Email Archive Migration for GWAVA Retain Unified Archiving

Break free from the limitations of your legacy archive and unlock the value of your data with a fast, accurate migration to the world’s most secure open archive

Is your legacy archive holding you back in today’s tech-driven climate?

Whether you used GWAVA before it was acquired by Micro Focus or are using a post-2016 version of the solution, we understand your decision to use it. The simplicity it offered, the convenient regular billing cycle and a hands-off approach were likely factors that helped make up your mind. But, whether you chose the solution yourself or inherited it, you’re likely now discovering that it’s not able to keep up with the changing needs of your business today. 

 

With on-premises infrastructure becoming more costly and a burden to maintain, the size and volume of emails increasing, and new file formats, from social media and instant messaging to audio and video files being introduced, legacy on-premises servers and SaaS solutions simply aren’t up to the task.

The power and flexibility of modern, cloud-based email solutions like Microsoft Office 365 and Gmail are just one reason many businesses are looking to move away from tools that limit their opportunities and were designed for a business world before the cloud. And, as traditional archive vendors like Micro Focus and Enterprise Vault attempt to stay relevant, they either build in clumsy workarounds for their existing systems or, in the case of archives like Mimosa Nearpoint, cease to exist, leaving you with unsupported or obsolete technology. You know your next move has to be to the cloud.

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Take back control of your data and its security in the cloud

From the success of disruptive businesses born in the cloud to the amazing possibilities that come from AI and machine learning, the cloud is no longer looked on as a nice to have but a business imperative. You’ll likely already appreciate the many benefits a cloud-based archive could bring to your business, from improved security and compliance to reduced and more predictable costs, as well as access to cutting edge data analysis. But in order to realize these opportunities, you need to ensure your existing archives are migrated seamlessly, maintaining legal chain of custody and without disruption to your ongoing operations.

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How do you move your archive to the cloud?

Ultimately, there are two choices available to you when it comes to quitting your legacy archiving solution. You can opt for the simplicity but lacking security and control of a SaaS archiving solution such as Mimecast or Global Relay, or migrate fully to your own cloud. Let’s take a look at those two choices in detail.

Option 1: A SaaS Solution

Most SaaS vendors claim they’re giving you cloud archiving, but what they’re really doing is limiting control of your data and blocking you from many of the best features of cloud archiving. Because SaaS archiving vendors don’t own their own datacenters and host multiple customers in a single, shared cloud, they take a one-size-fits-all approach which impacts security and flexibility. With SaaS archiving, you’ll be forced to compromise on your security policies, have no control over the geographic location of your data or the ability to store it in more than one location. Because your SaaS vendor’s cloud is multi-tenant, you won’t even have access to encryption keys, opening up a whole world of security and compliance concerns. You can’t set specific security policies when it comes to firewalls and third-party vendor checks, and you can’t access your data natively in order to use your own tools for search and analysis. This one-size-fits-all, black box approach to archiving doesn’t move you any closer to the true promise of cloud archiving. 

Common issues with SaaS archiving solutions:

  • No control over data’s geographic location
  • Minimal control over security policies
  •  No access to encryption keys
  •  Proprietary formats lock data in a ‘black box’ only accessible by the vendor
  • Not compatible with audio and video file formats
  • Limited analysis and eDiscovery options 

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 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 grows. 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 statistics paint a clear picture of the business security landscape and the risk that the one-size-fits-all approach of SaaS vendors introduces. As the trend for security customization continues and scrutiny over data handling increases, SaaS solutions will become increasingly less palatable for businesses aiming to de-risk their operations and more secure and customizable solutions, such as those in the public cloud, will be sought. 

Option 2: Your Own Public Cloud

The only way to ensure complete control over your data and its security, as well as the flexibility to comply with regulations and security policy, is to move to the the real, hyperscale cloud. A public cloud environment, as provided by Microsoft and Amazon, enables you to archive your data in its native format, apply security controls and processes specific to your business, and choose one or multiple locations in which to store your data. In a scalable, flexible environment like this, you can unlock value from your data by using cutting edge analysis tools or invite third-parties to securely carry out services on your behalf, conduct audits, detailed searches and many other activities not possible with SaaS archives. It’s complete control without compromise. 

Unlike SaaS or on-premises solutions, the hyperscale cloud provides... 

  1. Access your data in its native format 
  2. Have complete control over security, compliance and privacy 
  3. Enjoy flexibility, scalability and only pay for what you use
  4. Reduce upfront investment and move to predictable ongoing costs
  5. Decommission costly legacy infrastructure, freeing up space, resource and the cost of ongoing maintenance 
  6. Faster eDiscovery searches and regulatory control
  7. Access to cutting edge tools to unlock insight through data analysis
  8. Achieve the ability to search content within audio, video and social media files
Archive360 Open Archive
SaaS Archives
Infrastructure
Host data in your corporate cloud
Security
Protect Data Using Your Own Encryption Keys
Compliance
Meet SEC 17a-4 regulations
Meet GDPR Regulation
limited
Policy-driven records management
limited
Compliant on-boarding of legal data
Performance
On-demand performance based on business needs
Pricing
Active user-based pricing
Inactive users - free of charge (restrictions apply)
Management
Standard eDiscovery with case management
AI-powered eDiscovery
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
Onboarding
Accelerated onboarding at 50 TB per day
Restore legacy archives back to native format
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Archive360 Open Archive
Infrastructure
Host data in your corporate cloud
Security
Protect Data Using Your Own Encryption Keys
Compliance
Meet SEC 17a-4 regulations
Meet GDPR Regulation
Policy-driven records management
Compliant on-boarding of legal data
Performance
On-demand performance based on business needs
Pricing
Active user-based pricing
Inactive users - free of charge (restrictions apply)
Management
Standard eDiscovery with case management
AI-powered eDiscovery
Manage any content/data type
Records analysis, classification and management
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
Native import and export with O365, SharePoint Online and OneDrive
Onboarding
Accelerated onboarding at 50 TB per day
Restore legacy archives back to native format
Row Label
Row Label
Row Label
SaaS Archives
Infrastructure
Host data in your corporate cloud
Security
Protect Data Using Your Own Encryption Keys
Compliance
Meet SEC 17a-4 regulations
Meet GDPR Regulation
limited
Policy-driven records management
limited
Compliant on-boarding of legal data
Performance
On-demand performance based on business needs
Pricing
Active user-based pricing
Inactive users - free of charge (restrictions apply)
Management
Standard eDiscovery with case management
AI-powered eDiscovery
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
Onboarding
Accelerated onboarding at 50 TB per day
Restore legacy archives back to native format
Row Label
Row Label
Row Label
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Ensuring the fastest, most accurate migration to the cloud

In order to address your archiving needs, you need to decide what to do with the terabytes of data stored in your existing archive. There are many migration vendors out there, including QuadroTech and Transvault, but you need to ensure you choose a high performance email migration tool that’s not only fast but provides accuracy and data fidelity. You also need to consider how best to decommission your legacy archive infrastructure once the migration has taken place. Other elements to consider are chain of custody, accessing archived email that has been stubbed or shortcut, determining whether archiving or journaling is the right decision for you, and how all of your existing data might work within Office 365.  

Archive Migration

Our combination of experience and cloud-based automation is going to make you look really good. 

✔️Complete chain-of-custody and exception reporting down to the item level 

✔️Advanced features for managing your stubs to ensure your end-users experience zero disruption 

✔️Unique approach to handling journal archives your legal and compliance teams will appreciate

✔️Many destination options including Office 365 and dozens of other cloud-based and on-premises archives 

Learn More 

Open Archiving

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. 

✔️ More secure: If you don't control your encryption keys, you don't control your data. With our archive, only you have access to your encryption keys.

✔️More private: Privacy laws require you to retain data in the region it was created. SaaS archives don't do that. Our archive automatically stores employee and customer data in the country of origin. 

✔️More insight: Your archive holds incredible insight that until now has been trapped in a black box. Our archive empowers you to extract intelligence from your emails, files and videos for the first time.

Learn More 

Common questions when moving away from GWAVA Retain

With over a thousand successful migrations under our belt, Archive360 understands the concerns organizations have when moving away from a legacy archive. We are often asked questions like... 

  • How much data do I actually have in my archive and what kind of data is it?
  • How much “dark data” do I have (such as archived messages from inactive users and leavers)?
  • Do I need to migrate the entire archive and the journal archive?
  • What happens to messages that have been stubbed or shortcut? 
  • I have ongoing or pending litigation; can I still migrate my mail?
  • How do I manage archive email that is under legal hold
  • Will I be able to account for 100% of my archived mail?
  • How long will a migration take?
  • Will migrating my archive delay my Exchange implementation project?

 

Archive360 Email Migration Software Product Highlights

Archive360 offers the best possible email archive migration solution, specifically designed for GWAVA Retain. Fully integrated with the solution’s APIs for faster, more accurate extractions, Archive360 extracts messages and attachments including metadata directly from your GWAVA archive and maintains an item-level audit trail for compliance reporting. It also preserves complete, original message fidelity for eDiscovery and regulatory requests.

 

The benefits of Archive360’s GWAVA Retain migration in detail:

  • Utilizes a multi-threaded, multi-server platform
    Provides the highest performance and accuracy of all migration solutions
  • Uses native GWAVA Retain Web APIs
    Enables search and filtering of emails by custodian, date range and other criteria
  • Does not require indexing or data gathering before extraction
    Begin message extraction within minutes of installation unlike other solutions that take days or weeks to index before start
  • Message level chain of custody reporting
    Legally defensible reporting reduces eDiscovery risk
  • Intuitive and powerful graphical user interface
    Less time needed for training – faster time to migration

And we don’t just work with GWAVA archives...

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