BREAK FREE FROM YOUR FRUSTRATING LEGACY EMAIL ARCHIVE AND TAKE FULL ADVANTAGE OF THE SECURE CLOUD ARCHIVE TRUSTED BY ORGANIZATIONS WORLDWIDE

Email Archive Migration for Micro Focus Digital Safe

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Your legacy Micro Focus archive can't cope in a modern business

Like hundreds of other Micro Focus customers, you want to migrate your Digital Safe archive. In the past, Micro Focus Digital Safe was all you needed for collecting, archiving and reviewing your emails, facilitating eDiscovery, and maintaining compliance with regulations like Sarbanes-Oxley (SOX), the Health Insurance Portability and Accountability Act (HIPPA), the Federal Rules of Civil Procedure (FRCP), the Freedom of Information Act 2000 (FOIA), the Financial Industry Regulatory Authority (FINRA) and the Securities and Exchange Commission Rules (SEC Rule 17a-4 & Rule 17a-3). Today, however, you’re likely discovering that it’s not able to keep up with changing markets, regulations, content types, and new customer demands.

You may be one of the many Digital Safe customers frustrated by slow performance, your inability to support new content types, or lack of reporting and analytics features. With additional new file formats, from social media and instant messaging to audio and video files, legacy archiving solutions like Digital Safe simply aren’t up to the task.

Legacy archiving tools like Digital Safe were designed for a business world before the more restrictive regulatory retention requirements. Legacy archiving solutions just haven’t kept pace with the times, forcing customers to either ignore the new regulations or create risky, unapproved workarounds. With a lack of support or obsolescence on the horizon for many of these traditional archives, the next step is clear; you need to migrate to a modern, customizable PaaS cloud archive.

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Chapter 1

The right cloud cuts costs and unlocks new opportunities for your business

You’ll likely already appreciate the many benefits the right cloud-based archive could bring to your business. Such solutions provide a way not only to handle all of your historical archiving needs but to unlock many new opportunities while providing flexibility and scalability as your needs shift and your organization grows. However, In order to benefit from the many features a modern cloud-based archive offers, you must first find a way to migrate your Digital Safe archive in a legally defensible manner without the risk of data corruption, leaving data behind, negatively impacting ongoing operations and end-user productivity, or damaging chain of custody.

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What are your choices when it comes to moving away from Micro Focus Digital Safe?

In simple terms, there are three routes available to you when it comes to archiving. You can stick with the aging Micro Focus cloud archive, migrate to Retain (another legacy archiving product acquired by Micro Focus), opt for the simplicity but lack of control of a SaaS (Software as a Service) archiving solution such as Mimecast or Global Relay, or migrate fully to your own cloud tenancy. Assuming options one and two are non-starters, let’s take a look at the other two choices:

Chapter 2

Option 1: The SaaS solution

While most SaaS vendors promise many of the benefits of the cloud and claim to provide the best turn-key cloud archiving platform, the simplicity they offer comes at the cost of security, access, accountability, and control over your data.

archive migration typingSuch solutions, while seemingly simple and cost-effective, will ultimately act as a roadblock between your business and its data, prohibiting you from utilizing many of the best features of cloud-based archiving and limiting how you secure your data. For example, most SaaS vendors don’t own their own cloud but instead merely rent space within an existing public/third-party cloud. 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 zero control by you. Because encryption keys in a SaaS environment could be re-used across many clients, data breaches, and the associated privacy regulatory risks are much greater. Additionally, this encryption key issue opens up the possibility of unauthorized vendor access to your company’s most sensitive data. This means that the SaaS vendor can access your company’s sensitive data at any time, including the turning over of your data to government authorities or the courts without your knowledge.

Furthermore, 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 storage 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 be aware 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 even more control over when and if you can move out of the SaaS cloud if dissatisfied. Your data is stored in what amounts to data prison, with huge charges incurred if you choose to leave. In addition to this data ransoming, you are also unable to make use of the cutting-edge solutions state of the art 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, to deliver digital transformation, and should be considered carefully in the context of your business and its future plans. Ultimately, when it comes to content archiving, SaaS solutions create many challenges, especially regarding security and flexibility, and offer minimal advantages by comparison to the various hyperscale cloud offerings, with little to no improvement over your current on-premises infrastructure.

Common issues with SaaS archiving solutions:

  • No access or control over encryption keys 
  • Little to no control over security policies 
  • Little or no control over your data’s geographic location – data sovereignty
  • Proprietary formats limit your ability to move your data and restricts data analytics processing
  • Limited search options for audio, video and other non-email files 
  • Data analysis and eDiscovery functionality is limited to “lowest common denominator” vendor-provided tools
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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 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.

Chapter 3

Option 2: Moving to your own public cloud tenancy

If you want to ensure you retain complete control over your sensitive, archived data and can apply your own security standards and protocols, the clear choice is to migrate your legacy archive data to an archive hosted in your own, more secure, hyperscale cloud.

A true, hyperscale cloud environment, like those from Microsoft and Amazon, can provide you with full flexibility, unlimited scalability, data storage in its native format, and the most advanced security features and controls. 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, 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.

Take a look at what you could do in your own public cloud:

  1. Immediate access to your data in its native format
  2. Full control of where data is stored for data sovereignty
  3. Complete control over security, compliance, and privacy
  4. Flexibility and on-demand scalability – use only what you need
  5. Reduced upfront investment and predictable ongoing costs
  6. No need for legacy infrastructure and ongoing maintenance fees – CapEx versus OpEx
  7. Faster, scalable eDiscovery searches and case management as well as customizable retention/disposition policy controls for regulatory compliance
  8. Access to the latest AI and ML technology for auto-data classification, data mining, and analysis
  9. The ability to granularly search and review content within audio, video and social media files

Chapter 4

Archive360 Open Archive vs SaaS archives

Features SaaS Archives Open Archive
Infrastructure    
Host data in your corporate cloud
Security    
Protect Data with encryption keys
Compliance    
Meet SEC 17a-4 regulations
Meet GDPR Regulations Limited
Policy-driven records Limited
Compliant onboarding
Performance    
Active user-based pricing
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
Pricing    
Active user-based pricing
Interactive Users - free of charge (restrictions apply)

A word about Journals and Journal Migration

Every organization’s data repositories are growing larger, are more wide-ranging, and 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 requirement 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 Digital Safe 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.

Chapter 5

Access the fastest migration in the industry

Whatever your situation, you now face the challenge of deciding how to address your email archiving needs in the future and what to do with the terabytes of email stored in your Digital Safe archive.

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. You also have to consider how best to decommission your Micro Focus Digital Safe legacy email archive and migrate the archive content. You are also likely concerned about data fidelity, whether archiving or journaling is the right decision for you, and how all of your existing archived data will 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

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.

Chapter 6

Common questions when moving away from Micro Focus Digital Safe

With more than a thousand successful archive migrations completed, Archive360 knows a thing or two about the migration process. Our years of experience enable us to dispel your fears and answer any questions you might have as you begin your journey to the cloud. Such questions might include...

  • 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/or just the journal archive?
  • I have ongoing or pending litigation; can I/should I still migrate my archived mail?
  • How do I manage archived email that is under legal hold? What special handling is needed to maintain chain of custody?
  • Will I be able to account for 100% of my archived mail?
  • How long will the migration take?
  • Will there be an “extraction charge” from Micro Focus?
  • Will Micro Focus throttle my data extraction speed?

Learn More

Archive360 Email Migration Software Product Highlights

Archive360 offers the premier email archive migration solution designed specifically to work with Micro Focus Digital Safe. Fully integrated with Micro Focus Digital Safe APIs for faster, more accurate extractions, Archive360 extracts messages and attachments including metadata directly from Micro Focus Digital Safe. We maintain an item-level audit trail for compliance reporting and preserve complete, original message fidelity for eDiscovery and regulatory compliance.

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Archive360’s Micro Focus Digital Safe migration provides the following key features and benefits:

  • Utilizes a multi-threaded, multi-server architecture
    Provides the highest performance and accuracy of all migration solutions
  • Uses native Micro Focus 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 project 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

Find out more about Archive360’s unique approach to delivering successful, painless email archive migration.

The Cloud Archive Organizations Trust

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.

Find out why major, regulated organizations around the world trust Archive360’s cloud-based information management and archiving solution with their most valuable data. Get in touch to request a demo today.

Archive migration connectors

Archive360 extracts data from 20+ enterprise archive records management and file system repositories.

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Migrate your data from your Micro Focus Digital archive today!

Find out why major, regulated organizations around the world trust Archive360’s cloud-based information management and archiving solution with their most valuable data.Get in touch to request a demo today.