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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…