Email/document management product specifications

Email and document management tools are necessary elements of an organization's compliance or litigation strategy.

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  Email and document management tools are critical to any organization's data compliance or litigation strategy. The tools vary dramatically in capabilities and cost, but most include data classification and migration features for identifying and moving data between storage tiers. Most tools also include retention and secure deletion features that will retain data types based on specific retention policies, then securely delete that...

data when the retention period expires. Litigation hold prevents deletion of data that may be subject to litigation.

Management tools should also include provisions for auditing and security that can prevent unauthorized access to data and track the changes made to any files. These tools should include indexing and search features, with the capability to scale search performance to accommodate large numbers of files or other objects.

The product snapshots below highlight specifications for a cross-section of email and file management and document management tools. The following products were selected based on input from industry analysts and SearchStorage.com editors. Specifications are current as of December 2007.

Note: Some products in this chapter overlap, in features and capabilities, with some of the general archiving products in chapter 1. However, the emphasis in the products below is on email archive capabilities.

The following specifications have been provided by vendors and are periodically updated. Vendors are welcome to submit their updates and new product specifications to Matt Perkins.

Go to the first product snapshot, or select the desired product below:

 

  • Abrevity Inc.; FileData Manager 3.0
  • AXS-One Inc.; AXS-Link for Microsoft Exchange
  • C2C Systems Ltd.; Archive One
  • CA Inc.; Records Manager
  • EMC Corp.; Infoscape
  • Fortivia Inc.; Fortiva Archiving Suite
  • Hewlett-Packard Co.; ILM Information Management software
  • IBM; DB2 Content Manager
  • Jatheon Technologies Inc.; Plug n Comply Product Family - SMB & Enterprise
  • Mathon Systems Inc.; Integral Product Suite
  • Mimosa Systems Inc.; NearPoint
  • Njini Inc.: 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
  • Zantaz Inc.; Meridio Records Management 5.0

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      Product Snapshot #1
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    Product: FileData Classifier/Manager 3.0 from Abrevity Inc.

    Data classification: FileData Classifier (FDC) can perform classification based on metadata attribute(s) or content, including findings based on keywords or patterns found inside the files. FileData Manager (FDM) manages and controls remote FileData Classifiers to provide a single console for enterprise-wide classification.
    Data migration: FDC's migration and movement engine performs tiered storage, copy, move, archive, migration and deletion of data.
    Litigation hold: FDC can tag files for litigation hold and change the permissions of the file to restrict or remove access. FDC also integrates with many archive products and can set the legal hold flag on files inside the archive.
    Retention/deletion features: FDC integrates with archive solutions to set retention values and deletion or shredding options once the retention has been exceeded. FDC can delete data from both the archive and standard file system locations.
    Storage reduction features: FDC includes a user-tunable duplicate data discovery feature and also can identify and remove/archive stale and unwanted data to reduce storage utilization.
    Reporting and logging features: FDC has enterprise-class reporting capabilty with both text and graphical based abilities. FDM can consolidate reports from the FDCs to provide a single report across multiple locations. FDC logging features allow not only verbose logging but the logs to be queried and policies assigned to log parameters.
    Encryption and security features: FDC security feature include the ability to encrypt the FDC to FDM traffic and the ability to temporarily grant generic users the ability to set classification policies (but not actually have access to the data) by impersonating administrator privileges.
    Metadata features: Via the included data modeling and database, all metadata attributes can be queried and policies assigned to them. Everything in the classification database is metadata, including the tags, policies and logs.
    Scalability: Currently an FDC node can manage up to 25 TB of data and an FDM can manage up to 50 FDC nodes, which would equate to over 1.2 PB of data managed from a single FDM console.
    Top five management features:

    • Custom configuration
    • transactional file movement
    • file permissions/security modeling
    • discovery or search interface
    • distributed architecture


    Archiving platform integration: FDC integrates with many archive platforms, including a custom integration with the Hitachi HCAP system. FDC also integrates with all optical and disk-based archive systems.
    Hardware requirements: FDC/FDM: Intel- or AMD-based server running Windows 2003 Server or Windows XP, 2 GB+ RAM, two internal disks and Gigabit Ethernet (NAS). Multiprocessors and additional RAM will increase performance and provide the ability to manage more data on FDC nodes.
    Vendor comment: "Abrevity's FDC and FDM products are the only true scalable and distributed data classification products available."
    Availability: Currently available.
    Base cost: First FDC node is $24,995 and includes 5 TB of data management. Each additional terabyte or FDC node is $3,000.
    Detailed specs: http://www.abrevity.com/software_fdm/
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    Product: AXS-Link for Microsoft Exchange from AXS-One Inc. 

    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 available within the message. Mail messages are intercepted and, based on the policies defined within 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 a retention policy, a process map and a storage map associated with it. The storage map is used to integrate with a customer's tiered storage model. This storage map can be configured to provide ILM capabilities. However, most customers integrate with their own implemented system, such as TSM.

    AXS-One is storage-agnostic and does not utilize a relational database. The product writes data serially to volumes on the file system based on date and category. Each category can be associated with different volumes that are hosted on different storage devices. When retention periods are long, the data can be migrated through the process all the way until the data is expired. This is all completed through the storage maps. Based on this information, the product can integrate seamlessly with any type of storage environment and leverage any type of tiered storage or migration that the customer wants to implement.
    Litigation hold: All records associated with a specific legal matter can easily 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. The AXS-One system allows documents already in the archive, as well as new documents as they are archived, to be put on hold automatically based on record categories or on keywords found within individual documents. An audit trail ensures a full history of all records managed by the system, from initial acquisition to final destruction, so electronic records contained in the AXS-One archive are of high-evidential value in a court of law.
    Retention/deletion features: Organizations can manage the retention and disposition of emails and other records automatically according to corporate policies and regulations, while automatically honoring active litigation holds. The workflow-enabled rules engine can easily 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:The product applies up to eight levels of storage reduction prior to ingestion into the archive. Compression is performed after single-instance storage and deduplication has been performed. AXS-One uses a tunable and open compression that conservatively will reduce the storage requirement by 40% after realizing the storage advantages accomplished by implementing single instancing.
    Reporting and logging features: Predefined graphing/charting and reporting are utilized across various facets of the application interfaces. Reporting is available on audit and review functions within the system. Extracts can be defined to provide additional reporting across all elements maintained within the system. AXS-One supports data extracts into various system technologies. In addition, 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: The system 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: AXS-One does not have limitations to the number of records supported, number of users or number of servers. It scales, both horizontally with number of archive servers and vertically where major functions can be isolated on a separate server. Searches can be federated across multiple archive servers. The AXS-One archive tier regularly processes 30 GB to 200 GB of data per day on a single server. AXS-One currently has one customer who 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 is built into the core.
    • Error-proof search wizard gives legal staff access to previously technical search interfaces.
    • Extensible Process Management framework provides tight integration of the archive, retention/disposition and legal holds. This is critical to allow companies to start disposing of information that should not be retained.
    • Case statistics provide a high-level view of costly e-discovery activity.
    • User benefits include not worrying about quotas and integration with desktop search tools.


    Archiving platform integration: AXS-Link for Microsoft Exchange is an integral component of the of the AXS-One Compliance Platform.
    Hardware requirements: Supports a heterogeneous storage environment that includes DAS, SAN, NAS, tape and optical devices, as well as Content Addressable Storage (CAS) devices from Sun Microsystems, IBM, EMC and NetApp.
    Vendor comment:"AXS-One is the only archiving vendor in this space to have developed its archiving solution specifically to address the data retention and disposition issues associated with broad compliance (including e-discovery) business issues, versus to address known storage limitations within MS Exchange Standard Edition. As a result, the product has been developed to offer massive scalability, performance, long-term retention and management of disparate data types."
    Availability: Currently available.
    Base cost: Not provided; price based on the number of users.
    Detailed specs: http://www.axsone.com/products_msexchange.shtml
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    Product: Archive One from C2C

    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 automatically or manually for easy discovery and to prevent removal.
    Retention/deletion features: Multiple retention authorities are featured; 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: Integrates with most hardware archive platforms, including Powerfile Active Archive Appliance, Prostor InfiniVault, Plasmon UDO Archive Appliance, Nexsan Assureon, EMC Centera.
    Hardware requirements: 3.5 GHz CPU; 40 Gb disk space; 1 Gb memory
    Vendor comment: "C2C offers email data management solutions that reduce risk, optimize performance and minimize compliance issues for over 3 million users at more than 2,000 organizations worldwide. Based on their in-depth understanding of message management, C2C developed its Archive One solution to help organizations comply with industry regulations and minimize mailbox size."
    Availability: Currently available.
    Base cost: Not provided.
    Detailed specs: http://www.c2c.com/site/solutions/email.asp
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    Product: CA; Records Manager from CA

    Product details not available at this time.

    Detailed specs: http://www.ca.com/us/products/product.aspx?ID=5875
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    Product: Infoscape from EMC Corp.

    Product details not available at this time.

    Detailed specs: http://www.emc.com/products/software/infoscape.jsp
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    Product: Fortiva Archiving Suite from Fortiva

     

    Data classification: Customers can set retention policies or tag messages based on the content of messages/attachments, the 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 legal case 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: Fortiva 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: Approaches to minimize storage include compression and single-instance storage (deduplication) of content across messages.
    Reporting and logging features: Fortiva maintains a unalterable audit trail of user activities, including page views, searches and exports. Fortiva also provides a number of reports to help customers to properly 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: Fortiva stores and exports all data 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. Fortiva also generates and stores digital fingerprints to verify the validity and accuracy of the data and archiving process.
    Scalability: Fortiva can handle an unlimited amount of data for any given customer.
    Top five management features:

    • Fortiva's Policy Tool,
    • Fortiva Supervision,
    • real-time access to data,
    • redundancy
    • encryption for privacy laws.

    • 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 a Software as a Service (SaaS) solution, Fortiva procures and manages all hardware requirements. Customers are provided with a Fortiva appliance that integrates directly with Microsoft Exchange and Active Directory, and acts as a gateway to Fortiva's SaaS network.
      Vendor comment:"With Fortiva's SaaS solution, customers can access a redundant, fully scalable storage infrastructure that can be up and running in just days with minimal ongoing maintenance. Customers benefit from industry leading customer service, technology and expertise, while meeting all their legal and regulatory compliance requirements."
      Availability: Currently available.
      Base cost: Contact Fortiva for details.
      Detailed specs: http://www.fortiva.com/compliance.html
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      Product: ILM Information Management software from Hewlett-Packard Co.

      Product details not available at this time.

      Detailed specs: http://h71028.www7.hp.com/enterprise/cache/268848-0-0-225-121.html
      Vendor URL: www.hp.com

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      Product: DB2 Content Manager from IBM

      Product details not available at this time.

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

      Data classification: Is user-definable and flexible with company's 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, and they are actively 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. It is 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: The product supports a multiple expunge date feature, which is triggered by the creation of rules.
      Storage reduction features: Several data compression techniques for up to a 10:1 data storage reduction. These include compression, unique indexing techniques and single-instance storage (SIS).
      Reporting and logging features: The product has detailed reports and a complete audit trail (logging) of user activities in the system.
      Encryption and security features: The product has the ability to encrypt and decrypt messages based on a variety of 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 following fields: To, From, Cc, Bcc is mined and archived.
      Scalability: The 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. This equates to 4 TB to 90 TB of virtual storage capacity. This is enabled by the compression and indexing techniques deployed in the appliance.
      Top five management features:

      • Saved searches
      • policy management
      • adding comments to emails
      • predefined search queries
      • email assignment.


      Archiving platform integration: The benefit of Jatheon's appliance-based approach is that there are no dependencies on a customer's email platform.
      Hardware requirements: N/A. All Jatheon appliances are turnkey products that include all software, hardware and storage.
      Vendor comment:"Jatheon Technologies has designed a nonintrusive network appliance simplifying archiving, indexing, retrieval and dynamic monitoring of corporate email and messaging data. Jatheon's Plug n Comply software is an integrated solution that is simple, secure and scalable, offering absolute control of confidential message data."
      Availability: Currently available.
      Base cost: The product starts at $4,995.
      Detailed specs: http://www.jatheon.com/_products/pnc3000.php
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      Product: Integral Product Suite from Mathon Sysstems

      Data classification: Built-in full-text indexing for keyword search and support end-user taxonomy creation and metatagging. 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 metatags 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 nonchangeable and the operation is nonrevocable), and it supports 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 release 2.1, scheduled for Feb. 2008.
      Storage reduction features: Automatically creates multiple hash codes for each file, an exact duplicate hash (metadata plus content) and a content-only hash. A duplicate report can be generated to find both types of duplicate files that can then be used to delete the duplicate files.
      Reporting and logging features: Mathon Integral captures the detail (who, what, where and when) of unstructured data operations, such as creates, reads, updates, deletes, browses, permission and metadata 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: The search and report operations adhere to appropriate security rights so that a user can only search and report on their access in the organization. And 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 Mathon Integral appliance supports up to 10 million documents. Multiple appliances may 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 so data is not stored in yet another repository;
      • supports primary, backup and disaster recovery 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, not just for IT.


      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 remove data off of a standard NAS and into an archive platform should work with Integral.
      Hardware requirements: N/A; Mathon Integral and Journal are sold as self-contained network appliances.
      Vendor comment:"Mathon creates an authenticated audit trail of all activity surrounding unstructured data, providing organizations the ability to answer who, what, when and where in order to better secure and manage their unstructured data. Mathon Systems -- digital accountability with absolute certainty."
      Availability: Mathon Integral 2.0 is available today. Integral 2.1 is scheduled for delivery in February 2008.
      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: NearPoint for Microsoft Exchange from Mimosa Systems

       

      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 administrator can put a litigation hold on individual mailboxes.
      2. In the NearPoint eDiscovery option, the 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: NearPoint manages storage on the Exchange Server by policy (age/size and watermark) to remove attachments and thereby reduce store size. Mimosa Mailbox Extension is the feature that performs the attachment "stubbing," and it does so without any client footprint and no residual data on the Exchange Server.
      Reporting and logging features: 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 NearPoint Administration console, and all search and discovery activity performed by end users and auditors.
      Encryption and security features: Leverages all the native Windows 2003 Server security features to protect its file system (archive) data. NearPoint is also tightly integrated with Active Directory and Exchange Server, and it adheres to all user policy and security settings using the existing user credentials. Product is engineered to integrate with third-party encryption, but as yet no customer has actually installed this option.
      Metadata features: NearPoint captures 100% email information from the Exchange Stores by capturing the Exchange Transaction Log Files in real time. Full metadata is stored in the NearPoint archive and is available for search and discovery. This allows for powerful search by item history and conversation ID.
      Scalability: Grid-style archiecture 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 email discovery, Exchange recovery and disaster recovery, and easy deployment.
      Archiving platform integration: NearPoint integrates with Exchange, AD, SQL, 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).
      Vendor Comment: "Mimosa delivers next-generation information management solutions that provide the greatest protection from risks associated with litigation, scale to meet enterprise needs and delivers the lowest total cost of ownership."
      Availability: Currently available.
      Base cost: NearPoint is priced per mailbox in 50-mailbox increments. Discounts apply based on the number of mailboxes purchased. Support and maintenance is sold on an 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: Information Asset Management suite from Njini

      Data classification: Classification of unstructured data files and performance of complex policy rules and rule-based actions are performed in real time 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. One aspect of this feature is the ability to combine the classification of data, such as office files, with the file migration process.
      Litigation hold: Njini permits real-time file freezing, quarantining of files and active auditing and gives the system administrator a powerful and granular capability 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 alerting the system administrator. 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: Njini's product offering provides data classification and data management reporting in real time, 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 administrator, 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 real-time policy engine.
      Scalability: The product provides in-line and real time management, without scalability restrictions.
      Top five management features: Intelligent file placement, dynamic storage tiering, capacity balancing and overflow management, transparent data migration and 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.
      Vendor comment: "Our solution is deeply integrated into the directory infrastructure that enables us to evaluate and assign value for every piece of content created, rather than treating all data as equal. In doing so, we offer a superset of file management features, providing the most comprehensive platform in the industry."
      Availability: Currently available.
      Base Cost: Not provided.
      Detailed specs: http://www.njini.com/products/overview.htm
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      Product: LiveLink ECM Email Management for Microsoft Exchange from Open Text

      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 within 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 Microsoft 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.
      Litigation hold: Supports litigation holds, enabling 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. The system maintains a complete audit trail of who assigned and removed holds.
      Retention/deletion features: Retention and disposition is fully supported based on the policy mandated by the assigned record classification. Structured retention and disposition management lets records managers selectively determine how long emails are kept, defines and enforces the process by which they are archived and ensures their eventual destruction. Disposition reports can be sent to appropriate records managers, who can then confirm or delay disposition, or 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 to1 compression rate).
      Reporting and logging features: Audit trails retain a complete record of what actions are performed on records, including deletion and can be effectively used to prove policy execution. Organizations can specify what records management metadata to include in the audit trail.
      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 are used to identify whether transmission was complete and error-free. Integrity is subsequently 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 that should be applied (high availability, etc), how long the message should be retained, what should occur at each phase in its lifecycle and so on. Users can add custom metadata to archived emails -- administrators configure metadata, such as department, and users can be required to, or provided with the option of, providing input.
      Scalability: Not provided.
      Top five management features:

      • Full support for discovery and litigation management requirements,
      • full support for instant messages,
      • full support for sampling and supervision requirements,
      • integrated full-text search
      • integrated archiving and records management.


      Archiving platform integration: Product is 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).
      Vendor comment: "Livelink ECM Email Management for Microsoft Exchange combines foundational email archiving with robust records management capabilities, helping to enable organizations to make the most out of the mission-critical content contained in corporate communications. With Livelink ECM - Email Management for Microsoft Exchange, organizations can define, secure and control the process by which email content is managed, retained and destroyed."
      Availability: Currently available.
      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 #14
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      Product: Orchestria Intelligent Compliance v5.0 from Orchestria

      Data classification: Classification policies analyze files and messages in multiple dimensions to accurately classify message, Web and file activity. This includes the header, body and attachment content for messages, and all properties and content in standalone files. Orchestria uses both positive and negative identification criteria in order 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, business spam, trusted authors, encrypted content, executive communication and Media.
      Data migration: Not provided. However, the classification provided can be used to store and migrate data between other systems.
      Litigation hold: Supports several dimensions of the litigation hold process, including litigation hold notification management, policy-based culling, segregated repositories, internal case analysis, real-time collection and even real-time 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 in Orchestria, 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 various parameters for running reports, such as running a report for different user groups or date ranges. The Orchestria iConsole gives our customers the ability to create and access custom reports, as well as the ability to use, and modify, the various out-of-the-box reports. Third-party business intelligence tools may be used for reporting purposes by pointing at the Orchestria database. Additionally, Orchestria provides extensive logging capabilities, including activity, system, replication, infrastructure and captured data logs. Our customers customize the logging capabilities and use Perfmon or NetIQ to extract and report from our 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 since objects generally need to be preserved and presented in their original format.
      Scalability: Can easily scale to monitor and analyze millions of records (files, messages) per day. Several Orchestria customers currently store hundreds of millions of records in the system. One of our oldest customers stores over a billion records in the system.
      Top five management features: Supervision, reporting, audit trails and real-time policy enforcement
      Archiving platform integration: Integrates with archive solutions from vendors such as Symantec, IBM, EMC and Zantaz.
      Hardware requirements: The Central Management Server is typically a 4 CPU Wintel Server with 2 GB to 4 GB of memory and high-speed SCSI disks. The Policy Engine server typically is a dual-CPU Wintel Server with 2 GB to 4 GB and high-speed SCSI disks. For data stored in Orchestria, a database server and SAN or NAS devices are required.
      Vendor Comment: "Orchestria has been serving the compliance needs of large, global organizations since 2002. Orchestria is a mature, proven, scalable and resilient enterprise-class solution for compliance requirements ranging from classification and enforcement to supervision and surveillance."
      Availability: Orchestria Intelligent Compliance v5.0 is currently available.
      Base cost: Orchestria is licensed by end user and, before volume discounting, generally ranges anywhere from $75 to $250 per user, depending on options.
      Detailed specs: http://www.orchestria.com/solutions/intelligent_compliance/
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        Product Snapshot #15
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      Product: Enterprise Vault from Symantec

      Data classification: Allows for multiple forms of classification, including manual classification, user driven classification and automatic classification. Symantec Enterprise Vault Automatic Classification Engine (ACE) software extends the existing capabilities of Enterprise Vault to include intelligent, 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 that are moved from primary application storage, for example, Microsoft 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 that they will not be deleted. Additionally, the system will automatically run scheduled searches to add any new content to the hold. Once the case is closed, users or administrators can quickly release all holds on a case-by-case basis and allow the documents to revert to their originally scheduled deletion dates.
      Retention/deletion features: Enterprise Vault archives data according to policy for a specified period of time. After the 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: Users can move historical information based on business policy from their 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. It also can provide proactive monitoring of email communication between individuals and groups using compliance Accelerator. A structured review process can be put in place to search, sample and review archived email according to compliance policies. Entire process is tracked, and extensive reporting demonstrates adherence to corporate and regulatory compliance policies.
      Encryption and security features: Supports the archiving and indexing of encrypted content with support from Microsoft Rights Management Server, Entrust and Liquid Machines.
      Metadata features: Not provided.
      Scalability: Unlimited; Enterprise Vault customers today archive more than 6 million email messages a day and have over a billion items in their archive.
      Top five management features:

      • Eliminates mailbox quotas and message size restrictions to prevent underground archiving of data by employees,
      • eliminates .pst's and reduces storage requirements to minimize litigation risk, increase application performance and reduce costs,
      • simplifies retention and enables discovery by archiving data according to retention policy and reduces e-discovery costs and risk


      Archiving platform integration: Symantec Enterprise Vault is an open archiving platform with open APIs.
      Hardware requirements: For detailed system requirements, see the Enterprise Vault compatibility charts
      Vendor comment: "Enterprise Vault is the leader in content archiving and discovery with more than 6,000 customers and 15 million seats deployed worldwide."
      Availability: Currently available
      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 #16
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      Product: Waterford Tecnologies; MailMeter Storage Manager

      Product details not available at this time.

      Detailed Specs: http://www.waterfordtechnologies.com/solutions/solStorage.asp
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        Product Snapshot #17
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      Product: CEMS from Xiotech

      Data classification: CEMS can classify documents (emails and files) as they are captured or manually uploaded by CEMS 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 multitiered storage. Within the appliance, CEMS uses the multitiered SAN to save the captured data. Auto migration of data is planned for the future.
      Litigation hold: Supports global holds, which puts 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 of the holds are removed. Having executed a fine-grained hold order, a global hold can then be removed. Only the documents on hold will be removed from normal deletion cycles.
      Retention/deletion features: CEMS supports document retention policies that can be based on document classification, relationship among documents or any metadata about the document. Once the retention period expires, depending on the configuration, CEMS will either delete the document or raise a notification for approval. The only way to delete a document in CEMS is by retention policies. The product's detailed audit log can be used to show chain of custody during evidence production.
      Storage reduction features: Supports deduplication of captured documents across all 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: CEMS preserves documents as evidence, then records all activity on that document by CEMS users to preserve the chain of custody. CEMS maintains detailed audit logs for the captured documents -- every action on a document from the time of its capture is logged. The integrated log viewer allows CEMS users with proper authorization to search and view log entries and exports 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 that supports role-based authentication and authorization. Users are assigned roles in CEMS, which are mapped to the function they can perform and each action in CEMS is authorized before execution. CEMS audit logs, which capture detailed information required for chain of custody, cannot be altered. CEMS monitors and maintains information to detect tampering attempts. The CEMS appliance automatically backs up the database and the file systems on the appliance. Xiotech provides disaster recovery software or services should the client wish to add off-site backups.
      Metadata features: An infinitely scalable metadata model is supported. 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). In addition, the 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). CEMS users, with proper authorization, can add user-defined metadata to a document.
      Scalability: CEMS is deployed as a prepackaged appliance with servers and storage and can be scaled by adding servers or storage. Currently, the maximum preconfigured appliance has 7.5 TB of document (emails and files) storage after overheads, like RAID, backups, temporary space, logs and indexes. The appliance includes SAN, which makes it possible to scale the storage limit as required. There is no hard limit on the growth of the document space.
      Top five management features:

      • Auto detection and notification of policy violations,
      • dynamic collections,
      • capture interfaces
      • zip/.pst import.


      Archiving platform integration: CEMS is an archiving platform and provides easy interfaces to collect email and files from other platforms to CEMS. Includes browser-based interface to search and restore emails. 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 is included.
      Vendor comment: CEMS is a purpose built solution to solve the needs of archiving, e-discovery and compliance. CEMS comes in an email archive-only package or a complete information risk management package with litigation support features.
      Availability: Release 2.0 is available now.
      Base cost: Starts at around $100,000 for the email archiving package with 2 TB of document space (after overheads of RAID, etc). Price includes all required hardware, software, implementation services and one year of support.
      Detailed specs: http://www.xiotech.com/Products-and-Services_Evidence-Management.aspx
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        Product Snapshot #18
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      Product: Zantaz; Meridio Records Management 5.0

      Product details not available at this time.

      Detailed Specs: http://www.zantaz.com/records_management_products/records_management_products_overview.php
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This was first published in December 2007

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