Post on 30-Oct-2014
description
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Should you Outsource your Email Archive?
Speaker:Dan KeldsenDirector, Market Intelligence at AIIM.orgwww.BizTechTalk.com (blog)Twitter.com/dankeldsen (backchannel)
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Why Call Out E-mail for Archiving?
• Uncontrolled nature of business e-mail invites problems– It seems personal, but it's BUSINESS– Continued e-mail volume, despite alternatives
• Costs:– Cost of highly available storage– Cost to manage the storage– Cost to back up – and restore!
• Messaging system performance• Personal productivity
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What are you Targeting for Content Security?
• 44% Stated E-mail was top concern
Source: AIIM Market IQ on Content Security, Q4 2007
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The Growing Elephant
• eDiscovery is a clear driver of investment in e-mail archiving– Without proactive processes and
systems, every discovery request risks being chaotic and risk-laden
– Mitigate risk with a solid foundation, and plan for future improvement
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Archiving as Foundation
• Easy to overcomplicate, but…– Don't let the drive
to solve E-mail Archiving blind you to larger problems
– Prioritize and Expand
ElectronicRecords
Management
E-mail Management
E-mail Archiving
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EDRM
ST
AR
T
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Balancing Needs with Solutions
• Needs:– Control– Governance– Visibility– Findability
• Solution decisions:– Architecture– Trust– Cost
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Balancing Enabling vs. Disabling
Control& Secure
Collaborate& Innovate
Risk vs.Benefit
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Control
• At the heart of e-mail archiving– Getting relevant e-mail into archive
• Manual• Automatic• Hybrid
– If this part of the process is broken, all downstream benefits FAIL!
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Governance
• It's not enough to state that e-mail that meet criteria x, y, z "shall be placed into the archive"– Compliance is verification of stated
policies of procedures– Without verification of compliance, you
do not have Governance– (Train and) Trust… but verify
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Visibility
• What makes e-mail management of any kind troubling?– Lack of visibility into the actual contents
of e-mail• Smoking guns• Outdated versions of content being passed
via e-mail, when current versions exist in another repository
• A measure of what % of e-mail is useful vs. filler/garbage/CYA
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Findability
• You don't want to search, you want to FIND, or verify that there is nothing TO find– If you can't find it, it doesn't exist…– Until opposing counsel turns up a copy
YOU couldn't find
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Architecture - Where to Filter?
• Hosted Solution - outside• Gateway - edge• E-mail Server - just past the edge• Client-side - all the way in
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Capturing E-mail
HostedSMTP relay
Messaging application
Clientapplication
SMTP
Archiveapplication
Journaling -
Log shipping -
Personal archive file
MAPI -
Source: AIIM Training on E-mail Management - www.aiim.org/training
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Complexity of Control
• From a scalability and management point of view– Less is More
• Apply solutions where you can affect the most inputs/outputs at once
• Manual processes should be avoided as much as possible
Perimeter
Core
Content
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Key Example - Litigation Hold
• Which would you rather have?– Broadcast e-mail:
• "Please do not delete any e-mail relating to Client X. Retain copies until further notice."
– Apply a rule to thousands of local inboxes.
– Apple a rule to clusters of the core e-mail servers.
– Apply a rule to a centralized repository.
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Who do you Trust, Technically?
• As a former CTO and (reformed) paranoid security guy, let me ask… who holds the keys to your e-mail kingdom? The Sysadmin?
• When your e-mail archiving system is being accessed, do you know by whom, and why? When messages have been manipulated, deleted, obscured, overwritten?
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Who Watches the Watchers?
• Who should have rights, and what should the rights be?
• With e-mail being one of the most ripe areas for the discovery of evidence, e-mail must be untampered if you wish to survive lawsuits
• IT may "run" the infrastructure and even "own" the solution, but the business owns the content and is liable for abuses and misuses
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Costs
• Cannot compare costs of outsourcing with "insourcing" if you're not currently measuring existing costs– Staffing– Storage– Bandwidth– Software– Hardware– Power– Legal fees
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ROI Calculator
• For Professional Members of AIIM– Download the newly released E-mail
Management ROI calculator…– www.aiim.org/emailroicalculator
• (non-members, $125 professional membership fee will provide access)
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Rent or Own?
• What is your organizational policy on buying versus renting/subscription-based solutions?– It's 2008 - what are your options?
• Outright bans on specific types of solutions (appliance, SaaS, etc. are simply bad business. Options abound.)
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Consider Your Options…
In the meantime…