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The cloud offers different attractions to different users, but most can agree that freedom from on-premises infrastructure and its associated maintenance and security costs, alongside access to scalable technology and tools that grow with your business, are the major draws of data migration.
From disruptors that were ‘born in the cloud’ to the established players who have become cloud-based in the name of agility and competitive advantage, cloud migration is more a must-have than a nice-to-have in modern business.
In order to benefit from the many opportunities the cloud offers, you must first find a way to move your on-premises legacy archives to the cloud in a legally defensible manner i.e. without the risk of data corruption, leaving data behind, negatively impacting ongoing operations and end-user productivity, or damaging chain of custody. So, what are your options?
There are two main options that exist when moving legacy archives to the cloud, but only one of them provides you with the cloud’s true value. First is a Software as a Service (SaaS) archiving solution like Mimecast or Global Relay. While, on the surface, SaaS might seem like the easiest way to go, it does come at the cost of potentially reduced security, access headaches, accountability, and overall control over your data. The second option is to move to your own public cloud tenant, where you can enjoy the full cloud experience without any limits as to how you handle your data or any compromises when it comes to security.
You’ll likely hear SaaS vendors claim they offer the best turn-key cloud archiving platforms but, in reality, they offer little more than an online environment without any of the benefits commonly associated with the cloud. Most SaaS vendors don’t own their own data centers but instead share a portion of a third-party cloud they rent. This is what’s known as a multi-tenant cloud, and it provides a significant drawback for the client – your encryption keys are controlled by the SaaS vendor with little access and control by you. Because encryption keys in a SaaS environment could be re-used across many clients, data breaches and the associated regulatory privacy issues are much greater. Additionally, this process opens up the possibility of unauthorized vendor access to your company’s most sensitive data, including the turning over of your data to government authorities or the courts without your knowledge.
Additionally, as one of many businesses sharing the same cloud, you must adhere to the SaaS vendor’s choices when it comes to security capabilities, the geographic location of your data, and the tools available to access it. Put simply, this one-size-fits-all approach robs you of control over your own data and the way it’s secured. Another issue to beware of is where the SaaS vendor reformats your data for their own convenience. By converting your data into their proprietary format, the SaaS vendor gains more control over when and if you can move out of the SaaS cloud if dissatisfied. This amounts to sentencing your content to a data prison, with huge charges incurred if you ever want to move your data out of the SaaS cloud platform. In addition to this data ransoming, you are also unable to make use of the cutting-edge solutions cloud computing delivers, such as powerful data analytics capabilities or ML (Machine Learning) and AI (Artificial Intelligence) technology to provide content-based auto-classification for accurate information management. Such restrictions can undermine your decision to move to the cloud in the first place as well as impact digital transformation initiatives and should be considered carefully in the context of your business and its future plans.
In a recent survey of global IT executives, including VPs, Directors, and members of the C-suite at major corporations, only 19% of those surveyed believed 75% or more of their SaaS vendors met all of their security requirements. 70% stated they had been forced to make at least one security exception for a SaaS vendor. While many of these organizations are likely using popular SaaS products like Microsoft Office 365 and Salesforce, where the size and standing of the vendor might make the business more amenable to accepting a perceived lower risk, the clear takeaway is that SaaS solutions don’t provide the security standards modern organizations require.
Elsewhere, on the topic of encryption keys, an astounding 95% of survey respondents believed it was important to control their own encryption keys, and 81% were uncomfortable with their SaaS vendors controlling them. However, 74% of those surveyed said they did not control the encryption keys for the majority of their SaaS solutions.
This is a worrying statistic and one that many organizations will have to take steps to reverse as regulations continue to tighten and the threat of cybercrime continues to grow. To that end, 92% of executives said they would need more security customization in the future, with 63% of them planning to retire SaaS applications that didn’t provide them control over encryption keys.
These security-related statistics paint a clear and frightening picture of the business security landscape and the risk that the one-size-fits-all approach of SaaS vendors introduces. As the trend for greater security customization continues and scrutiny over data access and handling increases, SaaS solutions will become increasingly less palatable for businesses aiming to de-risk their operations. Instead, more secure and customizable solutions will be sought.
For complete control over your sensitive archived data and the ability to apply your own security standards and protocols, the only real choice is to migrate your legacy archive data to the more secure hyperscale cloud. Public, hyperscale clouds, like those from Microsoft and Amazon, can provide you with full flexibility, unlimited access to your data, data storage in its native format, and the most advanced security features and controls.
In a hyperscale cloud-based archive, you can also make use of cloud-scale AI and ML tools to unlock crucial business insight from your data, as well as focused and accurate predictive supervision and surveillance, and e-discovery processing. None of this is possible with a SaaS cloud archive, making a clear distinction between an archive hosted and managed in your own secure cloud tenancy that you directly control, and one hosted in the ‘kinda’ cloud’ offered via SaaS.
With an archive in your own public cloud, you get…
|Features||SaaS Archives||Open Archive|
|Host data in your corporate cloud|
|Protect Data with encryption keys|
|Meet SEC 17a-4 regulations|
|Meet GDPR Regulations||Limited|
|Active user-based pricing|
|Standard eDiscovery with case management|
|Manage any content/data type||Limited|
|Records analysis, classification and management||Limited|
|Policy-driven records classification and transformation|
|Data Loss Prevention and sensitive data analysis alerts|
|Export and produce data for third party consumption|
|Role-based access with Active Directory Integration||Limited|
|Native import and export with O365, SharePoint Online and OneDrive||Limited|
|Accelerated onboarding at 50 TB per day|
|Restore legacy archives back to native format|
|Active user-based pricing|
|Interactive Users - free of charge (restrictions apply)|
Every organization’s data repositories are growing larger, are more wide-ranging, and become increasingly complex every day. Today’s regulatory and legal climates are more intense and stringent than ever before, with new, stricter regulatory retention requirements being added every year. Your organization may have to comply with the financial services industry’s very prescriptive SEC 17, FINRA, and MiFID II requirements, have a legal need to ensure ongoing litigation hold requirements of specific custodian data, or want to conduct targeted internal investigations.
The need to capture, immutably store, index/make searchable, audit, and export (with full metadata intact) has radically expanded beyond just email. Your compliance journals must now include content from collaboration platforms like Bloomberg Chat, Slack, Salesforce activity, social media platforms, Microsoft Teams, and many other sources.
Migrating a legacy EmailXtender journal in a legally defensible manner is not easy and should only be done by those with a long history of success. Some migration vendors will tell you that “exploding” or “splitting” journals so that they can be inserted into Office 365 is the correct process. Microsoft frowns on this practice and instead suggests that the intact legacy journals be migrated into another third-party cloud archive. Some companies have chosen to migrate their journals into a SaaS cloud infrastructure but, with the issues already highlighted with SaaS clouds, the better choice is to move them into your own, company-controlled cloud tenancy.
Offering both the widest range of legacy email archive platforms and the most experience in successfully migrating huge data sets, Archive360 provides you with a single point of contact throughout your digital transformation journey, ensuring you understand what is being migrated and how it will be done, while limiting the impact on your network bandwidth and end-user productivity.
While a number of migration vendors exist, including QuadroTech and Transvault, we believe that the key to successful migrations is a high performance email migration tool that can not only move your data to the cloud at the highest possible speed but ensure the migration is complete, accurate and that chain of custody is maintained. Archive360 can help you analyze your existing legacy archive, organize, rehydrate, and account for email that has been stubbed, determine whether archiving or journaling is the right decision going forward, and migrate your existing legacy data to a cloud-based solution like Office 365 or Azure.
Our combination of experience and cloud-based automation is going to make you look really good.
We interviewed 1,100 customers to learn what they loved and hated about their legacy archive and used that insight to create a completely new kind of archive platform.
Archive360 appreciates the many concerns organizations have when it comes to migrating their data. With more than a thousand migrations completed successfully, we know the types of questions you need answers to and can help dispel any fears you might have in our initial discussions. Common questions we hear include…
Archive360 offers the most trusted email archive migration solution available, specifically designed for EMS EmailXtender archives. Fully integrated with the solution’s APIs for faster, more accurate data extractions, Archive360 extracts messages and attachments, including all metadata, directly from the archive and maintains an item-level audit trail for compliance and legal reporting. Email stubs are rehydrated with the archived emails using a patented technology that ensures all stub metadata is recovered and recombined with the message ensuring full legal defensibility. It also preserves complete, original message fidelity for eDiscovery and regulatory information requests.
Find out more about Archive360’s unique approach to delivering successful, pain-free migration.
Archive360 provides the cloud archive trusted by enterprises and government agencies worldwide, purpose-built to run in the hyperscale cloud. Installed and run from your organization’s individual public cloud, you retain all the power, flexibility, and management while maintaining complete control of your data and its security, including encryption keys that only you have access to. Additionally, unlike on-premises and SaaS archiving solutions, you are free to unlock valuable insights via data analytics and carry out powerful searches on your data using the latest cloud-based tools that will benefit multiple teams across your business, from HR to legal and compliance.
Read our product brochure to learn how Archive360 provides end-to-end fully managed solution to upend migration failures.READ MORE
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