Email & File Archiver Benefits

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Email & File Archiver Benefits• Understand Primary Storage Usage

• Optimise Primary Storage

• Control Content

• Server Consolidation

• Reduced Backup Times

• Reduced Restore Times

• Lower Power Consumption

• Sweat Existing Assets

• Utilise Cost Effective Storage for Archived Data • Reuse existing hardware• NAS/Low Cost Storage

MailMeterOver 2,000 installations worldwide

Meet FRCP requirementsSOX, GLBA, HIPAA, SEC, FINRA, BASEL II, FOI, etc.Avoid fines for failure to produce emails timely

Governance, Risk, Compliance

Retention ManagementControl message retention – ensure legal records

Archive

Reduce Storage UsageFaster backups, better email server reliability, mailbox quota extension

Storage Manager

Policy ManagementConfidential data, inappropriate content - jokes, pictures, music, videos, activities, etc.

Reporting, Monitoring

Business Intelligence Searching - “90+% of knowledge is in email”

ProductivityNo downtimeArchive is separate from your email server

Disaster Recovery

Reduce Storage UsageFaster backups, better reliability – migrate, archive, delete files

File Archiving

Reduce Legal CostsPowerful searching for fast response to internal legal and HR requests

Investigations


Introduction to MailMeter File ArchiverCapacity Optimization on your File Servers

• Understand Usage• Control Content• Storage Optimization


The Issues - Understanding Usage

• So much data is being stored it has become unmanagable• Unstructured Data – Active / Static / Junk / Temp• Cost of Storage Hardware• Cost of backups/time to backup• Admins given up

• File Servers – filled with user files

• Old files – too busy to clean up• Unused files – who really needs them anyway?• Unneeded files – ex-employees, old projects, old software• Duplicate files – how many copies waste space?• Generations of files – how many are online?• Files accessed but not modified– PDF’s,PO’s,Install Sources etc


What is File Archiver• An Automated Policy Based File Archiving Solution

• File Reporter• Understand the data, Classify the data

• Active, Static, junk, temporary

• Policy Based Archiving Engine – Librarian• Utilising Smart Stubs

• De-Duplication for Primary Storage

• Data Management Component


MailMeter File Archiver• Server/Agent based process



Review data on individual servers

Review data on all servers

Understand Usage

Full Visibility


Insight and Analysis

Drill in to seenext level


Housekeeping

Checkboxes- Delete- Restore

Actions- Restore- Delete- Export to Excel

Report Choices



Age Reports – Identify age of data



File Extension Reports – How many xls, doc, pdf, wmv, avi etc…



Duplicate Report – How much space wasted through duplication



• Report Centre• Centralised View – Report by location or global view• Classify Data Accurately – Active Static junk Temp• Control Content – Automatically delete unwanted data


Active Archiving

Key Concepts

• Automated policy based archiving

• Smart stubbing

• Data Chunking


Policies• Type

• Archive, Delete, Stub

• Criteria

• Age, Location, Size, Type

• Schedule

• One time, recurring


Smart Stubs• A Smart Stub is a Stub Link that can have

multiple properties when accessed

• Traditional File Archiving systems have dumb stubs• Can only archive static data

• File Archiver has Smart Stubs• Can archive any data without fear


Stub Types• Traditional Stub Options

• On-Demand Stubs – Internet Shortcuts

On Demand Stub Access

Revision Stub Access

• Smart Stub • Revision Stubs – Opens Webpage allowing users to

restore previous version


Stub Types• Smart Stub – Dynamic Stubs

• Transparent Access• File restored to original location• File will restore on user action, or application request• Requires data to be held on DAS and local agent

• Transparent Access to file• Relevant Application opens automatically• No additional user interaction required


Intelligent One Click Restore• Restore individual file

• Find file with search function

• Restore Directory on server

• Restore whole SAN or File Server• From 48 hours to 4 hours

• No need for backup tapes

• Also if server dies connected to SAN put new server in if it has a File Archiver Agent on it will access the Archive with no more change


Data Chunking• The Archive Files are Data Chunked Automatically

• Data Chunked by Size or Age• Once Full never changed again• Means user only backs up last live data chunk

• Traditional File Archiving uses one large single archive file• Needs to be backup every night and they are large


Data Chunking

Specified as UNC PathClustered Drive Resource Supported

Master Directory Location

• Volume locations

Volume 1Closed, Static4GBOptical Storage

Volume 2Closed, Static4GBNAS Storage

Volume 3Closed, Static4GBNAS Storage

Volume 4Open, Active4GBSAN/Local Storage

EncryptedSingle InstanceTamper Guard Certificate


Archived File Server Example

4Gb data archive chunks(300Gb = 75 chunks) Closed , Encrypted,Static

1Tb of storage

File Server

Data Cleansing and de-duplication

900Gb of storage

100Gb of storage

800Gb Reclaimed storage

Archive and File Virtualisation (stubbing)

Archive Location

Archive and File Virtualisation (stubbing)

SQL Database (3GB)

File Information Stored in SQL Database

800Gb of Storage300Gb

of storage

Data Compression

Active Archive Data Chunk < 4Gb

Report data generated


Backup Comparison

1Tb of storage Full Backup

1TB Data BackupTime to Backup 10 Hours

File Server

100Gb of storage

800Gb Virtualised Data

4Gb data archive chunks(300Gb = 75 chunks) Closed , Encrypted,Static

SQL Database (3GB)

Full Backup

Full Backup

403 GB Data BackupTime to Backup 4 Hours

CurrentFull BackupProcess

Full BackupProcessAfter Archiving

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Daily Data Backup After File Archiver

100Gb of storage

800Gb Virtualised Data

SQL Database (3GB)

Daily Backup

Daily Backup

107 GB Data BackupTime to Backup 1 Hour

Active Archive Data Chunk < 4Gb



Customer Experiences• 60% reduction in live data

• 800,000+ files archived

• >1000 smart stubs accessed per day

• Rolling policy, no administration required, maintained storage growth at manageable level

• Less than 5% growth of live data

• Increased lifetime of existing SAN by 3 years

• Primary storage de-duplication

• Cost of NAS a third of the cost of upgrading SAN

• SAN before 90% used, after 40% used


Customer Experiences• Instant Return on Investment

• Budget for new backup solution and additional storage

• No longer a requirement

• Purchased Archiving solution and had money left over!

• Size of Virtual Server image halved

• Time to image reduced by 50%

• Cost avoidance

• No need to increase size of SAN

• No need to purchase new backup solution


Customer Experiences• Cleaned up file server

• Removed old backup to disk set

• Removed ITunes libraries

• Removed duplicated user PST files

• Reclaimed 37% of primary storage through de duplication alone!

• Consolidated File Servers

• 5 Servers before, 3 after

• Reduced management costs

• Reduced Maintenance costs

• Reused servers

Documents

Email & File Archiver Benefits