Email archiving best practices
Fran Howarth
Senior Analyst, Security
…optimise your IT investments
Overview of presentation
The importance of email
Business challenges of managing email
The growing need for email archiving
Considerations when choosing an email
archiving vendor
Competitive overview of some of the major
players
Conclusions
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The importance of email
Increase in communications
usage since 2005
Daily email volumes
2010
2011
100
78
Email
Audio conferencing
67
Web conferencing
67
64
Instant messaging
33
40
24
%
14
61
Social media
58
Texting
Video conferencing
72
54
Source: Plantronics "How we work"
Average number of Average number of
emails received
emails sent daily
daily
Emails received
with attachments
daily
Source: Radicati Group
In 2010 there were:
107 trillion emails sent
1.88 billion email users
294 emails sent per day on average
“85% business users
access business emails
from mobile phones”
Source: Radicati Group
Source: Royal Pingdom
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Email is more than a communications
tool
83% of respondents state email is the
communications tool that contributes most to
success and productivity at work
Source: Plantronics
More than 80% of an organisation’s missioncritical data is contained in email
Source: Financial Services Technology
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The importance of email archiving
Why archive emails?
Need to locate business records and
contacts
59
49
To recover deleted emails
40
As part of an internal HR investigation
29
Compliance purposes
Legal discovery
19
Source: Computerworld
Has your organisation faced
more than 100 lawsuits?
46
“70% of respondents were
involved in international
litigation in 2009”
27
Source IDC
2008
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2009
Source: IDC
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What are organisations doing about it?
Use dedicated email
management system
8%
Capture in
DM/RM/ECM
system
12%
Use personal Outlook
folders
44%
Print out emails and store
18%
Use shared folder or
network drive
18%
Source: AIIM
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Emails must be kept
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The bigger picture of email
archiving
Mailbox and
storage
management
E-discovery
Policy
enforcement
Continuity
Email
archiving
Security
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The classic information security model
Confidentiality
Information
security
Availability
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Integrity
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Benefits of email archiving
63
Automated archiving with minimal user intervention
51
Integration with existing email tools such as Outlook
40
Data retention policy control
36
Scalability
28
Indexing of records and search capabilities
22
Access and near real-time search for end users and administrators
14
Encryption of all stored data and tamper-proof security
9
Always available support and technical assistance
Data held in defined and appropriate jurisdictions
%
7
Source: Computing
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MAKING A CHOICE
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On-premise deployments
Software licences
Hardware
Maintenance
Patches
Updates
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Cloud-based archiving
services
X
X
X
Software licences
No hardware
No maintenance
Patches automated
Updates automated
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Prime considerations
One unified service
User experience
Centralised control
Security
Continuity
E-discovery support
Data centre coverage and issues
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MAJOR ARCHIVING VENDORS
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The vendor landscape:
Bloor Research Bullseye
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Mimecast
Privately held email management specialist,
innovative and fast growing
Unified suite of cloud-based offerings, built
from the ground up for the cloud
Wide geographic coverage with multiple grids
of data centres and guarantees provided over
location of data storage
Strong SLA guaranteeing 100% uptime, even
in an outage
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Managing mailboxes:
migrating to a new platform
Role-based security
Self-service capabilities
Simplified administration
Greater deployment flexibility, including lowcost storage options
Enhanced mobile support
Office 365 includes email and enterprise
productivity applications
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Mimecast & MS Office 365
100% uptime guaranteed during Exchange
2010 and Office 365 migration
Cloud-based email security, continuity and
archiving services for Exchange 2010
Addresses regulatory and litigation readiness
requirements
Consistent email policy enforcement
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Google Postini Services
Major public company with its own
widespread data centre infrastructure
Designed as add-on to Google Apps and to
complement Gmail
Product fairly basic and sold as add-on
bundles; mailbox management lacking
Has suffered service outages recently
Acquired from Postini in 2007; recently
rebranded as Google
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Enterprise Vault & Symantec Cloud
Major public security vendor offering onpremise, cloud-based and hybrid deployments
Enterprise Vault archiving product one of most
widely used in-house archiving tools, including
cloud-based backup and storage options
Cloud-based offering acquired from
MessageLabs in 2008; recently rebranded
Reliant on partnerships and further integration
work to be done
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LiveOffice
Privately held with limited size and scope
Many of its capabilities provided through
partnerships
Limited data centre coverage
Core focus on financial services
organisations
Products limited in scope beyond email
archiving
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Sonian
Small, privately held company that uses
public cloud infrastructure offerings
Primarily sells through reseller partners as
OEM offering
Best suited for SMEs
Low priced and easy to set up and use
Dependent on partners and has suffered
outages recently because of current reliance
on Amazon
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Autonomy
Acquired by HP in October 2011
Aims to be a leader in the enterprise
information management market, specialised in
e-discovery
Products come through a range of acquisitions
in the past five years
Offers on-premise, cloud and hybrid
deployments
Significant integration work remains to be done
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Conclusions
Archiving is not just storage—combine with
mailbox management, policy enforcement,
security, continuity and e-discovery
The benefits of archiving are clear
Consider your options carefully
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