By: Archive360 Team on July 26th, 2019

Print/Save as PDF

Veritas / Symantec Enterprise Vault Alternatives & Migration [MVP Guide]

Now’s the time to unlock value from your Enterprise Vault archives

Wouldn’t it be great if your email and file archives did more for your business than just sit on a server costing you money?

If you manage on-premise data archives with Veritas (formerly Symantec) Enterprise Vault, you’ll no doubt have lived with them as a necessary evil—a cost center rather than a source of business value. But now the time has come to shift from this legacy mindset if you want your business to thrive in a cloud-based world.

Of course, as archiving specialists, we understand why you need to archive data and why you would have once chosen Enterprise Vault. Making sure accurate records are kept for eDiscovery purposes and ensuring you remain compliant are critical business actions that need to be addressed and won’t go away. In fact, with the explosion of social media and messaging, plus audio and video sharing online, the challenges are only likely to increase. It’s not about why you archive so much as what those archives can do for you: should they simply remain stagnant as part of a costly compliance exercise or can you put them to work for your business?

Prior to the explosion of cloud services, it’s true that regulatory and legal pressures, not business strategy, drove archiving decisions. Today, however, organizations are seeking value from all of their investments, especially technology, and the ongoing cost and inflexibility of an on-premise archive is too significant a burden to shoulder solely for compliance purposes. Rather than be stuck with a dated, cumbersome solution, many are looking beyond the confines of the on-premise data center and toward the greener pastures of hyperscale modernity through cloud migration.

Given that you’ve landed on this page, the chances are you’re thinking the same…

In a survey conducted by Archive360, CIOs and IT directors put data archiving at the bottom of their priorities. However, data-driven innovation through AI, machine learning, big data, and analytics top the list. In other words, archives alone have little value—but the data they contain is critically important.

In this time of exciting change, you should be able to extract value from your archived data, have the flexibility to adapt as your business develops and avoid falling foul of new regulations or compliance requirements. At the very least, you’ll want to turn that money-burning server space into a fancy new meeting room.

Want to know more? Keep reading or contact one of our representatives today

Paying the price for on-premise archives Like Veritas / Symantec Enterprise Vault

Of course, there’s also a cost-saving aspect to moving away from the on-premise pain of Enterprise Vault archives. Simply put, by maintaining on-premise computing and storage infrastructure, you’re investing capital in an estimation of the computing assets you will need in the future. Staying on-premise means facing the possibility that if you don’t invest enough, your computing capabilities will be limited, which can cause business issues. If you invest too much and don’t use the capabilities fully, then you’ve have spent money on unused capabilities that could have been invested somewhere else.

Enterprise Vault itself only adds to the expense, as the diagrams below show. Draining funds through software and hardware support, labor and power demands, the total cost of ownership further makes the case for a cloud-based solution.

A recent Osterman Research white paper provided the following findings…

  • Enterprise Vault is a capable on-premise platform for archiving various types of content, including email, SharePoint data, file shares, etc.
  • Enterprise Vault is relatively expensive compared to many alternatives, particularly those in the cloud.
  • The additional expense is especially true when considering the replacement cost of an on-premise Enterprise Vault infrastructure.

 

Beyond Enterprise Vault: Savings and success in the cloud

With cloud-based Platform as a Service (PaaS), organizations use and pay for exactly what they need, providing an obvious saving. But, with Enterprise Vault, your archives are stuck languishing on servers that you pay to maintain and run. You know you would jump at the chance to only pay for what you use, which is what makes the cloud such an attractive prospect. Better still, those organizations that adopt a “pay as you go” (OpEx) model are able to engage the resources and expertise of cloud hosting experts to take advantage of new capabilities faster without the needed investments, and realize cost benefits throughout the year.

It seems like a no-brainer. You’re aware you should move away from old-school solutions like Enterprise Vault and you know the cloud is the place to be. But what are your options?

Essentially, there are three choices:

  1. Stick with what you have and continue to be limited by an on-premise solution like Enterprise Vault.
    You’ll reduce your potential to achieve a competitive advantage, have to eat the ongoing cost and prepare yourself for a scramble when new regulations are introduced or legacy software reaches end-of-life.

  2. Move your Enterprise Vault archives to a software-as-a-service (SaaS) archiving solution in the “kinda’ cloud”.
    Because they’re simple, SaaS solutions are popular. But taking the easy option doesn’t bring you control or flexibility. Due to the fact that they aren’t true hyperscale clouds, like those of Amazon or Microsoft, SaaS archiving products are restrictive. The limitations you’ll encounter include a lack of control over security, unfriendly eDiscovery options, and file format challenges. In essence, migrating your Enterprise Vault archives to a SaaS solution only puts you in a marginally better place than you were on-premise.
  1. Embrace the true power of the hyperscale cloud with a cloud data lake.
    To truly benefit from a move away from Enterprise Vault you need access to the cloud in its true form. While SaaS vendors talk a lot about your data benefiting from being in the cloud, the truth is they’re not really providing the cloud’s full value. Archiving using native file formats, complete control over security protocols and process, the ability to scale as needed, to determine geographic locations for data and access the latest and greatest technology developments. Those are the benefits a data lake in the real cloud offers you and they’re not possible with Enterprise Vault or a SaaS solution.

With that in mind, we can safely say that option one is out. So, let’s take a look at the two remaining paths open to you: the halfway house versus the flexible, future-proof solution.

The halfway house – Why shifting from Enterprise Vault to SaaS isn’t the ideal solution

Because of the complex legal and compliance requirements involved with archiving, software-as-a-service (SaaS) archiving solutions have dominated the market in the cloud era. Just like Office 365 or Salesforce.com, SaaS archiving products combine infrastructure, platform, and application into a subscription service. They provide immutable storage for compliance and legal hold as well as eDiscovery search capabilities. However, they lack features designed to help you get value from your data. What if you had an archiving solution with the power to unlock that value?



As you think about moving from Enterprise Vault, it’s important to think about the potential value your archives hold. You should also consider your options when it comes to security, compliance and emerging technologies. While it might seem like the easy option to trade control over your data for the perceived simplicity of SaaS, it’s a mistake that’s difficult to undo.

SaaS suffocates insight and innovation

A SaaS archive is a black box with features and functionality outside of your control. These companies have little incentive to invest in innovation beyond their core compliance and eDiscovery competencies, leaving you restricted to the options they provide—most of which are extremely limited.

This means you’ll run into problems if you want to…

  • Apply the latest open-source machine learning algorithms to discover insights
  • Quickly find and reuse historical information
  • Make your archive an active store of organizational knowledge
  • Rapidly migrate from one system to another
  • Find and catalog personal information to quickly respond to privacy requests under the General Data Protection Regulation (GDPR)

Funky file formats mean further fees

SaaS archives also convert files into inaccessible, proprietary formats that can’t be searched or analyzed with standard tools. Vendors charge hefty fees for converting your data back to a format you can actually use. And getting it out of a SaaS archive is no faster than getting it out of an on-premise archive like Enterprise Vault.

SaaS simplicity can sideline security and sovereignty

Their closed nature can make SaaS archives a security and privacy risk. For example, GDPR requires you to know where personal information resides in your systems and to ensure that data stays within prescribed borders. If your archive can’t rapidly scan your historical emails and files for personal data, you may not be able to meet these standards. As the following table from an Australian government report shows, email errors account for a substantial proportion of data breaches.

Most SaaS vendors have only a few cloud locations for your data, so complying with data sovereignty laws could be difficult. Even those with many data centers may force you to pick a single region for storage. If you are storing data in the right physical location, compliance and data sovereignty still might be impossible if your vendor can access the encryption key from another country.

Additionally, your security organization has invested a lot of time and money in protecting your data center and your cloud services. With “one-size-fits-all” security provided by a SaaS solution, those professionals don’t have any control over how the vendor encrypts, classifies, or protects information. Reducing complexity is a good thing, but with SaaS, the trade-offs are just too high. However, thanks to innovation in data archiving technology, there’s a better way—one that gives you total control over your data, the full-featured compliance and legal capabilities you require, and the cost, scalability and agility benefits of the cloud.

Moving from Enterprise Vault to a SaaS solution could mean…

  1. Being restricted by features and functionality outside of your control
  2. Proprietary file wrappers limiting search, insight and increasing cost
  3. Security, privacy and data sovereignty restrictions that could lead to a lack of compliance

The flexible, future-proof solution: Creating a real cloud data archive using an enterprise data lake

Using the cloud and a modern approach to storage known as a data lake, you can modernize your Enterprise Vault archives while maximizing the value of your data. A data lake can hold any type of data—structured, semi-structured, or unstructured—in its native format. Unlike a data warehouse, there’s no need to define or conform to a schema beforehand. Data lakes use low-cost commodity storage technology and can handle incredible quantities of data at low cost.

By themselves, data lakes lack the specialized features required for compliant archiving. However, by adding eDiscovery search, legal hold and review, compliance supervision, and other relevant capabilities, you can get the best of both worlds. We call this an enterprise data lake, and it transforms your archive into a living repository that’s an asset to your company.

Never migrate again

Using SaaS to migrate an Enterprise Vault archive with terabytes or petabytes of data can take months—sometimes a year or more. Getting out can be even harder. Under a typical SaaS archive transfer limit of 1TB per day, it would take you almost three years to get a 1PB archive out of such a system. SaaS vendors don’t want you to move your data, period.

On the other hand, if you migrate your Enterprise Vault archives to the cloud of your chosen vendor, the data is fully in your control and in its native format. Companies are investing heavily in major cloud platforms such as Microsoft Azure and Amazon Web Services and are likely to stick with them for decades. Plus, an enterprise data lake lets you work with the data in place. You won’t need to move it to a proprietary system to perform analytics or build visualizations.

Improve compliance, security, and privacy

SaaS vendors do their best to stay on top of legal and regulatory changes, but their business model is to do as little customization as possible. You’re at the mercy of their roadmap, especially if you have an industry- or business-specific need. If they don’t implement the capabilities you need quickly—or at all—you could go out of compliance.

For instance, if you need to enable a subsidiary in a specific region with a niche compliance capability, or you have to implement a solution to quickly report in response to privacy requests under GDPR, you may not be able to. The same is true for sovereignty. With SaaS, the vendor chooses where your data lives, and most have only one or two options.

With an enterprise data lake, you choose where your data resides and can apply any technology you need to meet your specific security and compliance needs. Unlike with SaaS, the work your security team has invested in securing your cloud ecosystem applies in full. Encryption is under your control, so you can keep your own encryption keys, as is required in many regulated industries. And in addition to the robust security provided by major cloud vendors, you can use whatever third-party or custom security solutions you desire.

Unlock insights

Archiving data is not a competitive differentiator—but getting insights from that data can be. Think of the tremendous amount of value locked up in your corporate email and files. SaaS archive vendors don’t do anything to help you get at that value—it’s just not their area of expertise. Instead, they lock up your data in a black box.

In the cloud data lake, best-of-breed technologies are just a few clicks away. Your data is accessible in its native format. Without moving it, you can apply modern analytics, machine learning, and AI technology, ranging from open-source frameworks such as Apache Spark, Apache Hadoop, and Presto to off-the-shelf data warehouse and business intelligence solutions. This can make it useful to teams throughout the business. Security can use it to identify attack vectors and insider threats. Data scientists can build and train predictive models. Marketers can identify customer sentiment trends. HR can identify productivity best practices.

Of course, given that archives contain sensitive information, you can’t just provide unlimited access. The key is to apply comprehensive, enterprise-grade governance and security to your data lake. With the correct guardrails in place for role-based security permissions, privacy protection (such as automatic redaction), search, legal hold, and so on, you can enable innovation without introducing risk.

Optimize costs

In the cloud, the more you use, the less you pay per unit of compute or storage. Management overhead also goes down as you consolidate interfaces. These are powerful incentives to make the most of your chosen platform by keeping your archives in the same ecosystem as your other services. When you use a SaaS archive, you’re compromising on these benefits. Vendors control which cloud they use, and you have to access data through their user interface. Also, SaaS vendors charge for all mailboxes in their system—active and inactive. Over time, your cost will go up even if you keep the same number of employees. With cloud storage, you’re only paying for the storage and compute you actually use. What’s more, you can use tiered storage that costs less for infrequently accessed data.

Putting Enterprise Vault archives to work
For many, Enterprise Vault archives only serve legal and compliance needs. Using a cloud data lake, you can turn them into a strategic advantage. With data in its native format, the potential is unlimited. Here are some examples of
how you can better serve leaders in your organization with insight uniquely available in your Enterprise Vault email and file archives.

Chief Human Resources Officer

User-generated files in archives contain valuable information about how people interact, collaborate and meet. The HR department can analyze that information and reveal patterns that support better organizational design and change management. For example, IBM Watson AI uses data lakes and user-generated files to predict with 95 percent accuracy when employees will quit. Data analytics can reveal how top performers maximize productivity, creating a library of best practices everyone can learn from—and enabling those exceptional individuals to be rewarded.

Chief Marketing Officer

Building strong customer relationships is central to success. Email and file archives contain valuable information about customers in their interactions with your company that can be a gold mine for the marketing team. Customer sentiment analysis can help you predict where customer interactions will go by scrutinizing the very words they use.

Chief Revenue Officer

By analyzing sales interactions in your archives, sales managers can get detailed information about your company’s unique sales cycle and the customer journey from awareness to purchase.

Chief Innovation Officer

Innovation builds on knowledge developed over time. When data is inaccessible, clever ideas get buried. With the ability to access historical information, workers can reuse documents, discover best practices, and revisit the products of team collaboration to create new possibilities.

Chief Compliance Officer

The volume of data in archives often means people don’t even know what they have. Manually searching and classifying may be impossible, but classification algorithms can enable records, legal, and compliance teams to identify what matters and protect sensitive information.

Chief Information Security Officer

User-generated data can be mined to identify patterns that reveal potential insider threats, whether disgruntled employees or simply those who don’t follow best security practices.

 

Recap: The Enterprise Data Lake Advantage

By moving your Enterprise Vault archives to the hyperscale cloud you get…

  1. Complete access to your data in its native format
  2. Control over compliance, security and privacy options
  3. Access to insight and cutting-edge search tools
  4. Lower storage costs and more flexible options to only pay for what you use
  5. A strategic advantage that better serves leaders in your organization

From Enterprise Vault archive to valuable asset with Archive360

Archiving is not optional, but you do have options. SaaS archives lock you into proprietary platforms with one-size-fits-all features. They restrict data movement and limit your options for seeking value. When you use an enterprise data lake in the “real cloud,” your data stays in its native format so you have total control over what you do with it. You can use advanced analytics and machine learning to gain powerful insights. You can move from one location to another using high-speed cloud connectivity. And you maintain total control over security, compliance, and privacy.

But remember: simply dumping information into a data lake will not meet legal, compliance, and eDiscovery requirements. You need a robust, proven toolset for managing, securing, and analyzing your archive. You also need the same eDiscovery and compliance capabilities your team relies on.

That’s what we do at Archive360. As people who have devoted our professional lives to file and email archives, we see the enormous value that IT teams miss out on year after year. We’ve made it our mission to break through the black box model of archiving and help customers benefit from their data assets. That’s why we built end-to-end, enterprise-grade solutions for eDiscovery, compliance, and privacy for the enterprise data lake archive. Our archiving solutions enable you to capture, store, and manage data of all kinds in your chosen cloud environment, meet the most rigorous needs, and have total freedom to innovate with your data.

We offer unique features for your Enterprise Vault archives in the hyperscale cloud that simply aren’t possible with SaaS solutions, including API access to your data, audio and video archiving and search, and customizable security and privacy options. Unlike SaaS solutions, we can manage your migration too, providing you with a single point of contact for your archiving needs and move to the cloud.

Whereas most SaaS companies rely on a third party provider for migration, Archive360 has carried out more than 1000 migrations using its own migration IP. That’s over 30 petabytes of data successfully transferred. By migrating directly from the storage layer of your archives we not only ensure you don’t leave any data behind (as can happen with API-based migration) but move your data to the cloud faster. While on-premise migration options can typically extract hundreds of gigabytes every 24 hours, Archive360’s migration tools are typically able to transfer 3-10 terabytes of data per day.

Archive360 Migration Benefits
We use our own migration IP to provide you with a single point of contact and faster, more accurate migration.

  • We don’t use the API, but go straight to the storage layer, crack it open and never miss anything because we don’t rely on potentially corrupt indexes or DBs
  • Bypassing the API also avoids bottlenecks as a result of limited access to only a few threads at a time
  • Using the storage layer, we can harness massive amounts of read/write capacity        
  • While an API migration can only operate in hundreds of gigabytes of data, we regularly migrate 3-10tb per day

And, once you’re in the cloud, our work doesn’t stop. We help to reduce the cost of inactive user accounts that have to be archived but aren’t being used and streamline the classification, recognition, and eDiscovery of any data type, with multiple retention and disposition policy workflows as you require. Our ongoing management of your data means you can enable your legal, compliance and privacy teams and unlock hidden value from your data, all while ensuring you’re prepared to harness new and emerging cloud-based technologies and tools.

It’s unique features like these that make archiving and migrating with Archive360 a pain-free process, with support along the way to ensure you make the most of your archives and the data within them. 

Find out why major, regulated organizations around the world trust Archive360 with their most sensitive data. Get in touch to request a demo today.