Strategies and Tools for Managing Group Wise Archives

Strategies and Tools for Managing Group. Wise Archives ® Greg M. Smith, Director of Technical Services, Messaging Architects greg. smith@gwtools. com Dean Walter President, Email Essentials Inc. dwalter@emailessentials. ca

Messaging Architects – Quick Intro… • • World class development and engineering resources dedicated to Messaging & Collaboration. • © February 9, 2004 Novell Inc. Novell’s exclusive Premier Level Developer. Net partner for Group. Wise and Net. Mail® • 2 For over 8 years, a leading developer of innovative applications products that help Enhance, Secure, and Accelerate Group. Wise®. A Trusted Advisor that can assist with planning, deploying, managing and supporting mission-critical Email systems & applications.

Agenda • • Data Retention Necessities • Group. Wise Archive Architecture • Deploying Group. Wise Archives • 3 Overview Managing Group. Wise Archives © February 9, 2004 Novell Inc.

Some Sobering Facts… Storage The average user will attempt to retain/store 500 MB of messages this year Volume IDC projects 33 billion MPD in 2005, up from the current 23 billion Cost The White House spent $10 M to recover 246 K messages from 4, 900 backup tapes 4 © February 9, 2004 Novell Inc.

Some Sobering Facts. . . Knowledge IDC reports that 60% of business critical information is stored in email systems. Access 80% of archived data is not accessible in a timely or cost effective manner, impacting the organization's performance & productivity. Backups Restoration from tape is not always a certainty, information is often lost or requires substantial effort to recover. 5 © February 9, 2004 Novell Inc.

Driving Factors Information Overload Group. Wise Message Bloat • • Increased Maintenance Costs • Increased potential for database problems • 6 Increased Backup and Disaster Recovery Times Maintenance routines cannot be run regularly © February 9, 2004 Novell Inc.

Driving Factors Data Integrity Secure Message Access • • Messages include Group. Wise Digital Signature • 7 Archived messages are encrypted Non-repudiation of message is maintained © February 9, 2004 Novell Inc.

Driving Factors Data Retention Needs Legal Requirements • • 8 Litigation (14% of companies have been ordered to produce employee emails) Personal harassment lawsuits increasing in number and claims for damages © February 9, 2004 Novell Inc.

Driving Factors Big Brother Regulatory Requirements • HIPPA / Sarbanes-Oxley / Patriot Act /SEC 17 -4 a • Federal/State/Municipal Guidelines & Statutes • Access to Information SEC 17 -4 a Regulations Governing Financial Institutions. . . Originals of all communications received and copies of all communications sent by such member, broker or dealer (including inter-office memoranda and communications). . . 9 © February 9, 2004 Novell Inc.

Why Group. Wise Archives? Accessibility • • Message integrity and non-repudiation retained • Message audit trail and delivery status’ maintained • Access integrated into Group. Wise client • Messages can be seamlessly moved between archives and live system • Messages are fully indexed and searchable • 10 Messages are retained in Group. Wise format Same Look and Feel for users for ease of use © February 9, 2004 Novell Inc.

Architecture Anatomy of an Archive Structure Similar to Post Office: USER. DB BLOB ATTACHMENTS OFxxx. ARC MSG. DB 11 © February 9, 2004 Novell Inc.

Architecture Anatomy of an archive Group. Wise Client Managed • Windows Client • Manages archive based on FID • Needs only root directory • Can handle multiple archives in separate archive root directories • 12 Archive Root Integrated GWCheck Management © February 9, 2004 Novell Inc. OFxxx. ARC OFyyy. ARC OFzzz. ARC

Deployment Considerations Choosing Where to Archive Network location • • Centralized management • Secure with file rights • 13 Higher Data Integrity Group. Wise Client Options © February 9, 2004 Novell Inc.

Deployment Considerations Storage Requirements Increased Storage • • Shared Attachments are stored for each user • 14 Messages are compressed & Encrypted Expect to double or triple current storage © February 9, 2004 Novell Inc.

Deployment Considerations Policies Archiving Policies • • Manual or forced archiving? • Corresponding deletion policy? • 15 Message retention policy Archive business or transient email? © February 9, 2004 Novell Inc.

Deployment Considerations Archive Accessibility • • File system access to archive path • No web based access at this time • 16 Portable (Live or Remote/Caching Mode) No R/O format such as CDROM © February 9, 2004 Novell Inc.

Archive Management/Maintenance

Archive Management Database Maintenance …. Group. Wise Archives are still relational databases and will require the same type of maintenance, upkeep and troubleshooting as the Group. Wise Post Office…… 18 © February 9, 2004 Novell Inc.

Archive Management Database Maintenance Large archives require periodic maintenance • Admin GWCHK 32 WIN 32 Maintenance Utility • • • Perform Structural Checks Perform Content Checks User Based Check / Rebuild Utility • • © February 9, 2004 Novell Inc. Runs Analyze Check/Fix followed by Contents Check/Fix • 19 CTRL-SHIFT Select File / Open Archive Runs a Structural Rebuild if uncorrectable errors are encountered.

Archive Management Database Maintenance Large archives require periodic maintenance • Administrative Utilities GWCHK 32. EXE • • Reduce and Expire Archive Records • Run Statistical Checks • © February 9, 2004 Novell Inc. Perform Structural and Content Checks • 20 WIN 32 Maintenance Utility Rebuild Databases

Archive Management Database Maintenance Large archives require periodic maintenance • User based maintenance utility • • Runs a Structural Rebuild if uncorrectable errors are encountered. • Completely automated with no user input required • © February 9, 2004 Novell Inc. Runs Analyze Check/Fix followed by Contents Check/Fix • 21 CTRL-SHIFT Select File | Open Archive Ideal for Group. Wise remote and local archives

Archive Management Database Maintenance Third Party Tools • Email Essentials Inc. • Check. IT • • Configurations can be saved and run as batch jobs • © February 9, 2004 Novell Inc. Can perform up to four different operations per job • 22 Runs GWCHCK 32 operations against multiple archive databases Configurations can be exported and run automatically at Group. Wise Client startup

Archives Maintenance Archive Access • Archive is encrypted to individual user • • What if users FID changes? • • What if user account is deleted? What if I need to access the archive data? FID Editor & FIDit (email essentials) • • 23 © February 9, 2004 Novell Inc. Allows administrator to change encryption of archive to another user ID Command Line based or GUI based (FIDit)

Archives Maintenance Archived Information Recovery • Merge. IT (email essentials) • • • Combines multiple user archives into a single archive Eliminates the need for de-archiving and re-archiving GWArchive (Messaging Architects) • • 24 © February 9, 2004 Novell Inc. Administratively restore multiple Archives back into their original accounts Server based export of Archives & Mailboxes into an externally readable and viewable format (XML) for one or multiple accounts. Includes full search & indexing capabilities. Can easily be burned to CD/DVD for portability and offline storage (retention)

Archives Maintenance Archive Maintenance Retention Policy Management • GWCheck / Check. IT • • Provides record deletion based on message GWArchive (Messaging Architects) • • 25 © February 9, 2004 Novell Inc. Policy engine that provides enhanced database management for native GW Archives. Structure can be based on user-defined criteria (year/project/other). Offers improved system performance & stability + improved user interface. Provides server based publish/export to either external DB (My. SQL, Oracle, MS-SQL, DB 2) or to XML

Archives Maintenance Archive Data Management • HSM Products • Caminosoft's Managed Server • A component of the GWArchive solution Allows either live OFFILES content or archived information from any mapped drive to be migrated to near-line storage, tape & NAS. Avoids the need to constantly upgrade server storage and can cut backup or recovery time by 50% or more. 26 © February 9, 2004 Novell Inc.

Clarke College Spam Solution • We are a private college in Dubuque, Iowa • Group. Wise 6. 5. 1 system with 1500 mailboxes • Receive approximately 20, 000 messages per day • Faculty, staff and students wanted the spam stopped • Junk folders are enabled but it wasn’t enough • 1 st spam solution didn’t stop even half and RBLs aren’t enough • We wanted a system we didn’t have to constantly update/maintain • 27 Needed a system with low false-positives Hands down best solution: GWGuardian AV 3. 0 © February 9, 2004 Novell Inc.

Clarke College Spam Examples User 28 © February 9, 2004 Novell Inc. Before Implementation After Implementation

In Conclusion • • Group. Wise archives provide a viable method of retaining corporate messages and complying with organizational policies, but with clear limitations • Application-independence and format-neutrality (i. e. XML + plain text) are critical attributes for any data destined to reside in long term storage (5+ years). • 29 Data Retention is clearly a major concern at all levels of industry and government Third party tools allow organizations to properly deploy and manage both retention/deletion policies and the resulting data sets that are generated as a result of these policies. © February 9, 2004 Novell Inc.

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