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