Headquartered in the Midwest with 7 million clients and over $900 billion in assets under management worldwide, this customer is one of the largest financial services firms in the world. It places an emphasis on attention to the individual investor, and fosters a personal feel amongst its customers and its 40,000 employees.
This customer’s primary need revolved around their file environment. Their existing StoredIQ solution posed numerous problems, and led them to feel they lacked control of their files. Applying retention at the document level was extremely challenging, and therefore the simple act of deleting data also proved difficult. This caused numerous problems, namely that they incurred unnecessary data storage costs, and opened themselves up to organizational risk by keeping documents well past their useful age. Additionally, StoredIQ was primarily providing metadata reports that could not provide insight into document content, an element that is key for both eDiscovery and records management.
These control issues, combined with their frustrations over StoredIQ’s difficulty scaling to the firm’s quickly growing data volumes, led the customer to look for another provider, namely one that could apply holistic information governance. Functionally their StoredIQ solution was a point solution, and as such had limited capabilities when it came to managing multiple data sources. The customer wanted to look into a product that would allow them to manage their various different data sources and their corresponding governance functionalities through one platform.
Part of this organizational push for a more unified governance provider was due to the customer’s concerns over their existing email management product, Zantaz EAS. At the time the customer was worried this product may be end-of-lifed, and therefore the customer would lose support for the solution. This concern coupled with the organization’s desire for a single platform for both emails and files led to them searching for a new solution.
Finally, given the customer’s size, any new solution needed to provide robust migration capabilities. They were concerned that with different solutions for email and file management, the migration to a single platform would be ineffective. And with 50 TB of email data in EAS and over 20 TB of files data in StoredIQ, any migration would be a very large one, and the customer needed to be sure that they could successfully transfer their data.
Unified Information Governance
Ultimately the client chose to implement ZL Unified Archive® (ZL UA) to satisfy their information governance needs. ZL UA not only allowed the customer to manage both files and emails through a single, scalable platform, but also provided robust eDiscovery capabilities across all enterprise data.
Previously the organization’s file shares spread out across the enterprise, a setup that posed numerous management problems. ZL UA allowed the customer to centralize their files in one platform, and one location. Additionally through ZL File Archiving, the customer was able to apply extremely granular retention policies and implement thorough deduplication processes, which combined to significantly reduce total storage footprint. ZL File Archiving also provided the customer with full-text indexing of all their content, which greatly improved their searching capabilities, especially with regards to eDiscovery. Finally, the customer used ZL to lock down files in WORM storage in accordance with compliance regulations.
ZL moved the customer off Zantaz EAS to ZL UA, which provided cutting-edge email management technologies that were built for the large enterprise. With sophisticated keyword and metadatabased global search options coupled with comprehensive information capture of each and every email, ZL UA gave the customer unparalleled management options.
Having all company data accessible through one platform allowed the customer to centralize their eDiscovery needs through ZL Discovery Manager. With a single place for all eDiscovery functions, such as managing legal holds, searches, and early-case assessment, the customer streamlined their process by creating a single solution to handle any eDiscovery request.
Information governance cannot be a one-size-fits-all product, therefore ZL offers organizations an advanced API kit and customization options to best fit ZL UA to each customer’s precise needs. This customer emphasized the need for a personalized deployment, and has worked extensively with ZL support and the ZL API kit to make their desired custom tools and modifications to their ZL system.
For example, they worked with ZL and with the ZL API kit to optimize their mailbox crawling capabilities. Instead of simply following an arbitrary order, ZL begins by scanning the biggest mailboxes first while scanning others in parallel, which allows for mailboxes that take the most time to get a head start. Given the customer’s size, they had certain mailboxes that were extraordinarily large, and thus beginning crawling early on these special cases saved them a significant amount of time in the crawling process.
Despite the customer’s complex migration needs, ZL was able to seamlessly ingest data from both EAS and StoredIQ. Rather than simply handing over a migration tool and asking the customer to do their own migration, ZL worked with the customer, and employed a combination of advanced migration technologies and end-userfocused migration services. ZL was able to migrate over 2.5 billion documents and files into ZL UA, and for all customers ZL guarantees at minimum an accuracy rate of 99.95%. Once the migration was finished, ZL provided extensive documentation and statistics to the customer to ensure the defensibility of the migration.