This document discusses factors to consider when selecting an email solution for an enterprise. It outlines the differences between cloud email and on-premise email, and when each option may be preferable. It then provides examples of suitable email setups for six different industry scenarios, ranging from small startups to large multinational corporations. The goal is to help readers understand their options and choose the best email solution for their organization's needs.

1. Selecting an
Email Solution for
my Enterprise
Choosing between Cloud based Email system and
an On Premise Email set-up can be confusing. This
presentation tries to simplify the task of picking
the right Email Solution for your enterprise.

2. Index – Part 1
Need of Email and Choices Available
Email forms the Collaboration Backbone of an Enterprise…………………….
Email is critical to Business Continuity........................................................
Cloud Email Or On Premise Email...............................................................
What is Cloud Email………………………………………………………………………………
What is On Premise Email?.........................................................................
When to select Cloud Email?......................................................................
When to select On Premise Email?.............................................................
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3. Index – Part 2
Email Setups for typical Industry Scenarios
1: Small 50-person HR startup…………………………………………………………....
2: Small corporate setup with 450 users……………………………………………..
3: Mid-sized Financial Services firm with 2000 people ……………………….
4: Large Retail setup with 4000 users in HO and remote offices …………
5: Large Manufacturing business with 6000 users in HO and
branch offices ………………………………. ……………………………….………………
6: Large Business conglomerate with 20,000 staff 22 in
HO and international locations .……………………..……………………..………..
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4. 85% Internet Users Use
Email For Communication
(Source: Ipsos)
Email is the primary tool for communication
today and forms the collaboration backbone
of an enterprise
The Collaboration
Backbone
85%
15%
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5. 1 in 5 enterprises feel a single email outage can run into
huge losses up to $ 500,000.
(Source: Osterman Research)
A robust and reliable Email system is required to
maintain business continuity.
Email for Business Criticality
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6. Primarily the choice is between Cloud and On Premise
Email; with some enterprises choosing a Hybrid Email
solution.
Cloud Email
Choices in Email Solutions
On Premise Email6
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7. • Cloud Email solution comprises of a Mail Service Provider who hosts
your mails in a commercial Data Center, and users can access this over the
Internet
• The Mail Service Provider completely manages it – so you neither need
to setup Email Infrastructure in your premises nor need an IT team to
maintain it
• Cloud Email is offered in a Software As A Service (SaaS) model
– which is scalable and has flexible subscription options
What is Cloud Email?
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8. • On Premise Email solution comprises of mail servers deployed in your
own corporate data center – where all your mails are hosted
• You have full control of the data, privacy and security of your email
infrastructure including mail servers, gateways, security setup, mailbox
storage, archiving and routing servers
• You need a dedicated team to manage the email system, spread across
Head Office and remote/ branch offices
What is On Premise Email?
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9. • Best suited for startups and small to mid-size businesses
• Suitable when the aim is to get started quickly, gain flexibility and
save cost - in terms of licensing, hardware, resources, storage, etc
• Suitable for companies who do not have/ want an In-house team
to manage IT Infrastructure
When to select Cloud Email?
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10. • Best suited for medium to large enterprises
• Suitable when the aim is to integrate Email with other systems
• Suitable when data security is a concern
• Suitable for companies who already have a dedicated IT team
In house
When to select On Premise Email?
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11. Let’s see some typical industry
scenarios
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12. Lets take a look at a 50-person HR startup that has no in house
IT team and have minimal IT knowledge. They are looking for a quick-to-
start Email solution with low cost and high uptime.
Scenario #1
Solution:
The HR startup can outsource their Email and Collaboration needs to a
Cloud Email Service provider who will host their mails in their data
center and manage it completely. They can quickly get started without
investing in any hardware or software except a secure internet
connection. As the Email solution will be on a SaaS model, the
subscription costs are flexible.
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13. Scenario #1:
Pure Cloud Email Solution
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14. Lets take a look at a small corporate setup with about 450 users,
without an in house IT team. The solution should optimize local
bandwidth and keep the Email system running even if the main
server is down.
Scenario #2
Solution:
This company can benefit from a Hybrid Email solution (Cloud +On Premise).
The Cloud component of the solution handles critical function of routing
Internet mail with full reliability at all layers, while the On Premise Mail
gateway server optimizes the local mail flow and access (mail amongst the
users of the same organization), without using the Internet bandwidth for that.
In case of a temporary link failure, the cloud setup will spool mails and deliver
them to the On Premise gateway server once the link is functional. In an event
of a sudden server failure, it automatically switches over to a standby server.
In a complete site failure, users can access their mail from the cloud servers.
Since there is so much redundancy, its not too stressful to maintain the mail
gateway server.
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15. Scenario #2
Hybrid (Cloud +On premise) Email Solution
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16. Scenario #3
A mid-sized Financial Services firm with about 2000 users is looking for a
collaboration setup with a reliable Email archival solution to comply with
regulatory norms. Being a customer-focused enterprise, their Email
solution should have near-zero downtime.
Solution:
The enterprise could benefit from a hybrid of an On Premise Mail gateway
server and a Highly Available Cloud Email solution with a compliance archival
facility on the Cloud and a DR site to achieve high uptime of up to 99.9%. The
On Premise gateway optimizes local mail flow and mail access without loading
the Internet bandwidth. The archival solution ensures visibility and availability
of every mail sent and received for that period.
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17. Scenario #3
Highly Available Email Architecture
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18. Scenario #4
A large Retail business with 1200 users in their Head Office and 2800
staff spread across 5 remote offices, have an inhouse IT team to manage
the internal systems. The management wants a highly secure system
with complete control over the mails exchanged.
Solution:
The company can choose an On Premise Email solution, which is accessed
by in house users on a LAN and remote offices via WAN/VPN/Internet. This
setup is fully managed in house allowing complete privacy over the data and
complete control over the policies to be deployed.
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19. Scenario #4
On Premise Email Server At a Single Site
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20. Scenario #5
A large Manufacturing business has 5 branch offices with a staff of 800
each, and 2000 users in the head office. They have a legacy proprietary
Email setup in place, but are looking to migrate to a more scalable
solution. The Email solution should be highly secure and optimize
branch-level bandwidth usage.
Solution:
The Email solution can have a central site with distributed servers across
the branch offices. They can develop a Hybrid Email solution along with the
existing legacy solution to maximize performance and lower migration cost.
Distributed servers optimize mail traffic by using local bandwidth instead of
the internet connection.
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21. Scenario #5
On Premise Email Server For Distributed Sites
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22. Scenario #6
A large business conglomerate has presence in 25 international
locations, with 600 workforce each and 5000 staff in its head
quarters. As Email is central to their business continuity, they
want a High Availability solution, and need to backup and store
all mail data for 6-7 years to comply with international norms.
Solution: They can setup a collaboration infrastructure on premise,
fully controlled and managed by their IT team. It also supports DR
site for high level redundancy at all levels. This solution is suitable for
distributed sites, where the central site will receive mail directly from
the Internet and will push mail for users at remote sites to the servers
at those sites. It also has additional flexibility to add storage, archival
at local site.
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23. Scenario #5
Highly Available
Email Architecture
with Distributed
Site Servers
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24. In a Nutshell – Part 1
Asking some key questions like these will help you arrive at the right
Collaboration Solution for your enterprise.
Features:
Does it allow my users to collaborate over email, chat, calendar, contacts, etc?
Access:
Can I use the latest mobile devices like Android Phones/ Pads/ Tabs, iPhone
or iPad to access the applications?
Adaptable:
Can I integrate this with my existing email solution and business applications?
Scalable:
Can this Email Solution scale to my sudden and future needs?
Reliable:
Does it offer uptime upward of 99.7%?
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25. In a Nutshell – Part 2
Asking some key questions like these will help you arrive at the right
Collaboration Solution for your enterprise.
Manageable:
Can I run this with a small non-dedicated IT team? How easy is it to manage
policies and attributes of my user base?
Security:
Does it offer multiple layer security protection? Is it proven safe in the Internet
environment? Is it certified safe by third party security audits?
Efficient:
Can it do more with less?
TCO:
While affirmative on all above questions, is it still cost effective?
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26. About Mithi
Mithi is an Indian software product company which makes Connect Xf - an
Email and Collaboration Software, enabling businesses to collaborate easily on
Mobile Devices, Desktop Email and Webmail clients via features like Email,
Shared Calendar, Address Book, Chat, etc
• Mithi has extensive experience in consulting, deploying and providing
complete lifecycle support for On Premise, Cloud and Hybrid Email solutions
to customers
• Over 200 enterprise customers across 50 cities have derived substantial
benefits in cost savings and performance
• Mithi is ranked amongst the Top 100 Software Product Companies in India
by PricewaterhouseCoopers (PWC) India for 2011
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27. Get in Touch!
Looking for an Email Solution for your enterprise? We can help you.
Visit our website www.mithi.com for details.
Go for a 90-Day Free Trial to evaluate Mithi’s Cloud and On Premise Email
Solution
Or
Get in touch with us to help you select the right Email solution for your
enterprise
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