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Cloud Archiving for Dummies® Actiance Special Edition These materials are © 2015 John Wiley & Sons, Inc. Any dissemination, distribution, or unauthorized use is strictly prohibited. Cloud Archiving For Dummies Actiance Special Edition By Bill Tolson with David Seidl, Scott Whitney, and Trevor Starr These materials are © 2015 John Wiley & Sons, Inc. Any dissemination, distribution, or unauthorized use is strictly prohibited. Cloud Archiving For Dummies®, Actiance Special Edition Published by John Wiley & Sons, Inc. 111 River St. Hoboken, NJ 07030‐5774 www.wiley.com Copyright © 2015 by John Wiley & Sons, Inc., Hoboken, New Jersey No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning, or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the Publisher. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748‐6011, fax (201) 748‐6008, or online at http://www.wiley.com/go/permissions. Trademarks: Wiley, For Dummies, the Dummies Man logo, The Dummies Way, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc., and/or its affiliates in the United States and other countries, and may not be used without written permission. Actiance and the Actiance logo are trademarks or registered trademarks of Actiance, Inc. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc., is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services, or how to create a custom For Dummies book for your business or organization, please contact our Business Development Department in the U.S. at 877‐409‐4177, contact [email protected], or visit www.wiley.com/go/ custompub. For information about licensing the For Dummies brand for products or services, contact BrandedRights&[email protected]. ISBN 978‐1‐119‐ 14972‐9 (pbk); ISBN 978‐1‐118‐ 14973‐6 (ebk) Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 Publisher’s Acknowledgments Some of the people who helped bring this book to market include the following: Project Editor: Jennifer Bingham Acquisitions Editor: Amy Fandrei Editorial Manager: Rev Mengle Business Development Representative: Karen Hattan These materials are © 2015 John Wiley & Sons, Inc. Any dissemination, distribution, or unauthorized use is strictly prohibited. Introduction n this data‐driven world, organizations rely on email, social Imedia, unified communications, instant messaging, and other new types of communication and collaboration capa- bilities. This means that more data is being generated and stored than ever before. The ever‐increasing reliance on cloud storage and other third‐party tools to handle these new types of communication means that it can be difficult to meet new demands from electronic discovery requirements and compli- ance regulations. When IT staff, legal counsel, information security, and com- pliance officers are asked to store, manage, and search this massive assortment of information, it can look like an impos- sible challenge. Traditional backup solutions may capture and store the data, but don’t make it easily searchable or provide context. Legacy archives are often limited in the platforms or applications they support, and can have significant costs associated with the growth of records they’re purchased to retain. When you add in the need to track how conversations and data exchanges are occurring between several different medi- ums (sometimes at the same time), then try to make them accessible and viewable in a way that preserves the context they occurred in, your task may seem like science fiction. Fortunately, cloud archives are quickly evolving to handle these and future requirements in a way that solves the com- plexity, cost, and sizing challenges that legacy on‐premise solutions face. About This Book This book examines the evolving case for archiving, and how cloud archiving can help you tackle difficult data handling and management challenges head‐on. I explain how archiving tools can help you meet regulatory compliance and eDiscov- ery requirements while saving space and making data easier These materials are © 2015 John Wiley & Sons, Inc. Any dissemination, distribution, or unauthorized use is strictly prohibited. 2 Cloud Archiving For Dummies, Actiance Special Edition to analyze. I also show you how cloud archiving tools can help you provide data in its original context across a wide variety of communications platforms while allowing you to cut costs, empower your legal and compliance staff, and make accessing and searching the data easier than ever before. Icons Used in This Book The margins of this book use several helpful icons that can help guide you through the content: This icon marks tips that can save you time and effort. This icon is for the technical types who are reading the book. It may be geeky, but it can be useful too. If you see this icon, make sure you pay attention — you’ll want this knowledge close at hand later. This icon marks something that you will want to take note of because it can cause problems. Beyond the Book You can find additional information about Actiance’s cloud archiving capabilities and its cloud archiving platform, Alcatraz, by visiting www.actiance.com. These materials are © 2015 John Wiley & Sons, Inc. Any dissemination, distribution, or unauthorized use is strictly prohibited. Chapter 1 Evolving the Case for Archiving In This Chapter ▶ Understanding the need for archiving ▶ Using archiving for regulatory compliance and eDiscovery ▶ Improving storage management ▶ Enhancing analytics using archiving tools nterprises today generate massive amounts of data Ewhile facing compliance, electronic discovery, storage, and analysis requirements. Spending days or weeks sort- ing through traditional backups to find and extract the data you need isn’t acceptable when you need to meet a compli- ance requirement, respond to an audit, or respond to an eDiscovery request. This scenario gets more alarming when you take into account the fact that many organizations, prob- ably including yours, have multiple data repositories, each with different retention and management policies. In short, backups aren’t archives. Simply backing up files like you have done for years doesn’t give you an easy way to find files, and doesn’t provide the capability to easily understand the context that communications were stored in. Backups also typically don’t include social media and other emerging methods of communication that are used in addition to email and collaboration systems such as SharePoint. Fortunately, enterprise archiving can help. Enterprise archiving can store user‐generated data like email, instant messages, SharePoint documents, and other files, as well as website information and social media content all in one place These materials are © 2015 John Wiley & Sons, Inc. Any dissemination, distribution, or unauthorized use is strictly prohibited. 4 Cloud Archiving For Dummies, Actiance Special Edition while applying intelligent management policies and analysis tools. That giant mass of archived data can become a cen- trally managed and fully accessible information repository your users can rely on to easily perform the work your organi- zation needs them to do. Exploring Regulatory Compliance Following your industry’s regulatory requirements can be both complex and costly. Many of these regulations require that you retain documents and communications for a specific length of time — and that you must be able to produce them within a relatively short time frame when asked by a regulatory agency via an information request. An archiving solution can help you meet these retention requirements and can make being audited for compliance a much less stressful and risky task. Regulations and archiving There are thousands of regulations around the world that require content archiving for regulatory compliance. For example, in the United States, the Financial Institution Regulatory Authority (FINRA) Rule 2210 specifically states that “any written (hardcopy or electronic) communication that is distributed or made available to . investors” be archived for a specific period of time and to be made available when asked by a court or regulatory agency. Other regula- tory agencies such as the FDA, the SEC, the Financial Conduct Authority, as well as regulations like the Health Insurance Portability and Accountability Act (HIPAA), also require that data be retained and be made available. Because there is a broad range of regulatory agencies and legal requirements that require data to be held and available for audits for prescribed periods of time, you’re probably wondering how to keep these sometimes conflicting require- ments straight.
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