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Deep Dive Into Email Archiving Products

Deep Dive Into Email Archiving Products






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    Deep Dive Into Email Archiving Products Deep Dive Into Email Archiving Products Presentation Transcript

    • Deep Dive Into Email Archiving Products
      Eleven Essential Attributes of Email Archiving Systems
      Stephen Foskett
      Contoural, Inc.
    • Introducing Email Archiving
      Mail Server
      Email Archive
      Mail Server
      Email Archive
      Mail Server
      Email Archive
      Mail Server
      Email Archive
    • Why Archive Email?
      Manage Mail Server Growth
      IT wants to control email system data growth
      Key features: Stubbing and compact storage
      Provide Compliance and Legal Hold
      Legal or business needs a record of email
      Key features: Completeness and search
      Manage System Usage
      Management and users want enhanced access
      Key features: PST ingestion, flexible interfaces
    • Buying and Building Your System:What Do You Require?
      Business Requirements
      Litigation Readiness
      Regulatory Compliance
      Cost Reduction
      Functional Requirements
      Integration with clients
      Message classification
      Technical Requirements
      How will the system plug into your architecture?
      Capacity – mailboxes, storage, activity
      Performance and scalability
    • Key Technical Differences:Completeness
      How Complete Is the Archive?
      Can it guarantee that every message is captured?
      The “double-delete” problem
      Gateway vs. scheduled sweeps vs. journaling vs. log shipping
      Does it Record What People Do?
      Capturing what users do with a message (read, file, ignore, forward) is tough
      MAPI sweeps vs. log shipping
    • Key Technical Differences:Integration
      Can it Ingest an Existing Mail Store or PST File?
      Pull in pre-existing content from mail server
      How hard/expensive to ingest PST content?
      Will it retain the user’s folder structure?
      Warning: You have to flag this stuff as possibly incomplete and perhaps even unreliable!
      Can It Handle Multiple Email Systems?
      Multiples of the same type
      Heterogeneous systems (Exchange, Notes/Domino, UNIX, Apple)
    • Key Technical Differences:Content
      How Does It Handle Non-Message Content?
      Attachments, calendars, tasks, contacts
      Email-specific vs. generalized (SharePoint, IM, filesystems, databases)
      Can It Do Single Instancing Or Deduplication?
      Does it single-instance entire messages or attachments separately?
      Block deduplication can be added to the storage
      What about single-instancing in general archives?
    • Key Technical Differences:Legal
      Will Legal Be Happy With the Output?
      What type of audit/access logs does it produce?
      Can it create chain of custody reports? Bates numbering?
      How secure is the back end? (Encryption, SAS70 audits)
      Is Litigation Hold Functionality Integrated?
      If the archive supports litigation hold, how granular is it? (Object, message, folder, user, mailbox, mail store, etc)
      How flexible is the hold function? What about multiple holds?
    • Key Technical Differences:Search
      How Is the Included Search and e-Discovery?
      Try out the search in ways you might use it
      Consider a real e-discovery request from legal
      Can it search across mailboxes or repositories?
      How quick and complete is the search function?
      Can It Integrate with Third-Party Tools?
      Can you plug in your own enterprise search or e-discovery tool or does “integration” mean “export”?
      What about account/access control, reporting, logging, and audit tools?
    • Key Technical Differences:End Users
      What Will End Users Think Of It?
      Client integration – what will they see? (search, toolbars, plugins, software install)
      Web clients – Does it integrate with webmail?
      Off-line access – What happens when users are on a plane? What if you lose connectivity?
      Mobile client use (BlackBerry, Windows Mobile, Palm, iPhone, Symbian)
    • Location and Purchasing Model
      Need to purchase software and hardware
      Invest in personnel to manage solution
      Located outside – a specialized system built for you, often close (network distance)
      You often must pay for software and hardware
      Includes day to day management services
      Managed Service
      Located outside – often very far away
      Part of a larger system providing service to many
      Includes day to day management services
    • Getting Stuck
      IT looks into e-mail archiving
      Archiving project put on roadmap
      IT reaches out to legal for policy
      Legal hasn’t reached a consensus
      Compliance and records management enter a discussion
      Steering committee is formed (is e-mail a record?)
      Steering committee meets
      Steering committee meets
      Steering committee meets…
    • Getting Un-Stuck
      Email archiving is not an “internal project” for IT, records management, or legal
      Everyone has to get involved
      Business objectives must drive solution selection
      Create a business case!
      Who will benefit?
      Make it a priority
      Show that it will get done
      Money shouldn’t be the primary consideration!
    • Target Your Proposal
    • Buying and Building Your System:Getting It Up and Running
      Policies are critical to function
      What categories of messages?
      How to categorize?
      How long to retain?
      Can you automate deletion?
      System can come before policy, both are needed
      Policies involve every part of the business
      Have to ask the right questions
      Education of end users is critical
      Don’t wait to get the archive running
    • Audience Response
      Storage magazine article, webcast, whitepapers
      Contact me:
      Stephen Foskett
      Contoural, Inc.