Making Email the Right Place to Work AIIM Wednesday Webinar Jesse Wilkins, emm m Kelly Ferguson, EMC Senior Manager, Product Marketing

Agenda Introduction Jesse EMC Conclusion

Introduction

Jesse

EMC

Conclusion

Introduction Email is already the place to work… Average corporate user sends/receives 156 messages per day Which is almost 20 MB of email per day And checks email at least every hour And spends more than 2.5 hours a day doing email-related tasks

Email is already the place to work…

Average corporate user sends/receives 156 messages per day

Which is almost 20 MB of email per day

And checks email at least every hour

And spends more than 2.5 hours a day doing email-related tasks

Email: the right place to work? Email as filing cabinet Email as collaborative tool Email as distribution method What’s wrong with this picture?

Email as filing cabinet

Email as collaborative tool

Email as distribution

method

What’s wrong with

this picture?

Email management through quotas Used to limit the storage space in each user’s mailbox Example: Users limited to 125 MB total storage Or used to delete email automatically after certain period of time Example: All messages in the inbox deleted after 90 days

Used to limit the storage space in each user’s mailbox

Example: Users limited to 125 MB total storage

Or used to delete email automatically after certain period of time

Example: All messages in the inbox deleted after 90 days

Quotas may be overly restrictive

Users try to circumvent quotas

All users not subject to quotas

Mailbox quota issues Quotas may not satisfy compliance requirements Especially when combined with “auto-delete”!

Quotas may not satisfy compliance requirements

Especially when combined with “auto-delete”!

Personal archive files Messages exist in multiple locations User’s .pst files Other recipients’ .pst files

Messages exist in multiple locations

User’s .pst files

Other recipients’ .pst files

Personal archive files cont’d Difficult to share Easy to take out of the organization

Difficult to share

Easy to take out of the organization

Personal archive files cont’d Not backed up And may not be on the server anymore! May be password-protected Stability issues at larger size

Not backed up

And may not be on the server anymore!

May be password-protected

Stability issues at larger size

Making email the right place to work… The most effective solution has to: Be centralized for compliance and litigation purposes Be easy to implement and support Make it easier for users to find relevant messages Be transparent to the end users Enter email archiving!

The most effective solution has to:

Be centralized for compliance and litigation purposes

Be easy to implement and support

Make it easier for users to find relevant messages

Be transparent to the end users

Enter email archiving!

Why archive? To minimize performance impact to messaging application And cost! To ensure retention policies are followed To allow users to access their own messages To provide “soft quotas” that balance users’ and IT’s needs

To minimize performance impact to messaging application

And cost!

To ensure retention policies are followed

To allow users to access their own messages

To provide “soft quotas” that balance users’ and IT’s needs

Email archiving at the server Messages captured as they are sent/received by messaging application Automatically and centrally Messages in inboxes replaced by stubs Transparent to the end users Dramatically reduced volume of email in the messaging application IT and management are happy

Messages captured as they are sent/received by messaging application

Automatically and centrally

Messages in inboxes replaced by stubs

Transparent to the end users

Dramatically reduced volume of email in the messaging application

IT and management are happy

Email archiving in the client Messages dragged into folders Classification, metadata, Retention “just happens” Transparent to the end users They’re already doing this Better classification Users are closest to the content

Messages dragged into folders

Classification, metadata,

Retention “just happens”

Transparent to the end users

They’re already doing this

Better classification

Users are closest to the content

Archiving legacy email PST ingestion Messages in the message store Messages in other networked locations

PST ingestion

Messages in the message store

Messages in other networked locations

Enabling Email to be the Right Place to Work with Email Archiving Kelly Ferguson, EMC Senior Manager, Product Marketing

Balance Business Challenges and End User Experience with Email Archiving…. Cost effectively store messages in tamper-proof archive for long-term retention Improve backup and recovery operations Lift mailbox quotas, eliminate need for personal archives (.PST files) Reduce time, cost of discovery … All without changing the native email client experience

Cost effectively store messages in tamper-proof archive for long-term retention

Improve backup and recovery operations

Lift mailbox quotas, eliminate need for personal archives (.PST files)

Reduce time, cost of discovery

… All without changing the native email client experience

Cost Effectively Store Messages for Long Term Retention Capture messages based on a variety of capture options: Real-time (journaling) for compliance Historical message capture, PST ingestion User classification Store in lower cost tier of storage, offload production environment

Capture messages based on a variety of capture options:

Real-time (journaling) for compliance

Historical message capture, PST ingestion

User classification

Store in lower cost tier of storage, offload production environment

Improve Backup and Recovery Operations Offload aging messages/attachments from production environment Seamlessly accessible via online active archive Manage message lifecycle, storing to appropriate tier of storage

Offload aging messages/attachments from production environment

Seamlessly accessible via online active archive

Manage message lifecycle, storing to appropriate tier of storage

Proactively Manage Mailbox Size Through process of shortcutting or stubbing… Lift restrictive mailbox quotas Eliminate need for personal archives (.PST files) Predictable managing production storage requirements

Through process of shortcutting or stubbing…

Lift restrictive mailbox quotas

Eliminate need for personal archives (.PST files)

Predictable managing production storage requirements

Reduce Time, Cost of Discovery Eliminate need to search disparate sources Search consolidated, de-duplicated, full text indexed archive Prove, preserve chain of custody Manage matter lifecycle Enable litigation preparedness with proactive email management

Eliminate need to search disparate sources

Search consolidated, de-duplicated, full text indexed archive

Prove, preserve chain of custody

Manage matter lifecycle

Enable litigation preparedness with proactive email management

Preserving End User Experience Anytime, anywhere access Eliminate “black outs” - lift restrictive mailbox quotas Enable user “self service” Balance business interests with end user productivity

Anytime, anywhere access

Eliminate “black outs” - lift restrictive mailbox quotas

Enable user “self service”

Balance business interests with end user productivity

Email Archiving Allows You to… Cost effectively store messages in tamper-proof archive for long-term retention Improve backup and recovery operations Lift mailbox quotas, eliminate need for personal archives (.PST files) Reduce time, cost of discovery … Balancing business challenges with end user productivity

Cost effectively store messages in tamper-proof archive for long-term retention

Improve backup and recovery operations

Lift mailbox quotas, eliminate need for personal archives (.PST files)

Reduce time, cost of discovery

… Balancing business challenges with end user productivity

On eating the elephant Start small: one department or office Start day-forward Gradually increase the scope of the archive Rest of the organization Rest of the legacy messages .PST and .NSF files

Start small: one department or office

Start day-forward

Gradually increase the scope of the archive

Rest of the organization

Rest of the legacy messages

.PST and .NSF files

Questions?

For more information Jesse Wilkins, emm m , ecm m , erm m Principal Consultant Access Sciences Corporation [email_address] (303) 574-1455 direct blog: http://informata.blogspot.com

Jesse Wilkins, emm m , ecm m , erm m

Principal Consultant

Access Sciences Corporation

[email_address]

(303) 574-1455 direct

blog: http://informata.blogspot.com

For more information Kelly Ferguson Senior Manager, Product Marketing EMC Corporation [email_address] (603) 594-2073 direct www.emc.com/ex4exchange www.emc.com/ex4notes

Kelly Ferguson

Senior Manager, Product Marketing

EMC Corporation

[email_address]

(603) 594-2073 direct

www.emc.com/ex4exchange

www.emc.com/ex4notes