Eleven Essential Attributes for Email Archiving Stephen Foskett Director, Data Practice Contoural ( http://www.contoural.c...
Email Archiving: You’ve Got Options Why Archive Email? <ul><li>Manage Mail Server Growth </li></ul><ul><ul><li>IT wants to...
Email Archiving: You’ve Got Options Making Your Case <ul><li>Managing Growth </li></ul><ul><ul><li>Storage cost is often t...
Email Archiving: You’ve Got Options Location and Purchasing Model <ul><li>In-House </li></ul><ul><ul><li>Need to purchase ...
Key Technical Differences: Completeness <ul><li>How Complete Is the Archive? </li></ul><ul><ul><li>Can it guarantee that e...
Key Technical Differences: Integration <ul><li>Can it Ingest an Existing Mail Store or PST File? </li></ul><ul><ul><li>Pul...
Key Technical Differences: Content <ul><li>How Does It Handle Non-Message Content? </li></ul><ul><ul><li>Attachments, cale...
Key Technical Differences: Legal <ul><li>Will Legal Be Happy With the Output? </li></ul><ul><ul><li>What type of audit/acc...
Key Technical Differences: Search <ul><li>How Is the Included Search and e-Discovery? </li></ul><ul><ul><li>Try out the se...
Key Technical Differences: End Users <ul><li>What Will End Users Think Of It? </li></ul><ul><ul><li>Client integration – w...
Buying and Building Your System: What Do You Require? <ul><li>Architecture – Configuration and capacity </li></ul><ul><ul>...
Buying and Building Your System: Getting It Up and Running <ul><li>Policies are critical to function </li></ul><ul><ul><li...
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Eleven Essential Attributes For Email Archiving

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Eleven Essential Attributes For Email Archiving

  1. 2. Eleven Essential Attributes for Email Archiving Stephen Foskett Director, Data Practice Contoural ( http://www.contoural.com ) [email_address]
  2. 3. Email Archiving: You’ve Got Options Why Archive Email? <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 Making Your Case <ul><li>Managing Growth </li></ul><ul><ul><li>Storage cost is often the big driver </li></ul></ul><ul><ul><li>Email systems fall apart when size limits are reached </li></ul></ul><ul><ul><li>Only relevant to IT </li></ul></ul><ul><li>Compliance and Legal Hold </li></ul><ul><ul><li>Mission critical to retain email for compliance and legal </li></ul></ul><ul><ul><li>Huge financial hit to manually search and produce email </li></ul></ul><ul><li>Enhancing Access </li></ul><ul><ul><li>Business requirements are sometimes lost in the legal/IT shuffle, but are critical to acceptance </li></ul></ul><ul><ul><li>Explosion of PST files and escaping “email jail” </li></ul></ul>
  4. 5. 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>
  5. 6. 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>
  6. 7. 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>
  7. 8. 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>
  8. 9. 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>
  9. 10. 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>
  10. 11. 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>
  11. 12. Buying and Building Your System: 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>
  12. 13. Buying and Building Your System: Getting It Up and Running <ul><li>Policies are critical to function </li></ul><ul><ul><li>What categories of messages? </li></ul></ul><ul><ul><li>How to categorize? </li></ul></ul><ul><ul><li>How long to retain? </li></ul></ul><ul><ul><li>Can you automate deletion? </li></ul></ul><ul><li>System can come before policy, both are needed </li></ul><ul><ul><li>Policies involve every part of the business </li></ul></ul><ul><ul><li>Have to ask the right questions </li></ul></ul><ul><ul><li>Education of end users is critical </li></ul></ul><ul><ul><li>Don’t wait to get the archive running </li></ul></ul>

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