Barracuda Message Archiver

Government Agencies: Budget Conscious Solutions to Meet New Email Archiving / Retention Requirements

Wednesday, March 21st, 2012

Posted by:  Aseem Asthana and Kevin Sheu

New government retention policies continue to increase as agencies mandate new requirements.  Most recently, the South Carolina Office of the Governor announced a new records retention policy that encompasses the treatment and retention of emails (News Announcement | New Retention Policy).

This new policy serves as an example of a scenario where the Barracuda Message Archiver can  effortlessly support additions and changes to government email retention policies.  In this case, like most archiving scenarios, new policies should not require significant changes to the commitment of IT resources and email / network architecture, nor should it significantly alter IT budgets.  We understand that State, Local, and Educational organizations should be focused on their day-to-day responsibilities rather than compliance to new requirements.

The Barracuda Message Archiver will seamlessly sit to the side of the email server and collect all of an organization’s emails with minimal day-to-day management.  The length of time emails are retained can then be customized to meet current and new requirements quickly and simply.  The solution is deployable within an hour, and archiving with Barracuda Networks does not require per-user fees leaving budgets well protected.

For questions about the Barracuda Message Archiver, please visit http://www.barracuda.com/archiver or call Barracuda Networks for a free 30-day evaluation at 1-888-ANTI-SPAM or 1-408-342-5400.

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Additional Considerations for Microsoft Exchange 2010 Archiving

Wednesday, February 22nd, 2012

Posted by:  Aseem Asthana, Matt Herbert, Kevin Sheu

A few months ago, we offered a perspective on Microsoft Exchange 2010 archiving, and would like to share two additional considerations based on recent customer visits.

Personal Archives can’t be accessed when the Microsoft Exchange server is offline or inaccessible.  This presents a significant challenge from both an operational and risk management perspective.  Should an email server become temporarily unavailable, solutions like the Barracuda Message Archiver provide a separate indexed store of your emails for quick and easy retrieval of emails during server recovery.  Unfortunately, this is not feasible with Exchange 2010 archiving.  Further, should your emails become inaccessible during a litigation scenario or regulatory audit, it renders the initial concept of having an archive moot.

To enable full-fledged functionality, the Microsoft Exchange archives require significant deployment complexity.  Whereas, comprehensive functionality is built into the Barracuda Message Archiver and can be integrated into an architecture in 30 minutes, the additional hardware and configuration set in Exchange archiving can be daunting.  Steps like integrating an archive mail store database, enabling user archiving for an entire organization, and appropriately setting granular Discovery Management Role Groups can become complex and in many cases require up to a week of an IT team’s time.

For questions about the Barracuda Message Archiver, please visit http://www.barracuda.com/archiver or call Barracuda Networks for a free 30-day evaluation at 1-888-ANTI-SPAM or 1-408-342-5400.

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At Barracuda Networks, 2012 is the Year of the School

Friday, February 10th, 2012

by Sanjay Ramnath, Product Manager

K-12 schools, districts, and agencies simply can’t afford not to make sure that their networks, data, and users are totally secure—especially with vulnerable students accessing those networks every day. The dangers are too great to take any chances. And with mobile devices and social-media usage extending the threat landscape in new directions, yesterday’s solutions simply aren’t good enough.

That’s why 2012 will see Barracuda Networks reaching out to K-12 organizations in North America—including public and private schools, school districts, and county and state education agencies—to let them know that effective, affordable, easy-to-manage security solutions are out there, optimized just for them.

To learn more about how Barracuda solutions address the unique network security challenges facing K-12 organizations, please download this informative white paper, entitled  “Dynamic Content Security for K-12 Organizations.”

The Barracuda Advantage

“Dynamic Content Security” is the name for a more holistic, integrated approach to network security that delivers:

  • Improved network performance
  • Dramatic cost savings—both long- and short-term
  • Total content security that protects every user—including mobile and off-network users
  • Fine-grained controls to optimize capacity and access
  • Simple, centralized control panel to make network management a breeze (plus award-winning customer and technical support for when it’s not)
  • Comprehensive forensic reporting to optimize resources and budgets, identify bandwidth-hogging users and apps, demonstrate regulatory compliance, and manage civil or criminal liability
  • Multiple deployment options—including on-site appliances, virtual appliances, cloud-based services, or a combination—to ensure a solution that fits your needs, capabilities, and budget

Promotional Payment Terms for K-12 Customers

We understand the intense budget pressures affecting schools, districts, and agencies today. That’s why we created the K-12 Budget Alignment Program . This limited-time promotion allows qualified North American K-12 customers to postpone paying for their Barracuda security solutions until July 31, 2012—long enough to take advantage of new-fiscal-year budget allocations.

With the K-12 Budget Alignment Program 2012, security and compliance don’t have to wait; but paying for them can.

And there’s more, K-12 organizations may also qualify for a significant discount off the retail list price of selected Barracuda solutions. To learn more, contact Barracuda today at 1-888-ANTI-SPAM (1-888-268-4772).

Managing the Transformation in Education

K-12 education is changing, and technology is driving that change. The benefits of these changes are immense. But without a new approach to security, the threats they bring could easily overwhelm the advantages.

At Barracuda, we’re committed to helping K-12 organizations use Dynamic Content Security to manage that transformation safely, securely, simply, and affordably. With Barracuda solutions in place, schools can rest assured that their user community is protected; that network management will continue to be streamlined and simple; and that their IT costs will be kept as low as possible well into the future.

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A Recommendation: Finding a Vendor that Ensures True Data Portability

Friday, January 20th, 2012

Posted by:  Aseem Asthana, Matt Herbert, and Kevin Sheu

At Barracuda Networks, we speak with organizations on a daily basis, and have discovered a group of frustrated users.  Their companies are glued to an archiving solution because data cannot be ported. Stories like this serve as a cautionary tale when selecting an email archiving solution.

For these companies, emails are archived by competing products in a proprietary format, which makes it unusable outside of the archives.  Exporting indirectly via PSTs can take several months, depending on the size of the archives.  This not only makes it difficult to gather data for operational use, but makes it difficult to archive to a different solution at a later time.  This is a great business model for many companies:  sticky customers who can’t leave.  Even if technical support or product quality degrades, there is no real option for recourse.

To further the point, companies undergoing corporate changes often leave customers with few options.  As examples, we often speak with Mimosa Nearpoint and EMC EmailXtender customers who have few solutions for migrating data.  In many cases, they are forced to take a data migration path that spans several months before a new archive is operational.

Please be careful when selecting your archiving solution.  We highly recommend that you consider your data flexibility as part of your criteria.

The Barracuda Message Archiver ensures that you have that flexibility.  Emails are exported in native standards-based format and can easily be exported for future use without the use of PSTs.  For questions about the Barracuda Message Archiver, please visit http://www.barracuda.com/archiver or call Barracuda Networks for a free 30-day evaluation at 1-888-ANTI-SPAM or +1 (408) 342-5400.

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A Tip for Preserving IT Budgets

Wednesday, January 4th, 2012

Posted by:  Aseem Asthana and Kevin Sheu

As organizations consider avenues to maximize diminishing technology budgets, we would like to suggest a simple solution to help in your technology strategy:  deploy a Barracuda Message Archiver.

By deploying a Barracuda Message Archiver, organizations can defer email server storage upgrades by archiving their older mail.  With features like Exchange stubbing, organizations can seamlessly offload the content that resides on their email servers.  Because attachments drive the preponderance of the storage in an email server, most customers are able to offload approximately 80% of their email store upon deployment.

Further, the Barracuda Message Archiver also increases the effective capacity of an email server.  With storage management features like deduplication and compression, the archive store in your Barracuda Message Archiver will be significantly smaller than that of an email store.

The Barracuda Message Archiver helps to extend the lifespan of your email server by relieving the consequences that come with older deployments that are nearing capacity:  saturated databases, degrading performance speeds, and increasing risks of disk corruption.

For questions about the Barracuda Message Archiver, please visithttp://www.barracuda.com/archiver or for a free 30-day evaluation, call Barracuda Networks at 1-888-ANTI-SPAM or +1 408-342-5400.

For more information on our other security and productivity solutions, please visit http://www.barracuda.com/products

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An Insight Into Customer Retention Policies

Saturday, December 10th, 2011

Post by:  Aseem Asthana and Kevin Sheu



At Barracuda Networks, we often receive questions about the appropriate retention configurations for Barracuda Message Archivers.  This is a difficult question due largely to each company’s industry-specific regulations, and diverse organizational objectives.

However, in a recent survey of Barracuda Message Archiver customers, we discovered that most plan to retain emails for over 5 years, and nearly 90% plan to have retention policies for over 3 years.  We are excited to see that our customers are able to leverage the design of the solution to effectively retain emails for an indefinite amount of time.  With a safe and secure archive store, organizations can confidently archive emails customized to an organizations retention policies.

For questions about the Barracuda Message Archiver, please visit http://www.barracuda.com/archiver or call Barracuda Networks for a free 30-day evaluation at 1-888-ANTI-SPAM or +1 (408) 342-5400.

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Barracuda Message Archiver: An Easy to Use, Turnkey Solution

Monday, December 5th, 2011

Posted by:  Aseem Asthana and Kevin Sheu

With any email archiving solution, it is critical that its management requires limited administrator management.  A solution that requires extensive attention from an IT administrator increases the risk of having an improperly deployed device while increasing the overall cost of ownership.

In a recent customer survey, Barracuda Networks discovered that its Barracuda Message Archiver customers were not only able to quickly deploy their products, but that it also required very little of their time on a day-to-day basis.  Nearly 95% of customers spend less than 2 hours a week on their email server, and nearly half spend less than 15 minutes.

We believe that this is a reflection of both the product and our technical support services.  It provides an indicator of the robustness of the Barracuda Message Archiver as well as the intuitive nature of the user interface. Additionally, our technical support services team is then able to provide an extension to an organization’s IT team in order to minimize the necessary management.

For questions about the Barracuda Message Archiver, please visit http://www.barracuda.com/archiver or call Barracuda Networks for a free 30-day evaluation at 1-888-ANTI-SPAM or +1 (408) 342-5400.

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What drives email archiving?

Friday, December 2nd, 2011

Posted by:  Aseem Asthana and Kevin Sheu

In a recent customer survey, we polled organizations to understand their rationale for initially investing in email archiving.  While the results were not surprising, the magnitude of a number of the drivers was notable.

As expected, litigation support, regulatory compliance, and email storage challenges continue to serve as the foundation for archiving investments.  Moreover, nearly 60% of customers also leverage it for end-user access and 40% use it as a tool to eliminate PST or NSF files.

At Barracuda Networks, we understand these needs.  To date, users have multiple access points to their data: through a web user interface, Microsoft Outlook Plug-In, and iPhone app.  Our development roadmap continues to focus on the features and functionality of all three interfaces, especially as we see particular needs from our customers.

In order to eliminate PST files, the Barracuda Message Archiver enables on-demand and scheduled uploads into the storage archives.  Further, in order to better facilitate the removal of PSTs, the PST Collector tool is planned for firmware release 3.0, which automates the discovery and upload of PSTs that reside on your domain.  We expect this tool to dramatically improve the ability to remove PSTs without significant management from an administrator.

For questions about the Barracuda Message Archiver, please visit http://www.barracuda.com/archiver or call Barracuda Networks for a free 30-day evaluation at 1-888-ANTI-SPAM or +1 (408) 342-5400.

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Best Practices: Backing up your Barracuda Message Archiver

Saturday, November 19th, 2011

Posted by Aseem Asthana and Kevin Sheu

At Barracuda Networks, we strongly recommend that our customers back up their Barracuda Message Archiver.  We typically see three common misconceptions.

“My Barracuda Message Archiver is my backup solution.”

Unfortunately, this is common feedback from our customers.  The Barracuda Message Archiver is designed as a separate store for emails that do not reside elsewhere (e.g. emails flushed via retention policies).  As a result, it itself requires a backup solution.  In the event of an unplanned disaster, organizations that have their content in the Message Archiver will unfortunately have no recourse.

“Backup is unnecessary because my Barracuda Message Archiver uses RAID”

RAID is not a replacement for backup solutions.  It protects an organization from single drive failures, but not multiple failures.  A separate backup solution is essential.

“I simply don’t consider backing up my Barracuda Message Archiver.”

This is the most dangerous of the feedback that we receive from customers.  While uncommon, without precautionary measures in place to protect your organization, an unplanned failure can have severe legal and financial implications.

All models of the Barracuda Message Archiver can be backed up by any industry-standard backup solution, including the Barracuda Backup Service.  The Barracuda Message Archiver’s storage can be mounted as a network drive on the Barracuda Backup Server.  The backup server can then be configured to synchronize with the extra network drive.  Incremental and full backups are both feasible deployments.

For more details on backing up your Barracuda Message Archiver, please visit our directions on Knowledgebase Solutions.

Interested in learning more about backup solutions? Please read about the Barracuda Backup Service.

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Best Practices for Setting Retention Policies and Rotating to External Storage

Tuesday, November 15th, 2011

Posted by:  Aseem Asthana, Matthew Herbert, Kevin Sheu

Our Barracuda Message Archiver customers often inquire as to whether retention policies can be set to optimize performance and when external storage should be considered for an organization.

While there is no definitive answer, largely because archived content and deployed email architectures vary, we typically consider 75% storage utilization as the threshold at which an organization should begin monitoring the performance of its Barracuda Message Archiver.

This threshold is largely driven by the maintenance and optimization process in the Barracuda Message Archiver, which will periodically perform maintenance and optimization on its index. Conceptually, this is similar to the defragmenting of your home computer, to ensure quicker future access to the content on the disks. At 75% storage utilization, we have empirically seen a gradual degradation in the ability optimize the index, largely driven by the lack of room to intelligently swap content.

When the threshold is met, a number of options exist for organizations:

External storage can be used to alleviate the strain on the built-in storage.

In the “Storage Controls” section in the Basic->Administration tab, an administrator can quickly set the Barracuda Message Archiver to begin rotating content to an external store when internal storage reaches 75%.

Set retention policies to remove non-essential content (e.g. “Out-of-Office Replies”).

For many users in an organization, much of the content that is received by employees is non-essential, which includes auto-generated content. Because an organization will know the format of these messages, retention policies can easily be created to purge them from the archive store.

Deploy a Barracuda Spam & Virus Firewall.

By limiting the spam that is stored by the email server, an organization can effectively limit the content that is archived in the Barracuda Message Archiver. While this will not alleviate the immediate strain on the Barracuda Message Archiver, it will ease the continued growth of the archive store. We generally recommend the Barracuda Spam & Virus Firewall as a preventative tool to protect your archiving solution.

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