Global Credit Insurance Company SourceOne & PST File Discovery & Migration

As part of a global, cloud data migration project, the business wanted to reduce management costs and corporate risk by regaining control of critical business email data.

An ageing, legacy email archive (SourceOne) had been used for many years to control the growth of email and retain information for compliance purposes.  The SourceOne solution was installed on older, physical infrastructure and hosted within the organisation’s data centres.  Management costs were high and with a concern over the long-term viability of the product, the data needed to be migrated to a cloud-based, scalable solution.

In addition, a significant volume of email data was held by individuals locally on their laptops, workstations and file servers in personal archive files (PSTs).

A high chance of PII data in unknown PST files creates security and privacy challenges, especially when specific and stringent safeguards are spelled out in regulations such as GDPR, which impacts any company that processes or stores the personal data of EU residents.

PST files enable violation of email retention policies risking compliance failures and the increasing risk of litigation. Improperly protecting sensitive and confidential data, with users saving email data for either a shorter or a longer time than required can violate compliance mandates.

Whilst the client believed that individual users had created PST files, they had no definitive way of understanding the extent of usage, and what corporate data was hidden and untraceable, making eDiscovery impossible.

The project was delivered across two streams, one to address SourceOne and the other to target PST file data.  In both streams, historical email data was identified and securely migrated into a central repository. 

SourceOne data was filtered in line with current data retention policies and migrated to Exchange Online.

PST usage across the global enterprise was discovered and reported.  Content that had to be retained was identified and securely migrated into a new, central repository.  Critically, all content in the repositories could be accessed by individual end users and Compliance teams alike.