments.

The EV module for legal discovery is EV Discovery Accelerator.

NO. Lawyers do not need IT support to use this (many DA users are lawyers without IT support).

The previously described categorization and filter rule scheme allows items to be categorized based upon logical criteria and then searches
can be run against these categories. Many customers archive with custom properties today which are used for legal review.

As described above, filter rules or the custom filter API allow for a constrained set of items to be archived. Partners such as MessageGate
and Orchestria further use the custom filter API to apply content rules to restrict data in the archive and reduce review sets.

Our experience has found that there is no one pre-defined lexicon that can help in the legal discovery process, since all cases are different
in terms of what is being looked for. We do not provide a lexicon with the Discovery Accelerator (though we do with the Compliance

As a built in feature of Discovery Accelerator, users can create cases and configure users and searchable data for specific cases. They can
easily allow different levels of access to each case for different users or groups of users.

Discovery Accelerator has a flexible and customizable marking facility built in. Marks can be easily applied to messages via the built in
review sysstem.

Yes. We provide Bates numbering as a built in feature of the export/production sub-system.
EV DA can export to disk in PST, HTML and MSG formats. The export process is built into Discovery Accelerator and can automatically
create multiple PST files of a certain size to ensure they will fit on a CD or DVD. Once exported, the data can easily be burned to CD, DVD
or copied to TAPE.

Enterprise Vault thoroughly reports via the application log on it system status and operations. Some examples of these events are
- Status of Enterprise Vault services/Tasks (stop/start)
- Archive task (when archiving of mailboxes start
- Failures (retrieval, expand distribution list, etc)
- Conflicts (Permission, storage device unavailable, etc)

EV provides out of the box reporting and also provides database access to enable third-party reporting (e.g., Crystal Reports).
Crystal Reports is most commonly used but any reporting application that has the ability to communicate with SQL can be used to create
custom reports.
Enterprise Vault has a MOM module that allows administrators to keep track of events and activities.

EV CA provides a number of built in reports to show that reviews actually took place. This includes the following reports: Message
Summary, Review Activity By Department, Review Activity Detail, Message Stats Summary, Unreviewed Departments, Reviewer Mapping,
Responsibility By Department, Compliance Supervisor Responsibility, Unsupervised Departments, Responsibility by Reviewer and Effective
Roles by User. These reports show that messages are actually being reviewed and that policies are effective.

Once an item has been archived Enterprise Vault does not allow any updates to that item. When a user recalls an archived item and
attempts to modify it, the file will be saved as a new file with no option to update the exisiting archived item. An additional layer of security
can be reached by utilizing WORM Storage. EV integrates with WORM technology such as EMC Centera, NetApp SnapLock and IBM
DR550 to prevent tampering of content.
Enterprise Vault does not allow modifiication of archived items and as such there is no tamper detection mechanism within EV. Enterprise
Vault does offer tools that will verify the integrity of the system. in Centera we check that our director hasn't been tampered with by
changing the clip id as we do a double check on retrieving the item.
EV provides the custom filter API to allow IRM vendors to integrate with it. Generally speaking, IRM vendors write a custom filter that
identifies protected content, decrypts it (by logging into the IRM server as "root") and indexes/stores it in plain text in EV. Today, Liquid
Machines has integrated with EV in this way. In the future (late 2005/early 2006), EV plans to integrate with Microsfot Rights Management
Server in a similar fashion.

Permissions are set at a Vault level. For mailbox archives, Vaults inherit the permissions of the mailbox including the mailbox owners and
delegate users. For journal archives, journal Vaults are typically granted to administrators and legal/compliance professionals. Permissions
on Vault can easily be modified by the administrator via the Vault Administraton Console which uitlizes MMC. Folder access is dynamically
synchronized on an ongoing basis.
We do not use encryption natively in EV today. However:
* We work with underlying storage level encryption like NetApp Decru or Microsoft Encrypted File System.
* We can integrate with encryption systems or IRM systems using the custom filter API described above to archive and index decrypted
* We can flag and later search on content that was found to be encrypted and couldn't be decrypted.
We use LDAP to query objects in Active Directory to get specific information on the object which is then used within Enterprise Vault. An
example would be Enterprise Vault querying Active Directory for users that belong to an Exchange server. We would use the information to
populate the Enterprise Vault directory database.


In terms of file systems, EV respects share and folder-level permissions.

EV supports delegated permissions (delegate access) as described above.

Shared mailboxes are archived into shared Vaults that can have multiple users accessing them (by default the users with access to the
shared mailboxes).

Yes if users have access to shared mailbox then they will be ables to search shared archives. Permissions are configurable on the archive
object if it needs to be modified.

We have several customers with over 100,000 mailboxes under active management and our top 10 customers represent ~750K mailboxes
under active management

The largest known production system in terms of number of messages stored has 475 million messages. Though there certainly other
larger customers who may have as many or more.

The largest known repository has 3 terabytes of data, though some may be larger.

The fastest growing repository for which we have hard data from the customer is growing at the rate of 5.5 million messages per day.

We generally recommend around 5000 mailboxes per archiving server but this is highly dependent on configuration; we have some
customers that archive 20K mailboxes with a single EV server.

In these situations a number of variables in the mix. For instance, number of messages per person per day is relatively low or users
perform extensive manual archiving for themselves.

We always have the option to extend the archiving window in order to support more users. Some customers are archiving during the
daytime as well as the night. Some even go to the lengths of ‘trickle’ archiving during core hours (by reducing the number of archiving
threads via SQL scripts), and then ramping them up again out-of-hours.

As you can see there are many variables that can be tweaked to help us support more mailboxes per EV server.

Depends on configuration - generally speaking, people archive overnight that captures everything for day (recommended configuration). For
journaling, customers obviously can't have a lag waiting for the weekend.

Several customers have one index per user email archive. For example, one of our large customers with > 100K user mailbox archives has
> 100K indices.

On average, customers have one index per user plus 1+ indices for journal archives. Given that our average deployment is around 1700
seats, this means our average customer has ~1700 indices.
Several customers using EV for legal discovery run 100s of legal discovery searches per month in addition to thousands of user email
archive searches.

Given tha average customer has 1700 seats, this means the average customer will have ~100-200 searches per day for user email archives.

Microsoft Windows / C++ / .NET.

Windows 2000/2003

Archives are stored natively in the file system in saveset (.DVS) files or in a specialized CAS device like EMC Centera.

Indexes are stored in the AltaVista index file format.

Very limited property and metadata is stored in a SQL Server database.

SQL is used as a directory to map archived items' GUIDs to their archive location and to hold system metadata; it is not used to hold
archive metadata.
EV uses standards for integration with Exchange including MAPI and .NET.

EV uses general industry standard technology for communication including HTTP.

EV has gone through Windows certification.

EV has also been certified with MDY for DOD 5015.2 certification.
The documentation is available in multiple languages.

The EV Outlook client UI is localized in several languages.

The lexicon can be configured for multiple languages.

Shared By: