Guide to the Total Cost of Email

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A guide to understanding the total cost of an email infrastructure and how to use SaaS to reduce the cost whilst manintaining control of the email server

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Guide to the Total Cost of Email

  1. 1. A MIMECASTGUIDE T HETOTALCOSTOFEMAIL PUTTINGAPRICETAGONYOUREMAILENVIRONMENT Y oucan’taffordtoignoreemailarchiving,security,internalpolicyorregulatoryrequirements, butcanyouaffordtokeeppayingforitasmultiplesystemsontopofyouremailsystem? Whenyouaddupthefullpricetagforyouremailenvironment,fromservertosoftware toriskmanagementandstaffcosts,itbecomesclearwhyrunningeverythingin-house canmeanyouspendfarmoreofyourbudgetonmaintenancethaninnovation.
  2. 2. CAlCUlAtiNg thE tRUE COSt OF EmAil YourITbudgetisprobablygoingtobereviewed overthenextyear;nowisthetimetolookat whereyoucanmakesavingswithoutmaking compromises.Todothat,youneedtounderstand exactlyhowmuchyourcurrentinfrastructure iscostingyouforservicesthatmaynotadd competitiveadvantagetoyourbusiness–andto considerhowkeyapplicationscanbecharged backtotherestofthebusiness,ifthat’sanoption. Emailisoftentakenforgranted,withsenior executivessimplyseeingemailflowto-and-from theorganizationwithoutanyunderstandingof thecomplexityinvolved.Ensuringemailisalways freefromspamormalwareandthatitisnota vectorforsocialengineeringattacksorleakage ofconfidentialdataisascriticalasmakinga permanentrecordforcomplianceorlitigation protection.Thegrowthofmobilemessaging devicesnowmeansthatworkinghoursare nolonger9to5asuserswilloftencheckemail intheeveningoratweekends,leadingto anincreasinglylowtoleranceofanyform ofdowntime. Organizationshavetendedtoaddtotheiremail infrastructureinanorganicfashionasnew threatsorregulatoryrequirementshavearrived. Theyveryrarelystepbackandanalyzethetotal costtothebusinessofrunningtheiremail. Understandinghowmuchyourcurrentemail systemcosts,andhowthatalladdsup,isthe keytomakingchanges,andtoprovidingabetter serviceforyourusers.Itisonlywhenyou understandtherisksyourorganizationfacesand thecostsofyourmitigationproductsthatyoucan performatruecost-benefitanalysis.Andbreaking outthecostsofatypicalmailsolutioncanbe quitesurprising–especiallywhenit’sabusiness criticalservicethatistakenforgranted,which theITdepartmentispayingfor.It’snotjustthe initialcapitalcoststhatareanissue;it’salsothe ongoingoperationalexpenses.Althoughindustry estimatesthatthecostofmanagingany on-premisesoftwarecanbeuptofourtimesthe initialpurchaseprice,foremailstorageit’scloser toseven-to-one.Acomplexandfragmented environmentalsointroducesrisk,andriskhasa financialimpactontheorganizationintheevent offailure.
  3. 3. Ifyou’reusingavirtualinfrastructureyou’ll Upfront capital investment needtobesureyouhaveappropriateresources Manyofthecostsofyouremailinfrastructure inyourcomputefabricthatcanbeprioritizedfor aresunkcosts,especiallytheinitialcapital email,alongwiththerightvirtualizedstorage outlayofbuyingtheappropriatehardware. technologies.Addingextraserversorrollingout Fewbusinessescancopewithasingleemail upgradestakestime;timethatkeyITstaffcould serverandaddingpolicymanagement,archiving bespendingonmorestrategicprojectsandtime andriskmanagementtoolsmeansadding thatdelaystheROIoftheproject.Plusyou’ll systemstorunthemon.Emailisincreasinglya havetobudgetovertimecostsformigrating businesscriticalservicewithlowusertolerance betweenmailserversoutofbusinesshours, foroutage,soanemailservermayneedto asanydowntimecouldseverelyimpactexisting beclustered,orevensetuptoworkovera businessprocesses,andaffectbusinessrevenues. WANconnectiontoadisasterrecoverycentre. Considerthatriskmanagementandregulatory Highastheyare,hardwarecostsareonly requirementsdon’tdiminishinafailover asmallpartofthebillforrunningyouremail situation,soalargenumberoftheadditional environment.Softwareaddsfurtherburdens servicesaroundtheemailserveritselfwillalso tostrainedbudgets,notjustfortheemail needtobeclusteredusingtheirownhigh- serversoftwareandclientlicences,butforthe availabilityconfiguration.Failoverhardware overlappingpatchworkofriskmanagement needstobepartofanyimplementation– andpolicytoolsrequiredtokeepemailrunning andalsoneedstoberegularlytested. smoothly(andofcourse,manyofthoseneed theirownhardware). Migration costs You’llneedtoinvestingoodanti-virus,intrusion Hardwareandapplianceshaveafinitelifetime, preventionandanti-spamtoolstoprotectyour requiringconstantrepurchasingandmigration desktopPCsandkeepuserssafefrommalware, every3–5years.Consideranarchiveina phishing,applicationexploitsandunwanted commercialenvironmentrequiringsevenyears advertising.Thatdoesn’tjustmeanspending worthofemailtoberetained.Duringthisperiod moneyonlicences;theseallneedregular theremaybeuptothreeseparatecycleswith updatesthatyourstaffmayneedtotest eachoneinvolvingahardwarepurchaseandthe andthenstageonproductionservers.Youcan migrationofanincreasingvolumeofdata,with avoidthatbyinvestinginexpensivemanaged eachmigrationintroducingtheriskofdataloss appliancesthatfilteremailconnectionsatthe orcorruption.Addinashareofthedatacentre edgesofyournetwork,thoughagainthismeans costs–forspace,powerandcooling.You’llfind payingsubscriptionandmanagementfees,as thatthesequicklydwarfyourinitialhardware wellasadditionallicensing.You’llalsoneedto investment,andthatthey’llvarywithchanges makesurethatyournetworkisprotectedfrom inenergyprices. denialofserviceattacks,toensurethatemail remainsavailableatalltimes.Themorepoint Ongoing costs productsthatareintroducedintoanenvironment, Thenthereareupgradestosupportnew themorepotentialthereisformis-configuration features,installationofsoftwarepatchesand ordevicefailure. integrationwithothersystems.Withthelatest emailserverreleasesyou’regoingtoneedhefty 64-bitmulti-coremachines,withplentyofmemory. “ voidinganaccumulationofITpointsolutionsisakeydriverforus.Ongoingemail A managementpressureswereforcingustoconsiderupgradesandextensionstoour emailsystems.ByswitchingtoMimecastwehaveachievedouraimsatafractionof thecostofthealternatives.” David Peters, Finance Admin Director, Odgers, Ray Berndtson
  4. 4. anyDLPrulesthatyouintendtouse.Infact, Regulations Compliance integratingmultipletoolswithyouremail Regulatoryrequirementsaddtothecosts environmentmeanscarefulplanningsothatthe associatedwithemail.Messagesneedto emailserviceisn’tinterruptedbyaninstallation bearchived,aswellashavingappropriate oranyproblemsitmightcause. disclaimersattached.Theregulatoryrules thatapplywillvaryfrommessagetomessage, soyou’llalsoneedtoimplementarules-based Cost of support informationlifecyclemanagement(ILM)policy. Ongoingsubscriptionsandregularupdatesforall ILMcanbeexpensive,andcanalsorequire thesetoolsaddup.It’salsohardtomanagejust significantamountsofstoragehardwaretodeal howmanylicencesyou’llneed,andyoucanfind withtheexplosionofinformationthat’sflowing thatyou’veover-licensed,andthatit’snextto inandoutofyournetwork.Driversforarchiving impossibletobereimbursedbyyoursuppliers. gobeyondjustregulatoryrequirements,many Serviceandsupportaddtotheprice,andyou’ll organizationsareretainingemailsforinternal needtokeeptrackofyoursupportagreements governanceandlitigationprotection.There’salso withyoursuppliers,aswellasanyservicelevel theadditionalcostofimplementingthe agreements.Downtimeisexpensive,andthe appropriatesearchandaudittoolsfore-discovery, wrongsupportcontractorSLAcanproveafalse orjustforunlockingthebusinessvalueinhistorical economy.Becauseyouprobablywon’tgetall email.Andthenthere’stheever-increasing thetoolsyouneedfromasinglevendor(leaving storageyouneedtoputinplace,asthenumber asidethetimeyouspendevaluatingalternatives) andsizeofmessagesandfileattachmentsjust youhavemultiplepurchaseagreements,multiple keepongrowing.Attemptingtodiscoveremails licensingschemes,multiplerenewaldatesand whentheyarestoredas.PSTfilesdistributed ofcoursemultipleinterfaces,configurations, acrossremoteworker’slaptopscanbeavery policies,reportingtools,patchschedulesand expensiveandtimeconsumingtask. supportcontactsforyourITteamtodealwith. Thetimeittakestodealwithtasksthatjustkeep Protecting company information thelightsoninITmeansthatmanycompanies Datalossprevention(DLP)isanadditionalcost devotethemajorityoftheirITbudgetto that’sbecomingmoreandmoreimportant, maintenanceratherthaninnovation.According notjustforregulatorycompliance,butalsofor tothelastCIOMagazinesurvey2,fortheaverage customerconfidence;keybusinessinformation businessmaintenancetakes60%ofthebudget needstobeprotected,asdoescustomerdata. butthebest-performingbusinesseshavereduced AddingDLPtoanexistingemailsolutionmeans thattojust35%andplantobringitdownas investingin,andintegrating,additionalhardware, lowas20%,freeingupbudgetthatcanbeused software,andbusinessprocesses.You’llneedto todevelopITsolutionsthatgivethebusinessa setasidetimefordevelopingandmaintaining competitiveadvantage. DiagRaM 1: COMPlexity Of in-hOuse DiAgRAm 2: mimECASt REPlACES POiNt EmAil ENviRONmENtS PRODUCtS with A SiNglE SERviCE CIOMagazine,StateoftheCIO2008 2
  5. 5. ForexampleMimecast’sSoftware-as-a-Service Ofcourse,thecostsofemailaren’tlimitedto hasalowbarriertoentry,withnoprocurement theITdepartment.Ifyouhaven’timplemented costsandfastROIbecauseyougetapplications toolstomanageregulatorycompliance,then andservicesthatarereadytorun–andwithall yourbusinesscouldwellbeleftfacingexpensive thehardwarerunningatMimecast’sdatacentres litigation–orhandlingthePRfalloutfroma there’snoneedtoinvestinhardware,ordata significantdatalossorsecuritybreach.You’llalso centrespace.Yousimplyconnectyourexisting needtomakesurethatyourendusersstay MSExchangeservertoMimecastthatcantake productive,andarenotswampedwithspam aslittleasoneday. andphishingmessages,strugglingwithawkward rarely-usedtoolsorwaitingforunresponsive Awelldesignedcloudservicewillscaleautomatically, servers(orforbackuptapestobedelivered givingyoualltheperformanceandstoragethat andloadedwhentheyneedtoaccessarchived youneedforyouremailarchives,securityand messages).Emailisthelifebloodofthemodern managementandyoudon’tneedtoworryabout business,anditneedstobekeptflowing– plannedorunexpecteddowntime.Insteadof costeffectively. multiplepointproductsthatduplicatefeatures orleaveyouunprotectedinsomeareas, withMimecastyougetasingleservice,asingle interfaceandunifiedreports.Upgradesand thE COSt SAviNgS OF updatesaretransparent,andyoudon’tneed ClOUD SERviCES toemploydedicatedsupportstafffortheservice. ShiftingtheloadtothecloudmeansyourITteam canfocusondeliveringthebusinessservicesand Subscribingtocloud-basedservicescanmake innovationsyourcompanyneeds,whileyour quiteadifferencetoyourbottomline.Notonly SaaSpartnerhandlestheeverydayfunctions. willyousignificantlyreduceongoingcapital expenditure,you’llbringdownoperational Findoutmorewww.mimecast.com expensesaswell. There’snoneedtoworryaboutover-licensing, asyou’llpayaper-usersubscriptionthatcan adapttothechangingheadcountrequirements ofyourorganization.Thesubscriptionmodel meansit’salsoeasiertochargebackservicecosts tobusinessunits,basedonhowmanyusersare usingtheservice. “ imecasteffectivelyreplacesfourdifferentproductsforus.Itwillalsohelpustofinally M solvetheproblemofensuringlegitimateemailsaren’tblockedwhilefreeingupourIT staff’svaluabletimefromsiftingthroughquarantinefolders.” Jan Durant, head of it, lewis Silkin “ heincumbentarchivalserverwasoriginallyduetolastforfiveyearsbut–dueto T themagnitudeandgrowthofemailtraffic-wehaveoutgrownitinjusttwoyears. TheMimecastsystemallowsustooffloadallthehassleofcapacityplanningforthe nexttenyearsofstoragewithoutsacrificinganyofthecontrol;aswecansearch, retrieveandmanageallemailsfromourdesktop.” tim hyman, it Director, taylor wessing
  6. 6. North America UK Europe 275GroveStreet, 2-8BalfeStreet, Building2,Suite400, KingsCross, Newton, London, MA02466 N19EG tel:18006601194 tel:+44(0)2078432300 email:info@mimecast.com email:info@mimecast.com South Africa Offshore UpperGraystonOfficePark, ThePowerhouse, Phase1,150LindenRoad, QueensRoad, Strathavon,2031 StHelier, tel:0861114063(S.A.local) Jersey,JE23AP tel:+27(0)117223700(intl) tel:+44(0)1534752300 email:info@mimecast.co.za email:info@mimecast-offshore.com WWW.MIMECAST.COM ©2008Mimecast.Allrightsreserved.

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