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Should you outsource your e-mail archive?

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My portion (70% or so) of the webinar today, sponsored by Google. I'm more pro-SaaS/Cloud than not, but there are many things to consider here. This is not my usual graphic heavy, rapid-fire style - was for a webinar, and these platforms don't like crushing 150 slides into 50 minutes. :(

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Should you outsource your e-mail archive?

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

Editor's Notes

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