Deep Dive Into Email Archiving Products

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Deep Dive Into Email Archiving Products

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

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