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BUSINESS IMPACT STUDYSymantec Clearwell and Enterprise Vault EOOC“Eating Our Own Cooking” Initiative in eDiscovery Enables Symantec to Save US 13Million over Seven Years
SYMANTEC BUSINESS IMPACT STUDYSYMANTEC CLEARWELL AND ENTERPRISE VAULT EOOCExecutive SummaryFor years, Symantec Corporation has “eaten its own cooking”―using its own solutionsto reduce costs and to support its messaging infrastructure. These solutions span thecontinuum from security to information management. Because of data explosion, it hasbecome increasingly important for companies to archive and utilize eDiscovery tools tointelligently manage information.Email archiving with Enterprise Vault for its Microsoft Exchange-based platformsaved Symantec more than US 7.9 million between 2006 and 2009. More recently,an international law firm acting on behalf of Symantec used the Clearwell eDiscoveryPlatform appliance from Symantec to vastly reduce the number of electronic documentsthat attorneys needed to review for a tight deadline set by an arbitration panel. Thefirm succeeded in meeting the deadline while saving Symantec US 463,200 in attorneytime for document review. Assuming 10 major case decisions annually, cost savingsfor 2012 are estimated to be around US 4,632,000. Over seven years, eating its owncooking has saved Symantec more than US 13 million.ORGANIZATION PROFILEWebsite: symantec.comIndustry: TechnologyHeadquarters: MountainView, CaliforniaEmployees: 18,500Table 1BusinessImpact AreaEmail archivingsavingsHow It Was DoneEnterprise Vault eliminates mailbox quota limit issues and the hours of laborrequired for resolution and recovery from PST files.Total Realized and ProjectedBusiness Value (All figures in USD) 72,636in avoided costs related to IT help deskmailbox support labor 2007 – 2009Enterprise Vault archives older email and removes them from the primaryExchange database, allowing for consolidation of Exchange-based serverinfrastructure.Enterprise Vault deduplicates and compresses the email messages it archives,reclaiming storage space. It also allows Symantec to use more cost-effectivedisk for the email archive, and simplifies eDiscovery by eliminating duplicatecopies.Enterprise Vault allowed Symantec to use less server hardware and lesspower-hungry, lower-tier storage, reducing power costs.The consolidation and clustering of Symantec’s Microsoft Exchange-basedservers resulted in higher availability, reclaiming labor productivity.eDiscovery laborsavingsAn international law firm acting on behalf of Symantec used the ClearwelleDiscovery Platform to identify relevant information and narrow down thenumber of documents that needed to be reviewed from 676,987 to 98,000.Symantec has multiple major cases in the pipeline at any given time with asimilar volume of documents to review.Assume 10 major case decisions each year, for which Clearwell will be usedgoing forward to streamline eDiscovery.Total savings overseven yearswww.symantec.com 2,663,366in Microsoft Exchange Server cost and laborsavings 2006 – 2009 1,799,680in storage cost avoidance 2007 – 2009 89,998in energy cost avoidance 2006 – 2009 3,282,672in labor productivity savings 2006 – 2009 463,200in avoided costs in 2011 4,632,000in avoided costs in 2012 13,003,5522
SYMANTEC BUSINESS IMPACT STUDYA lawyer’s worst nightmareYou have 676,987 electronic documents toreview—more documents than thepopulation of Boston. Some likely containcritical evidence on which your case depends.Most are email conversations about topicsirrelevant to your case. The arbitration panelhas given you 10 days to produce the crucialdata that only a few of these documentscontain.With a document “haystack” that big and atime window that small, attorneys need allthe help they can get finding the needle.SYMANTEC CLEARWELL AND ENTERPRISE VAULT EOOCSOLUTIONS AT A GLANCEKey ChallengesTechnology Environment Archive email to reduce CAPEX and OPEX Accelerate and streamline the legal document review process Server platform: Dell PowerEdge and HPProLiant servers running Windows Server2008 Make the most effective use ofattorneys’ time Applications: Microsoft ExchangeServer 2007Symantec Solutions Storage platforms: Hitachi (primary),NetApp FAS (archive) Clearwell eDiscovery Platform fromSymantec Symantec Enterprise Vault with Microsoft Exchange Mailbox Archiving Microsoft Exchange Journaling“As a Fortune 500 company,it’s imperative that wedeploy technology solutionsto accelerate eDiscoverytimes and reduce costs.”— Scott Minden, Senior Director, Legal,Symantec CorporationAn international law firm faced this exactsituation in 2011 when representingSymantec on a case. Out of that universe ofmore than half a million documents, the firmknew that the case was likely to hinge on only25 or 30 of those documents. The firmneeded to find those relevant documentsquickly to avoid review costs spiraling out ofcontrol.According to a 2012 study by RAND Corp.,document review costs now represent 73percent of total eDiscovery expenditures,followed by processing costs (19 percent)and collection costs (8 percent).1Document review is the most time-consumingand expensive part of the eDiscovery process,and attorney time is expensive. Therefore,it’s absolutely critical from a cost perspectiveto narrow down the data set so attorneys arelooking at only the potentially relevantdocuments, instead of spending time siftingthrough irrelevant documents.www.symantec.comSaving US 463,200 ineDiscovery costsSymantec suggested that the firm use theClearwell eDiscovery Platform, now aSymantec product, to winnow down thenumber of documents that attorneys neededto review.Positioned as a Leader—the highest rating—in the Gartner 2012 Magic Quadrant forE-Discovery Software, Clearwell streamlinesthe eDiscovery process, reducing costsassociated with identification, legal hold,and collections all the way through analysis,review, and production with a singleapplication.Using Clearwell, the firm immediatelytrimmed the number of potentially relevantdocuments down from 676,987 to 193,597,according to an associate who worked on thecase. When the legal team noticed that thename of the facility involved in the case wasgetting a lot of false hits, they removed thatname from the keyword search, whichbrought the document volume down to131,311. The team then removed allpotentially privileged documents—forexample, documents with an attorney nameor legal domain—bringing the total numberdown to 114,562.The firm had used eDiscovery tools before,but Clearwell allowed it to go further. Itutilized Clearwell filters to isolate clearlyirrelevant domain names, such as majornews, sports, and consumer sites, to removethose documents. The ‘Discussion’ tab inClearwell allowed the firm to identify andremove discussions about irrelevant topics—everything from facilities discussions toconversations about fantasy football—bringing the final numbers down by anadditional 14 percent to approximately98,000 documents.The search for what is “defensible” is one ofthe most fundamental risk managementtasks for legal practitioners. Those that arenot able to defend their eDiscovery processesface the threat of sanctions, the loss ofattorney client privilege, and/or the loss ofwork product protection. Using legallydefensible, intelligent culling strategiesenabled by Clearwell, the firm met thedeadline and saved Symantec US 463,200in attorney time for document review (seetable 2, category 2).The firm ended up utilizing attorneys workingas contractors, who charge a much lower ratethan attorneys who are employed full-time ata law firm, helping to reduce costs further.Without Clearwell, reviewing 676,0003
SYMANTEC BUSINESS IMPACT STUDYdocuments in the tight time frame wouldhave required hundreds of attorneysreviewing full-time in order to meet thedeadline.“Enterprises and law firmsalike can use Enterprise Vaultand Clearwell to streamlinethe data collection process.These tools can yieldmillions of dollars in costavoidance in a single year.”— Matthew Gainer, Product Legal, SymantecCorporationSays Matthew Gainer, senior paralegal,product legal, Symantec: “Enterprises andlaw firms alike can use the combination ofEnterprise Vault and Clearwell to streamlinethe data collection process and reduce thevolume of documents that must be reviewed.Large companies such as Symantec typicallyhave as many as 10 major cases in thepipeline at any given time. Having access tothese tools can yield millions of dollars incost avoidance in a single year.”That means Symantec will avoid a projectedUS 4,632,000 in eDiscovery costs for 2012,since Clearwell will be used to streamlineeDiscovery for all future cases with a largevolume of documents requiring review (seetable 2, category 2).Driving US 7.9 million in savingswith email archivingSince 2006, Symantec has “eaten its owncooking” and archived email with SymantecEnterprise Vault Microsoft ExchangeArchiving and Journaling, saving more thanUS 7.9 million between 2006 and 2009. Themulti-phase initiative transformedSymantec’s email management practicesand systems, resulting in cost avoidance onlabor and equipment in a number of areas.Journaling ensures that every email messagesent or received is retained, contributing tothe legal defensibility of subsequenteDiscovery searches.www.symantec.comSYMANTEC CLEARWELL AND ENTERPRISE VAULT EOOCPrior to deploying Symantec EnterpriseVault, IT helpdesk support for mailboxes wasa time-consuming and costly process. IThelpdesk personnel were responsible forresolving issues with quota limits andrebuilding corrupted PST files. Email datacorruption would occur regularly due to thelarge size of PST files, and full recovery fromdata corruption was rare. The followingactions were required of the IT helpdesk: Resolution of 24 mailbox quota limit issuesper month, with each issue requiring onehour on average to resolve Twenty rebuilds of corrupted PST files permonth, with each incident averaging twohours to resolveWith the deployment of Symantec EnterpriseVault, mailbox quota limit issues wereeliminated and rebuilds of corrupted PSTfiles were reduced to six per month with anaverage resolution time of one hour, resultingin IT labor savings of more than US 72,000from August 2007 through December 2009by eliminating email-related IT help desktasks (see table 2, category 1).Symantec’s infrastructure consolidationproject enabled a 54 percent reduction inMicrosoft Exchange-based servers, from 100to 46 from May 2006 to November 2007. Theone-time server reduction equated to morethan US 1.6 million saved from May 2006through November 2007. In addition to theavoided acquisition costs, Symantec IT wasable to reallocate three FTEs to other ITinitiatives, achieving more than US 1 millionin labor productivity improvements from May2006 through December 2009. The emailconsolidation initiative saved Symantecmore than US 2.6 million in hardwareacquisition costs and labor productivitythrough 2009 (see table 2, category 1).Symantec estimates that by mid-2012, it had400 terabytes of archived email companywide in Enterprise Vault. When data getsarchived, Enterprise Vault compresses anddeduplicates it, reducing volume by 40percent, the IT team reports. The data is alsomigrated from tier-one Hitachi USP100drives to less expensive archival storage,freeing tier-one drives for more valuabletasks with more frequently used data. Theoverall savings from August 2007 throughDecember 2009 was nearly US 1.8 million.(see table 2, category 1).The server reduction contributed to thebroader corporate Green IT initiative atSymantec by reducing hardware energyconsumption and related utility costs.Additional energy savings were achieved byarchiving emails on less power-hungry lowertier storage. By removing a large number ofservers, using more energy-efficient storageunits, and deduplicating and compressingemail data prior to archiving, Symantecsaved almost US 90,000 in utility costsbetween May 2006 and December 2009.(see table 2, category 1).The consolidation and clustering ofSymantec’s Microsoft Exchange servers alsoresulted in higher availability for email,saving Symantec nearly US 3.3 million inadditional labor productivity from May 2006through December 2009. (see table 2,category 1).“eDiscovery is discoverygoing forward, and toolssuch as Enterprise Vaultand Clearwell are asnecessary in today’s businessclimate as email itself.”— Allison Walton, eDiscovery Counsel, SymantecCorporationMaking eDiscovery a manageableprocessWith electronic documents now the norm,enterprises can no longer afford to take anad hoc approach to eDiscovery. Symantechas taken a leadership stance and proven itsconfidence in its own solutions to streamlineand enhance the data collection and reviewprocess while keeping costs under control.“As a Fortune 500 company, it’s imperativethat we deploy technology solutions toaccelerate eDiscovery times and reducecosts,” says Scott Minden, senior director,legal, Symantec Corporation. “A company of4
SYMANTEC BUSINESS IMPACT STUDYSYMANTEC CLEARWELL AND ENTERPRISE VAULT EOOCour size typically has many cases going on atonce, and tools such as Clearwell andEnterprise Vault help us reduce both risk andcosts. Without them, we’d have anunmanageable eDiscovery process.”“We are seeing our customers, either throughoutside law firms or by bringing tools directlyin-house, begin to effectively manage theinformation explosion with Symantecsolutions,” adds Allison Walton, eDiscoverycounsel, Symantec Corp. “eDiscovery isdiscovery going forward, and tools such asEnterprise Vault and Clearwell are asnecessary in today’s business climate asemail itself.”1. Nicholas M. Pace, Laura Zakaras. “Where the Money Goes:Understanding Litigant Expenditures for Producing ElectronicDiscovery,” RAND Corp., 2012Table 3: Detailed Business Impact tegory 1:Symantec EnterpriseVault Microsoft ExchangeEmail Archiving andJournaling reduces emailrelated IT help desktasks.A full-time equivalentIT salary of 83,270, a3.1 percent year-to-yearsalary adjustment, and anaverage employee salaryof 57,540 for laborrelated calculations.EmailarchivingCalculations1st YearResultsTotal Realized andProjected Results 12,055 72,636 USDin avoided costsin avoided costs relatedto IT help desk mailboxsupport labor 2007 2009Prior to August 2007, theIT helpdesk assisted endusers with mailbox quotalimit issues 24 timesper month, with eachissue taking one hour onaverage to resolve.The IT help desk alsoassisted end users withrebuilding corrupted PSTfiles 20 timesper month, at two hoursper incident.The deployment ofEnterprise Vaulteliminated those quotaissues and the hours oflaborrequired for resolution.The number of PSTcorruption incidents wasreduced to six per monthrequiring just one hourof FTE time to resolve.www.symantec.com5
SYMANTEC BUSINESS IMPACT STUDYEnterprise Vault enableda 54% reduction inMicrosoft Exchangebased servers, from 100to 46 from May 2006to November 2007.The one-time serverreduction equated tomore than 1.6 millionsaved from May 2006through November 2007.SYMANTEC CLEARWELL AND ENTERPRISE VAULT EOOCThe estimated total costfor each fully loaded serveris approximately 30,000,which includes associatedmaintenance costs. 872,000 inavoided costs 2,663,366 406,560 inavoided costs 1,799,680 USD 3,504 inavoided costs 89,998 USDin Microsoft ExchangeServer cost and laborsavings 2006 - 2009A full-time equivalent IT salaryof 83,270In addition to theavoided acquisitioncosts, Symantec ITwas able to reallocatethree FTEs to other ITinitiatives. Symantecwill achieve morethan 1 million inlabor productivityimprovements from May2006 through December2009.Compressing anddeduplicating the archivewith Enterprise Vaultsaved Symantec nearly 800,000 from August2007 through December2009.Based on an average fully burdened cost per GB ofstorage.Hitachi USP100 storage cost 70 per GB on averagein 2007 and 2008 and 40 per GB in 2009.Tier-two NetApp FAS3070 storage averaged 14 perGB in 2007 and 2008 and 5 per GB in 2009Further, as a result ofroutinely archiving emailwith Enterprise Vault toless expensive disk spaceusing a tiered-storageapproach, Symantecreduced its storage costsby just over 1 millionfrom August 2007through December 2009.By removing 54 servers,using more energyefficient storage units,and compressing emaildata prior to archiving,Symantec saved 89,998in utility costs betweenMay 2006 and December2009.www.symantec.comin storage space costavoidance 2007 - 2009Lower-tier storageconsumes electricity at anaverage cost per watt of 75 per TB versus 180per TB for top-tier storage 3,600,000,000 USD annual revenue for 2010 /8760 hours per year 411,000 USD per hour ofpotential loss exposure7.3 days - 1.83 days 5.47 days of uptime savedin energy cost avoidancein 2006 - 20095.47 days 24 hours/day 131.3 hours indowntime avoidedEnergy savings resultingfrom decommissionedserver hardware iscalculated by multiplyingthe number of retired unitsby a Power Use Efficiency(PUE) factor of 2.5, aserver uptime of 99%, andthe actual cost in cents perkilowatt hour (kWh) forelectricity in Arizona (thelocation of Symantec’sprimary data center)131.3 hours 411,000 USD/hour 54,000,000USD in downtime avoided per year. 54 million USDper year 10 years (2004 – 2013) 540 million USD6
SYMANTEC BUSINESS IMPACT STUDYPrior to 2006,Symantec experiencedapproximately fourMicrosoft Exchangeserver crashes peryear due to larger thannormal mailboxes.Without built-inredundancy, eachoccurrence affectedapproximately 1,000employees and lasted 12hours. Now, a server crashaffects 3,000 employees,but lasts only 1.5 hours. 3,269,716 general employee labor productivitygains 12,956 IT labor productivity gains 624,894 inavoided costs676,987 documents / 500 1,354 8 10,832hours 463,200 inavoided costs 3,282,672 USDin labor productivitysavings in 2006 - 2009Two IT FTEs previouslyspent 12 hours peroccurrence resolvingserver crashes. Now, oneIT FTE can recover theserver in 1.5 hours.A full-time equivalent ITsalary of 83,270Category 2:eDiscoveryAn international lawfirm acting on behalfof Symantec used theClearwell eDiscoveryPlatform to identifyrelevant information andnarrow down the numberof documents thatneeded to be reviewedfrom 676,987 to 98,000.Symantec has multiplemajor cases in thepipeline at any giventime with a similarvolume of documents toreview.Totalsavingsover sevenyearsA typical attorneycan review about 500documents per 8-hour day. 463,200 USDin attorney time fordocument review 201198,000 documents / 500 196 8 1,568 hoursThe firm used contractattorneys to reviewthe documents, whichis cheaper than staffattorney time. Assume a 50/hr rate for contractattorneys.Assume 10 major casedecisions each year, forwhich Clearwell will beused going forward tostreamline eDiscovery.10,832 – 1,568 9,264 hours saved9,264 hours 50 463,200 463,200 10 4,632,000 4,632,000 USDcost avoidance for 2012 13,003,552 USDCopyright 2012 Symantec Corporation. All rights reserved. Symantec, the Symantec logo, Clearwell, and Enterprise Vault are trademarks or registered trademarks of Symantec Corporation or its affiliates in theUnited States and other countries. Other names may be trademarks of their respective owners.www.symantec.com7
Clearwell eDiscovery Platform, now a Symantec product, to winnow down the number of documents that attorneys needed to review. Positioned as a Leader—the highest rating— in the Gartner 2012 Magic Quadrant for E-Discovery Software, Clearwell streamlines the eDiscovery process, reducing costs associated with identification, legal hold,
