Email management SNUG meeting Patrick Nagtzaam & Richard van Delft Den Bosch, november 2008

Introductie Patrick Nagtzaam Enterprise Content Management ECM Consultant & architect  0651429673 Richard van Delft Enterprise Content Management Sales & Delivery manager IBM ECM  06 54265474

Mail management at Atos Origin System Integration (SI) Consultancy, functional & architecture design Installation, configuration & Development Enterprise Content Management Managed Operations (MO) Administration & support Infrastructure Management Information Lifecycle Management Atos-in-a-box Atos Consultancy (AC) Business consultancy Risk Management ACSIMO approach AC SI MO

System Integration (SI)

Consultancy, functional & architecture design

Installation, configuration & Development

Enterprise Content Management

Managed Operations (MO)

Administration & support

Infrastructure Management

Information Lifecycle Management

Atos-in-a-box

Atos Consultancy (AC)

Business consultancy

Risk Management

E-mail Management 3 Waarom Email management Integrated architecture 2 Introduction 1 4 Deel 2: ICC & implementatie visie

Waarom email management

Common Scenario send reply Review/Approve a Contract Using E-mail Con-tractv1 File Con-tractv1 File Con-tractv1 File Con-tractv1 File Con-tractv2 File Con-tractv2 File Con-tractv2 File

Common Scenario send reply Compliance nightmare Archive multiple copies of e-mail and attachments How is the context of the message captured? (e.g. customer, document owner, latest version) How is the process information captured? e.g. approval status, signed version How is the archiving policy managed? e.g. retention period, expiry date How to keep track of the message and the attachments? How to delete a specific message? How is ensured your files are complete? Review/Approve a Contract Using E-mail Con-tractv1 File Con-tractv1 File Con-tractv1 File Con-tractv1 File Con-tractv2 File Con-tractv2 File Con-tractv2 File

Compliance nightmare

Archive multiple copies of e-mail and attachments

How is the context of the message captured? (e.g. customer, document owner, latest version)

How is the process information captured?

e.g. approval status, signed version

How is the archiving policy managed?

e.g. retention period, expiry date

How to keep track of the message and the attachments?

How to delete a specific message?

How is ensured your files are complete?

Common Scenario send reply Compliance nightmare Archive multiple copies of e-mail and attachments How is the context of the message captured? (e.g. customer, document owner, latest version) How is the process information captured? e.g. approval status, signed version How is the archiving policy managed? e.g. retention period, expiry date How to keep track of the message and the attachments? How to delete a specific message? How is ensured your files are complete? User information management Review/Approve a Contract Using E-mail Con-tractv1 File Con-tractv1 File Con-tractv1 File Con-tractv1 File Con-tractv2 File Con-tractv2 File Con-tractv2 File

Compliance nightmare

Archive multiple copies of e-mail and attachments

How is the context of the message captured? (e.g. customer, document owner, latest version)

How is the process information captured?

e.g. approval status, signed version

How is the archiving policy managed?

e.g. retention period, expiry date

How to keep track of the message and the attachments?

How to delete a specific message?

How is ensured your files are complete?

Email is content Make sure your files are complete Keep content managed and controlled Electronic Documents Email Photos, Graphics, Video Classification & Security Retention Data Paper Documents & Files

Waarom email management? Storage quote in mail file Local archive backup Search archive & mailbox Server performance Storage capacity Backup Improve performance Free up storage Smaller backup window user admin officer Not compliant No history of ex-employees Costly/impossible situation to use email as evidence Less user effort required No local backup Improve productivity Comply with laws, regulations and internal policies Discovery of history email Reduce the cost of providing email evidence as part of litigation

Storage quote in mail file

Local archive backup

Search archive & mailbox

Server performance

Storage capacity

Backup

Improve performance

Free up storage

Smaller backup window

Not compliant

No history of ex-employees

Costly/impossible situation to use email as evidence

Less user effort required

No local backup

Improve productivity

Comply with laws, regulations and internal policies

Discovery of history email

Reduce the cost of providing email evidence as part of litigation

ECM & Email architecture

An integrated approach Enterprise Content Management Maximize access to information Leverage e-mail as a corporate asset for teams Support e-mail and attachments as work in progress Make it easier to find and organize e-mail for personal and team use Support records management functionality Records Management Minimize risk Set, enforce and monitor records retention and disposition policies Storage Management Minimize storage cost hierarchical retrieval and advanced, compressed storage. Mail Management & Processing Records Manage - ment Storage Management Content Managent

Enterprise Content Management Maximize access to information

Leverage e-mail as a corporate asset for teams

Support e-mail and attachments as work in progress

Make it easier to find and organize e-mail for personal and team use

Support records management functionality

Records Management

Minimize risk

Set, enforce and monitor records retention and disposition policies

Storage Management Minimize storage cost

hierarchical retrieval and advanced, compressed storage.

Integrated ECM architecture Mail management & Processing Incoming/Outgoing E-Mail Captured Compliancy Check Automatic or manual storage in Content Management repository Context information added Records Management rules added automatically to content Storage management to ensure efficient and secure strorage 1 3 Mail Management & Processing 5 & Classify mail Mail Client Records Manage ment Mail Server Exporter Storage Management Content Management Mail Server Journaling SMTP Relay 2. Compliance monitoring Mail Traffic Compliance Retention Mail Compliance Storage Mail Storage Internet 4 3 6 Compliance Discovery

Mail management & Processing

Incoming/Outgoing E-Mail Captured

Compliancy Check

Automatic or manual storage in Content Management repository

Context information added

Records Management rules added automatically to content

Storage management to ensure efficient and secure strorage

Deel 2: IBM Content Collector Patrick Nagtzaam

E-mail Management 3 1 IBM Content Collection and Archiving Atos Origin Solution Overview 2 IBM Content Collector for E-mail

Content Collection and Archiving 1

IBM Content Collection and Archiving In October IBM announced a new family of products for archiving e-mail, classifying content and searching multiple information sources - independent of where and how the content was created, processed and archived The new family of products deliver comprehensive Content Collection and Archiving capabilities that make information more accessible, manageable and, ultimately, usable by making it easier to locate and analyze to extract knowledge and insights. For virtually all their business content, including file systems, Lotus Quickr, Microsoft SharePoint, instant messages and other information.

In October IBM announced a new family of products for archiving e-mail, classifying content and searching multiple information sources - independent of where and how the content was created, processed and archived

The new family of products deliver comprehensive Content Collection and Archiving capabilities that make information more accessible, manageable and, ultimately, usable by making it easier to locate and analyze to extract knowledge and insights.

For virtually all their business content, including file systems, Lotus Quickr, Microsoft SharePoint, instant messages and other information.

IBM Strategy for Enterprise Content Compliance & Discovery

Enterprise Compliance Vision Integrated Agile ECM Platform for Compliant Information Management ECM Platform Content Collection Records Management Electronic Discovery Advanced Classification 1 3 2 4

IBM Content Collection and Archiving Architecture Modular and Extensible … Powered By New Task Routing Policy & Task Routing Engine IBM NATIVE FileNet P8 CM8 FileNet Image Services FileNet Content Services CMOD Tivoli Storage Manager CUSTOM / OTHER Microsoft File System IBM Content Integrator CMIS MESSAGING / E-MAIL Microsoft Exchange Lotus Domino Novell GroupWise PST content Instant Messaging (3rd party) NSF content FILE SYSTEMS Microsoft File System Desktops Other File Systems OTHER Microsoft SharePoint IBM Content Integrator CMIS Tivoli Storage Manager Backup Tapes CUSTOM API Support INTERNAL TASKS Copy / Move / Delete / Stub De-Duplication Rules-Based Classification EXTERNAL TASKS Records Declaration Advanced Classification Rendering (3rd party) CUSTOM TASKS API Support / Partner Apps Encryption System Lookups 3rd Party Rules / Policy Mgt Source Collectors 1 2 3 Task Connectors Target Connectors Available now Future options

IBM NATIVE

FileNet P8

CM8

FileNet Image Services

FileNet Content Services

CMOD

Tivoli Storage Manager

CUSTOM / OTHER

Microsoft File System

IBM Content Integrator

CMIS

MESSAGING / E-MAIL

Microsoft Exchange

Lotus Domino

Novell GroupWise

PST content

Instant Messaging (3rd party)

NSF content

FILE SYSTEMS

Microsoft File System

Desktops

Other File Systems

OTHER

Microsoft SharePoint

IBM Content Integrator

CMIS

Tivoli Storage Manager

Backup Tapes

CUSTOM

API Support

INTERNAL TASKS

Copy / Move / Delete / Stub

De-Duplication

Rules-Based Classification

EXTERNAL TASKS

Records Declaration

Advanced Classification

Rendering (3rd party)

CUSTOM TASKS

API Support / Partner Apps

Encryption

System Lookups

3rd Party Rules / Policy Mgt

IBM Content Collector Family How it Works Monitor Identify & COLLECT Classify Task & ENHANCE MANAGE within ECM Platform CM8 Repository & HSM Repository & Integrated TSM Search & Retrieval eDiscovery Search & Analytics Records Management FileNet Image Services Repository & Storage Connectors Search & Retrieval Federated Records Management FileNet P8 “Active Content” Repository & Storage Connectors Federated Records Management eDiscovery Search & Analytics Federated Search & Retrieval Business Process Services Active Content Services Compliance Services Choice of Repository IBM Classification Module Leverage Task Routing for Advanced Classification Archive for Storage or Mailbox Mgt Collect for eDiscovery Capture / Declare as Records Reconnect Disconnected Content Manage as Part of Business Process Coexistence with Archive Silos Control Unsecure Content Locations ACTIVE CONTENT Trigger Processes Policy Management UI Manage Policies / Rules for Sources, Tasks and Targets (including basic classification) Configure Task Routing including 3 rd Party Applications

CM8 Repository & HSM

Repository & Integrated TSM

Search & Retrieval

eDiscovery Search & Analytics

Records Management

FileNet Image Services

Repository & Storage Connectors

Search & Retrieval

Federated Records Management

FileNet P8 “Active Content”

Repository & Storage Connectors

Federated Records Management

eDiscovery Search & Analytics

Federated Search & Retrieval

Business Process Services

Active Content Services

Compliance Services

IBM Classification Module

Leverage Task Routing for Advanced Classification

Archive for Storage or Mailbox Mgt

Collect for eDiscovery

Capture / Declare as Records

Reconnect Disconnected Content

Manage as Part of Business Process

Coexistence with Archive Silos

Control Unsecure Content Locations

Policy Management UI

Manage Policies / Rules for Sources, Tasks and Targets (including basic classification)

Configure Task Routing including 3 rd Party Applications

IBM Content Collector for E-mail 2

Content Collection and Archiving Product family IBM Content Collector for E-mail IBM Content Collector for File Systems IBM Content Collector Preload Edition IBM Content Collector Enterprise Bundel

Product family

IBM Content Collector for E-mail

IBM Content Collector for File Systems

IBM Content Collector Preload Edition

IBM Content Collector Enterprise Bundel

IBM Content Collector for E-mail It is an automated, flexible and scalable answer to the challenge of fast growing email. Automatically collects and archives e-mail messages and saves them in a central repository Automatically collects and archives e-mail and inserts them into businesses processes in IBM FileNet P8 software Reduces storage space on e-mail servers with mailbox lifecycle management Enables a series of tasks to be easily configured, reviewed, and modified Operating systems supported: Windows

It is an automated, flexible and scalable answer to the challenge of fast growing email.

Automatically collects and archives e-mail messages and saves them in a central repository

Automatically collects and archives e-mail and inserts them into businesses processes in IBM FileNet P8 software

Reduces storage space on e-mail servers with mailbox lifecycle management

Enables a series of tasks to be easily configured, reviewed, and modified

Operating systems supported: Windows

ICC Architecture - Capture/Archival IBM Content Collector Archive Engine Processing rules Task routes Email Connectors journalling, mailbox archiving, stub lifecycle management, PST processing Target connectors Tasks Source Collectors

Email Connectors

journalling,

mailbox archiving,

stub lifecycle management,

PST processing

ICC Task Routing Engine INTERNAL TASKS Copy / Move / Delete / Stub De-Duplication Rules-Based Classification EXTERNAL TASKS Records Declaration Advanced Classification Rendering (3rd party) CUSTOM TASKS API Support / Partner Apps Encryption System Lookups 3rd Party Rules / Policy Mgt Content Collector Task Routing Architecture enables flexible routing and configuration for processing of internal and external instructions (or tasks) Task Connectors Task Routing

INTERNAL TASKS

Copy / Move / Delete / Stub

De-Duplication

Rules-Based Classification

EXTERNAL TASKS

Records Declaration

Advanced Classification

Rendering (3rd party)

CUSTOM TASKS

API Support / Partner Apps

Encryption

System Lookups

3rd Party Rules / Policy Mgt

ICC Configuration Manager

ICC Architecture – Retrieval/Discovery End user requests

ICC Enabled Features - Microsoft Outlook

ICC Enabled Features - Lotus Notes

ICC Email Search Web Application

IBM Content Collector for E-mail improvements New product based on the Commonstore experience Basically like Commonstore with in the heart a FileNet Component More flexible not only for email content Improved configuration (Configuration manager) Choice between FileNet and IBM CM as backend Fast indexer now part of CM Next release will contain improved Exchange functionality IBM Content Collector Preload Edition Improved De-duplication Hashing Algorithm Decoupled from Active Directory

New product based on the Commonstore experience

Basically like Commonstore with in the heart a FileNet Component

More flexible not only for email content

Improved configuration (Configuration manager)

Choice between FileNet and IBM CM as backend

Fast indexer now part of CM

Next release will contain improved Exchange functionality

IBM Content Collector Preload Edition

Improved De-duplication Hashing Algorithm

Decoupled from Active Directory

ICC Deployment Diagram

Atos Origin Solution Overview 3

E-mail Management Roadmap Free up storage on mail server Improved performance Smaller backup window To comply with laws, regulations and internal policies Discovery of historical e-mail messages Integration with your enterprise content management strategy To make the email & attachment (content) available to others in the organization Business benefits IT benefits Less user effort required Improved performance Control who communicates with customers Prevent unwanted content in messages Potentially prevent leak of intellectual property To reduce the cost of providing email evidence as part of litigation Violations of policies can be monitored real time Alerts can automically be sent to management Level 4 Knowledge Management Knowledge Management Level 3 eMail Prevention E-mail Prevention Level 2 Email Retention E-mail Retention Level 1 Email Archiving E-mail Archiving Level 0 No Email Management No e-mail Management

Free up storage on mail server

Improved performance

Smaller backup window

To comply with laws, regulations and internal policies

Discovery of historical e-mail messages

Integration with your enterprise content management strategy

To make the email & attachment (content) available to others in the organization

Less user effort required

Improved performance

Control who communicates with customers

Prevent unwanted content in messages

Potentially prevent leak of intellectual property

To reduce the cost of providing email evidence as part of litigation

Violations of policies can be monitored real time

Alerts can automically be sent to management

E-mail Management maturity scan End user Compliancy IT Knowledge Management E-mail Management Less user effort required Improved performance Free up storage on mail server Improved performance Smaller backup window To comply with laws, regulations and internal policies Discovery of historical e-mail messages To reduce the cost of providing email evidence as part of litigation To make the e-mail & attachment (content) available to others in the organization Integration with your enterprise content management strategy

Project Approach Phase 1: Initation; Start, Establish project organisation, Activity planning Phase 2: Assess & Design Assesment current infrastructure, workshop email archive policy, workshop email risk management, Deliverables: Use-case description, Fileplan, Retention plan, Detailed configuration plan Phase 3: Build & Test Installation, configuration according configuration plan Test according use-case description Deliverables: email management system according design Phase 4: Pilot Activation of archiving policy for pilot group, handout of quickreference card for end-uses, instructions for end-user, mail manager and mail/netwerk administrator Deliverables: quick reference card, instructions for all users Phase 5: Initial Migration Move mail form active and inactive mailboxes into central archive and storage architecture Phase 6: Rollout Rollout archiving policy to all remaining users. Initiation Assess & Design Build & Test Pilot Initial Migration Rollout

Phase 1: Initation;

Start, Establish project organisation, Activity planning

Phase 2: Assess & Design

Assesment current infrastructure, workshop email archive policy, workshop email risk management,

Deliverables: Use-case description, Fileplan, Retention plan, Detailed configuration plan

Phase 3: Build & Test

Installation, configuration according configuration plan

Test according use-case description

Deliverables: email management system according design

Phase 4: Pilot

Activation of archiving policy for pilot group, handout of quickreference card for end-uses, instructions for end-user, mail manager and mail/netwerk administrator

Deliverables: quick reference card, instructions for all users

Phase 5: Initial Migration

Move mail form active and inactive mailboxes into central archive and storage architecture

Phase 6: Rollout

Rollout archiving policy to all remaining users.

Initial data migration etc. 3 years 2 years 1 year 3 months real time database fast disks storage Sequential access storage Sequential access storage Sequential access storage Active mailboxes Inactive mailboxes PST files active users PST files inactive users

Live Demonstration

Tips It is not a plug and play application or just a storage solution Start simple Use a tiered approach: for example: Tier 1: Journaling for C level users Tier 2: Automatic archiving for sales users Tier 3: Manual archiving for other users Carefully calculate hardware and software requirements The weakest link in the infrastructure can kill the whole environment Do not underestimate growth in size and number of messages New MS Office documents are bigger then before Do not underestimate the initial migration

It is not a plug and play application or

just a storage solution

Start simple

Use a tiered approach: for example:

Tier 1: Journaling for C level users

Tier 2: Automatic archiving for sales users

Tier 3: Manual archiving for other users

Carefully calculate hardware and software requirements

The weakest link in the infrastructure can kill the whole environment

Do not underestimate growth in size and number of messages

New MS Office documents are bigger then before

Do not underestimate the initial migration

Questions?