Email archiving in 2008 FAQ

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Email archiving product specifications

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  • Autonomy Zantaz; Enterprise Archive Solution version 6.1 (EAS 6.1)
  • AXS-One Inc.; AXS-Link for Microsoft Exchange
  • C2C; Archive One
  • CA; Records Manager
  • CommVault; Data Archiver
  • EMC Corp.; EmailXtender
  • Fortiva Inc.; Fortiva Archiving Suite
  • Hewlett-Packard Co.; Integrated Archive Platform
  • IBM; DB2 Content Manager
  • Jatheon Technologies, Inc.; Plug n Comply Product Family - SMB & Enterprise
  • Mathon Systems Inc.; Integral Product Suite
  • MessageSolution Inc.; Enterprise Email Archive
  • Mimosa Systems, Inc.; NearPoint
  • Njini: Information Asset Management suite
  • Open Text Corp.; Livelink ECM Email Management for Microsoft Exchange
  • Orchestria Corp.; Orchestria Intelligent Compliance
  • Symantec Corp.; Enterprise Vault
  • Waterford Technologies; MailMeter Storage Manager
  • Xiotech Corp.; CEMS
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    Product Snapshot #1
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    Autonomy Zantaz; Enterprise Archive Solution version 6.1 (EAS 6.1)

    Data classification: EAS 6.1 is built on the Autonomy IDOL platform, enabling information processing for all archived messages, files, documents and other content with over 500 distinct functions. This approach to data classification includes taxonomy generation; a set of industry-specific taxonomy libraries; automatic categorization and channels; and Autonomy Collaborative Classifier (ACC). Together these features create an automatic statistical process that determines the appropriate classification for each discrete piece of information based on its contents within the context of the full body of enterprise information while preserving the ability to inject whatever level of manual expertise and influence is desired over the process.
    Data migration:Migration of information is a fundamental capability of the archive. Some customers use the deduplication capabilities of EAS 6.1 to facilitate the migration of information from one content server to another. For example, when migrating from a Notes/Domino email environment to a MS Exchange email environment, the EAS archive can be used to first offload and optimize the original Domino servers to greatly reduce the overall volume of messages and attachments that must be converted to MS Exchange format.
    Litigation hold: The EAS Discovery module allows legal professionals to identify information that must be preserved for legal reasons through several mechanisms: by custodian, including both existing and future archived content from the selected users; by adding a file, message or document to a given case file; or by performing a search on the content and/or metadata and then selecting some or all of the information from the result list. Objects in the EAS 6.1 archive can be subject to multiple litigation holds simultaneously if involved in multiple legal matters. These objects cannot be deleted or purged from the archive until all litigation holds have been cleared, and holds can only be cleared by users with appropriate permissions.
    Retention/deletion features: The retention period can be set by corporate policy at a granular level, either at time of ingestion or later. EAS does not allow information to be deleted or purged from the archive until the retention period has expired. For customers requiring greater assurance, EAS supports a variety of tamper-proof storage options including NetApp Snaplock, EMC Centera and IBM DR550. In such cases, EAS passes the retention period to the storage device, where it is enforced in the storage hardware. EAS 6.1 applies a policy engine to ingest information, but also provides an independent policy engine for ongoing management of the archived information. This feature enables routine, policy-based disposition of archived information that is consistent with the amended FRCP.
    Storage reduction features:EAS 6.1 features an SIS algorithm. Using this algorithm as well as compression on the archived information, EAS reduces the overall storage volume of the enterprise information by as much as 90%.
    Reporting and logging features:EAS 6.1 supports regulatory compliance and e-discovery processes, both of which require stringent audit trails. A set of standard reports is available, and additional reports can be generated using standard SQL-based reporting tools.
    Encryption and security features:The IDOL platform features a "mapped security" model that maintains the access permissions of all archived information and ensures ongoing synchronization with the original content servers. This allows each user to see only those documents and messages for which they have established access permissions on the originating server. Because IDOL maintains a synchronized internal security map, EAS users can search, navigate and retrieve information, without having to repeatedly contact each content server for authorization. EAS can archive and manage encrypted content, and can even index and search that content using the IDOL connector architecture that provides access to over 400 repositories. Naturally, this requires that the encryption key be available through a managed security infrastructure. If a user encrypts a file or document and does not make the encryption key available, EAS can archive and manage the information, but will be unable to open it for indexing purpose.
    Metadata features: EAS 6.1 captures information in native format, including all metadata fields. Additional metadata fields are also created to store archive-specific information such as retention periods; litigation holds; administrative and user access audit trails; supervisory audit logs; and case-specific data, such as tags and production logs.
    Scalability: EAS can support hundreds of thousands of users with enormous volumes of information distributed across dozens of geographical sites.
    Top five management features:

    1. The automatic information processing of the IDOL engine. Without requiring any manual intervention by the admin, IDOL enables search, navigation, categorization and clustering, as well as hundreds of other functions.
    2. The IDOL connector architecture, which enables users to ingest information into the archive from over 400 repositories in over 1000 formats and over 100 languages. Even rich media such as recorded audio and video clips can be included.
    3. The SIS algorithm.
    4. The mapped security feature.
    5. The EAS Storage Manager, which provides a policy engine dedicated to the ongoing management of the archive itself, including the ability to run scheduled, routine good faith deletion processes.
    Archiving platform integration:EAS 6.1 can archive information to any UNC-addressable storage device, including NTFS, SAN, NAS, WORM, tape, DVD and CD-R. EAS 6.1 also supports these tamper-proof storage devices: EMC Centera; NetApp Snaplock, NearStore and FAS; Sun Intellistore; IBM DR550; Zantaz Digital Safe.
    Hardware requirements:Minimum server hardware: 1.4 GHz processor, 1 GB RAM, 2 GB free disk space
    Base cost: EAS 6.1 is licensed on a per-user basis, with cost dependent on the number of users and the level of functionality. A basic solution starts at approximately $10 per seat.
    Detailed specs: http://www.zantaz.com
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    AXS-One Inc.; AXS-Link for Microsoft Exchange

    Data classification: User-defined classification rules can be used at time of archival to automatically classify records for retention purposes. The most common policies are based on a combination of named directory attributes, content and other key fields in the message. Mail messages are intercepted and, based on policies defined in the MessageGate policy engine, the message will be marked with a category. Categorization can be based on message metadata, message body or contents of the message attachment.
    Data migration: Each category of data has an associated retention policy, process map and storage map. The storage map is used to integrate with customers' tiered storage model and can be configured to provide ILM capabilities, but most customers integrate with their own implemented system such as TSM. AXS-One is storage-agnostic and does not use a relational database; we write data serially to volumes on the file system based on date and category. Each category can be associated with different volumes which are hosted on different storage devices. When retention periods are long, data can be migrated through the process all the way until data is expired. This is all completed through the storage maps. Based on this information, we can integrate seamlessly with any type of storage environment and leverage any type of tiered storage or migration a customer may want to implement.
    Litigation hold: All records associated with a specific legal matter can be placed on hold, ensuring their scheduled retention is suspended so they cannot be destroyed or modified in any way until the hold order is lifted. Documents already in the archive as well as new documents as they are archived can be put on hold, automatically based on record categories or on keywords in individual documents. An audit trail ensures a full history of all records managed by the system, from initial acquisition to final destruction.
    Retention/deletion features: Organizations can manage the retention and disposition of e-mails and other records automatically according to corporate policies and regulations while automatically honoring active litigation holds. The workflow-enabled rules engine can be configured to meet specific policy requirements, including complex base date calculations and review of small samples of documents to audit the accuracy of the system. Rules can be defined to accommodate corporate information access policies. Retention Manager provides proactive and persistent monitoring of corporate records to ensure corporate policy adherence.
    Storage reduction features: AXS-One will apply as many as eight levels of storage reduction prior to ingestion into the archive. Compression is performed after Single Instance Storage and deduplication has been performed. Tunable and open compression will conservatively reduce the storage requirement by 40% after realizing the storage advantages accomplished by implementing single instancing.
    Reporting and logging features: Pre-defined graphing/charting and reporting are used across various facets of the application interfaces. Reporting is available on audit and review functions in the system. Extracts can be defined to provide additional reporting across all elements maintained in the system. AXS-One supports data-extracts into various system technologies. Web-based viewing of system statistics is provided. User access to the statistics function can be restricted to certain groups of users, such as administrators.
    Encryption and security features: Supports encryption and decryption of email using PGP, GNuPGP or S/MIME. This is done on the server, and is used for server-to-server based encryption. System security is provided across several tiers of the system. User authentication methods can be invoked through the native application or integrated through directory services such as LDAP or AD. Every facet of the data is secured through user/group security access. Permissions can be established for various access levels throughout the system. TCP/IP sockets are utilized for server-to-server communications and https secure transfer protocol can be utilized for server communication from the web-tier.
    Metadata features: Metadata is collected starting at the mail server (i.e., Mail Folder, dates, addresses, etc). Categories are also added to document metadata. Legal Review process allows addition of disposition (privilege, responsiveness) and comment/ annotations.
    Scalability: No limitations to the numbers of records supported, users or servers. Solution scales horizontally with number of archive servers and vertically where major functions can be isolated on a separate server, and searches can be federated across multiple archive servers. The archive tier processes 30GB to 200GB of data per day on a single server. One customer ingests 0.5 TB of information nightly. Full text indexing is included in this processing. No database is used. We bundle small documents together and write data serially to the files system.
    Top five management features: Chain of Custody and compliance built into the core; error-proof search wizard allows legal staff access to previously technical search interfaces; Extensible Process Management framework provides tight integration of the archive, retention/ disposition and legal holds, allowing companies to start disposing of information that should not be retained; case statistics provide a high-level view of costly eDiscovery activity.
    Archiving platform integration: Product is optimized for Exchange environments and is an integral component of the of the AXS-One Compliance Platform.
    Hardware requirements: Heterogeneous storage environment is supported which includes DAS, SAN, NAS, tape and optical devices, as well as CAS devices from Sun, IBM, EMC and NetApp.
    Base cost: Not provided.
    Detailed specs: http://www.axsone.com/products_msexchange.shtml
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    C2C; Archive One

    Data classification: Identifies exact data types using multiple criteria definitions based on item characteristics and location.
    Data migration: Automatically moves and migrates and tiers email and message items from message server storage to other direct storage or for control via storage managers.
    Litigation hold: Items can be placed on legal hold either automatically or manually for easy discovery and to prevent removal
    Retention/deletion features: Multiple retention authorities are featured and staged deletion is supported.
    Storage reduction features: Product includes compression; 'SIS plus' and 'Optimized SIS' single instance storage technologies are incorporated.
    Reporting and logging features: Full logging and reporting is provided.
    Encryption and security features: A complete access rights and roles framework protects access and use. Close integration with various storage management software enables archives to be encrypted.
    Metadata features: Email and message items are contextualized and indexed as they are processed. Metadata includes dates, addresses, sizes, titles, specific words, attachment information, etc.
    Scalability: Unlimited
    Top five management features: Discovers items in live mail server stores and PST files as well as in compliance copies; rapid search thorough indexed compliance copies; independent of storage device types; provides managed samples and random samples; scheduled retrieval and controlled handover
    Archiving platform integration: Archive One integrates with most hardware archive platforms, including Powerfile Active Archive Appliance, Prostor InfiniVault, Plasmon UDO Archive Appliance, Nexsan Assureon, EMC Centera and more.
    Hardware requirements: 3.5GHz CPU; 40Gb disk space; 1Gb memory
    Base cost: Not provided
    Detailed specs: http://www.c2c.com/site/solutions/email.asp
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    CA; Records Manager

    Product details not available.

    Detailed specs: http://www.ca.com/us/products/product.aspx?ID=5875
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    CommVault; Data Archiver

    Data classification: Commvault Data Archiver has very flexible policy engine allowing for data to be archived on many different criteria. Data can be archived based on size, age, location (folders), include/exclude by file type, etc. Policies can be defined at a global level or down to an individual user or folder level. ArchiveSets allow you to create overlapping classification rules which get aligned to retention policies.
    Data migration: Yes, all of the Commvault Products have the capability of moving data from one storage tier to another. There can be multiple managed copies of Data each with differing retentions, so you can have data on fast disk for 90 days, and move that to less expensive disk for a year and then off to tape or optical for 7 years, as an example.
    Litigation hold: Yes, Commvault Data Archiver does support litigation hold. Holds can be placed across backup and archive data at a global level from within one interface. Using a web search interface, individual items that meet search criteria, can also be placed on litigation hold (allowing the global hold to be released).
    Retention/deletion features: Yes, Commvault Data Archiver is has built in Retention and Deletion features. All data has an associated Retention, this Retention can be extended for reasons like Legal Hold. Once data has gone outside of the Retention Period it is automatically deleted. There are also processes which allow for the deletion of data on an as needed basis with proper permissions.
    Storage reduction features: Yes, Commvault Data Archiver leverages the Common Technology Engine (CTE) that is core to the Simpana suite. The CTE has many advanced Media Management technologies such as client side and server side compression of data, as well as Single Instance Storage to allow for storage reduction in the archive/backup storage repository. The Data Archiver Product set also reduces Primary storage by enabling the stubbing of data, moving the data to secondary storage.
    Reporting and logging features: Yes, Commvault Data Archiver provides both reporting and logging of all processes. Reports are available for Archive and Retrieval jobs as well as Content Indexing. Additionally there is a GUI audit trail to track changes to the system.
    Encryption and security features: Yes, Commvault Data Archiver supports both Encryption and Security Features. Data can be encrypted over the wire, as it is stored on archive/backup disk, and/or when it is sent offsite via tape. Users have control to determine when and where encryption occurs. Security is managed within the application and is also integrated with Active Directory for ease of management as well as allowing for Single Sign-on capabilities.
    Metadata features: Commvault Data Archiver adds additional metadata such as client/subclient policies, security, job ids, timestamps, and storage policies. This additional metadata provides chain of custody control to ensure data can easily be tracked and reported on within the archive. From within the Web Discovery interface, data can be searched and saved into Result Sets. Compliance or Legal personnel performing searches can add annotations to select items within Result Sets. Items can also be identified if they are part of other Result Sets.
    Scalability: The distributed indexing design of the CommVault Data Archiver architecture does not impose a limitation on the number of objects (email, files, documents) under management in the archive. Combined with our ability to seamlessly tier the retention policies with direct data access over mixed media types (disk, tape, optical) – this offers the customer a highly scalable solution.
    Top five management features:

  • Single Administration Console – All administration tasks for archiving as well as other components of the Simpana suite can be performed from a single admin console.

  • Single Infrastructure – The Archive module can leverage the same storage infrastructure as the backup module minimizing duplicate costs as well as reducing the amount of hardware that has to be managed.

  • Robust Content Indexing – Commvault Simpana has the ability to Content Index not only Archive data but backup and Online data as well. The indexing supports 370 content types in 77 languages.

  • Search and eDiscovery – Commvault Data Archiver provides eDiscovery via a Web interface or Outlook plug-in. This interface allows end-users to search their data and their data only across all data management repositories. Legal personnel can be granted rights to search across users data sets and email mailboxes for legal discovery purposes.

  • Cross Platform support – Data can be archived / protected across email (Exchange and Domino), File Systems (Windows, Netware, Linux, Unix, etc.), SharePoint, and NAS devices providing centralized control over Electronically Stored Information (ESI).

  • Archiving platform integration: Commvault Data Archiver integrates with most Hardware based Archiving Platforms, such as the EMC Celera, HDS HCAP, DataDomain and others.
    Hardware requirements: Minimally, this could be run with a single 2 CPU, 2 GB Memory server with enough Disk to store the migrated file. However, an actual configuration would need to be based on the requirements.
    Base cost: Pricing starts at $8500 for 150 users.
    Detailed specs: http://www.commvault.com/products/archive.asp
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    EMC Corp.; EmailXtender

    Data classification: Classification rules engine can create collection or exclusion rules based on any property, context and/or content of the message supporting corporate file plans. Classification properties can also be derived from Active Directory according to employee address, full text query against the message, or custom properties assigned by partner applications or from other EMC products. Manual classification of messages can be done through User Directed Archiving (UDA) where users can drag and drop messages into specific folders with pre-defined properties and retention periods.
    Data migration: Migrating old messages from Tier 1 storage in the production messaging environment to the archive which is on a lower-cost tier of storage. Customers have their choice of archiving platform, including Centera, EMC's archiving storage platform. EmailXtender can archive to multiple sources at the same time, such as disk and tape, and can write to any device or network share that is Windows-accessible.
    Litigation hold: Can hold content found during a discovery search by using UDA folders. These folders are part of the same centralized archive and allow customers to hold content for an indefinite time during an active litigation. UDA folders can be assigned to specific users and can store existing and future archived content. Copies of a message can be held in different UDA folders as needed.
    Retention/deletion features: Can manage message retention in realtime based on classification rules engine. The archive is organized on the basis of folders, where classification rules and retention policies are applied. Folders are all deduplicated, full text indexed and compressed. EmailXtender supports disposition of messages and attachments on a time basis. Deletion of a message/attachment also includes deletion of the metadata tables and full-text index without requiring re-archiving for the whole archive. Deletion activities are part of the audit capabilities to prove policy execution.
    Storage reduction features: Single instancing technology via a proprietary algorithm. Messages are single instanced via a unique message ID applied by EmailXtender using a hashing algorithm. EmailXtender identifies and removes duplicates regardless of source (e.g. public folders, PST/NSF files, multiple email servers). Compression is configurable and the average ratio is 50%. Also has a process called shortcutting where attachments and/or message bodies are replaced on the Domino or Exchange server by a pointer. The content is accessible whether online or offline.
    Reporting and logging features: Five standard Audit templates included out of the box. Customers can create custom report templates using Crystal Reports. Audit reports can be printed or exported to a range of formats (e.g. PDF, XML, Excel, HTML). Allows customers to prove how their classification and retention policies are being executed by the archive. EmailXtender provides a number of logging options to track tasks executed by the system.
    Encryption and security features: Customers may choose to encrypt the archive files as an option. Messages are stored as read-only so users cannot modify content within the archive. The use of Centera in compliance mode provides further assurance of content authenticity. Individual messages in the container file are stored in their native format to ensure compliance with SEC 17a-4. The ability to delete content from the archive is a centrally-controlled option. Copies of content are produced from the archive but the original content remains in read-only format in the archive. EmailXtender preserves permissions from either native Active Directory (Exchange) or Domino. Any search performed for content that does not expressly belong to the searcher is audited, including subsequent actions (i.e. open, view, print, delete).
    Metadata features: Stores all associated metadata of messages archived. A User Identity Mapping feature allows for custom metadata to be applied, such as an employee ID number. When a message is received, EmailXtender compares with the message with the mapping table to determine whether custom metadata should be applied. Search capabilities let admins search specific on the basis of this custom metadata, which is useful in a discovery search.
    Scalability: There is no limit to the number of messages that EmailXtender can process. Some customers are managing several million messages per day and have archived several billion messages.
    Top five management features: Search; indexing; monitoring and supervision; containerization; Personal Archive Ingestion
    Archiving platform integration: Can write to any device or network share that is Windows-accessible; can archive to the platform of choice for each customer.
    Hardware requirements: Runs on a standard Windows-based server and stores metadata in SQL Server.
    Base cost: Licensed per mailbox. Pricing is tiered; list price of the product is roughly $40.
    Detailed specs: http://software.emc.com/products/product_family/emailxtender_family.htm
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    Fortiva Inc.; Fortiva Archiving Suite

    Data classification: Customers can set retention policies or tag messages based on the content of messages/attachments, parties involved, file types and/or dates. Rules about end users or recipients can be also directly tied to Active Directory security groups or distribution lists.
    Data migration: All data is stored on Fortiva's multitenant grid storage infrastructure. This means customers benefit from lower storage costs because the physical back-end hardware infrastructure is shared among many different customers. As a result, tiered storage is unnecessary.
    Litigation hold: When a message is archived, it is assigned an appropriate retention period based on your policy. In the case of impending lawsuits, Fortiva allows you to define a Litigation hold folder for each matter and copy potentially relevant messages to that folder from a Web-based browser interface. These messages are retained indefinitely until the hold is released.
    Retention/deletion features: Automatically retains email according to the retention period set out in the policy. Disposition of email requires authorization from an approved user and can only take place once the email has reached the retention period set out in the policy.
    Storage reduction features: These include compression and single-instance storage (deduplication) of content across messages.
    Reporting and logging features: Fortiva maintains an unalterable audit trail of user activities, including page views, searches and exports. Reports are provided to help customers to assess email patterns and behavior, including risk assessment reports that summarize the source and nature of policy violations, overviews of storage growth requirements and email usage over time, and reports detailing the amount of email archived by user groups and individuals.
    Encryption and security features: DoubleBlind Encryption technology guarantees the security of customer data. When a message reaches the Fortiva appliance, it is encrypted before it is sent outside the customer firewall to the Fortiva network over a secure connection. Messages are only decrypted when an authorized user on the customer's network conducts a search from Outlook or from Fortiva's Web-based user interface, meaning that data can never be viewed without access to both the Fortiva appliance (within the customer's network) and the Fortiva data centers. Since the customer retains the sole copy of the encryption key, not even Fortiva's own staff can access the content of archived data.
    Metadata features: All data is stored and exported in native format, including all metadata, such as name of sender, receivers, including blind copy recipients, and the sent. While Fortiva does not modify the actual messages in any way, additional metadata, including expanded distribution lists, the data of archiving and the appropriate retention policy, are recorded with each message. Digital fingerprints are generated and stored to verify the validity and accuracy of the data and archiving process.
    Scalability: Can handle an unlimited amount of data for any given customer.
    Top five management features: Direct integration with Active Directory; stubbing feature allows attachments in Exchange to be replaced with a link to the archive; realtime searching of data for e-discovery; easy-to-use, web-based policy and search interface; fully managed Software-as-a-Service (SaaS) solution can be easily managed by existing in-house messaging staff.
    Archiving platform integration: Fortiva archives IM and Bloomberg email and IM data according to the same retention policies as email. This data can also be searched and supervised in the same way as archived email.
    Hardware requirements: As SaaS solution, Fortiva procures and manages all hardware requirements. The Fortiva appliance integrates directly with Microsoft Exchange and Active Directory, and acts as a gateway to Fortiva's SaaS network.
    Base cost: Not provided.
    Detailed specs: http://www.fortiva.com/compliance.html
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    Hewlett-Packard Co.; Integrated Archive Platform

    Data classification: Yes, the system has the ability to migrate information or data based on a range of user-definable classifications or policies including keyword(s), phrases, file type file sizes, user(s), group or groups, to: and from:, date, time, and others. With the fully integrated distributed indexing capability that comes standard with every Integrated Archive Platform base system, these classifications or metadata are indexed upon migration, then stored, and can be accessed using the powerful, native search capabilities and either saved or quarantined for future access.
    Data migration: Yes, the product can automatically migrate 100s of TBs and billions of objects of data from a variety of primary application systems such as email, files, and database applications to a centralized archiving repository that can significantly reduce the cost of managing information and simplify compliance and e-Discovery requirements. Once the information is migrated to the centralized archiving platform it is fully content indexed and stored with a tamper-proof, digitally encrypted signature and timestamp for establishing retention periods at the object level. This stored information can now be quickly and easily searched in seconds with the platform's fully integrated WebUI search capabilities.
    Litigation hold: Yes, litigation hold is supported in two important ways using the IAPs integrated information retention capabilities. The first is the ability to quarantine search results for an indefinite period of time and can be destroyed upon the conclusion of the litigation assuming the specific objects have exceed their predetermined period for destruction. Using the native, integrated search which includes more advanced Complex Boolean, Fuzzy Word, and Proximity search capabilities, the results for a particular e-Discovery request can be quarantined for an indefinite period of time and assigned to a particular case. The second is the ability to cease all automatic destruction of information established by corporate governance or regulatory compliance requirements eliminating the potential exposure to spoliation of data which can result in fines or even sanctions of a legal dispute in litigation as defined in the Federal Rules of Civil Procedure (FRCP).
    Retention/deletion features: Yes, the product has a full range of information retention and deletion features. Information retention periods can be set at the repository or user / group level as well as a global / enterprise retention period defined by corporate governance and/or regulatory compliance requirements. Once the object reaches it specified retention period as determined by its digitally encrypted time stamp, it is automatically deleted.
    Storage reduction features: Yes, the product includes both compression and deduplication for improved storage efficiencies. The system has the ability to store one copy of an object and then establish reference pointers for multiple uses of that information object and once the object has been indexed and digitally signed, it is compressed for further improved storage efficiencies along with the deduplication capabilities.
    Reporting and logging features: Yes, as the product is a fully integrated software and hardware solution that comes standard with its full featured Integrated Archive Platform Management software that has extensive reporting, notification and audit log capabilities which include performance, storage management, security, error and trouble spots, administrative, user search, change and access logging, remote replication monitoring, and many more.
    Encryption and security features: Governance requires both physical and logical security, and HP Integrated Archive Platform delivers on both counts. The hardware components of the platform are based on customer-proven HP ProLiant server and StorageWorks storage technology, and the door to the rack has a real lock and key. All data and Smartcells are physically mirrored for redundancy, and there is inter-platform replication option that enables archive data to be replicated from one platform to another. Data can be segregated within the platform, which is a key compliance requirement for Financial Services and Federal Government customers and managed service providers who want to host multiple customers on the same platform. The platform is also logically secure, with a built-in firewall, CRCs for all writes, audit trails for all actions, tamper protection (WORM on disk), secure access with Single Sign On for compliance/discovery personnel, data encryption, and unique digital signatures. The platform also protects the chain of custody from the moment data enters to the moment it is produced for immutability.
    Metadata features: The system has the ability to migrate, index, digitally sign, and archive information based on a wide range of classifications and metadata associated to the object. The native indexing capability of the system allows information to be stored as original content and easily searched and retrieved based on the metadata either associated to the object by the application or by the migration policies.
    Scalability: Scalability is core strength of the archiving solution which has the ability to scale from 2TB and several hundred users to 100s of TBs and 100K+ users and can store billions of objects of information without loss in performance. The platform's next-generation grid architecture with distributed indexing technology enables customers to search billions of stored objects in seconds, without the performance degradation that plagues non-grid-based solutions as these archives grow in size. The multi-dimensional scalability of the grid-architecture allows the system to be configured to meet the specific store, search, and application integration performance requirements of virtually any sized customer's current and future environment requirements.
    Top five management features: The platform is a factory-integrated archiving solution that enables the enterprise to easily centralize information creating an easily managed, cost effective environment for electronic data discovery, governance and compliance. Incorporating HP's leading grid storage and server technologies, the platform includes native content indexing, search and policy management software. Additionally, the integrated platform ensures chain of custody for all information. Once the data is securely stored in the system, behind the firewall, the objects are remain in the secure and in the custody of the system where non-integrated systems have many points of access which can leave data exposed to tampering or deletion.
    Archiving platform integration: Unlike competitive approaches, which require you to purchase email and file archiving client software, an application server, an operating system, indexing and search software, and content-addressable storage, and then consulting services to glue it all together, HP packages all the necessary hardware and software in a single, factory-integrated and tested rack system. And since it's all backed by HP service and support, you won't have to wonder who to call if you have a problem.
    Hardware requirements: None, HP packages all the necessary hardware and software in a single, factory-integrated and tested rack system.
    Base cost: The base system cost is $71K (US List) which includes the fully factory integrated software, hardware, storage platform, highly scalable grid architecture, comprehensive Archive Platform Management software, and fully integrated, high speed WebUI search capabilities.
    Detailed specs: http://h18006.www1.hp.com/products/storage/software/fma/index.html
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    IBM; DB2 Content Manager

    Product details not available.

    Detailed specs: http://www-306.ibm.com/software/data/cm/cmgr/mp/
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    Jatheon Technologies, Inc.; Plug n Comply Product Family - SMB & Enterprise

    Data classification: Data classification is user-definable and flexible with our PnC index, search and policy capabilities.
    Data migration: Migration and ingestion of existing customer data is done by the appliance from files in either pst or eml format. Using the optional Jatheon pst crawler, searches for local pst files are done, then imported and ingested into the appliance for archiving and searching.
    Litigation hold: Rules are created in the appliance relevant to users, records or determined subject matter. At that stage timelines can be established to determine how long these records are kept in the event of an e-discovery process. Records can be kept indefinitely independent of the expunge date set for the appliance.
    Retention/deletion features: Product supports a multiple expunge date feature, which is triggered by the creation of rules.
    Storage reduction features: Jatheon data compression techniques enable us to get up to a 10:1 data storage on our appliance. Some methods used to achieve this compression are compression, unique indexing techniques and Single Instance Storage (SIS).
    Reporting and logging features: Product has detailed reports and a complete audit trail (logging) of user activities in the system.
    Encryption and security features: Ability to encrypt and decrypt messages based on several encryption technologies, including PGP and Entrust. We use a 'master key' approach to encryption and decryption: When the key is required, a request is sent to use the key and then when completed the session ends.
    Metadata features: Metadata is captured for all email stored in the archive and is used in performing searches. All the information in the To, From, Cc and Bcc fields is mined and archived.
    Scalability: Only limitation is the storage space on the appliance deployed. Our appliances range in raw storage from 640 GB to 16 TB of uncompressed storage (equates to 4 TB to 90 TB of virtual storage capacity). This is enabled by the compression and indexing techniques in the appliance.
    Top five management features: Saved searches; policy management; adding comments to e-mails; predefined search queries; e-mail assignment
    Archiving platform integration: Benefit of Jatheon's appliance-based approach is that there are no dependencies on a customer's email platform.
    Hardware requirements: None. All Jatheon appliances are full turnkey products that include all software, hardware and storage.
    Base cost: $4,995.
    Detailed specs: http://www.jatheon.com/_products/pnc3000.php
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    Product Snapshot #11
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    Mathon Systems Inc.; Integral Product Suite

    Data classification: Built-in full-text indexing for keyword search supports end-user taxonomy creation and meta-tagging. An additional tagging API allows for the integration of external classification. Metadata extraction on many files such as MS Office, HTML, PDF, etc., automatically tags files with meta-tags that are searchable and reportable.
    Data migration: Not available
    Litigation hold: Mathon supports both the "freezing" of files which preserves the file in perpetuity (e.g., the file becomes non-changeable and the operation is non-revocable) and a hold operation that tags and preserves the file for an indeterminate amount of time. The hold operation can be revoked.
    Retention/deletion features: A retention policy will be included in version 2.1, which is scheduled for delivery in February 2008.
    Storage reduction features: Automatically creates for each file multiple hash-codes – an exact-duplicate hash (metadata + content) and a content-only hash. A duplicate report can be generated to find both types of duplicate files, which can then be used to delete the duplicate files.
    Reporting and logging features: Captures the detail ("who, what, where and when") of unstructured data operations, such as creates, reads, updates, deletes, browses, permission and meta-data changes, moves and copies. These operations are logged into the Mathon Journal data warehouse, and combined with our full-text indexes, are used for extensive search and reporting. Built-in reports include: File Activity, User Activity, Duplication, Permissions, Chinese wall, Matter Preservation and Trail-of-Custody.
    Encryption and security features: Search and report operations adhere to appropriate security rights so that a user can only search and report on their access in the organization. Because Integral operates as a proxy, it does not interfere with any encryption algorithms used in the organization.
    Metadata features: Four categories of metadata: systematic, operational, genealogy and user. If files are moved off Integral and into an archiving platform, such as Centera or Archivas, this metadata can be preserved using the XAM standard. Integral uses these tags for searching, analyzing, controlling and reporting.
    Scalability: Each Integral appliance supports up to 10 million documents. Multiple appliances can be installed, providing linear scalability.
    Top five management features: Transforms your current file system into an event-driven file system and keeps it operating in a continuous state of e-Discovery Readiness; real-time proxy architecture provides audit and control without requiring a change in user behavior; leverages existing NAS/SAN storage network so that data is not stored in yet another repository; supports primary, backup and DR architectures and integrates with standard SNMP network administration tools for enterprise manageability and 99.999% availability; intuitive end-user search and analysis tool geared for legal and compliance personnel.
    Archiving platform integration: While no built-in archiving APIs are provided, Integral is a fully CIFS-compliant storage proxy. All existing vendor archive tools that move data off a standard NAS and into an archive platform should work with Integral.
    Hardware requirements: None; Mathon Integral and Journal are sold as self-contained network appliances.
    Base cost: Pricing for pilot deployments starts at $10,000. Production deployments are priced from $80,000.
    Detailed specs: http://www.mathon.com/page.php?pg=pc
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    Product Snapshot #12
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    MessageSolution, Inc.; Enterprise Email Archive

    Data classification: Allows for user-defined content-based categorization and tagging of email.
    Data migration: Company-defined polices such as litigation hold, age and size are applied to capture of all inbound, outbound and internal messages. Large, older items can be stubbed; these messages and attachments are available from users' email clients, while the bulk is saved on the archive server. Injections of mail from other platforms, like Kerio, SendMail, PostFix, etc. PST migration tool detects PSTs from a local folder or network location and imports candidate files for centralized management.
    Litigation hold: Set emails to be placed on litigation hold that are responsive to user-defined queries. Litigation hold items can be accessed through a list-view of all active litigation holdsm, and can be easily viewed through global search.
    Retention/deletion features: Archived data can be scheduled to be moved to secondary storage (other than the primary archive storage) and permanently purged from the archive based on the preferred retention policy. Emails on the email server can also be deleted based on retention policy. Retention policy can be configured for individual users and for groups of users. Users can choose to keep specific emails for a specified period of time or indefinitely.
    Storage reduction features: Multiple instances of emails and attachments are deduplicated. Additionally, stubbing decreases email server data stores while allowing users to retain near-immediate access to emails and attachments from their email client, while the message bulk is stored in the archiving solution. All data is stored in a compressed format as it hits the archiving server repositories.
    Reporting and logging features: Provides logs of all activities performed in the archive, such as access, search, view and restore functions. Search Log allows users to view search history and repeat searches. Archive log monitors archiving functions and storage space each user's data occupies in the archive. Users can create ad-hoc versions of user-definable common reports.
    Encryption and security features: Archived emails are not stored in plain text but in binary format so users are not able to view or edit the emails by opening up the archived data. Permission to functionalities can be given and revoked by the archive's administrator. Users are allowed to only view messages associated with that user's mailbox. All messages are compared to a hash code as they are stored and retrieved to ensure message integrity and security.
    Metadata features: All email-related metadata such as sender, recipients, subject, size, date and hash value are captured, indexed and kept in the archive. Scalability: EEA offers limitless upgradability or expandability of archiving repositories. EEA allows for a distributed model to assist environments deploy an archiving solution globally. In global models, federated searches across multiple EEAs will allow for ease of global archive message assess.
    Top five management features:Granular access controls allow enterprises to leverage corporate email policy. PST importation centralizes corporate intelligence for improved knowledge management. Ample storage space eliminates the need for inbox quotas and PST creation. Litigation hold ensures retention of all relevant emails, while comprehensive search features and simple usability allow legal counsel to perform e-discovery without technical support.
    Archiving platform integration:OS Platform: Windows 2000, 2003, 2007 Server, Redhat Linux 3.x, SuSE Linux 9.x, Solaris 8.x, Virtual Serve
    Email Server Platform: Exchange 5.5, 2000, 2003, 2007, Domino 6.5, 7.0, 8.0, GroupWise 7.x, Kerio, Sendmail, PostFix, Imail, Qmail, Zimbra, etc.
    Client Integration: Microsoft Outlook, Lotus Notes Domino
    Hardware requirements: RAM requirement (top priority): 2-4 GB; Hard disk requirement guidelines (middle priority): At least 6 GB for the software install (5 GB for buffer files), 50% of current information store size plus considerations for daily volume, growth rate, retention policy. CPU requirement guidelines (lowest priority): Best practice is same family/series of processor in email server, but does not require as much as much CPU speed/frequency. Depending on environment, minimum requirements are Pentium IV 2.0GHz.
    Base cost: For an organization with 1,000 mailboxes, the base price is approximately $25,000, with upgrade features available.
    Detailed specs: http://www.messagesolution.com/email_archiving.htm
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    Product Snapshot #13
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    Mimosa Systems, Inc.; NearPoint for Microsoft Exchange

    Data classification: Not provided
    Data migration: Migration is performed using Exchange tools. NearPoint does not physically move the email during the migration.
    Litigation hold: Two methods of Litigation hold. 1) In the NearPoint Administration console, the admin can put a Litigation hold on individual mailboxes. 2) In the NearPoint eDiscovery Option, legal reviewers can put Litigation holds on individual messages.
    Retention/deletion features: Can be configured by mailbox, by mailbox folder and by message class. Once retention policies are configured and applied to the right mailboxes, they are managed automatically by NearPoint. NearPoint manages retention for all mailbox contents including email, calendar items, contacts, notes, tasks, etc.
    Storage reduction features: Manages storage on the Exchange Server by policy (age/size and watermark) to remove attachments and thereby reduce store size. The Mimosa Mailbox Extension feature performs the attachment "stubbing" and does so without any client footprint and no residual data on the Exchange Server.
    Reporting and logging features: NearPoint provides as standard full reporting of all archival activity and jobs with both detailed and summary reports. Reports are delivered online or via email. Audit reporting is also available to record all activity on the Administration console and all search and discovery activity performed by end users and auditors.
    Encryption and security features: NearPoint leverages all the native Windows 2003 Server security features to protect its file system (archive) data. Product is also tightly integrated with Active Directory and Exchange Server and adheres to all user policy and security settings using the existing user credentials. NearPoint is engineered to integrate with third-party encryption.
    Metadata features: Captures 100% email information from the Exchange stores by capturing the Exchange Transaction Log Files in real-time. Full metadata is stored in the archive and is available for search and discovery. This allows for search by item history and conversation ID.
    Scalability: Grid-style architecture scales to hundreds of thousands of mailboxes. Server nodes can be added while the system is running to increase performance and capacity. Server nodes are protected with fault tolerance, load balancing and real-time monitoring.
    Top five management features: No journaling; full mailbox capture; complete e-mail discovery; Exchange recovery and DR; easy deployment.
    Archiving platform integration: Integrates with Exchange, AD, SQL and LCS, but no other archive servers.
    Hardware requirements: Windows 2003 Server for the NearPoint Server, Microsoft SQL 2000/2005 database, and Windows storage (SATA, SAS, iSCSI, DAS, SAN).
    Base cost: Priced per mailbox in 50-mailbox increments. Discounts based on number of mailboxes purchased. Support and maintenance is sold on a annual subscription for 20% of the cost of the software.
    Detailed specs: http://www.mimosasystems.com/html/prod_overview.htm
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    Product Snapshot #14
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    Njini; Information Asset Management suite

    Data classification: Classification of unstructured data files and performance of complex policy rules and rule-based actions are performed in realtime at their point of creation.
    Data migration: Njini enables legacy systems and data to be migrated quickly and easily, without changing file attributes such as "last accessed" or the need to modify file Access Control Lists. This feature includes the ability to combine the classification of data (such as Office files) with the file migration process.
    Litigation hold: Permits realtime file freezing, quarantining of files and active auditing, giving the system administrator the ability to manage files that are flagged for legal or regulatory purposes.
    Retention/deletion features: Files can be replicated based on their business value or purpose. Files may be purged based on their policy criteria (for example, forbidden file types are not directed to any storage tier and actively alerted to the system admin). In addition, files are actively classified and directed to the appropriate storage tier. Users can also actively retrieve files that they have accidentally misplaced or deleted, giving them some level of autonomous control over their own stored files.
    Storage reduction features: Not provided
    Reporting and logging features: Provides data classification and data management reporting in realtime, along with active auditing of files at their time and point of creation.
    Encryption and security features: Security features based on file granularity and policies set to individual file types, user, etc. A combination of applications provide quarantining of files, active alerts to the system admin, classification in real time and active file screening and active auditing, purging and file filtering are among several technologies allowing for comprehensive control at the file level.
    Metadata features: Combines simple metadata and extended file metadata (file content) with metadata extracted from other sources for use within Njini's realtime policy engine.
    Scalability: Product provides in-line and realtime management without scalability restrictions.
    Top five management features: Intelligent file placement; dynamic storage tiering; capacity balancing and overflow management; transparent data migration; policy-modeling capabilities.
    Archiving platform integration: Since our technology manages files at the point of creation, we are transparent to archive platform type.
    Hardware requirements: Can be implemented on standard server platforms.
    Base cost: Not provided.
    Detailed specs: http://www.njini.com/products/overview.htm
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    Product Snapshot #15
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    Open Text Corp.; Livelink ECM Email Management for Microsoft Exchange

    Data classification: Supports both automated and interactive data classification. Users can select a record classification from a picklist. Classification can be inherited by messages as they are filed into specific folders in the Outlook interface. Messages can be archived and assigned classifications automatically based on criteria such as date, size, contents, etc. using the native journaling capability in Exchange. The level of interactive classification functionality exposed to users is fully configurable.
    Data migration: Open Text archiving allows for the context of the content to determine the appropriate storage location. For example, messages identified as relevant to a particular regulation can be archived to a non-rewritable storage media if appropriate.
    Litigation hold: Enables individual messages or entire classifications of record to be put on hold. Multiple legal holds can be concurrently applied to archived emails. Retention and disposition schedules are suspended until are all legal holds are removed. A complete audit trail of who assigned and removed holds is maintained. Holds can be applied on a per-user basis, including all past and future messages.
    Retention/deletion features: Retention and disposition is supported based on policy mandated by assigned record classification. Structured retention and disposition management lets records managers determine how long emails are kept, define and enforce the process by which they are archived, and ensure their eventual destruction. Disposition reports can be sent to appropriate records managers, who can then confirm or delay disposition. Disposition on massive volumes of records can be configured to occur automatically.
    Storage reduction features: Includes single instance archiving technology that ensures attachments are only stored in the archive once regardless of how many times a message itself is sent or received within the infrastructure. Compression can be performed automatically on all archived message content (typically a 2:1 compression rate).
    Reporting and logging features: Audit trails retain a complete record of what actions are performed on records, including deletion. What records management metadata is included in audit trail can be specified.
    Encryption and security features: Checksums are used to recognize and reveal unwanted modifications to the documents on their way through the archive. When clients archive or display documents, checksums identify whether transmission was complete and error-free. Integrity is secured with the help of signed timestamps. Timestamps ensure that document components can no longer be modified unnoticed after they have been archived. Users can be restricted from deleted archived emails as appropriate.
    Metadata features: Record metadata identifies to which policies an email message relates, any special storage methodologies which should be applied (high availability, etc), how long message should be retained, what should occur at each phase in its lifecycle, etc. Users can add custom metadata to archived emails—administrators configure metadata (such as "Department"), and users can be required to provide input (or provided with the option).
    Scalability: Not provided
    Top five management features: Support for discovery and litigation management requirements; support for multiple classification modes; can be deployed with no installation on the mail server or clients required; integrated full text search; integrated archiving and records management.
    Archiving platform integration: Integrated with Open Text's own archiving platform, Livelink ECM – Archive Server
    Hardware requirements: Can run on any of Windows Server 2000 and 2003, Solaris 8 and 9, HP-UX 11i or Linux SuSE SLES 9 (32-bit x86).
    Base cost: Not provided.
    Detailed specs: http://www.opentext.com/2/sol-products/sol-pro-email/pro-ll-emailmgmt-msexchange-email.htm
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    Product Snapshot #16
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    Orchestria Corp.; Orchestria Intelligent Compliance v5.0

    Data classification: Classification policies analyze files, messages and even Web activity in multiple dimensions (header, body and attachment content for messages, and all properties and content in standalone files). Both positive and negative identification criteria are used to intelligently "score" data to determine how it should be classified. Orchestria can assign multiple classifications to a single object. Product also offers many prebuilt classification policies, including privileged communication, trusted authors, encrypted content, executive communication and even medical records.
    Data migration: Not provided. However, the classification provided can be used to store and migrate data between other systems.
    Litigation hold: Supports policy-based culling for collected documents, internal case analysis, realtime collection and realtime discussion prevention. Once the Orchestria components of the process are complete, data can be exported for use by a case management system, for functions, such as hosting and redacting.
    Retention/deletion features: Classifications assigned by Orchestria can be used to manage retention in a third-party storage system, such as a message archive. Analysis can be used to set the expiry date field, or even the "do not delete" field that, when selected, serves to indefinitely retain an object and its associated metadata. The expiry date can be set automatically based on the classification that Orchestria automatically may assign to a record or object. Once an object passes its expiration date, automated purge jobs can remove it and all associated metadata from the system.
    Storage reduction features:Offers message and file deduplication to assist with reducing storage requirements. Objects stored can also be optionally compressed.
    Reporting and logging features: Provides standard, out-of-the-box reports for trending and usage analysis for compliance officers, administrators and supervisors. A user of the Web-based Orchestria iConsole can select parameters for running reports, such as running a report for different user groups or date ranges. iConsole can create and access custom reports, as well as use and modify the out-of-the-box reports. Third-party BI tools can be used for reporting purposes by pointing at the Orchestria database. Logging capabilities include activity, system, replication, infrastructure and captured data logs. Customers customize the logging capabilities and use Perfmon or NetIQ to extract and report from log files.
    Encryption and security features: With optional encryption, all captured objects are immediately encrypted as they are stored. Orchestria also encrypts all data within the system during transmission between components, including the Orchestria Central Management Server. Access to all records is controlled via Orchestria user authentication or optionally via Windows Authentication. All users are assigned roles and permissions that dictate what users can view or do when logged into the system. Objects are decrypted and presented only to authenticated users with suitable access rights.
    Metadata features: Stores metadata for all objects in the system, including sender, recipient, author, date range, classification, reviewer, audit status, all audit or review actions and comments, type (file, email, Web, IM), presence of attachment, header fields, file properties and even company-specific fields. All metadata in the system can be used for searching and reporting. Orchestria stores metadata for objects monitored, analyzed and captured by the system. Orchestria does not directly add metadata to the objects themselves.
    Scalability: Can scale to monitor and analyze millions of records (files, messages) per day. One customer stores over a billion records in the system.
    Top five management features: Supervision, reporting, audit trails and realtime policy enforcement.
    Archiving platform integration: Orchestria integrates with archive solutions from vendors such as Symantec, IBM, EMC and Zantaz.
    Hardware requirements: Central Management Server is typically a 4-CPU Wintel server with 2-4 GB of memory and SCSI disks. Policy Engine server typically is a dual-CPU Wintel server with 2-4 GB and SCSI disks. For data stored in Orchestria, a database server and SAN or NAS devices are required.
    Base cost: Orchestria is licensed by end user. Per-user pricing can start at $50, depending on options.
    Detailed specs: http://www.orchestria.com/solutions/intelligent_compliance/
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    Product Snapshot #17
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    Symantec Corp.; Enterprise Vault

    Data classification: Allows for manual classification, user-driven classification and automatic classification. Enterprise Vault Automatic Classification Engine (ACE) software extends the existing capabilities of Enterprise Vault to include content-based categorization and tagging of email. Specifically, automated classification enables Enterprise Vault to apply rules to email and categorize messages according to content or context.
    Data migration: Enterprise Vault acts as an online archive for items moved from primary application storage (for example, Exchange Server) according to company-defined polices such as content, age size, etc. The online archive also enables organizations to rationalize their storage resources and dedicate primary storage to dynamic and transactional data. Older, less frequently accessed content can be moved to a secondary or tertiary storage device.
    Litigation hold: Enterprise Vault Discovery Accelerator supports multiple, overlapping legal holds. User can automatically apply legal holds against email or files relevant to a case or multiple cases to ensure they will not be deleted. The system will automatically run scheduled searches to add any new content to the hold. Once the case is closed, users or admins can quickly release all holds on a case-by-case basis and allow documents to revert to their originally scheduled deletion dates.
    Retention/deletion features: Archives data according to policy for a specified period of time. After that retention period has come due, the date is expired and deleted from the archive according to policy. Data that is under legal hold at the time of scheduled expiry will be retained until the legal hold is lifted whereupon the original expiry policy will resume.
    Storage reduction features: Enterprise Vault allows you to move historical information based on business policy from your primary email and file systems to more appropriate storage systems for long-term managed retention.
    Reporting and logging features: Supports complete logging and chain of custody reporting on items in the archive as well as items under legal hold, searches and review. Also provides proactive monitoring of email communication between individuals and groups using compliance Accelerator. Structured review processes can be put in place to search, sample and review archived email according to compliance policies. The whole process is tracked, and extensive reporting demonstrates adherence to corporate and regulatory compliance policies.
    Encryption and security features: Supports the searching and indexing of encrypted content with support from Microsoft Rights Management Server, Entrust and Liquid Machines.
    Metadata features: Not provided
    Scalability:Unlimited; customers today are archiving more than 6 million email messages a day and have over a billion items in their archive.
    Top five management features: Eliminate mailbox quotas and message size restrictions to prevent underground archiving of data by employees; eliminate PSTs and reduce storage requirements to minimize litigation risk; simplify retention and enable discovery by archiving data according to retention policy;
    Archiving platform integration: Enterprise Vault is an open archiving platform with open APIs.
    Hardware requirements: See Enterprise Vault compatibility charts
    Base cost: Not provided.
    Detailed specs: http://www.symantec.com/business/products/overview.jsp;jsessionid=EF59E42DAF213E810DF11F0D037A81EE?pcid=1028&pvid=322_1
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    Product Snapshot #18
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    Waterford Technologies; MailMeter Storage Manager

    Product details not available.

    Detailed specs: http://www.waterfordtechnologies.com/solutions/solStorage.asp
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    Product Snapshot #19
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    Xiotech Corp.; CEMS

    Data classification: Can classify documents (emails and files) as they are captured or manually uploaded by users. Classification can be based on the captured metadata and/or contents of the captured email or file. Documents can be classified into one or more categories, an important feature for compliance and litigation support. CEMS supports the ability to add new classifications on previously captured documents.
    Data migration: This appliance-based archive solution includes a SAN with multi-tiered storage. The multi-tiered SAN is used to save the captured data. Auto migration of data is not yet available, but will be.
    Litigation hold: Supports global holds, which put Litigation hold on all documents in the archive, or fine-grain holds, which put a hold on documents in a user-defined document "collection." Multiple holds can be placed on a document. Once a document is on hold, retention policies for that document are disabled until all holds are removed. Having executed a fine-grained hold order, a global hold can then be removed. Only documents on hold will be removed from normal deletion cycles.
    Retention/deletion features: Document retention policies can be based on document classification, relationship among documents or any metadata about the document. Once the retention period expires, CEMS will either delete the document or raise a notification for approval. The only way to delete a document is by retention policies. A detailed audit log can be used to show chain of custody during evidence production.
    Storage reduction features: Supports deduplication of captured documents across all captured emails, attachments and files. The metadata unique to all instances of an identical document (file name, email parent for an attachment, any classifications) are preserved for classification, document search, showing chain of custody and production.
    Reporting and logging features: Preserves documents as evidence, then records all activity on that document by users to preserve the chain of custody. Audit logs are maintained for captured documents; every action on a document from the time of its capture is logged. The integrated log viewer allows users with proper authorization to search and view log entries, and export them to a comma-separated file. CEMS reports statistics like the number of documents captured, maintains user-based work-queues and can be configured to send policy notifications.
    Encryption and security features: This locked-down appliance supports role-based authentication and authorization. Users are assigned roles, which are mapped to the function they can perform. Each action in CEMS is authorized before execution. Audit logs cannot be altered. CEMS monitors and maintains information to detect tampering attempts. The database and file systems on the appliance are automatically backed up. Xiotech provides disaster recovery software or services should the client wish to add off-site backups.
    Metadata features: Supports an infinitely scalable metadata model. Metadata can be added by the system, by policies (classification) or by users. The system extracts the intrinsic and extrinsic (contextual) metadata from the captured document (email or files). Textual content of messages and attachments are indexed in a full-text index. A CEMS policy can potentially add one or more metadata elements to the document (the classification). Users with proper authorization can add user-defined metadata to a document.
    Scalability: CEMS is deployed as a pre-packaged appliance with servers and storage and can be scaled by adding servers or storage. Maximum preconfigured appliance has 7.5 TB of document (emails and files) storage after overhead like RAID, backups, temporary space, logs and indexes. The included SAN makes it possible to scale the storage limit as required. The CEMS application does not have a hard limit on the growth of the document space.
    Top five management features: Auto detection and notification of policy violations; dynamic collections; capture interfaces; and ZIP/PST import.
    Archiving platform integration: CEMS is an archiving platform and provides easy interfaces to collect email and files from other platforms. A browser-based interface to search and restore emails is provided. File restores are planned in a future release.
    Hardware requirements: CEMS is a standalone appliance rack with servers, storage, switches, software licenses, implementation services and service for one year included.
    Base cost: Starts at around $100K for the email archiving package with 2 TB of document space (after overhead of RAID, etc).
    Detailed specs: http://www.xiotech.com/Products-and-Services_Evidence-Management.aspx
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    25 Mar 2008