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2. Eleven Essential Attributes for Email Archiving Stephen Foskett Director, Data Practice Contoural ( http://www.contoural.com ) [email_address]

3. Email Archiving: Youve 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: Youve 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: Youve 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 users 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

• • Dont wait to get the archive running