Drive Information Governance and Significant Cost Savings with E-Mail Archiving by John Wang -...

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


Overview

• ZL Technologies Background

• My Background

• Information Governance

• Extreme Performance

• Green Computing and Cost Containment

• Q&A


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


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


Information Governance

• Reasons to Archive E-Mail

• The E-Mail Management Challenge

• It’s More than E-Mail


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


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


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+%


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


EXTREME PERFORMANCE

• Where and Why

• Proven Performance

• Common Challenges

• ZL+Oracle Solution


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


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


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.


Example Legacy Architecture


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


ZL+Oracle Architecture


Green Computing

• Why Green Computing?

– Proven Cost Containment

– Save the Planet

• Reduced Server Count

– via Grid Computing

• Reduced Storage Footprint

– via Advanced SIS


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


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


Example Legacy Architecture

Many servers and database to

manage

Dedicated, passive extra

capacity


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


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


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


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


Session: S310980

Thank You

John [email protected]

Drive Information Governance and Significant Cost Savings with E-Mail Archiving by John Wang -...

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