Drive Information Governance

and Significant Cost Savings

with E-Mail Archiving

John Wang, CCP

Product Manager

ZL Technologies, Inc.

October 13, 2009Session: S310980

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

EXTREME

PERFORMANCE

Proven Deployments

Common Challenges

Private Clouds

Oracle RAC

GREEN

COMPUTING

Reduce Costs

Reduce Carbon

Fewer Servers

Less Storage

SUCCESSFUL INFORMATION

GOVERNANCE with EMAIL ARCHIVING

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Overview

• ZL Technologies Background

• My Background

• Information Governance

• Extreme Performance

• Green Computing and Cost Containment

• Q&A

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL Technologies – Backgrounder

• Experts in E-Mail archiving

– 10 years experience

– Profitable since 2003

– Full-spectrum code ownership and expertise

• The most scalable production archiving systems

– 600,000+ user carrier-class system in a single vault

– 20,000,000+ messages / day into a single vault

– 1,000,000,000+ messages in a single vault

• Validated by top partners

–

– Top ED Service Provider

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

John Wang – Backgrounder

• Experience / Roles

– 15+ years in Technology

– i

• Degrees

– test

• Industry Participation

– sional

Product Manager Solutions Architect Developer

EDRM AIIM LexisNexis

• Project Lead• Search Guide

Contributor

• SF Chapter BoardMember

• AIIM EmailManagementMaster

• CertifiedConcordanceProfessional

MBA Computer Science Finance

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Information Governance

• Reasons to Archive E-Mail

• The E-Mail Management Challenge

• It’s More than E-Mail

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Reasons to Archive E-Mail

• Market Trends– E-Mail provides a record of virtually every major

transaction, project and contract

– E-Mail is now covered under Federal civil litigation rules

• FRCP Amendments, Dec. 2006

• Sanctions and Adverse Inferences

– Regulations

SEC 17a-4

NASD 3010, 3110

HIPAA

FDA 21 CFR 11

DoD 5015.2

Sarbanes-Oxley

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

The E-Mail Management Challenge

• E-Mail volume is huge

• Many traditional records management systems were not designed for this volume

• Many traditional email archives were not designed for this volume

20,000 users at

150 emails / day= over 1 billion emails / year

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

The E-Mail Management Challenge

• Extreme Performance– Archive 10s of millions vs. 100,000s / day into a single vault

– Search billions of items in seconds vs. days or weeks

– Produce 10s of millions of emails / day vs. 100,000s

– Delete 10s of millions of emails / day vs. 100,000s

• Cost containment– Reduce Exchange Tier 1 storage

– Reduce archiving servers by 75+% and storage by 80+%

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

It’s More than E-Mail

Instant Message

xml data

Exchange

Domino

Beehive

Lotus Quickr

File System

Legacy Data

PST NSF

Information Governance

Supervision / OCC

eDiscovery

Records Management

Legal HoldSingle Archive

Cost Containment

Disaster Recovery

End-User Search & Restore

Mailbox Management

Mail Server Migration

Data Mapping

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

EXTREME PERFORMANCE

• Where and Why

• Proven Performance

• Common Challenges

• ZL+Oracle Solution

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Where and Why

• Performance is needed across the information management life cycle

• Lack of performance in any area can be debilitating

Ingestion

• Can prevent successful deployment

• Can prevent full compliance

Search

• Can reduce time for review

• Can provide inconsistent results

Reconciliation

• Can result in inaccessible data

• Can put the firm out of compliance

Production

• Can reduce legal review times

Deletion

• Can increase information risk

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Proven Performance in Real Deployments

• Vertical scaling on vault / database

• Horizontal scaling on processing

20,000,000 emails / day ingestion into a single

database / vault

1,000,000,000+ email corpus in a single

database / vault with search in seconds

600,000+ users system in a single database /

vault

Top eDiscovery

Service ProviderTop 5 US Bank

Deutsche Telekom / NTT

DoCoMo Joint Venture

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Common Challenges

• It is easy to improve performance in one area by reducing it in another, e.g. improve ingestion performance by reducing search performance.

• Easy to Map – Hard to Reduce

• Inability to Effectively Utilize More Hardware• Search and eDiscovery become more difficult

• hours or days

• Single-Instance Storage becomes more difficult

• Etc.

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Example Legacy Architecture

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL+Oracle Solution

• Elastic architecture allows easy addition and removal of 10s to 100s of archiving servers

• Private structure ensures data security

• Private Cloud Computing Architecture

• Proven Technology• Deployed at large-scale production sites

• Can run on Linux or Windows

• Can archive a wide variety of data sources

• Uses Oracle RAC and Oracle Data Guard

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL+Oracle Architecture

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Green Computing

• Why Green Computing?

– Proven Cost Containment

– Save the Planet

• Reduced Server Count

– via Grid Computing

• Reduced Storage Footprint

– via Advanced SIS

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Proven Cost Containment

• Leading organizations have found ZL+Oracleprovides hard cost containment

Server count was reduced by 75%

Leading International Bank

$3+ trillion in assets*

More replacements pending

Server count was 50% less than alternative

Leading US Bank

$800+ billion in assets*

Currently archiving

100s of terabytes

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Why Green Computing

• E-Mail archiving is suited for energy efficiency

– Large processing and storage requirements

– Large management requirements

• Reducing energy consumption can:

– Cut hard costs

• Reduce server count by 50-75%

• Reduce Tier 1 Email Server storage by 80+%

• Reduce Archiving storage by 80+%

– Cut emissions by reducing carbon footprint

– Save the planet

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Example Legacy Architecture

Many servers and database to

manage

Dedicated, passive extra

capacity

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Reduced Server Count

• ZL reduces server counts because ZL is

– Grid-based

• Every server can handle every task

– Internally load balanced

– Self-healing

• No need for dedicated passive standby servers

• All servers can handle all tasks

– Fully capable of being virtualized

• Efficiently use hardware

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL+Oracle vs. Traditional Approach

• Mailbox archiving

• Journal archiving

• SharePoint archiving

• Compliance

• eDiscovery

• etc.

Inefficient load

distribution

Every server can

handle every task

Dedicated, passive standby

servers are under

utilized

Efficient load distribution

Traditional

Non-Grid

Approach

ZL+Oracle

Grid

Approach

DR servers can be active or 100%

decommissioned

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Reduced Storage Requirements

• Advanced SIS

– Archiving reduces mail server storage by 80+%

– Archiving with ZL+Oracle reduces archive storage by 80+%

– Reduced network bandwidth vs. other archives

• Comparisons

– Many systems only SIS within a server

– Some need a directory server to coordinate

– Exchange 2010 no longer supports SIS• In-store compression is of limited use

• Most storage requirements are for attachments which are already compressed

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Recap and Summary

• More content and rules means:

– E-Mail archiving is necessary for• eDiscovery

• Regulatory Compliance

• Cost Containment

• Many challenges to large-scale archiving

– Results in failed or partially-failed projects

• ZL+Oracle

– Better engineering

– Better results

– Better solution

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Session: S310980

Thank You

John Wangjwang@zlti.com