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Eleven Essential Attributes For Email Archiving

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  • 1.  
  • 2. Eleven Essential Attributes for Email Archiving Stephen Foskett Director, Data Practice Contoural ( http://www.contoural.com ) [email_address]
  • 3. Email Archiving: You’ve Got Options 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
  • 4. Email Archiving: You’ve Got Options Making Your Case
    • Managing Growth
      • Storage cost is often the big driver
      • Email systems fall apart when size limits are reached
      • Only relevant to IT
    • Compliance and Legal Hold
      • Mission critical to retain email for compliance and legal
      • Huge financial hit to manually search and produce email
    • Enhancing Access
      • Business requirements are sometimes lost in the legal/IT shuffle, but are critical to acceptance
      • Explosion of PST files and escaping “email jail”
  • 5. Email Archiving: You’ve Got Options Location and Purchasing Model
    • In-House
      • Need to purchase software and hardware
      • Invest in personnel to manage solution
    • Hosted
      • 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
  • 6. 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
  • 7. 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)
  • 8. 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?
  • 9. 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?
  • 10. 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?
  • 11. 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)
  • 12. Buying and Building Your System: What Do You Require?
    • Architecture – Configuration and capacity
      • How will the system plug into your architecture?
      • Capacity – mailboxes, storage, activity
      • Performance and scalability
    • Business Requirements – Usability
      • What business needs are served?
      • What features do users, the business, and legal need?
    • Technical Requirements – Functions
      • Mail server specs – OS, mail system
      • Client specs – OS, clients, mobile, web
  • 13. 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