Email archiving best practices Fran Howarth Senior Analyst, Security …optimise your IT investments
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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 2009 Source: IDC telling the right story 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 Confidential © Bloor Research 2011 telling the right story Emails must be kept Confidential © Bloor Research 2011 telling the right story The bigger picture of email archiving Mailbox and storage management E-discovery Policy enforcement Continuity Email archiving Security Confidential © Bloor Research 2011 telling the right story The classic information security model Confidentiality Information security Availability Confidential © Bloor Research 2011 Integrity telling the right story 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 Confidential © Bloor Research 2011 telling the right story MAKING A CHOICE Confidential © Bloor Research 2011 telling the right story On-premise deployments Software licences Hardware Maintenance Patches Updates Confidential © Bloor Research 2011 telling the right story Cloud-based archiving services X X X Software licences No hardware No maintenance Patches automated Updates automated Confidential © Bloor Research 2011 telling the right story Prime considerations One unified service User experience Centralised control Security Continuity E-discovery support Data centre coverage and issues Confidential © Bloor Research 2011 telling the right story MAJOR ARCHIVING VENDORS Confidential © Bloor Research 2011 telling the right story The vendor landscape: Bloor Research Bullseye Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story 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 Confidential © Bloor Research 2011 telling the right story
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