Email Archiving Solutions Whats The Difference

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Email Archiving Solutions Whats The Difference

  1. 2. Email Archiving Solutions: What’s The Difference? Stephen Foskett Director, Data Practice
  2. 3. Email Archiving: You’ve Got Options: Type of Archive <ul><li>Manage Mail Server Growth </li></ul><ul><ul><li>IT wants to control email system data growth </li></ul></ul><ul><ul><li>Key features: Stubbing and compact storage </li></ul></ul><ul><li>Provide Compliance and Legal Hold </li></ul><ul><ul><li>Legal or business needs a record of email </li></ul></ul><ul><ul><li>Key features: Completeness and search </li></ul></ul><ul><li>Manage System Usage </li></ul><ul><ul><li>Management and users want enhanced access </li></ul></ul><ul><ul><li>Key features: PST ingestion, flexible interfaces </li></ul></ul>
  3. 4. Email Archiving: You’ve Got Options: Location and Purchasing Model <ul><li>In-House </li></ul><ul><ul><li>Need to purchase software and hardware </li></ul></ul><ul><ul><li>Invest in personnel to manage solution </li></ul></ul><ul><li>Hosted </li></ul><ul><ul><li>Located outside – a specialized system built for you, often close (network distance) </li></ul></ul><ul><ul><li>You often must pay for software and hardware </li></ul></ul><ul><ul><li>Includes day to day management services </li></ul></ul><ul><li>Managed Service </li></ul><ul><ul><li>Located outside – often very far away </li></ul></ul><ul><ul><li>Part of a larger system providing service to many </li></ul></ul><ul><ul><li>Includes day to day management services </li></ul></ul>
  4. 5. Key Technical Differences: Completeness <ul><li>How Complete Is the Archive? </li></ul><ul><ul><li>Can it guarantee that every message is captured? </li></ul></ul><ul><ul><li>The “double-delete” problem </li></ul></ul><ul><ul><li>Gateway vs. scheduled sweeps vs. journaling vs. log shipping </li></ul></ul><ul><li>Does it Record What People Do? </li></ul><ul><ul><li>Capturing what users do with a message (read, file, ignore, forward) is tough </li></ul></ul><ul><ul><li>MAPI sweeps vs. log shipping </li></ul></ul>
  5. 6. Key Technical Differences: Integration <ul><li>Can it Ingest an Existing Mail Store or PST File? </li></ul><ul><ul><li>Pull in pre-existing content from mail server </li></ul></ul><ul><ul><li>How hard/expensive to ingest PST content? </li></ul></ul><ul><ul><li>Will it retain the user’s folder structure? </li></ul></ul><ul><ul><li>Warning: You have to flag this stuff as possibly incomplete and perhaps even unreliable! </li></ul></ul><ul><li>Can It Handle Multiple Email Systems? </li></ul><ul><ul><li>Multiples of the same type </li></ul></ul><ul><ul><li>Heterogeneous systems (Exchange, Notes/Domino, UNIX, Apple) </li></ul></ul>
  6. 7. Key Technical Differences: Content <ul><li>How Does It Handle Non-Message Content? </li></ul><ul><ul><li>Attachments, calendars, tasks, contacts </li></ul></ul><ul><ul><li>Email-specific vs. generalized (SharePoint, IM, filesystems, databases) </li></ul></ul><ul><li>Can It Do Single Instancing Or Deduplication? </li></ul><ul><ul><li>Does it single-instance entire messages or attachments separately? </li></ul></ul><ul><ul><li>Block deduplication can be added to the storage </li></ul></ul><ul><ul><li>What about single-instancing in general archives? </li></ul></ul>
  7. 8. Key Technical Differences: Legal <ul><li>Will Legal Be Happy With the Output? </li></ul><ul><ul><li>What type of audit/access logs does it produce? </li></ul></ul><ul><ul><li>Can it create chain of custody reports? Bates numbering? </li></ul></ul><ul><ul><li>How secure is the back end? (Encryption, SAS70 audits) </li></ul></ul><ul><li>Is Litigation Hold Functionality Integrated? </li></ul><ul><ul><li>If the archive supports litigation hold, how granular is it? (Object, message, folder, user, mailbox, mail store, etc) </li></ul></ul><ul><ul><li>How flexible is the hold function? What about multiple holds? </li></ul></ul>
  8. 9. Key Technical Differences: Search <ul><li>How Is the Included Search and e-Discovery? </li></ul><ul><ul><li>Try out the search in ways you might use it </li></ul></ul><ul><ul><li>Consider a real e-discovery request from legal </li></ul></ul><ul><ul><li>Can it search across mailboxes or repositories? </li></ul></ul><ul><ul><li>How quick and complete is the search function? </li></ul></ul><ul><li>Can It Integrate with Third-Party Tools? </li></ul><ul><ul><li>Can you plug in your own enterprise search or e-discovery tool or does “integration” mean “export”? </li></ul></ul><ul><ul><li>What about account/access control, reporting, logging, and audit tools? </li></ul></ul>
  9. 10. Key Technical Differences: End Users <ul><li>What Will End Users Think Of It? </li></ul><ul><ul><li>Client integration – what will they see? (search, toolbars, plugins, software install) </li></ul></ul><ul><ul><li>Web clients – Does it integrate with webmail? </li></ul></ul><ul><ul><li>Off-line access – What happens when users are on a plane? What if you lose connectivity? </li></ul></ul><ul><ul><li>Mobile client use (BlackBerry, Windows Mobile, Palm, iPhone, Symbian) </li></ul></ul>
  10. 11. What Do You Require? <ul><li>Architecture – Configuration and capacity </li></ul><ul><ul><li>How will the system plug into your architecture? </li></ul></ul><ul><ul><li>Capacity – mailboxes, storage, activity </li></ul></ul><ul><ul><li>Performance and scalability </li></ul></ul><ul><li>Business Requirements – Usability </li></ul><ul><ul><li>What business needs are served? </li></ul></ul><ul><ul><li>What features do users, the business, and legal need? </li></ul></ul><ul><li>Technical Requirements – Functions </li></ul><ul><ul><li>Mail server specs – OS, mail system </li></ul></ul><ul><ul><li>Client specs – OS, clients, mobile, web </li></ul></ul>

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