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Solving Your Top 5 EmailArchiving ChallengesBUILDING A NEXT-GENERATION EMAIL ARCHIVE WITH COMMVAULT SOFTWAREAccording to IDC, sixty percent (60%) of business critical information is now stored,sometimes exclusively, in email. It’s more important than ever to establish an email archivingstrategy that ensures business continuity and information availability.

REDUCE COST & RISK WITH A NEXT-GENERATIONARCHIVEDespite the popularity of text and social media, email is still thenumber one tool for business communication and collaboration. In fact,according to IDC, sixty percent (60%) of business critical information isnow stored, sometimes exclusively, in email. It’s more important thanever to establish an email archiving strategy that ensures businesscontinuity and information availability. Modern email archiving solutionsare changing to accommodate the new realities of the digital workplaceand can intelligently store, manage and discover email content to meetbusiness and compliance requirements to:12345Simplify eDiscovery and ComplianceEliminate PST’sControl GrowthImprove Employee ProductivityEnable Cloud Strategie“Email archivingis undergoing afundamental shift.Demand is drivenprimarily as a meansto meet complianceneeds, and save the ITdepartment time andgrief.”INFOTECHONE: SIMPLIFY eDISCOVERY AND COMPLIANCEAccording to Gartner, the ability to simplify and facilitate eDiscoveryis often the most important archiving requirement.1 The deluge ofemail communication has created a compliance nightmare for mostorganisations, email content must be managed for legal discoveryor overall corporate governance. In fact, over fifty-five percent oforganisations have been ordered by a court or regulatory body toproduce email.2To help reduce risk and ensure compliance, Commvault softwaredelivers a holistic and automated approach to retaining and accessingthe right information across the enterprise and deleting it defensibly.With a robust and intuitive search experience that was purpose-builtspecifically for legal teams to self-service their own collection, legalholds and reviews, without burdening their IT team. That’s reallyimportant when the clock is ticking against performing Early CaseAssessments or weighing the cost of discovery vs. settlement. Withone product, Commvault offers truly integrated collection, legalholds, search and disposition from a broad collection of data sources,streamlining the eDiscovery process across data silos and making itmore defensible against point solutions.TWO: ELIMINATE PST’sPersonal Storage (PST) files often mean a lack of access and controlover email communications, causing significant corporate risk to theorganisations that use them. PST files can be scattered anywhere inan organisation, such as on desktops, laptops and file servers. This isbecause they are usually stored in an ad-hoc manner by the end-user,making them difficult to locate, access and search for in response tolitigation or compliance scenarios.21 Gartner Enterprise Information Archiving Magic Quadrant, 20132 Osterman Research“We’ve been able toautomate our archivingand eDiscovery, freeingup hours to work onmore strategic tasks.True customer bliss.”RYAN GOESSLINGIT Architect, California State Teachers’Retirement System

Commvault software can eliminate restrictive mailbox quotas andconsolidate disparate PST archives while maintaining direct access.Using Commvault Email Archive, PST data is ingested in the CommvaultContentStore, the hardware-agnostic, secure, virtual repository whereall backup and archive data is maintained. With powerful and scalablecontent indexing, PST data is now centralized and can be searchedin seconds to produce relevant, accurate search results for meetingcompliance needs.THREE: CONTROL GROWTHData growth plagues many stakeholders, from IT to Legal, who needto improve data access, reduce cost, optimize storage and increaseefficiency. Email archiving is driven by this explosion of user generatedcontent that is outpacing the cost and capacity to store it. Data silosmake the data growth problem even more problematic; with datalocated in multiple repositories, organisations today struggle to findinformation when they need it. Lack of insight into what data is beingcreated, limited control over how it is being stored, and almost nounderstanding of business value are consequences of the data sprawlproblem. Recent studies suggest that 69 percent of a company’s storeddata has absolutely no value to the organisation.3 Not only is thiscontent taking up valuable and expensive space, but it can also becomea liability if not properly managed.Commvault software can greatly reduce the cost, complexity and risk ofstoring business or compliance data through the use of content-basedretention policies. These user defined policies can be based on criteriasuch as file name, type, user/ group, keyword, Exchange classifications,tagging and more. Unlike legacy methods that “keep everything,”content-based retention enables enterprises to keep only data that isimportant to the business, reducing retention costs up to 70 percent.FOUR: IMPROVE EMPLOYEE PRODUCTIVITY“Things are much morestraightforward for theend user and, as anorganization, we haveregained control overemail from a complianceperspective”GORDON MORRISIT & Infrastructure Manager ConsolidatedMinerals“Commvault software isone of the most capablearchiving and compliancesuites on the market.”INFOTECHHow to get the most business value out of data throughout its lifecycleis a top concern in dealing with aging data.4 Making smart use of theinformation your business creates everyday means you can get closerto your clients, understand your opportunities better and differentiatefrom the competition. This comes from enabling self-service access fora range of users the right information, to the right people, at the righttime. Additionally, eliminating the manual processes often associatedwith the retention and search of corporate information help improveproductivity. Limitations on email are not good for business. Whenusers are limited by mailbox capacity, they’re forced to spend valuablehours moving, deleting or finding email. Leveraging a coordinated andconsistent approach to the automated retention and destruction ofrecords that aligns with corporate policy is a major challenge.With streamlined discovery that is transparent and self-service,whether data is kept online or in cloud storage, Commvault software3 Compliance, Governance and Oversight Council4 Gartner3

can improve overall productivity and collaboration while acceleratingsmart decision making. Deliver seamless self-service access toarchived email within the Commvault ContentStore via ContentStoreMail, an Outlook plug-in that enables end-users to search, view andrecover emails using a native Outlook search experience, improvingproductivity and reducing the IT burden.FIVE: ENABLE CLOUD STRATEGIESThe email archiving market has been moving to the cloud andis expected to be larger than on premise installations by 2017.5Organisations benefit from unlimited storage and by simply giving theproblem of managing email data to someone else. However, inhibitors tocloud archiving do exist. Concerns include access, privacy, the locationof the archive, and the overall organisational loss of control of the data.As such, mid to enterprise customers have found an attractiveoffering that is commonly referred to as the “hybrid” approach. Thismodel combines the efficiencies and scalability of a cloud offeringwithout exposing mission-critical applications and data to third-partyvulnerabilities like power outages, network latency or end-user accessissues. View the Private Cloud for Data Management Servicesi datasheet for more in-depth information.Whatever your chosen approach for archiving deployment, Commvaultcan support it with offerings for on-premises, cloud or hybrid models.This flexibility and scalability is the key to adapt and grow as businessneeds change over time.COMMVAULT EMAIL ARCHIVE OFFERS THEFOLLOWING BENEFITS: Simplify data management by leveraging a single, unified consolefor applying enterprise-class archiving policies against emailenvironments Optimize capacity in primary storage, providing cost and resourcebenefits Improve server performance and backup windows by decreasing thesize of primary data volumes Control PST file proliferation to reduce risk and management burden Improve productivity by automating archive policies and providingeasy, self- serve access to archived data for search and discovery Classify data by application, plan its lifecycle over time and assign themost cost-effective resources Enable proactive legal discovery for messaging environments Leverage integrated reporting, archiving & deduplication capabilitiesto provide visibility Enable seamless migration of archived data into public or privateclouds45 GartnerInfoTech Vendor Landscape:Content and Email ArchivingThis research will help youdetermine if you need athird-party archiving productand provide best practicesfor how to build an effectivearchive program.commvau.lt/1KwiewQ

RELATED SERVICES: DATA CLASSIFICATION ANDARCHIVE POLICY DESIGN & IMPLEMENTATIONWhere to get started is often the first roadblock an organisation faceswhen planning an archive strategy. As such, Commvault leveragesstandard methodologies, best practices and the in-depth expertise ofa dedicated team of consultants, architects, engineers and industryexperts to deliver its Data Classification and Archive Policy DesignOffering. The Commvault team works closely with your IT and businessleaders to discovery the current state of your archive environment,create a vision for modern, yet pragmatic capabilities, develop designalternatives, make recommendations for option compliance/archivepolicies and propose architectures and configurations that meet thoseneeds. Clients can expect the following activities over the life of theengagement.“Using Commvaultsoftware for emailarchiving, we were ableto achieve a 50% storagereduction.”SYSTEM ADMINISTRATORS&P 500 Computer Software Company Ingestion and Retention Policy PlanningDesign and plan for centralized policies that dictate what informationshould be archive and how long it is to be retained, usually accordingto the group or role of the data creator. Cost Reduction AnalysisIdentify candidate data for removal from source locations (datastubbing) to achieve capacity reduction and an overall reduction instorage related costs. eDiscovery ConsiderationsManage legal preservation of candidate sampling data for eDiscoverypurposes. Site PlanningAssess readiness of existing infrastructure for future archiverequirements. As necessary,create a site migration plan thatcomprehends data growth and flexibility. Migration PlanningCreate a migration plan for candidate data which considersbandwidth, data type, access time, last-modified time, retentionpolicies and business requirements. Risk EvaluationValidate that the solution aligns data types with an appropriate levelof resiliency as defined by business requirements. Disaster Recovery IntegrationEvaluate impacts of the compliance and archive strategy on yourdisaster recovery environment5

DO YOU NEED AN EMAIL ARCHIVING SOLUTION?Consider an archiving solution if your organisation answers ‘yes’ to oneof the following criteria*:1. You have at least two regulatory bodies that govern your business,2. You are at 40% of your storage capacity.3. The growth of rate of your storage is at least 40% in total storagegrowth per year.If you answered ‘YES’ to any of the following statements, it’s time to getserious about your email archiving strategy. Read the Meeting ChangingInformation Management Needs with Next-Generation Email Archivingiiwhite paper and get started today.*According to InfoTechRESOURCESi commvau.lt/1jUcszrii commvau.lt/1No625ITo learn more about the full benefits of Commvault software and how to take e-mail archiving to the next level,please visit commvault.com/email-archive. 2015 Commvault Systems, Inc. All rights reserved. Commvault, Commvault and logo, the “CV” logo, Commvault Systems, Solving Forward,SIM, Singular Information Management, Simpana, Simpana OnePass, Commvault Galaxy, Unified Data Management, QiNetix, Quick Recovery,QR, CommNet, GridStor, Vault Tracker, InnerVault, QuickSnap, QSnap, Recovery Director, CommServe, CommCell, IntelliSnap, ROMS, CommvaultEdge, and CommValue, are trademarks or registered trademarks of Commvault Systems, Inc. All other third party brands, products, servicenames, trademarks, or registered service marks are the property of and used to identify the products or services of their respective owners.All specifications are subject to change without notice.PROTECT. ACCESS. COMPLY. SHARE.COMMVAULT.COM 61 2 8197 7700 [email protected] 2015 COMMVAULT SYSTEMS, INC. ALL RIGHTS RESERVED.

Solving Your Top 5 Email Archiving Challenges BUILDING A NEXT-GENERATION EMAIL ARCHIVE WITH COMMVAULT SOFTWARE According to IDC, sixty percent (60%) of business critical information is now stored, sometimes exclusively, in email. It’s more important t