Interesting information for those in the legal, ediscovery, and digital forensics fields.

Libertas: Breaking Free from Backup Software Lock-in

After 30+ years in the backup industry, I’ve seen countless organizations struggling with a frustrating scenario: they need to keep their backup software running just to read their old backups. It’s like needing to keep an old word processor around just to read documents you created years ago. This has always struck me as fundamentally wrong – your data is your data, after all.

That’s why I’m incredibly excited about S2|DATA’s release of Libertas, the industry’s first free independent backup reader. (Libertas means “freedom” in Latin.) As someone who has spent decades helping organizations solve backup challenges, I see this as a watershed moment.

Freedom

Think about it: How many companies are paying maintenance fees for NetBackupTM just to maintain access to old backups? It’s a tax on your own data, and it’s time for that to end.

Starting with NetBackupTM disk images (with a roadmap of expansion to other products later), Libertas demonstrates something I’ve known for a while: backup formats aren’t magic. They’re just structured ways of storing data, and with the right technology you can read them without the original software.  This is true of even the most proprietary formats (e.g. TSM).  S2|DATA has been reading most backup formats for years with TRACS, and now they’re taking the lessons learned there and offering something for free.

The implications are huge:

  • Companies can finally retire legacy backup infrastructure
  • Data becomes truly portable
  • Vendor lock-in loses its grip
  • Access to historical data becomes democratized

I’ve seen organizations spending hundreds of thousands annually just to maintain access to old backups. Libertas and S2|DATA can  change that equation dramatically. While the first release focuses on NetBackupTM disk images, this is just the beginning. If Libertas does what I think it will do, you’ll see other formats in the future.  (S2|DATA already knows how to read most common backup formats; it’s just a matter of deciding what to give away.)

This isn’t just about saving money (though that’s certainly nice). It’s about fundamentally changing the relationship between organizations and their data. Your historical data shouldn’t be held hostage by the software used to back it up.

As someone who’s fought against vendor lock-in throughout my career, I see Libertas as more than just a tool – it’s a statement that your data belongs to you, not your backup vendor.

The backup industry needs this kind of disruption. We’ve accepted the status quo of software lock-in for too long. It’s time to break free.

Want to be part of this revolution? Head over to https://s2data.com/libertas-download to download Libertas. Let’s make backup software lock-in a thing of the past.

All trademarks are the property of their respective owners.

The Real Cost of “Just Keep Everything”

In today’s data-driven world, many organizations have adopted what seems like a safe approach to data retention: “Keep everything, just in case.” While this strategy might feel prudent, it’s creating unprecedented challenges and costs that far exceed simple storage expenses. Let’s examine the true impact of this approach and explore how modern solutions can help organizations regain control of their legacy data.

Add costs

The Hidden Costs of Keeping Everything

The most obvious cost of a “keep everything” strategy is storage, but this represents just the tip of the iceberg. Consider these often-overlooked expenses:

1. Legacy Software Licensing
Many organizations maintain expensive backup software licenses solely to be able to access to historical data. These annual licensing fees can run into hundreds of thousands of dollars – not for active backup operations, but merely for the ability to read old backups if needed.

2. Hardware Maintenance
Legacy backup systems often require specific hardware configurations. Maintaining and replacing aging hardware components adds significant costs and complexity to your IT infrastructure.

3. Specialized Staff
Someone needs to understand these legacy systems. Whether it’s full-time employees or consultants, maintaining expertise in obsolete systems is expensive and becoming increasingly difficult as skilled professionals retire.

4. Legal and Compliance Risk
Keeping unnecessary data isn’t just expensive – it’s risky. During litigation or regulatory investigations, organizations must search through, review, and potentially produce relevant data. The more unnecessary data you retain, the more expensive and time-consuming this process becomes.

5. Opportunity Cost
When your IT team spends time maintaining legacy systems and searching through obsolete data, they’re not focusing on initiatives that drive business value. This opportunity cost, while hard to quantify, represents a significant drain on organizational resources.

The Search Problem

Perhaps the most frustrating aspect of “keep everything” strategies is that they often fail at their primary objective: having data available when needed. We regularly encounter organizations that have maintained expensive backup infrastructure for years, only to discover they can’t efficiently locate specific information when required.

A recent client maintained over 100,000 backup tapes and spent nearly $1 million annually on legacy system maintenance. Yet when faced with a time-sensitive legal request, they still needed weeks to locate and restore relevant data. The irony? After analysis, we discovered that less than 20% of their stored data had any business or legal value.

A Better Approach

The solution isn’t to simply delete everything – it’s to transform how you manage and access legacy data. This is where S2|DATA’s innovative approach comes in.

Step 1: Understand What You Have

Using our proprietary TRACS platform, we can scan your backup tapes and other legacy storage media, creating a searchable catalog of your data assets. This metadata repository, which we call Invenire, allows you to:
– Quickly identify what data you have
– Determine where specific information is located
– Understand data ages and types
– Make informed decisions about what to keep – and what to delete

Step 2: Enable Efficient Access

Through our TRACS (Tape Restoration and Cataloging System) technology, we eliminate the need for legacy backup software while maintaining complete access to your data. This means:
– No more expensive legacy software licenses
– No specialized hardware requirements
– Rapid access to specific files when needed
– Significant reduction in maintenance costs

Step 3: Optimize Your Storage

With clear visibility into your data assets, you can make informed decisions about:
– What to retain and what to defensibly delete
– How to consolidate storage media
– Which systems can be retired
– How to reduce ongoing maintenance costs

Real Results

One global financial institution recently used this approach to:
– Reduce their tape storage footprint by 95%
– Eliminate $800,000 in annual software licensing fees
– Improve data access time from weeks to hours
– Significantly reduce their compliance risk profile

Making the Transition

Moving from a “keep everything” strategy to an intelligent data management approach doesn’t happen overnight, but it doesn’t have to be disruptive either. The key is starting with a clear understanding of your data assets and implementing tools that make that data accessible and manageable.

Ready to transform how your organization manages legacy data? Contact S2|DATA to learn how we can help you reduce costs, minimize risk, and improve data accessibility without maintaining expensive legacy systems.

—

The status quo isn’t just expensive – it’s unsustainable. Isn’t it time to stop paying premium rates for a digital safety blanket and start managing your legacy data intelligently?

Cloud Storage: The Hidden Costs That Might Surprise You

As someone who’s spent decades in the data protection and storage industry, I’ve seen technology trends come and go. W. Curtis Preston But few have been as hyped as cloud storage. Don’t get me wrong – cloud storage has its place. But the idea that it’s always cheaper than on-premises solutions? That’s a myth we need to bust.

Let’s break down why the cloud isn’t always the cost-saver you might think it is:

  1. Deep Archive Request Fees.  Glacier Deep Archive is cheap, as long as you don’t touch it.  If you do, pulling data out of that archive costs extra.
  2. Egress Fees: This is the big one. While putting data into the cloud is often free or cheap, taking it out can cost a pretty penny. If you need to retrieve large amounts of data regularly, these fees can add up fast.
  3. Data Transfer Costs: Moving data between cloud regions or to your on-premises systems isn’t free. These costs can sneak up on you.
  4. Compliance and Security: Depending on your industry, you might need additional security measures or compliance features in the cloud. These often come at a premium.
  5. Performance Costs: Need faster performance? Be prepared to pay more. High-performance cloud storage options can be significantly more expensive.

Tape is less expensive & less risky

Now, let’s talk about an alternative that might surprise you: backup tape. Yes, that old-school technology you might have written off years ago.

Backup tape, when stored in a secure vault, can be significantly less expensive – and less risky – than both cloud and on-premises disk storage. Here’s why:

  1. Low Cost per TB: Modern tape cartridges can store massive amounts of data at a very low cost per terabyte.
  2. No Ongoing Fees: Once you’ve written data to tape, there are no monthly storage fees. Just the cost of secure storage, which is minimal.
  3. Long Lifespan: Properly stored tapes can last for decades. No need for constant hardware refreshes.
  4. Energy Efficiency: Tapes in a vault use no electricity, making them incredibly eco-friendly and cost-effective.
  5. Air-Gapped Security: Offline tapes provide an actual air-gapped backup that’s immune to ransomware and other online threats.

But there’s a catch, isn’t there? There always is. The challenge with tape has always been accessibility. When you need to retrieve data from an old backup tape, can you actually read it?

S2|DATA’s solution

This is where modern solutions come into play. Imagine if you could combine the cost-effectiveness and security of tape with the accessibility of more modern systems.

That’s where companies like S2|DATA shine. Their innovative approach to tape management transforms those dusty old tapes into a accessible, searchable archive.

Using their TRACS (Tape Restoration and Cataloging System) software, S2|DATA can read and catalog data from virtually any tape format. No need to maintain old backup software or hardware. And their Invenire system provides a user-friendly interface to search and retrieve data from your tape archive.

This means you get the best of both worlds: the low cost and security of tape storage, with the accessibility you’d expect from more modern solutions. You can keep years of data on cheap, secure tape storage, and still be able to quickly find and retrieve exactly what you need when you need it.

So, before you move everything to the cloud, take a hard look at your actual usage patterns and needs. You might find that a hybrid approach, leveraging the strengths of different storage technologies, gives you the best balance of cost, security, and accessibility.

Remember, in data storage, there’s no one-size-fits-all solution. The key is to understand your options and choose the right tool for each job. Sometimes, that might mean looking to the future by revisiting the past.

Your Backup Is Not an Archive: The Hidden Dangers of Misusing Your Data Systems

As “Mr. Backup,” I’ve spent decades helping companies protect their data. One thing I worry about is that too many organizations are using their backup systems as makeshift archives. This practice isn’t just inefficient—it’s a ticking time bomb of legal liability. First I’ll explain why this is the case, and then I’ll explain what you can do about it.  The answer is easier than you think. W. Curtis Preston

First, let’s get one thing straight: backup and archiving are not the same thing. Backups are designed for operational and disaster recovery – to help you get back up and running quickly after data loss. Archives, on the other hand, are for long-term data retention and retrieval. Using one for the other is like trying to use a fire extinguisher as a water fountain. Sure, you might get a drink, but it’s messy, inefficient, and not what it’s designed for.

 

The Perils of Misusing Your Backup System

When you use your backup system as an archive, you’re setting yourself up for a world of hurt. Here’s why:

  1. Needle in a Haystack Syndrome: Backup systems are great at ingesting data, but they’re terrible at finding specific pieces of information. Try finding a particular email from five years ago in your backup system. I’ll wait. (Spoiler alert: You’ll be waiting a long time.)
  2. Retention Nightmares: Backup systems typically overwrite data on a regular schedule. This means you might be deleting data that you’re legally required to keep, or keeping data that you should have deleted ages ago. Both scenarios spell legal trouble.
  3. Performance Issues: Backup systems are designed for bulk data movement, not frequent, granular access. Using them for archival purposes can slow down your entire backup process, putting your disaster recovery capabilities at risk.
  4. Cost Overruns: Storing unnecessary data in your backup system means you’re paying for storage you don’t need. It’s like renting a warehouse to store empty boxes—a waste of money and resources.
  5. Compliance Headaches: Many regulations require you to produce specific data within a set timeframe. Good luck doing that with a backup system not designed for quick, targeted retrieval.

The eDiscovery Dilemma

Now, let’s talk about the elephant in the room: eDiscovery. When legal comes knocking (and trust me, they will), they don’t want all your data – they want specific pieces of information, and they want them now.

Backup systems are notoriously ill-equipped for this task. They’re designed to restore entire systems or large data sets, not to search for and extract individual files or emails. Trying to use a backup system for eDiscovery is like trying to perform surgery with a sledgehammer—messy, imprecise, and likely to cause more harm than good.

I once worked with a company that learned this lesson the hard way. They were hit with an eDiscovery request and confidently turned to their backup tapes. Three months, countless overtime hours, and hundreds of thousands of dollars later, they were still searching. The court was not amused, and the results were… let’s just say, unpleasant.

The Solution: Unlock Your Backup’s Potential

So, what’s the answer? It’s not as simple as “don’t use your backup as an archive.” The reality is, many companies have years of valuable data locked away in their backup systems. The key is finding a way to access and utilize this data effectively, without compromising your backup processes or breaking the bank.

This is where S2|DATA’s innovative TRACS (Tape Restoration and Cataloging System) comes into play. TRACS is a game-changer in the world of data management, offering a bridge between your backup systems and your archiving needs.

Here’s how TRACS transforms your backup system into a powerful, accessible archive:

  1. Non-Native File Restoration: TRACS can restore data from over 20 backup software applications and hundreds of versions without requiring the original backup software.
  2. Granular Data Extraction: Unlike traditional backup systems, TRACS allows you to extract specific files or email messages, making it ideal for eDiscovery and compliance needs.
  3. Metadata Cataloging: TRACS creates a comprehensive catalog of your backup data, making it searchable and accessible, via our online portal Invenire.
  4. Cost-Effective: By leveraging your existing backup data, TRACS eliminates the need for a separate, expensive archiving system.
  5. Compliance-Friendly: With its ability to quickly locate and extract specific data, TRACS helps you meet regulatory requirements for data retention and retrieval.

I’ve seen companies transform their approach to data management with TRACS. One large mortgage company saved over $800,000 annually in software licensing costs by using TRACS to selectively restore and migrate email data from their legacy system.

Remember, in the world of data management, it’s not about abandoning your backup systems – it’s about unlocking their full potential. With the right tools and expertise, your backup system can serve as a rich, accessible archive.

Don’t wait for a legal disaster to strike before you act. Audit your data management practices today, and consider how a solution like TRACS could help you take control of your legacy data. Your future self (and your legal team) will thank you.

Mastering the EDRM: How S2|DATA Empowers Your eDiscovery Journey

In the complex world of electronic discovery, the Electronic Discovery Reference Model (EDRM) serves as a crucial roadmap for legal professionals and organizations alike. At S2|DATA, we’ve made it our mission to not just understand the EDRM, but to excel in its implementation, providing our clients with unparalleled command over their legacy data. Let’s dive into what the EDRM is and how S2|DATA’s expertise aligns with this essential framework.

Understanding the EDRM

The EDRM is a comprehensive guide that outlines the various stages of the eDiscovery process. It provides a structured approach to managing electronically stored information (ESI) from its initial identification through to its presentation in legal proceedings. The model consists of nine distinct stages:

  1. Information Governance
  2. Identification
  3. Preservation
  4. Collection
  5. Processing
  6. Review
  7. Analysis
  8. Production
  9. Presentation

Each stage plays a vital role in ensuring a thorough, efficient, and defensible eDiscovery process. However, navigating these stages can be challenging without the right expertise and tools.

S2|DATA’s EDRM Specialties

At S2|DATA, we’ve developed cutting-edge solutions that address multiple stages of the EDRM, with a particular focus on the early stages where our unique capabilities truly shine. Let’s explore how our services align with and enhance the EDRM process:

  1. Information Governance

While many organizations struggle with establishing effective information governance policies, S2|DATA provides the tools and expertise to help you take control. Our Intelligent Tape Archive solution goes beyond traditional offsite data vaults, adding a layer of intelligence to your legacy data. This empowers you to make informed decisions about data retention, deletion, and management, setting the stage for more efficient eDiscovery processes down the line.

  1. Identification

Identifying relevant ESI can be like finding a needle in a digital haystack. That’s where our proprietary Invenire platform comes into play. As the world’s most advanced metadata review tool, Invenire provides instant insight into key file information, allowing you to quickly identify potentially relevant data across your entire data landscape, including backup tapes and legacy systems.

  1. Preservation

Once relevant data is identified, it must be preserved to maintain its integrity. S2|DATA’s expertise in data restoration and forensic data recovery ensures that your critical information is preserved accurately and defensibly. Our ISO/IEC 27001:2013 certified processes guarantee the highest levels of data security throughout the preservation process.

  1. Collection

S2|DATA truly shines in the collection phase. Our advanced data restoration services can access and collect data from virtually any storage medium, including backup tapes, legacy systems, and even voice logging tapes. Our proprietary TRACS (Tape Restoration and Cataloging System) technology allows us to restore data from a wide array of backup formats without needing the original backup software.

  1. Processing

Once data is collected, it needs to be processed into a format suitable for review. S2|DATA’s processing capabilities are robust and flexible. We can handle large volumes of data efficiently, thanks to our scalable infrastructure and proprietary technologies. Our processing services include deduplication, filtering, and advanced searching capabilities, all designed to streamline the next stages of the EDRM.

Beyond the Early Stages

While S2|DATA specializes in the early stages of the EDRM, our comprehensive suite of eDiscovery services extends through the entire model. Let’s explore how we support the remaining stages:

  1. Review

S2|DATA understands that the review stage can be one of the most time-consuming and costly parts of the eDiscovery process. That’s why we offer advanced review platforms that leverage cutting-edge technologies to streamline this critical phase.

  1. Analysis

Our analysis tools go beyond simple keyword searches. S2|DATA’s analytical capabilities include data visualization tools (e.g. MEAD) to help identify patterns and relationships, along with email threading and sentiment analysis. These powerful analytical tools help legal teams uncover key insights and build stronger cases more efficiently.

  1. Production

When it’s time to produce relevant documents, S2|DATA ensures a smooth, defensible process. Our production services include: flexible output formats, xustomizable redaction tools to protect sensitive information, and detailed production logs for complete transparency.

  1. Presentation

The final stage of the EDRM is where all the previous work comes together. S2|DATA supports the presentation stage by providing easy-to-use tools for creating trial exhibits, offering secure, cloud-based repositories for case documents, and supplying expert witnesses who can testify about data collection and processing methods.

Empowering Your EDRM Journey

By partnering with S2|DATA, you’re not just getting a service provider – you’re gaining a strategic ally in your eDiscovery efforts. Our solutions are designed to give you command over your data at every stage of the EDRM, from initial information governance through to final presentation in court.

Our comprehensive approach ensures that you have the tools and expertise needed to navigate the entire eDiscovery process effectively and efficiently. Whether you’re dealing with complex legacy data systems or cutting-edge digital communications, S2|DATA has the knowledge and technology to support your eDiscovery needs from start to finish.

Ready to take command of your eDiscovery process? Contact S2|DATA today to learn how we can enhance your EDRM journey and transform your approach to legacy data management.

Electronic Data Discovery: Navigating the World of Digital Evidence

Electronic data discovery (eDiscovery) has become a critical component of modern litigation and regulatory compliance. As the volume of digital information continues to grow exponentially, organizations face increasing challenges in managing, preserving, and producing electronically stored information (ESI).

Understanding Electronic Data Discovery

Electronic data discovery (AKA eDiscovery) refers to the process of identifying, collecting, processing, reviewing, and producing electronic information in response to a legal or regulatory request. This process encompasses a wide range of digital data sources, including emails, documents, databases, social media content, and metadata associated with these files.

The importance of eDiscovery cannot be overstated. In a world where over 90% of all information is now communicated and stored electronically, the ability to effectively collect and analyze this data is crucial for legal proceedings, internal investigations, and regulatory compliance.

The Electronic Discovery Reference Model (EDRM)

To better understand the eDiscovery process, it’s helpful to look at the Electronic Discovery Reference Model (EDRM). This model outlines nine stages of the eDiscovery process, and each stage plays a critical role in ensuring a comprehensive and defensible eDiscovery process.

1. Information Governance
2. Identification
3. Preservation
4. Collection
5. Processing
6. Review
7. Analysis
8. Production
9. Presentation

The Challenges of Electronic Data Discovery

While eDiscovery is essential, it’s not without its challenges. Organizations often struggle with:

  1. Volume of data: The sheer amount of digital information can be overwhelming, making it difficult to identify and collect relevant data efficiently.
  2. Diverse data sources: Information can be stored across multiple platforms, devices, and formats, each of which often requires specialized knowledge to extract the relevant data.
  3. Backups not designed for eDiscovery: The most common place to find important emails is backups, but backups are not designed to provide data like that.
  4. Data preservation: Ensuring that potentially relevant data is preserved without altering its integrity is crucial but can be technically challenging.
  5. Cost and time constraints: Traditional eDiscovery methods can be expensive and time-consuming, putting strain on organizational resources.
  6. Privacy and security concerns: Handling sensitive information requires robust security measures to protect against data breaches and ensure compliance with privacy regulations.

Innovative Solutions for Electronic Data Discovery

At S2|DATA, we’ve developed cutting-edge technologies and methodologies to address these challenges head-on. Our comprehensive suite of eDiscovery services leverages proprietary tools like TRACS (Tape Restoration and Cataloging System) and Invenire to provide faster, more accurate, and more cost-effective eDiscovery solutions.

  1. Advanced Data Restoration: Our expertise in tape, disk, and voice logger restoration allows us to access and restore data from virtually any storage medium, ensuring no potential evidence is overlooked.
  2. Intelligent Metadata Analysis: Invenire, our proprietary metadata review tool, provides instant insight into key file information, allowing for rapid identification and retrieval of relevant data.
  3. Forensic Data Recovery: Our certified forensic experts employ state-of-the-art techniques to recover and analyze digital evidence, ensuring the integrity and admissibility of the data in legal proceedings.
  4. Customized eDiscovery Workflows: We work closely with our clients to develop tailored eDiscovery strategies that align with their specific needs and objectives.
  5. Secure Data Handling: Our ISO/IEC 27001:2013 certified processes ensure the highest levels of data security throughout the eDiscovery process.

The Future of Electronic Data Discovery

As technology continues to evolve, so too does the field of electronic data discovery. emerging trends and challenges include:

  1. AI and Machine Learning: Advanced algorithms are increasingly being used to streamline the review process and identify relevant documents more efficiently.
  2. Cloud-Based eDiscovery: As more organizations move their data to the cloud, eDiscovery solutions must adapt to handle cloud-based information effectively.
  3. Mobile Device Forensics: With the proliferation of smartphones and tablets, mobile device forensics has become a critical component of many eDiscovery projects.
  4. Data Privacy Regulations: The implementation of regulations like GDPR and CCPA has added new complexities to the eDiscovery process, requiring careful handling of personal data.
  5. Blockchain and Cryptocurrency: As these technologies become more prevalent, eDiscovery practitioners must develop new methods for collecting and analyzing this data.

At S2|DATA, we’re constantly innovating to stay ahead of these trends, ensuring our clients have access to the most advanced and effective eDiscovery solutions available.

Empowering Organizations with Electronic Data Discovery

Electronic data discovery is no longer just a legal necessity – it’s a strategic imperative for organizations looking to manage risk, ensure compliance, and gain valuable insights from their data. By partnering with S2|DATA, organizations can:

  1. Reduce costs and increase efficiency in the eDiscovery process
  2. Minimize legal and regulatory risks associated with data management
  3. Gain deeper insights into their data assets
  4. Ensure compliance with evolving data privacy regulations
  5. Future-proof their eDiscovery capabilities

In today’s data-driven world, having command over your legacy data and eDiscovery processes is crucial. S2|DATA’s innovative solutions and expert team are here to empower your organization, turning the challenges of electronic data discovery into opportunities for growth and success.

Don’t let your legacy data become a liability. Contact S2|DATA today to learn how we can help you take control of your electronic data discovery process and unlock the true potential of your digital assets.