Archive 360 Email Archive Migration Blog

Are You Moving Exchange Journal Data to Office 365?

Posted by Bob Spurzem on August 25, 2016

If you’re moving a legacy email archive to Office 365, chances are good that you also have Exchange journal data to move as well. If you do, it’s likely that the total amount of journal data is equal to or greater than the total size of your email archive.

With regards to Office 365, you might be wondering where the journal data is stored.  It comes down to two possibilities; move the journal into the Personal Archive of an Office 365 active mailbox, or  create separate Office 365 mailboxes (e.g. Journal Mail 001, Journal Mail 002, Journal Mail 003) and move the journal data for groups of custodians into those.  This practice is called "journal splitting”. To many, an unknown concept that raises many questions, the most important being; is journal splitting the best practice for your organization’s regulatory or legal needs?  The answer is it depends…  Let’s break it down so you have all the facts before you make a migration decision on your journal.

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Topics: Office 365, Azure, Exchange Journal

The Lifecycle of Grey Data

Posted by Bill Tolson on August 22, 2016

Organizations habitually over-retain information, especially unstructured electronic information, for many reasons. However, many organizations simply have not addressed what to do with this data so fall back on relying on individual employees to decide what should be kept and for how long and what should be disposed of. On the opposite end of the grey data management spectrum, a minority of organizations have tried centralized enterprise content management systems and have found them to be difficult to use. In these cases, employees find ways around these complex systems by keeping huge amounts of data locally on their workstations, on enterprise file shares, on removable media, in cloud accounts, or on rogue SharePoint sites that are used as “data dumps” with little or no records management or IT supervision. Much of this information is transitory, expired, or of questionable business value. Because of this lack of active management, information continues to accumulate. This information build-up raises the cost of storage as well as the risk associated with eDiscovery. In some cases the company’s General Counsel actively stops grey data “clean up” processes because they are afraid of being accused of destruction of evidence in a future case.

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Topics: EDiscovery, grey data, Information Governance

Delete Email Stubs at Your Own Risk

Posted by Bill Tolson on August 18, 2016

You've decided to migrate the on premise Exchange email system to Office 365 but your email migration service provider has rightfully asked if your company also employs a separate email archiving solution. For most companies, the answer is yes and in most cases that email archive is 10x to 20x larger in size than your live email system. The great thing is Office 365 includes the personal archive so you will be able to migrate the entirety of your aging and costly email archive up to Office 365 and jettison the high annual cost of maintaining the on premise email archive. The only cost involved is the actual migration of the archive data and in most cases that cost will be a small percentage of the annual archive support cost.

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Topics: email stubs, Litigation, Email Archive Migration

The Growing Law Firm Data Challenge: Managing Terabytes of Client Data

Posted by Bob Spurzem on August 15, 2016

Managing the huge amounts of data submitted by clients for eDiscovery response is a time-consuming and complex task. Many law firms are struggling to keep up with the data storage, professional, and client demands, and many don’t have (or enforce) law firm data ingestion processes nor economical long-term electronic data storage.  One continuing issue for many law firms is the data ingestion process (or lack of a process) to ensure client data sets are logged, indexed, secured and managed appropriately. On too many occasions, large client data sets are handed over to the managing attorney directly, bypassing firm data ingestion processes, making it harder to find and manage. So the first key to handling and organizing client data costs effectively is to create and enforce a client data ingestion process that includes participation of the firm’s information governance (IG) team.

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Topics: EDiscovery, Azure, Law firm cloud storage

Data Management Legal Challenges & the Cloud

Posted by Bill Tolson on August 11, 2016

Upcoming webinar on Aug 24, 2016 11:00 AM PDT

Is your law firm swamped with data?  After years of collecting data from clients undoubtedly you have TB's of data under management.  Your challenge is how to reduce total cost while keeping the data secure and accessible.

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Topics: Webinar, Law firm cloud storage

IG for Law Firms- It’s Not Only Time, It Doesn’t Have To Be Expensive

Posted by Bill Tolson on August 8, 2016

A couple of years ago the Akron Legal News published an editorial on information governance in law firms. The article by Richard Weiner, explored how law firms are dealing with the transition from rooms filled with hard copy records to terabytes of electronically stored information (ESI) - which includes both firm business records as well as the huge amounts of client eDiscovery content. The article pointed out that these days, ESI flows into law firms so quickly and in such large quantities, no one can actually track the volume much less know what it contains.  Law firms have reached an inflection point; change the way information is managed or suffer client dissatisfaction and client loss.

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Topics: EDiscovery, Azure, Information Governance

AXS-One Email Archive End-of-Life?  Archive360 can help

Posted by Admin on August 5, 2016

Due to the recent acquisition of Daegis/AXS-One by OpenText and the subsequent drastic reduction in R&D and support staff, it is apparent to the AXS-One customer base that the product has reached a de facto end-of-life.

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Topics: AXS-One, Email Migration

Legal Considerations of Stub Rehydration

Posted by Bill Tolson on August 1, 2016

Question; how many attorneys know what an email message “stub” is or that they can be a major risk when responding to an eDiscovery request? Even many IT professionals aren’t aware of the legal implications of mailbox message stubs.  With that in mind, let’s look at a scenario where mailbox message stubs can become an issue in discovery.

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Topics: EDiscovery, email stubs, email archive

Do You Really Need To Retain Ex-employee’s Grey Data?

Posted by Bill Tolson on July 28, 2016

 It may surprise you to know that 10%, 20%, or even 30% of enterprise data can be classified as grey or inactive data, mainly from ex-employees, that has accumulated over the years as employees left the company. Many organizations simply haven’t defined policies around what to do with departing employee data. A minority of organizations will remove the hard disk from the departing employee’s laptop or desktop computer and place it in a cabinet for a year or longer. This policy is usually driven by the corporate legal department just in case the employee later files a wrongful termination lawsuit. This process is an attempt to address the issue but doesn’t really take into account the other possible data repositories where employee data can reside including file systems, email systems, email archives, removable media, or cloud repositories.

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Topics: EDiscovery, Azure, regulatory compliance, grey data

What is the Benefit of Cold Cloud Storage?

Posted by Bob Spurzem on July 25, 2016

Certainly, you have read about the emerging cloud cold storage options.  All of the three leading cloud service providers – Amazon/AWS, Google, and Microsoft offer a cold storage service.  Low-cost cloud storage is very appealing, but can you make it work in your data center? 

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Topics: Azure, Cloud Storage

Law Firm Cloud Storage; Rising Security, Lower Costs

Posted by Bill Tolson on July 21, 2016

Law firms (and corporate legal departments) regularly hold huge amounts of client eDiscovery data long after the specific case has been decided. These large client data sets are stored with very little activity for long periods of time. Depending on the number of clients, these eDiscovery data sets can reach into the terabytes in total size. This data usually resides on expensive, enterprise class, spinning disk so can be very expensive to keep. For example, the average cost of enterprise class disk is in the $0.35 per GB per month range (fully loaded cost) or $4.20 per GB per year. Assuming 10 TB, the annual cost to store that data within the law firm would be approximately $42,000.

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Topics: EDiscovery, Azure, Law firm cloud storage

Microsoft Victory Safeguards Email Privacy

Posted by James McCarthy, Esq. on July 18, 2016

In a victory for email privacy, a federal appeals court in New York has reversed a trial court’s ruling compelling Microsoft to turn over emails stored on servers located outside the US. [1] This latest ruling is one of several cases demonstrating that the law is trending towards privacy.  This case involves governmental seizure of electronic records.[2] The concern expressed in that case was that if the US could use an antiquated law to seek disclosure of records stored in the EU, other countries could use their local laws to compel US companies to disclose records to that country’s authorities.  Microsoft’s attorneys correctly warned that this would create   a “global free for all.”

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Topics: Microsoft, Email Privacy

First Fines Levied On US Companies after Safe Harbor Grace Period Expires

Posted by James McCarthy, Esq. on July 10, 2016

Companies that transmit data from Europe to the US have become vulnerable to unexpected financial costs from EU members. Brexit may be the most visible headline from the EU but a lesser-known threat poses more of a compliance concern.  We reported last Fall about the potential fallout expected after the EU’s decision in the Schrems case invalidating the Safe Harbor Agreement and what US companies could expect were they not to change course before the EU’s January 2016 deadline. [i]  Specifically, our concern was that an individual EU member State could impose its own rules and fine companies in the absence of a common plan subjecting US companies to potentially 28 different sets of privacy rules.  Germany has now fired the first shot in this new privacy skirmish.

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Topics: Data Privacy, Office 365, Litigation

Should You Retire your Legacy Email Archive and Move it to Office 365?

Posted by Bill Tolson on July 6, 2016

Many organizations are moving their Exchange email systems from on premise to the cloud via Office 365 to save cost, simplify operations, and increase ease of use and productivity for their employees. Migrating the contents of an on premise Exchange email system to Office 365 is straight forward and can be accomplished in a relatively short amount of time. But what if your organization also has an on premise legacy email archiving system as well?

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Topics: Office 365, Email Archive Migration

What is Grey Data and What Should Be Done with It?

Posted by Bill Tolson on June 30, 2016

How much unstructured data does your organization actually have? Do you have any idea? Could you find and search through all of your organization’s data in response to an eDiscovery request or regulatory information request - quickly? What’s the downside if you can’t?

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Topics: Archive Migration, Office 365, Azure

Is Microsoft Inadvertently Blocking Your Road to Office 365?

Posted by Bob Spurzem on June 28, 2016

Microsoft FastTrack was designed to help you move your on premise Exchange email system to Office 365 “smoothly and with confidence”.  But, when you read the “fine print” you discover that FastTrack will NOT migrate email archive data, including compliance-related journal data.  The problem with this oversight is that most organizations planning to migrate to Office 365 similarly have a legacy email archive that should also be migrated. In fact, in a recent survey by Osterman Research, 64% of Office 365 migrations include a legacy email archive, so this lack of support is a major “road block” (or at least speed bump) to fully migrating to Office 365.

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Topics: Archive Migration, Office 365, Email Archive Migration

Journal Archive Data – The Elephant in the Room

Posted by Bob Spurzem on June 23, 2016

Are you familiar with the concept of Exchange Journal Data?  Many are not so let me give you a quick refresher.  Journaling has been a mainstay of the Exchange Server for many years.  In fact, it was introduced in a Service Pack for Exchange 2000 and has been a feature ever since.  Journaling is enabled per mailbox and sends a copy of every message sent or received to a designated storage location, in many cases an email archive.

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Topics: Office 365, Journal, Email Archive Migration

What is Legally Defensible Data Migration?

Posted by Bill Tolson on June 20, 2016

Responding to an eDiscovery request carries with it many duties and responsibilities that the court will expect to be carried out in a good faith manner. Several of these duties are set it stone via the Federal Rules of Civil Procedure (FRCP) and should not be ignored or taken lightly.

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Topics: EDiscovery, Archive Migration, Litigation

Tip #4: Be Aware of all Legal Risks of Email Archive Migration

Posted by Bob Spurzem on June 16, 2016

Lawsuits have become a (high) cost of doing business for most organizations. Because of that, eDiscovery response should be proactively planned for to ensure the lowest possible cost to the company.

 

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Topics: EDiscovery, Office 365, Email Archive Migration

Stealth PST Migration, Collection and Elimination

Posted by Bob Spurzem on June 13, 2016

If you were to design the perfect PST migration and collection tool, what would be its key capabilities?  Easy – make it like the Nighthawk Stealth fighter…  Crazy fast and 100% transparent to the end user! 

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Topics: PST Migration


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