SourceOne has been a great tool for a long time, but now the times are changing, and on-premises solutions aren’t shifting with them.
Archive360 Migration Team
The Organizational Impact of Dell EMC SourceOne EOL
For End Users
For end users, finding and retrieving archived files will become difficult, if not impossible, as an increasing amount of data stored in the archive leads to slower performance, functional and usability issues remain unfixed, and support is no longer available.
For Legal and eDiscovery Teams
Legal and eDiscovery teams could be particularly affected by Dell EMC SourceOne's EOL. Extracting data for legal proceedings becomes challenging for the same reasons as end users. This can lead to delays in legal processes and potential non-compliance with discovery requests. Without a well-managed migration service, organizations may struggle to extract and migrate Dell EMC data while maintaining a full chain of custody, risking legal and regulatory consequences.
For Risk, Security, and Compliance Teams
With Dell no longer issuing software updates, risk, security, and compliance teams need to face the fact that security vulnerabilities and software bugs will no longer be fixed, increasing the risk a data breach might occur and SourceOne will, at some point, no longer meet regulatory standards.
Once they decide to decommission the system, they must ensure the migration from SourceOne maintains data integrity and aligns with compliance requirements. Regulations such as GDPR, HIPAA, SEC, and others impose strict obligations on data handling and retention. Organizations must ensure that the chosen migration solution supports these compliance requirements and offers robust security measures to protect sensitive data. Failure to comply with these regulations can result in financial penalties and damage to an organization's reputation.
Datasheet
FastCollect™️ for Dell EMC SourceOne
The Options for Migrating from SourceOne
As we move towards Dell EMC SourceOne's EOL, there are several migration options to consider, each with its own set of advantages and drawbacks. The choice largely depends on your organization's needs, resources, and future goals.
Dell EMC Source One Email Archive End of Life Option 1
Option 1: Do Nothing. Let the Emails Age Out.
Should you decide to remain with Dell EMC SourceOne, be aware that support for your archive will soon be unavailable. The convenience of maintaining the status quo could be undermined by the risks and costs associated with outdated technology, including possible index corruption, lack of support, eDiscovery delays, hardware, software, and maintenance expenses, as well as the potential exposure of sensitive data as a result of no more security updates.
Dell EMC Source One Email Archive End of Life Option 2
Option 2: Migrate All the Data to Microsoft 365.
An alternative is to transfer all your data to Microsoft 365. This approach not only simplifies data administration and e-discovery by centralizing your data, but also allows users to access data anytime, anywhere. However, be prepared for potential delays in migration and e-discovery due to data throttling by Microsoft when large volumes of data need to be transferred or searched, and the high cost required for Microsoft 365 licenses for inactive users in order to ensure compliance.
Dell EMC Source One Email Archive End of Life Option 3
Option 3: Migrate the Data to Another On-Premises Archive.
One potential solution is to migrate the data from the legacy EMC SourceOne email archive to another on-premises archive. This option allows you to maintain control over your data but comes with higher upfront costs compared to cloud solutions. When you have on-premises servers, you’re forced to make a guess as to the assets you’ll need going forward. If you don’t get that calculation right, you’ll either end up with too few storage resources or underused resources that tie up money that could have helped other areas of your organization. During the migration process, you will also incur expenses related to implementing and maintaining two archive infrastructures. And, you may need to invest in further infrastructure to ensure compliance with regulatory data sovereignty requirements.
Considering the drawbacks of on-premises legacy archiving solutions like SourceOne, another option is to explore cloud-based alternatives. Archiving in the cloud offers numerous advantages, including cost savings, scalability, enhanced security, and access to advanced technologies like Artificial Intelligence (AI) and Machine Learning (ML). Cloud solutions eliminate the need for maintaining costly on-premises infrastructure and allow you to leverage flexible storage resources. Moreover, they provide better insights and security capabilities, ensuring your data is protected and compliant.
Dell EMC Source One Email Archive End of Life Option 4
Option 4: Migrate the Data to a Multi-Tenant SaaS Cloud Archive.
Transitioning to a multi-tenant SaaS Cloud archive offers the benefit of cost savings on infrastructure and staffing, alongside unlimited storage and low initial costs.
A Cloud You Don't Control
One significant drawback of SaaS cloud archives is lack of control. Multi-tenant SaaS vendors provide the same storage, data processing, security, features and functionality for all its tenants or accounts. Although this enables vendors to provide their services more efficiently and effectively, it also means they must put storage and data processing limits in place so heavy users of their services don’t negatively impact the user experience for their other tenants. This one-size-fits-all approach means users cannot tailor storage, data processing, features and functionality to their organization's specific requirements. SaaS archive vendors regulate the movement of your data in and out of their platform, and even limit search performance, especially with extensive data sets, resulting in protracted migration timelines that may span months or even years and more time spent in eDiscovery. The vendor is responsible for securing archives belonging to its customers and providing security training to its employees who possess administrative access to your data. You must rely on them to implement adequate security protocols and ensure their employees adhere to them. This could
lead to accidental data sharing or unauthorized access by vendor employees, partners or government authorities.
Data Prisons
SaaS archive vendors are keen for you to never leave their platform. They often employ proprietary formats, meaning you can only view, access, and manipulate your data using the tools they provide. This also makes it tricky to move away from their platform, with many charging hefty ‘reconversion’ fees to return your data to its native format so that it can be used with another solution.
SaaS Security Stats Uncovered
A recent survey conducted among global IT executives, including VPs, Directors, and C-suite members of major corporations, shed light on some concerning findings regarding SaaS security. Out of those surveyed, only 19% believed that 75% or more of their SaaS vendors met all their security requirements. Furthermore, a staggering 70% stated that they had been compelled to make at least one security exception for a SaaS vendor. Although many of these organizations likely employ popular SaaS products like Microsoft 365 and Salesforce, where the vendor's reputation may lead to greater acceptance of perceived lower risk, the clear takeaway is that numerous SaaS archives fail to provide the security standards and flexibility that modern organizations demand.
Encryption key control emerged as a significant concern in the survey, with an astounding 95% of respondents expressing the importance of controlling their own encryption keys. Furthermore, 81% indicated discomfort with SaaS vendors having control over these keys. Surprisingly, 74% of the surveyed executives admitted that they did not have control over the encryption keys for the majority of their SaaS solutions. This statistic raises concern and highlights the need for organizations to take action to reverse this trend, particularly as regulations tighten and the threat of cybercrime continues to grow. In fact, 92% of the executives stated that they would require more security customization in the future, with 63% of them planning to retire current SaaS applications that fail to provide control over encryption key creation and management.
These statistics provide a clear picture of the security landscape and the risks associated with the one-size-fits-all approach adopted by SaaS vendors. As the demand for security customization persists and scrutiny over data access and handling intensifies, organizations will find multi-tenant SaaS archives increasingly less appealing for their risk mitigation efforts. Instead, the focus is shifting toward more secure and customizable alternatives.
Sacrificing Security: SaaS-Based Archiving Vendors Don’t Let You Control…
- Encryption Keys Management and Storage
- Custom Compliance Reporting
- Cloud-Native Directories
- Granular Access Controls
- Identity Management
- Threat Detection
Moving to a dedicated SaaS archive entails changes to certain security practices compared to on-premises or multi-tenant SaaS cloud archives. However, the advantages are immense, offering complete flexibility and total control. In a dedicated SaaS archive, you can create a security environment tailored to your business's specific needs. You can maintain your existing processes and comply with the same regulations, while enjoying enhanced data security. Cloud providers like Microsoft and Amazon understand the importance of upholding stringent security standards. A significant breach would be detrimental to their businesses, and they are already prime targets for some of the most powerful hackers worldwide. Hence, they invest substantial resources and millions of dollars in protecting their platforms. In fact, they have become authorities in cloud infrastructure cybersecurity, collaborating with governments and other entities to eliminate threats and identify emerging dangers. This level of next-generation, ever-evolving security capability is what you gain from a dedicated SaaS archive. Multi-tenant SaaS archives cannot begin to match this level of investment and expertise in data security.
Dell EMC Source One Email Archive End of Life Option 5
Option 5: Migrate Data to a Dedicated SaaS Cloud Archive.
The best option for complete control and security of your data while eliminating the need for on-premises servers for archiving is to migrate to your own dedicated SaaS archive. By leveraging the infrastructure security provided by leading cloud vendors like Microsoft or Amazon and a high-quality information management and archiving solution, you can have full control over your data. Your data will remain in its native format and benefit from cutting-edge security measures. Additionally, you can utilize powerful tools that leverage AI (Artificial Intelligence) and Machine Learning to access, search, and derive insights from your data.
One standout feature is the ability to automate data management and handling, enabling accurate supervision, predictive surveillance, auto-classification, and eDiscovery response.
Migrating to Your Own Cloud Tenant Offers Several Benefits
- Immediate Access to Data in Native Format: Your data remains in its original format, allowing you to access it instantly without the need to convert proprietary formats.
- Full Control Over Data Storage: With a dedicated SaaS solution, you have complete control over where your data is stored, ensuring compliance with data sovereignty requirements.
- Customizable Security, Compliance, and Privacy: You have the flexibility to customize security measures, compliance policies, and privacy settings according to your organization's specific needs.
- Flexibility and Scalability: A dedicated SaaS solution offers on-demand scalability, allowing you to use only the resources you need. It provides flexibility to accommodate your evolving data processing and storage requirements.
- Reduced Upfront Investment and Predictable Costs: Moving to a dedicated SaaS solution typically involves reduced upfront investment and predictable ongoing costs. This shift from capital expenditure (CapEx) to operational expenditure (OpEx) can provide financial benefits.
- No Proprietary Formats or Data Ransoming: With a dedicated SaaS solution, you are not bound by proprietary formats, ensuring data portability and the ability to move your data out of the archive without additional fees.
- Enhanced eDiscovery and Compliance: Dedicated SaaS solutions offer faster and scalable eDiscovery searches, customizable records retention policies, and granular search and review capabilities for various types of content, including audio, video, and social media files.
- Access to Advanced AI and ML Technology: By leveraging a dedicated SaaS solution, you gain access to the latest AI and ML technologies for auto-data classification, data mining, analysis, and unlocking insights from your data.
- The ability to capture and granularly search and review content within audio, video, and social media files: Unlock valuable insights by capturing, searching, and reviewing content within audio, video, and social media files.
