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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

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==== 1. Commentary: SMBs Confront Email Retention ====
by Elliot King, eking@loyola.edu

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 (http://www.intradyn.com/compliance)--which 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.

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==== 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 http://forums.windowsitpro.com , 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!
http://www.windowsitpro.com/AWARDS/innovators_2005.cfm

==== 3. New and Improved ====
by Anne Grubb, products@windowsitpro.com

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.
http://www.kashya.com

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:
http://www.han-soft.com

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 whatshot@windowsitpro.com.

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==== 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

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http://www.windowsitpro.com/roadshows/sqlserverusa/index.cfm?code=0824emailannc

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!
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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.
http://www.windowsitpro.com/seminars/compliance/index.cfm?code=0831emailannc

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.
http://www.windowsitpro.com/seminars/continuousbackup/index.cfm?code=0824emailannc

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).
http://www.windowsitpro.com/seminars/internetsecurity/index.cfm?code=0824emailannc

==== Featured White Paper ====

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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.
http://www.windowsitpro.com/whitepapers/polyserve/dataclustering/index.cfm?code=0824emailannc

==== Announcements ====
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==== Contact Us ====

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