Product Brief Symantec Enterprise Vault Portfolio Extends the Value of IBM Collaboration Environments Date: January 2013 Author: Steve Duplessie, Senior Analyst, Brian Babineau, Senior Analyst, and Katey Wood, Analyst Abstract: The adoption of social collaboration software by enterprises brings new possibilities for collaboration and productivity. But at the same time, it also increases the amount of new information that must be managed for compliance and legal purposes. This brief reviews how Symantec’s Enterprise Vault and Enterprise Vault.cloud can give enterprises peace of mind in archiving IBM’s Domino and Notes platforms, while offering complementary tools such as the Clearwell eDiscovery Platform for information governance and e-­‐discovery, as well as a strong partner ecosystem to solve broader challenges and customization in IBM’s new era of Social Business. Overview The adoption of social collaboration tools is in full force across the enterprise, expanding how employees communicate internally and externally, and enabling content sharing and workflows for enhanced productivity. Although many dismiss the notion of “Facebook for the enterprise/Facebook for business,” a recent ESG research study found that nearly three-­‐
quarters of enterprises have deployed social collaboration/communication solutions. The same research uncovered the fact that aside from cost, the second biggest impediment to the broader usage of such tools is compliance (see Figure 1).1 Corporations are struggling with applying and automating compliance-­‐centric processes such as information management and e-­‐discovery while supporting the latest technology. Figure 1. Factors Inhibiting More Pervasive Social Tool Usage What factors – if any – are holding your organiza8on up from the broader deployment of social tools in general? (Percent of respondents, N=282, mul8ple responses accepted) Cost 42% Regulatory / compliance concerns 29% Lack of execu[ve management buy-­‐in 24% Poor alignment with business processes 22% End-­‐user resistance to adop[on 21% We find these tools / features just too confusing to use 9% None of the above 5% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% Source: Enterprise Strategy Group, 2013. 1
Source: ESG Research Report, Social Enterprise Adoption Trends, June 2012. This ESG Brief was commissioned by Symantec and is distributed under license from ESG. © 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved. Product Brief: Symantec Enterprise Vault Portfolio Extends Value of IBM Collaboration Strategies 2 Compliance is worth highlighting because we believe IT departments, in conjunction with their legal and information management brethren, have no choice but to figure out how to address it. Business line executives will not want to forgo the productivity boost delivered by social collaboration software just because their existing archiving and discovery solution cannot support new means of communication. The process of saving, retaining, and discovering information has to evolve beyond e-­‐mail because business and legal communication are quickly moving to other, more social applications within the enterprise. Within this context, ESG reexamines Symantec Enterprise Vault, an on-­‐premises archive, and Symantec Enterprise Vault.cloud, a cloud-­‐based archive, in their support of IBM Domino content and IBM’s complementary collaboration technologies. Symantec Enterprise Vault has demonstrated long-­‐standing expertise in Domino, coupled with ongoing investments in improving retention and discovery solutions. As IBM Notes’ e-­‐mail and messaging solutions have evolved into a feature-­‐rich social collaboration and application platform, Enterprise Vault provides users with agility in archiving for compliance and litigation response, while Enterprise Vault.cloud provides a 100% cloud-­‐based option for archiving and accessing e-­‐mail. In the broader partner ecosystem, this includes support for emerging IBM collaboration platforms. This brief discusses the value Symantec Enterprise Vault and Enterprise Vault.cloud bring to IBM messaging, social collaboration, and communications platforms, including IBM Notes, IBM Connections, IBM SameTime, and IBM Quickr—
especially at a time when organizations are capitalizing on new forms of communication and collaboration. Benefits of Retention and Discovery for IBM Social Business History Repeats Itself As Figure 1 highlights, organizations are already wary of the compliance risks posed by emerging social business applications. One reason for this concern is that many compliance officers, in-­‐house counsel, and information managers have first-­‐hand experience in dealing with the intersection of regulatory mandates and legal processes when it comes to technology trends. Over the past decade, these constituents have witnessed e-­‐mail catapult from a new communication mechanism to an evidentiary and compliance repository that is targeted by auditors, regulators, and corporate litigants. IT departments have been introduced as key witnesses, and forced to defend legal hold and preservation processes for electronically stored information. As new applications gain adoption, collaboration media and data sources are being incorporated into compliance and record keeping processes as well. This means organizations must be prepared to capture and retain conversations, file sharing, and other activities that occur within these applications—which are legally discoverable and sometimes mandated for compliance retention or even ongoing monitoring. Organizations benefit most when retention, disposition, and discovery processes support multiple data sources, reducing the need for separate tools and policy enforcement or ad-­‐hoc discovery response. In short, centralizing management and access to this data is a better alternative than struggling with multiple, disparate content (e-­‐mail, IM, Social Enterprise applications, etc.) repositories.2 IBM Domino: Full Speed Ahead Since its introduction in 1989, IBM’s Domino platform and related products have provided an enterprise-­‐class platform for document management and e-­‐mail. Recently, IBM has strengthened the social communication and collaboration capabilities of Domino with: •
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IBM Quickr: Shares content among team members
IBM Connections: Used for collaboration and communications (wikis, activities, profiles, blogs, etc.)
IBM SmartCloud for Business: Hosted, cloud-­‐based services for file sharing, e-­‐mail, calendaring, event management, and online meetings IBM Sametime: Used for unified communications, Web conferencing, and instant messaging3 2
For more background, see ESG Brief, Regulatory Compliance, e-­‐Discovery, and the Social Enterprise, November 2012. Product names change regularly. The current document reflects what we believe are the most recent offerings available in the market. 3
© 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved. Product Brief: Symantec Enterprise Vault Portfolio Extends Value of IBM Collaboration Strategies 3 Today, business information can be created, shared, and deleted by users throughout the IBM Social Business suite—not just in e-­‐mail, office productivity, and document management applications. Current and future IBM Notes, Domino, Connections, and Social Business implementations will benefit both users and the organization when the lifecycle of all information—including that which is pouring forth from the Social Enterprise—can be governed properly in a unified manner through administrative oversight. A key enabler in making this happen is an effective archiving strategy. It is Time for Comprehensive, Future-­‐ready Archiving Enterprise Archiving for IBM Collaboration Environments An archive has traditionally provided a way for companies to assign and enforce retention policies, facilitate fast, broad queries of large quantities of information, remove inactive or infrequently accessed data from production systems, improve end-­‐users' access to inactive information, and facilitate the retrieval of information to meet compliance and litigation challenges. All of these benefits drive measurable value for a business. Unfortunately, too many companies focus archiving on select applications, utilize paper-­‐based compliance processes, outsource e-­‐discovery operations, or some combination, thereby missing the opportunities offered by a truly unified enterprise-­‐archiving solution. In IBM Notes environments, many organizations do recognize the importance of archiving and use built-­‐in capabilities to remove e-­‐mail messages from inboxes and store them offline in a file (NSF). This is a good start, but it doesn’t help achieve storage cost reductions (the NSF file has to be stored with the primary database or it becomes inaccessible to the user). The approach also does not help with centralizing content for compliance and legal discovery needs across e-­‐mails. And, the native Domino archiving does not retain different content types within the IBM family; for example, Sametime instant messages and Connections activities cannot be captured in NSF files. Alternatively, customers using archiving as part of their SmartCloud for Business service can benefit from leveraging cloud-­‐based retention of their mail and potentially instant messaging archives. But, again, this situation leaves other content types, including corporate-­‐based file shares, stranded as part of another information management process. Or, worse, a company may not think to include productivity files in its retention and legal operations. Data Sources and Use Cases Will Evolve In addition to the traditional benefits of archiving, evolving solutions must be flexible for users to manage, and support crucial business initiatives around both retention of mission-­‐critical data assets and defensible deletion of those that pose a legal liability. Although many organizations started using archiving to optimize storage costs by moving older data to less expensive systems (where they are deduplicated and compressed), the use cases rapidly evolved to include compliance and discovery. Fifty six percent of companies recently surveyed by ESG reported that they will increase the amount of data they dispose of (through formal programs) on an annual basis. The rationale is that many companies, who are leveraging archiving or related solutions, will experience substantial cost savings and risk mitigation as a result of consistently expiring content (see Figure 2).4 4
Source: ESG Research Report, Defensible Disposition in Practice: Perspectives from Business to IT, December 2012. © 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved. Product Brief: Symantec Enterprise Vault Portfolio Extends Value of IBM Collaboration Strategies 4 Figure 2. Organizations’ Cost Savings and Risk Avoidance Benefits as a Result of Data Disposition Policies What cost savings and/or risk avoidance benefits has your organiza8on enjoyed as the result of its data disposi8on policies? (Percent of respondents, N=98, mul8ple responses accepted) 65% Reduced IT and storage costs 63% Reduced document management costs Ability to meet legal and/or regulatory deadlines for data 56% Improved systems performance 48% 47% Reduced IT maintenance costs Avoided costly li[ga[on 37% Reduced li[ga[on costs 36% 0% 10% 20% 30% 40% 50% 60% 70% Source: Enterprise Strategy Group, 2013. The consistent evolution of the IBM collaboration portfolio coupled with new archiving use cases should alter customers’ solution requirements. Information will be generated from almost any location, stored anywhere (local, cloud, etc.), and the data will take many forms: files, social activity streams, instant messages, e-­‐mails, blogs, and wikis. The only certainty in our vast IT ecosystems is change—but we can be sure that as socially enabled business applications are widely deployed by organizations and adopted by end-­‐users, information governance will become more complex—
and will require new solutions that have a history of staying ahead of the archiving curve. The Current and Future Value of Enterprise Vault for Domino Environments ESG’s ongoing coverage of the Symantec Enterprise Vault portfolio has emphasized Symantec’s commitment to IBM platforms and Domino in particular.5 As IBM Domino and IBM’s other various collaboration technologies now evolve into a social business suite, the archiving and e-­‐discovery benefits of Symantec’s archiving solutions will become even more vital to IBM customers. Comprehensive Application Coverage Enterprise Vault helps more than 18,000 customers achieve many of the aforementioned archive benefits (reduced storage costs, expedited legal discovery, and information management compliance). Just as impressive is the amount of data sources that Enterprise Vault archives, including: •
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IBM Domino and .NSF archives Other e-­‐mail and collaboration tools 5
Source: ESG Brief, Enterprise Vault Expands Support for Lotus Domino, January 2011. © 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved. Product Brief: Symantec Enterprise Vault Portfolio Extends Value of IBM Collaboration Strategies •
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5 Microsoft SharePoint File servers Facebook, LinkedIn, Twitter, and similar websites Databases and custom applications Instant messaging systems Blackberry SMS and PIN Bloomberg and Reuters Many IBM customers may prioritize Domino or Notes support in their archiving strategy, as we have noted, but they will eventually be faced with additional obligations for social collaboration technologies. Knowing where the market is heading, Symantec has built a robust partner program with companies including Actiance, Commondesk, Hanzo, NotesConnectors.com, and Socialware to support emerging content types including Connections, Notes, Sametime, and Quickr (see Table 1). Table 1. Symantec Partner Ecosystem for IBM Collaboration Support Symantec Partner Actiance NotesConnectors.com Expanded Capabilities Captures unified communications, instant messaging, and Social Enterprise content including blogs and social media from IBM Sametime and Connections Extends existing functionality of Enterprise Vault, including capturing data from Quickr and Notes applications All of these partners capture the content noted and then pass the data to Enterprise Vault for indexing and retention management, where it is joined with other content sources. From there, customers can centrally establish and enforce retention and disposition policies, streamline early case assessment for e-­‐discovery, and confidentially manage legal holds. A Solution-­‐based Approach A strong partnering strategy enables Enterprise Vault to support popular and emerging data types. And, a broad, integrated portfolio helps IBM customers extend governance capabilities. As an example, the Clearwell eDiscovery Platform from Symantec supports all phases of the e-­‐discovery process from identification through production, supporting internal audits, litigation, and corporate governance initiatives. IBM customers that experience regular litigation involving electronically stored information (ESI) can cost-­‐effectively eliminate manual identification and collection tasks, first pass review, and data culling with the Clearwell eDiscovery Platform. Most notably, the Clearwell eDiscovery Platform extends an Enterprise Vault implementation by managing content exported from Enterprise Vault, Enterprise Vault.cloud, or from sources that may not be archived. If Domino customers have non-­‐archived file shares or legacy Microsoft SharePoint environments, the Clearwell eDiscovery Platform can incorporate them into e-­‐discovery tasks. Eventually, an organization may want to archive these outlying data sources to Enterprise Vault or Enterprise Vault.cloud to more closely manage retention and disposition and minimize legal burden. Other key solution components to the Enterprise Vault solution portfolio that automate information management tasks include: •
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Symantec Enterprise Vault Discovery Accelerator, which facilitates role-­‐based querying of Enterprise Vault to establish and execute e-­‐discovery workflows inclusive of putting data on legal hold Symantec Enterprise Vault Compliance Accelerator, which allows review of employees' communications for regulatory compliance Enterprise Vault.cloud offers a cloud-­‐based archiving solution that delivers rapid search results and built-­‐in, collaborative e-­‐discovery workflow © 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved. Product Brief: Symantec Enterprise Vault Portfolio Extends Value of IBM Collaboration Strategies 6 Because of Symantec’s strong partner ecosystem and flexible solution-­‐based native management capabilities, customers that are contemplating or have already adopted IBM Social Business tools can be confident that Enterprise Vault will scale and adapt to their changing needs, providing unified access to new content types as they evolve. The benefits of centralizing data sources to optimize storage costs and enforce compliance policies are obvious. When examining the legal use case, Symantec’s integrated and complementary solutions minimize chain-­‐of-­‐custody risk and should reduce the burden on IT when trying to support legal discovery processes. Use the Cloud at Your Own Pace Domino customers can choose among on-­‐premises (Enterprise Vault), cloud-­‐based (Enterprise Vault.cloud), and “hybrid” (combining on-­‐premises and cloud-­‐based) deployment models. The hybrid model gives customers with special needs a phased approach for archiving to the cloud. For example, a heavily regulated organization may want to retain certain user data on-­‐premises and archive all others to the cloud. ESG has identified several indicators that suggest that cloud-­‐based archiving solutions could be right for some customers: •
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Familiarity: Organizations already use related services including backup, recovery, and security delivered via the cloud. Capital investment: SaaS-­‐based solutions are offered for a monthly fee and do not require any additional data center infrastructure. Testing: The solution can be evaluated in a pilot setting without making substantial investments. Capacity: Cloud-­‐based systems are effectively unlimited in archive capacity.6 Regardless of the deployment option that a customer selects, Symantec and its partners offer flexible information governance solutions for Domino that balance the need for cost reduction with information control and security. Customer Driven Commitment Third-­‐party information governance support for Domino and Notes environments was made much easier when IBM introduced the availability of mailbox journaling in version 8.0 of the Notes platform. Some organizations will shift their NSF archiving activities to a purpose-­‐built archive platform to centralize historic messages and possibly enforce retention policies more consistently. However, other organizations will see their Domino, and more importantly, their overall IBM collaboration environments more strategically. These organizations may be looking at shifting to a SmartCloud for Business model or deploying Connections, enabling a Social Business platform inside their company. They will seek the benefits of an intersection of cloud, new collaboration formats, and messaging with information management, e-­‐
discovery, and compliance. When they do, such organizations will want to work with a vendor that doesn’t just support Domino, but anticipates oncoming trends and associated challenges. In short, Enterprise Vault and Enterprise Vault.cloud are committed to IBM Social Business platform integration, partnership expansion, and technology expertise. Symantec has also envisioned where customers are going to take this platform and is actively trying to remove information governance inhibitors. The Bigger Truth The IBM Social Business platform has evolved from the document management and e-­‐mail platforms of Domino and Notes into a full-­‐fledged Social Business suite, which is now the lynchpin of IBM’s ambitious social business strategy. But as these platforms have become an important part of the IT landscape, they raise concerns about compliance, e-­‐
discovery, and escalating storage costs, putting pressure on archiving and retention solutions to keep pace. 6
Source: ESG Market Report, SaaS-­‐based E-­‐mail Archiving Momentum Continues, March 2010. © 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved. Product Brief: Symantec Enterprise Vault Portfolio Extends Value of IBM Collaboration Strategies 7 Symantec has risen to the challenge with: •
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Enterprise Vault, which is deployable on-­‐premises, as a cloud-­‐based alternative (Enterprise Vault.cloud), or in a hybrid configuration Comprehensive e-­‐discovery solutions, including the Clearwell eDiscovery Platform, which address requirements for all corporate in-­‐house needs A deep knowledge of the Domino platform and a long history of working closely with IBM and joint customers across a multitude of use cases A broad technology and implementation partner ecosystem to extend, support, and complement Symantec solutions as new data types, applications, and deployment options arise Together, Symantec and its partners have an eye on the future, helping IBM customers cope with the reality and complexity of changing IBM Domino, Notes, Connections, and complementary Social Business collaboration environments. All trademark names are property of their respective companies. Information contained in this publication has been obtained by sources The Enterprise Strategy Group (ESG) considers to be reliable but is not warranted by ESG. This publication may contain opinions of ESG, which are subject to change from time to time. This publication is copyrighted by The Enterprise Strategy Group, Inc. Any reproduction or redistribution of this publication, in whole or in part, whether in hard-­‐copy format, electronically, or otherwise to persons not authorized to receive it, without the express consent of The Enterprise Strategy Group, Inc., is in violation of U.S. copyright law and will be subject to an action for civil damages and, if applicable, criminal prosecution. Should you have any questions, please contact ESG Client Relations at 508.482.0188. © 2013 by The Enterprise Strategy Group, Inc. All Rights Reserved.