Skip Ribbon Commands
Skip to main content

AMS Glossary

Last Update: 8/24/2016 1:29 PM

Archive Migration Service Glossary

 

A glossary of useful terms for archiving, compliance, and eDiscovery. 

 

Archive Migration: The process of moving existing third-party archived data stores between data storage systems to a different destination.

Chain of Custody: The processing, tracking, recording the movement, handling, and location of electronic evidence chronologically from collection to production. It is used to verify the authenticity of the Electronically Stored Information (ESI).

Custodian: The term most often refers to the individual from whose file systems a group of records were extracted. This person is not necessarily the author of the documents.

eDiscovery (also called e-discovery or electronic discovery): Any process in which electronic data is sought, located, secured, and searched with the intent of using it as evidence in a civil or criminal legal case.

Email Archiving: Email archiving is a service in which email messages are stored in a separate third-party environment for the purposes of regulatory compliance, data retention, for later use and retrieval.

Envelope Journaling: The original journal message is typically attached to the envelope message. The purpose of the envelope is to provide further information about the message, such as the origin, destination, timestamp, recipients, sender, bcc recipients, newsgroup recipients, etc. All of this information can be compiled to help auditors provide hard evidence to the courts.

ESI: Electronically stored information, including email, files, documents, and other electronic content.

Filtering: The process of applying specific parameters to remove groups of documents that do not fit those parameters, in order to reduce the volume of the data set, e.g., date ranges and keywords.

Indexing: The process by which (email or file) content is inventoried during the archiving process, enabling the ongoing search and retrieval of data.

Journaling: Microsoft Exchange Server journaling makes it possible to record a copy of all email communication in an organization, and send them to a dedicated mailbox on an Exchange Server. Journaling is simply a means of recording users' messages.

Journal Archive: This produces an absolute "copy of record" of all captured email.  Journaling is a process of recording all inbound and outbound users' messages and storing them in a third-party archive system.

Legacy Archive: An aging or obsolete third-party archiving platform.

Legal Hold: The process of securing information that must be preserved for potential use in litigation.

Metadata: Often referred to as "data about data," this is the information that describes the characteristics of ESI: sender, recipient, author, date, etc. Much of the metadata is not accessible to non-technical users.

Rehydrating: The replacement of the stub/shortcut in Exchange with the actual "complete" archived message from the third-party legacy archive.

Spoliation: The destruction or alteration of data that might be relevant to a legal matter.

Stub (also known as "Shortcut"): The feature in an email archive system that manages Exchange email mailbox sizes by automatically moving an email message and/or attachment from the user's Exchange mailbox to the archive, and replacing it with a STUB or SHORTCUT pointing at the archived message.

WORM (Write Once, Read Many) storage: This is a storage environment utilized by some archive providers, ensuring that information cannot be changed once written to an archive location, as required under specific regulations, including SEC 17a-4.

 

Third-Party Email Archive Systems and Products

Premises-Based:

  • Barracuda

              ArchiveOne - Main email archive platform for structured data

  • CommVault

              Simpana - Main email archive platform for structured data

  • Dell

              Archive Manager - Main email archive platform for structured data

              MessageOne - Main email archive for cloud-based structured data

  • EMC

              EmailXtender – Legacy email archive platform that was replaced by SourceOne

              SourceOne – Main email archive platform for structured data

              Discovery Manager - eDiscovery for SourceOne

              Kazeon – eDiscovery appliance system used for SourceOne and Exchange

  • HP/Autonomy/ Capax

              EAS - Main email archive platform for structured data

              NearPoint - Main email archive platform for structured data

    • Note: EAS and NearPoint are old legacy email archive systems that went through many acquisitions and are no longer being developed but is supported by CAPAX.
  • OpenText

              AXS-One - Main email archive platform for structured data

  • Veritas

              Enterprise Vault – Main email archive platform for structured data

              Enterprise Vault.Cloud – Main email archive for cloud-based structured data

              Discovery Accelerator - eDiscovery for Enterprise Vault

              Compliance Accelerator - Data compliance and supervision solution

              Clearwell – eDiscovery appliance system used for EV and Exchange

 

Cloud-Based:

Dell MessageOne - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage, and powerful search functionality.

Global Relay - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage, and powerful search functionality.

HP Digital Safe - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage, and powerful search functionality.

Mimecast - A third-party archival company specializing in cloud-based email management for Microsoft Exchange and Microsoft Office 365, including security, archiving, and continuity services to protect business mail.

NetMail - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage and powerful search functionality.

ProofPoint - A third-party archival company that provides SaaS and on-premises solutions for inbound email security, outbound data loss prevention, privacy protection, email encryption, electronic discovery, and email archiving.

Smarsh - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage and powerful search functionality.

Sonian - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage and powerful search functionality.

Veritas EV.Cloud - A third-party archival system. The company provides cloud-based email archiving solutions to ensure cost-effective, unlimited retention, storage and powerful search functionality.