Windows IT Pro Storage UPDATE--SMBs Confront Email Retention

Subscribe to Windows IT Pro:


Don't let overzealous antispam software block your copy of Storage UPDATE--add [email protected] to your list of allowed senders and contacts.


This email newsletter comes to you free and is supported by the following advertisers, which offer products and services in which you might be interested. Please take a moment to visit these advertisers' Web sites and show your support for Storage UPDATE.

Protect the Integrity and Availability of your Company's Information

Using Security Compliance Software to Improve Business Efficiency and Reduce Costs


1. Commentary
- SMBs Confront Email Retention

2. From the Community
- NTBackup Problem Under Windows 2000 SP4
- Windows IT Pro Innovators Contest Deadline Extended to September 1!

3. New and Improved
- Kashya Offers End-to-End Continuous Data Protection
- Han-Soft Enables Versatile Backups
- Tell Us About a Hot Product and Get a T-Shirt!

4. Windows IT Pro Resources

==== Sponsor: Protect the Integrity and Availability of your Company's Information ====

To protect business viability, industry experts agree that disaster recovery plans need more than just the archival strengths of tape backup. Strategies that include complementary disk-to-disk backup solutions like Symantec LiveState Recovery can deliver the disaster recovery protection and business continuance that you need so you can worry less about backups and focus more on business success.
Click here for more information on Symantec LiveState Recovery.


==== 1. Commentary: SMBs Confront Email Retention ====
by Elliot King, [email protected]

Devising and implementing email retention, archiving, and retrieval policies has climbed to the top of the "to-do" list at most large enterprises, particularly public companies and those in regulated industries such as health care and financial services. However, the email-retention issue looks very different through the small-to-midsized business (SMB) lens. In what can only be described as sobering results, a recent study conducted by the University of St. Thomas in St. Paul, Minnesota in conjunction with Intradyn, a provider of automated email-compliance solutions for the SMB market, finds that not only are many small and midsized securities firms (broker-dealers) not archiving their email, many claim that they didn't even know they were obligated to do so.

The researchers interviewed either the compliance officer or IT manager at security firms with fewer than 100 employees selected on an "nth" name basis from the membership list of the National Association of Securities Dealers (NASD). This represents 94 percent of NASD membership. The study found that 36 percent of the respondents aren't yet archiving email. Twenty percent say they aren't even aware of the requirement to archive email. And of the people who aren't yet archiving email, 80 percent say that they don't have any plans to do so at present.

These numbers might, in fact, understate the problem. According to Gary Doan, president of Intradyn, around 50 percent of the firms contacted in the study refused to participate. It's reasonable to assume that the rate of noncompliance among firms that wouldn't answer the survey questions would be higher than that of the group willing to talk about what they were doing.

On some levels, the high rate of noncompliance is shocking. The financial services industry is highly regulated, and the Securities and Exchange Commission's (SEC's) Rule 17a, which mandates the retention of business records on nonalterable media for up to 7 years, has been on the books for a significant period of time. Moreover, since 2003, large brokerage houses have been fined more than $1.4 billion in total for, in part, the mismanagement of email communications.

But the high rate of noncompliance is perhaps understandable. Until last month, when a small brokerage house in Pennsylvania was fined $325,000 for failing to retain the email communications of its 83 employees, among other violations, no smaller firms had actually been punished for email violations. Moreover, other studies have shown that many companies across many industries aren't adequately archiving their electronic communications. One industry publication found that 59 percent of respondents across all industries weren't archiving email and IM messages as business records. Only 27 percent said they archive such messages.

Nevertheless, noncompliance poses a significant threat to many companies. According to a Forrester Research study, 10.5 percent of companies surveyed had been ordered by a court or regulatory body to retrieve email within the last year.

So why have SMBs ignored this requirement? Doan's answer is simple: cost and complexity. "They've done their research, but the cost of most enterprise solutions is beyond their means. And they do not have the technical staff to implement and manage them," he says. Intradyn offers a product to address these SMB needs--its ComplianceVault Email Archiving & Retrieval Appliance ( Intradyn comarkets with Sony Electronics. ComplianceVault is an integrated hardware and software appliance that captures a company's email continuously and stores it on both a hard disk and Sony AIT write once, read many (WORM) tape, thereby meeting regulatory requirements. According to Doan, the appliance, which works with Microsoft Exchange, IBM Lotus Notes, and any IMAP or POP3 email server, requires no integration or IT expertise. It also offers search and auditing capabilities.

Although cost and complexity are significant barriers to email archiving for SMBs, they're only part of the problem. As Doan acknowledges, SMBs haven't fully embraced the concept of using appliances to perform specific, targeted functions. They still think more in terms of software solutions, which in this case can be difficult to implement. Moreover, Doan notes, some email compliance offerings marketed as appliances are actually software/hardware bundles that still need integration. In other words, even solutions that are meant to simplify choices require users to go through a learning curve. There is no "no-brainer" answer.

Moreover, SMBs often think tactically rather than strategically about IT investments. "They have the attitude of 'if it ain't broke, don't fix it,'" Doan says. Until smaller companies start getting fined more regularly, they might not be motivated enough to explore solutions.

Intradyn also offers a backup and archiving appliance. In a study the company conducted several years ago, it found that a large number of SMBs didn't have sufficient backup and archiving processes in place--a failure that can threaten a business's very existence. Similarly, to a large degree, email retention and archiving isn't working for many SMBs. They just don't know it yet.

==== Sponsor: Using Security Compliance Software to Improve Business Efficiency and Reduce Costs ====

Learn To Sort Through Sarbanes-Oxley, HIPAA And More Legislation Quicker And Easier! In this free white paper, get the tips you've been looking for to save time and money in achieving IT security and regulatory compliance. Find out how you can simplify these manually intensive, compliance-related tasks that reduce IT efficiency. Turn these mandates into automated and cost effective solutions - Download your copy today!

==== 2. From the Community ====

NTBackup Problem Under Windows 2000 SP4

Forum participant "pesansiviero" installed a Sony AIT-2 SDX-500V tape drive in a Windows 2000 Service Pack 4 (SP4) server. The tape drive works fine when performing SQL Server backup and restore, but NTBackup appears not to recognize the drive. If you can help solve the problem, join the discussion by going to , scrolling down to the Other Computing section, and clicking Storage/Backup/Recovery.

Windows IT Pro Innovators Contest Deadline Extended to September 1!

There's still time to submit an entry in the Windows IT Pro Innovators Contest! If you're a Windows IT pro who has used your technical know-how to devise a creative, innovative solution to a business problem, you could qualify to win a Windows IT Pro Innovators Award. Grand Prizes include one conference pass, airfare, and hotel for Exchange and Windows Connections in San Diego in late October 2005, one VIP subscription to Windows IT Pro, and more! Click here to enter!

==== 3. New and Improved ====
by Anne Grubb, [email protected]

Kashya Offers End-to-End Continuous Data Protection

Kashya's new KBX5000 CDP appliance provides continuous data protection (CDP) and disaster recovery and guarantees recovery with no loss even if data spans heterogeneous servers and storage. Intelligent fabric and policy-based protection safeguards data against all types of failures, including a site disaster. The appliance stores changed data and time together, allowing immediate recovery to any point in time. Selected data volumes are instantly available on demand with read and write capability. The product features a compression ratio of 25:1 to maximize data retention, integrates with standard backup and archiving tools, and provides continuous protection of disk to tape. With the KBX5000 CDP, you can use inexpensive storage products, such as Serial ATA (SATA), to lower the cost of protecting critical application environments running on expensive storage. For more information, visit Kashya's Web site.

Han-Soft Enables Versatile Backups

Han-Soft Software announces the release of Auto Backup Software 2.4, an easy-to-use Windows application for backing up data to a local disk, your LAN, or a remote FTP server. You can define separate tasks for backing up different sets of files, choose to back up all files or only those that have changed since the last backup, and control how long an archive is kept before being overwritten by a new archive. A multithreaded backup, restore, and transfer engine lets you run multiple backup and restore processes concurrently. Auto Backup Software integrates data compression with 256-bit encryption and can run as a Windows 2003/XP/2000/NT 4.0 service. A single-user license is $28.95, and site licenses are available. For more information or to download a 30-day trial version, contact the vendor:

Tell Us About a Hot Product and Get a T-Shirt!

Have you used a product that changed your IT experience by saving you time or easing your daily burden? Tell us about the product, and we'll send you a T-shirt if we write about the product in a future Windows IT Pro What's Hot column. Send your product suggestions with information about how the product has helped you to [email protected]


==== 4. Windows IT Pro Resources ====

Check out these links to a wealth of Windows IT Pro resources: white papers, eBooks, Web seminars, conferences, and other events.

==== Resources and Events ====
(brought to you by Windows IT Pro)

SQL Server 2005 Roadshow is Coming to a City Near You

Get the facts about migrating to SQL Server 2005. SQL Server experts will present real-world information about administration, development, and business intelligence to help you implement a best-practices migration to SQL Server 2005 and improve your database-computing environment. Attend and receive a 1-year membership to PASS and 1-year subscription to SQL Server Magazine. Register now!

Windows Connections 2005 Conference

October 31 - November 3, 2005, Manchester Grand Hyatt, San Diego. Microsoft and Windows experts present over 40 in-depth sessions with real-world solutions you can take back and apply today. Register by September 12 to save $100 off your conference registration and attend sessions at Microsoft Exchange Connections free!

Avoid The 5 Major Compliance Pitfalls

Based on real-world examples, this Web seminar will help C-level executives, as well as IT directors and managers, avoid common mistakes and give their organization a head start in ensuring a successful compliance implementation. Register today and find out how you can avoid the mistakes of others, improve IT security, and reduce the cost of continually maintaining and demonstrating compliance.

Roll Back Data to Any Point in Time: Not Just the Last Snapshot or Backup

Have you lost data because it was saved right after your last backup? Most of us have been in this situation. Continuous, or real-time, backup systems provide real-time protection, but are they right for you? In this free Web seminar, you'll learn about the design principles that underlie continuous data protection solutions, how to integrate them with your existing backup infrastructure, and how to best apply continuous protection technologies to your Windows-based servers.

High Risk Internet Access: Are You In Control?

Defending against Internet criminals, spyware, phishing, and addressing the points of risk that Internet-enabled applications expose your organization to can seem like an epic battle with Medusa. So how do you take control of these valuable resources? In this free Web seminar, you'll get the tools you need to help you analyze the impact Internet-based threats have on your organization, and tools to aid you in the construction of Acceptable-Use Policies (AUPs).

==== Featured White Paper ====

Consolidate Your SQL Server Infrastructure

Shared data clustering is the breakthrough consolidation solution for Microsoft Windows servers. In this free white paper, learn how shared data clustering technology can reduce capital expenditures by at least 50 percent, improve management efficiency, reduce operational expense, ensure high availability across all SQL Server instances, and more! Download your free copy now.

==== Announcements ====
(from Windows IT Pro and its partners)

Windows IT Pro Gives IT Professionals What They Need

The August issue is a must have! Subscribe now and find out the best ways to plan for Longhorn, what you need to know about VBScripts, and how to make sense of SQL Server. If you order today, you'll also gain exclusive access to the entire Windows IT Pro online article database (over 9000 articles) and save 44% off the cover price!

Try a Sample Issue of Windows Scripting Solutions!

If you haven't seen the Windows Scripting Solutions newsletter, you are missing out on an exclusive monthly resource that shows you how to automate time-consuming, administrative tasks by using our expert-reviewed downloadable code and scripting techniques. Sign up for a FREE sample issue and find out how you can save both time and money. Plus, get online access to our popular "Shell Scripting 101" series--click here:

==== Sponsored Links ====

Professional and secure remote control from all major platforms

Argent Versus MOM 2005
Experts Pick the Best Windows Monitoring Solution

Tech jobs at Dice
Search 65K+ new IT jobs daily--Tech expert jobs at top companies! Splink/1x1.gif/1


==== Contact Us ====

About the commentary -- [email protected]
About the newsletter -- [email protected]
About technical questions --
About product news -- [email protected]
About your subscription -- [email protected]
About sponsoring UPDATE -- [email protected]


This email newsletter is brought to you by Windows IT Pro, the leading publication for IT professionals deploying Windows and related technologies. Subscribe today!

View the Windows IT Pro privacy policy at

Windows IT Pro, a division of Penton Media, Inc.
221 East 29th Street, Loveland, CO 80538
Attention: Customer Service Department

Copyright 2005, Penton Media, Inc. All rights reserved.

Hide comments


  • Allowed HTML tags: <em> <strong> <blockquote> <br> <p>

Plain text

  • No HTML tags allowed.
  • Web page addresses and e-mail addresses turn into links automatically.
  • Lines and paragraphs break automatically.