13
Eleven Essential Attributes For Email Archiving
Embed Size (px)
DESCRIPTION
Citation preview
- 1.
- 2. Eleven Essential Attributes for Email Archiving Stephen
Foskett Director, Data Practice Contoural (
http://www.contoural.com ) [email_address]
- 3. Email Archiving: Youve Got Options Why Archive Email?
- Manage Mail Server Growth
-
- IT wants to control email system data growth
-
- Key features: Stubbing and compact storage
- Provide Compliance and Legal Hold
-
- Legal or business needs a record of email
-
- Key features: Completeness and search
-
- Management and users want enhanced access
-
- Key features: PST ingestion, flexible interfaces
- 4. Email Archiving: Youve Got Options Making Your Case
-
- Storage cost is often the big driver
-
- Email systems fall apart when size limits are reached
- Compliance and Legal Hold
-
- Mission critical to retain email for compliance and legal
-
- Huge financial hit to manually search and produce email
-
- Business requirements are sometimes lost in the legal/IT
shuffle, but are critical to acceptance
-
- Explosion of PST files and escaping email jail
- 5. Email Archiving: Youve Got Options Location and Purchasing
Model
-
- Need to purchase software and hardware
-
- Invest in personnel to manage solution
-
- Located outside a specialized system built for you, often close
(network distance)
-
- You often must pay for software and hardware
-
- Includes day to day management services
-
- Located outside often very far away
-
- Part of a larger system providing service to many
-
- Includes day to day management services
- 6. Key Technical Differences: Completeness
- How Complete Is the Archive?
-
- Can it guarantee that every message is captured?
-
- The double-delete problem
-
- Gateway vs. scheduled sweeps vs. journaling vs. log
shipping
- Does it Record What People Do?
-
- Capturing what users do with a message (read, file, ignore,
forward) is tough
-
- MAPI sweeps vs. log shipping
- 7. Key Technical Differences: Integration
- Can it Ingest an Existing Mail Store or PST File?
-
- Pull in pre-existing content from mail server
-
- How hard/expensive to ingest PST content?
-
- Will it retain the users folder structure?
-
- Warning: You have to flag this stuff as possibly incomplete and
perhaps even unreliable!
- Can It Handle Multiple Email Systems?
-
- Multiples of the same type
-
- Heterogeneous systems (Exchange, Notes/Domino, UNIX,
Apple)
- 8. Key Technical Differences: Content
- How Does It Handle Non-Message Content?
-
- Attachments, calendars, tasks, contacts
-
- Email-specific vs. generalized (SharePoint, IM, filesystems,
databases)
- Can It Do Single Instancing Or Deduplication?
-
- Does it single-instance entire messages or attachments
separately?
-
- Block deduplication can be added to the storage
-
- What about single-instancing in general archives?
- 9. Key Technical Differences: Legal
- Will Legal Be Happy With the Output?
-
- What type of audit/access logs does it produce?
-
- Can it create chain of custody reports? Bates numbering?
-
- How secure is the back end? (Encryption, SAS70 audits)
- Is Litigation Hold Functionality Integrated?
-
- If the archive supports litigation hold, how granular is it?
(Object, message, folder, user, mailbox, mail store, etc)
-
- How flexible is the hold function? What about multiple
holds?
- 10. Key Technical Differences: Search
- How Is the Included Search and e-Discovery?
-
- Try out the search in ways you might use it
-
- Consider a real e-discovery request from legal
-
- Can it search across mailboxes or repositories?
-
- How quick and complete is the search function?
- Can It Integrate with Third-Party Tools?
-
- Can you plug in your own enterprise search or e-discovery tool
or does integration mean export?
-
- What about account/access control, reporting, logging, and
audit tools?
- 11. Key Technical Differences: End Users
- What Will End Users Think Of It?
-
- Client integration what will they see? (search, toolbars,
plugins, software install)
-
- Web clients Does it integrate with webmail?
-
- Off-line access What happens when users are on a plane? What if
you lose connectivity?
-
- Mobile client use (BlackBerry, Windows Mobile, Palm, iPhone,
Symbian)
- 12. Buying and Building Your System: What Do You Require?
- Architecture Configuration and capacity
-
- How will the system plug into your architecture?
-
- Capacity mailboxes, storage, activity
-
- Performance and scalability
- Business Requirements Usability
-
- What business needs are served?
-
- What features do users, the business, and legal need?
- Technical Requirements Functions
-
- Mail server specs OS, mail system
-
- Client specs OS, clients, mobile, web
- 13. Buying and Building Your System: Getting It Up and Running
- Policies are critical to function
-
- What categories of messages?
-
- Can you automate deletion?
- System can come before policy, both are needed
-
- Policies involve every part of the business
-
- Have to ask the right questions
-
- Education of end users is critical
-
- Dont wait to get the archive running