® © 2007 IBM Corporation IBM Software Group Welsh Records Management Society E-mail Management...

®

© 2007 IBM Corporation

IBM Software Group

Welsh Records Management Society

E-mail Management Tuesday 11th September 2007

Tony HulmeConsulting IT SpecialistIBM Software Business

®


IBM Software Group

E-mail Management As part ofEnterprise Content Management

IBM Software Group | Enterprise Content Management

3© 2007 IBM Corporation

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EnterpriseContent

Business Challenges

Increase employee productivity

Enhance business processes

Improve operational efficiency

Address risk and compliance

Specific examples ….

Processing paper is costly

Work cannot be automated

E-mail not treated as business record

Documents not in an enterprise library

Customer service is slow

Regulatory compliance is an issueForms

What is Enterprise Content?



EnterpriseContent

Portal /Browser

ERP, SCM, CRM, & Desktop Applications

Wireless, PDA, Kiosk

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E-mail

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Forms

How is Enterprise Content used?



Integration

Workflow

Collaboration

Search

RecordsManagement

Secure Access Personalized Delivery

Access any type of information, across multiple applications and business

processes

Storage

Media

Documents

E-mailForms

Web Content

Images

Reports

Information Lifecycle Management

®


IBM Software Group

E-mail Management



The storage challenge

Mailbox volumes are growing at 40% annually

Average message size is now > 250KB

> 40% of storage costs are attributed to e-mail

IT Admin spend > 25% time managing e-mail

80% of e-mail on primary storage has not been accessed in the last 30 days



The legislation challenge

UK and European Legislation 1998 Data Protection Act Freedom of information act 2000 FSA Act 2000 UK Companies Act 1985, section 221 Regulation of Investigatory Powers 2000 (RIP) ATCS 2001 – UK service providers Bsi DISC PD 0008/5000 (United Kingdom) Civil Evidence Act (United Kingdom) Electronic Commerce Directive (United Kingdom) EU Directive on Privacy and Electronic Communications (2002) Basel II International Accord Draft EU data retention laws

US Legislation may also apply SEC 17a-3, 17a-4 - Securities Industry HIPAA – Healthcare providers and insurers 21 CFR Part 11 – pharmaceutical industry DOD 5015.2 – US Dept of Defense agencies Sarbanes-Oxley Act - All public companies

'Harassed' banker sent raunchy emails Evening Standard , 2 May 2003

A City banker who claims she endured a regime of sexual discrimination in her £350K-a-year job today admitted sending raunchy emails to the boss she accuses of harassment. Giving evidence at the employment tribunal, Miss Coleman agreed with defence claims that she regularly forwarded emails containing sexually explicit material.



Market analysis summary

E-mail Archiving is moving from niche interest to universal concern

Started with Storage concerns Mailbox management

Buying behaviour increasingly driven by legislation Regulatory compliance issues

Legal or internal policy concerns

Accepted by all industries

Sources : Overall view by Radicati, MetaGroup, Gartner and IBM Market experience



Solution: IBM CommonStore

Messaging system

Capture

Retrieve

Archive

Comprehensive, flexible e-mail archiving

E-mail archiving can grow into true e-mail records management

E-mail archiving as part of Enterprise Content Management

*

* Novell Groupwise is handled by FileNet E-mail Manager



E-mail archiving with the IBM CommonStore solution

Mailbox management

Discovery Compliance

ComprehensiveFlexibleReliable

Growth of the messaging system More users

Larger mail boxes

More expensive operation

Requirement Reduce the growth of the

messaging system

Offload old E-mails from production system

Regulatory requirements

All e-mails of a certain user group have to be captured and retained for a certain number of years

Requirement E-mails treated as business records

Provide e-mails on demand during audit or investigation



Automatic mailbox management Provides rule-based, automatic off-load of old e-mails

Example: “All e-mails older than 90 days and larger than 100KB”

Frees storage space on your messaging servers 1-2 KB placeholder e-mails instead of 100+ KB e-mails!

Single Instance Storage – de-duplication

Compressed storage – typically around 50%

750+ different devices from many different vendors

Helps lowering the total cost of operation of your e-mail servers Shortens your backup times

Old e-mails are stored on low cost storage media, like tape

Makes your mail server consolidation, upgrade or migration easier



Users have easy access to their archived e-mail

Office users Easy and efficient

Just a simple click

Search panel for archived e-mails (optional)

Laptop users Access to archived e-mails without connecting to corporate network

Additional local CommonStore archive

Automatically synchronized with central archive



Managing local archive files

Mailbox quota drives user to move old e-mails to local archive file

User archive files fill up file servers

Additional storage cost and maintenance for file servers

Risk of data loss for archive files located on user work stations

Two steps to success: 1. Central rule-based archiving

Makes local archives obsolete

2. Ingest local archive files into central archive

CommonStore tool for import and link

Automatic processing



Compliance – e-mails as business records

Declare and classify e-mails in IBM Records Manager

Central file plan

Central retention management (time and event based)

Retention Rule 2

Retention Rule 4

Retention Rule 5

Retention Rule 1

Retention Rule 3

Safety

Inspections

Incidents

Finance

Budgets

Safety

Finance

MessageA

MessageB

MessageC

Classification File Plan Retention Schedule



Discovery

A powerful search interface for e-mails from many different mailboxes For auditor, compliance officer, legal department

Helps to fulfill search and discovery requests in a fast and efficient way Centralized archive can be cheaper than a single manual discovery request

Assists in the litigation support process

Minimizes risk of being unable to provide important evidence



Powerful e-mail search

Intelligent full-text indexing On e-mail body and attached files

Highlighting of matching words For fast location of content

Handles large result lists with more than 1 million hits Results can be exported and handed over to an external auditor

Deletion hold (suspension) for e-mails under investigation



Easy and powerful search across mailboxes



Easy system administration

Seamless integration into messaging system environment

Familiar user interface

Integration with user directory of messaging system



Archiving and retrieval beyond e-mails

Same archiving and retrieval functions in other collaboration tools Calendar entries, Contacts, Activities, Tasks, ….

Exchange Public Folders

Notes Databases

Flexible mapping of attributes and forms



Tangible ROI

SITUATION WITH COMMONSTORE Y ear 1 Y ear 2 Y ear 3 Y ear 4 Y ear 5

Without IBM CommonStore 878,592£ 966,451£ 1,063,096£ 1,169,406£ 1,227,876£

With IBM CommonStore 653,392£ 718,731£ 790,604£ 869,665£ 913,148£

Percent of potential savings achievable 80% 90% 100% 100% 100%

Achievable Savings 180,160£ 222,948£ 272,492£ 299,741£ 314,728£

Achievable Savings in % 21% 23% 26% 26% 26%

TODAY 'S SITUATION Y ear 1 Y ear 2 Y ear 3 Y ear 4 Y ear 5

Mail Server Storage Requirements:Storage required by e-mail messages: 386.1 GB 424.7 GB 467.2 GB 513.9 GB 539.6 GBStorage required by e-mail attachments: 900.9 GB 991.0 GB 1,090.1 GB 1,199.1 GB 1,259.1 GB

Total: 1,287 GB 1,416 GB 1,557 GB 1,713.0 GB 1,798.6 GB

Total costs (*):Cumulative costs (*):(*) ... Costs include capital depriciated over 3 years, space, operation, backups, operation and administration labor.

1,169,406£ 1,227,876£ 3,358,901£ 3,198,953£

878,592£ 878,592£

966,451£ 1,063,096£ 2,908,140£ 1,845,043£

*Costs include capital depreciated over 3 years, space, operation, backups, and administration labor.



Gartner competitive positioning

"By 2008, automated e-mail archiving will be an integral component of an ECM suite". It already is an integral part of IBM's ECM suite. For some of the vendors like EMC/Legato it is not yet integral part of their ECM, whereas some like AXS-One, Veritas/KVS, Zantaz/EAS, HP do not even have an ECM suite.

"Companies must address their e-mail retention and management needs now. Waiting until the company defines a plan for electronic records retention or for e-mail active-archiving technology to mature could place your business at risk, given the regulatory requirements and escalating demands for electronic discovery. Companies with records management systems should give preference to e-mail archiving vendors that provide integration with that system”. IBM's offering is tightly integrated with their award winning records management offering, Records Manager. Vendors like EMC/Legato do not have their RM technology integrated with their flagship email archiving product set, whereas some like Veritas/KVS, Zantaz/EAS do not have their own technology or a BP technology integrated to their offerings to date.



Summary: Customer benefits Improved productivity (by at least 25-30%)

Improved storage utilisation and savings (25-70%)

Improved user satisfaction

Complete history of all company e-mail

Seamless integration with existing messaging platform

Improved data security

Free-up saturated e-mail servers

Adherence to compliance and data retention laws

Part of an Enterprise Content Management solution

(30,000)

(90,000)(4,500)

(3,000) (4,000)

(6,500)

(2,000)

(4,000)



Thank you

® © 2007 IBM Corporation IBM Software Group Welsh Records Management Society E-mail Management...

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