Webinar Wednesday: Smarter Data Management through Classification

Join us Wednesday, Sept. 27 at 2 pm ET/ 11 am PT to learn more.

Data grows at a rate of 40-60% each year, but as capacity is expanded, redundant, obsolete and trivial user data – ROT – is clogging corporate networks. resulting in unnecessary risk and expense. When combined with unknown PII, PSTs and sensitive content, the cost becomes even greater.

Classifying and managing this data is the key to smarter data management.

Discover how Data Classification helps organizations:

  • Reclaim capacity and avoid a needless server upgrade
  • Tier aged and outdated data to the cloud
  • Move sensitive data to a secure archive to mitigate risk
  • Audit data before migrating to new platforms


Index Engines Helps Enterprise Customers Migrate Long Term Retention Data on Backup Tapes to Amazon Web Services

Companies using legacy backup tapes for long term retention of key business records could see a 76% cost savings in just three years by having Index Engines migrate this content from tape to AWS.

HOLMDEL, NJ–Information management company Index Engines is delivering a cost-effective solution to migrate data of value from legacy backup tapes to the AWS Cloud.

Index Engines eliminates the need for the legacy backup software and provides an intelligent migration path to AWS. This facilitates improved access and management of the content as well as the retirement of the legacy tapes and infrastructure, saving significant data center expenses.

Current ROI analysis show a potential of up to 76% savings* after three years based on current maintenance, offsite storage, eDiscovery service provider and associated legacy backup data fees.

“Our customers want to access their corporate data including valuable intellectual property that is hidden on offline tapes,” said Sabina Joseph, Head of Global Storage Partnerships and Alliances, Amazon Web Services. “Index Engines makes it possible to move a single-instance or culled data set of data from legacy tape onto AWS so it can be accessed anytime, anywhere by legal teams or any knowledge workers who can benefit from the data assets.”

Index Engines simplifies migration of data from legacy backup tapes to Amazon Simple Storage Service (Amazon S3). A culled data set, or single instance of the tape contents, is migrated ensuring all metadata remains forensically sound.

The native deduped data, including unstructured files, email and databases, is stored in AWS. A metadata or full content index is available to search, manage based on retention policies, and access so data can be quickly retrieved based on business needs.

The costs and risks associated with leaving “dark” and unknown user data on legacy backup tapes is significant and goes well beyond the compliance and regulatory risks of not knowing what exists, including:

  • Old backup software maintenance costs as well as the manpower required to support it
  • Aged libraries and media servers under maintenance
  • Offsite tape storage costs and retrieval fees
  • eDiscovery restore requests by expensive service providers for specific files or user mailboxes
  • Hidden intellectual property and business assets that are not leveraged

Index Engines supports access to and migration from all common backup formats.

“Legacy backup tapes are hard to access, impossible to search and expensive to restore, yet they contain vital corporate records that must be preserved to meet legal and regulatory requirements,” Index Engines CEO Tim Williams said. “We’re excited to work with AWS to make that data accessible, responsive and governable.”

Index Engines provides a number of flexible pricing models that allow organizations to implement the solution in their data center or ship tapes to a secure Index Engines certified processing lab.

When deploying inside the firewall, the technology can be managed by internal resources or via Index Engines remote Assurance Program. The Assurance Program provides all the technical resources necessary to successfully execute a tape to AWS migration from remotely installing the software, to processing the tapes and migrating data of value to the cloud.

For more information on how to use Index Engines to migrate data to AWS, visit www.indexengines.com/aws

*Savings of 76% based on this cost scenario.

Unburdening Undue Burden: Why are backup tapes still a burden?

A federal court in Washington ruled in favor of Franciscan Health System’s motion to not produce data from backup tapes as it was expensive and not easily accessible.

Franciscan Health claimed it would need to restore, search and review data from 100 backup tapes, which at 14 hours of labor per tape would require 1,400 hours and $157,500 in costs. That’s over $1,500 a tape to discover and collect the responsive ESI! You can read more about the case on Lexology.com.

Index Engines’ Data Processing Lab recently performed a very similar job that required 25 mailboxes be restored from 100 tapes. The job was completed in 20 hours for less than $30,000. That’s a couple of days compared to many months of effort and for a fraction of the cost.

The Index Engines approach to tape is fundamentally different and less expensive from traditional restoration services. A simple scan of the tape allows full content or metadata search and reporting on the tape contents. Quickly find what is needed, whether it is a user mailbox, single file, entire directory or more. This content, and only this content, is then restored back online quickly and reliably.

Even when both parties “did not dispute that its backup tapes would contain at least some emails that were discoverable under Rule 26(b)(1)” the court once again fell for the burden argument and moved forward without doing a little research on how technology exists to circumvent the burdensome nature of backup tapes.

Learn more about the Index Engines’ tape advantage here: http://www.indexengines.com/backup-tape/about/tape-restoration-vs-direct-access

Using Backup Tape as an Archive with Today’s Data Governance Requirements


Backup tapes have always provided a reliable and cost effective backup and data preservation solution. Even for those users who are backing up to disk, tapes have provided a cost-effective replication target. As a result, organizations have amassed stockpiles of legacy tapes in offsite storage vaults that have long outlived their disaster recovery usefulness. These tapes often represent the only copy of sensitive files and documents required to support legal and compliance requirements. These tapes are your corporate legacy data archive.

This paper will discuss a new approach towards managing and archiving legacy data in the cloud that is not only cost effective, but will help support today’s more challenging data governance requirements.

Tape Was Never Designed to be an Archive

Tape is a low cost, portable media which can be used to preserve data in support of disaster recovery. Continue Reading…

Confessions of a Data Hoarder

You can overcome your data hoarding addiction.The first step is Honesty. Admit that you are powerless over your addiction, and that your life has become unmanageable.

So go ahead, step up to the mic, introduce yourself, and say these words…” I am a data hoarder”. You simply cannot bring yourself to delete your redundant, out of date, and trivial data. You continue to store it, back it up, archive it, waste your company’s money and contribute to its out of control IT budget and escalating legal liability. Continue Reading…

Putting a price on undue burden – $136,000 isn’t big enough

Three things we can learn from Guardiola v. Renown Health

1. $136,000 to restore and review email from backup tapes is not enough to show “undue burden.”

2. Organizations must bear some responsibility for using a backup solution that did not maintain data in an indexed or searchable manner.

3. Restoration of legacy tape data is “technologically feasible” when bringing in a third-party vendor, alleviating the burden of in-house production.

Read more about the case here

Discover how to avoid a $136,000 eDiscovery bill here

EMC and Index Engines Partner for Backup Migration

If you would like to take advantage of EMC best-of-breed backup solutions including Networker, Avamar and Data Domain, but feel locked in your current provider because you’re using old backups for long-term retention, Index Engines has the solution.

Index Engines has partnered with EMC to help clients migrate to a new backup solution, but still maintain access to the legacy data without the need for the original software. Additionally, Index Engines takes advantage of EMC’s ECS cloud storage to migrate data of value from tape to cloud, enabling clients to go tapeless and eliminate tape as a LTR strategy.

Benefits of the solution include:

– Freedom to move to EMC backup solution.
– Retire non-production backup software and infrastructure.
– Use cloud for LTR and apply retention to data.
– Go tapeless, recoup offsite storage fees.
– Manage risk and liability hidden in legacy data

See how: https://www.youtube.com/watch?v=9P09tOiW2IM

Webinar Thursday: Achieving Data Governance

People, Process & Technology: Simple Steps to Achieve Information Governance

Before developing a sound information governance policy, there needs to be an understanding of what exists, where it exist, how many exist and why it exists.

Only then can legal and IT work together to build policy and confidently and defensibly manage the massive amounts of data within an organization.

Discover how to unify data governance goals between departments and develop policy that supports a compliant, secure corporate data in this webinar from Jordan Lawrence and Index Engines.

10 User Data Projects Not to Leave Off the Schedule in 2016

With budgets tightening – often to pay for storage costs – data center managers are struggling to find the highest impact projects that will see an immediate ROI.

While there’s no one project that will reclaim all of the unstructured data rotting away in the data center, there are 10 crucial data projects not to leave off the schedule in 2016.

– Clean up abandoned data and reclaim capacity: When employees leave the organization, their files and email languish on networks and servers. With the owner no longer available to manage and maintain the content, it remains abandoned and clogs up corporate servers. Data centers must manage this abandoned data to avoid losing any valuable content and to reclaim capacity.

– Migrate aged data to cheaper storage tiers: As data ages on the network it can become less valuable. Storing data that has not been accessed in three years or longer is a waste of budget. Migrate this data to less expensive storage platforms. Aged data can represent between 40% and 70% of current server capacity.

– Implement accurate chargebacks based on metadata profiles and Active Directory ownership: Chargebacks enable data centers to recoup storage expenses and work with the departments to develop a more meaningful data policy including purging of what they no longer require.

– Defensively remediate legacy backup tapes and recoup offsite storage expenses: Old backup tapes that have piled up in offsite storage are a big line item on your annual budget. Using unstructured data profiling technology these tapes can be scanned, without the need of the original backup software, and a metadata index of the contents generated. Using this metadata, profile relevant content and extract needed content so the tapes can be defensibly remediated, reclaiming offsite storage expenses.

– Purge redundant and outdated files to free-up storage: Network servers can easily be comprised of 35 – 45% duplicate content. This content builds over time and results in wasted storage capacity. Once duplicates are identified, a policy can be implemented to purge what is no longer required such as redundant files that have not been accessed in over three years, or those owned by ex-employees.

– Audit and remove personal multimedia content (ie. music, video) from user shares: User shares become a repository of not only aged and abandoned files, but personal music, photo and video content that have no value to the business and in fact may be a liability. Once this data is classified reports can be generated showing the top 50 owners of this content, total capacity and location. This information can be used to set and enforce quotas and work with the data owners to clean up the content and reclaim capacity.

– Profile and move data to the cloud: Many data centers have cloud initiatives where aged and less useful business data is migrated to more cost-effective hosted storage. Finding the data and on-ramping it to the cloud ,however ,is a challenge of you lack understanding of your data: who owns it, when it was last accessed, types of files, etc.

– Archive sensitive content and support eDiscovery more cost effectively: Legal and compliance requests for user files and email can be disruptive and time consuming. Finding the relevant content and extracting it in a defensible manner are the key challenges. Streamlining access to critical data so you can respond to legal requests quicker not only lessens their time burden but saves you time and money during location efforts.

– Audit and secure PII to control risk: Users don’t always abide by corporate data policies. Sharing sensitive information containing client social security and credit card numbers, such as tax forms, credit reports and application, can easily happen. Find this information, audit email and servers, and take the appropriate action to ensure client data is secure. Some content may need to be relocated and moved to an archive, encrypted or even purged from the network. Managing PII ensures compliance with corporate policies and controls liability associated with sensitive data.

– Manage and control liability hidden in PSTs: Email contains sensitive corporate data including communications of agreements, contracts, private business discussions and more. Many firms have email archives in place to monitor and protect this data, however, users can easily create their own mini-archive or PST of the content that is not managed by corporate. PSTs have caused great pain when involved in litigation as email that was thought to be no longer in existence suddenly appears in a hidden PST.