Market Overview: Information Archiving,...Market overview: information Archiving, 2 2015 6 2015,...

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Market Overview: Information Archiving, Q2 2015by Cheryl McKinnon, May 12, 2015

For: Enterprise Architecture Professionals

Key TaKeaways

Innovative Vendors Put Information worker Requirements On The Road MapLaggard vendors focus on a traditional -- and narrow -- audience of archiving users. These include technology management pros as well as compliance, legal, supervision, and investigative roles. Innovative vendors invest in usability, social media connectors, mobile access, and improved search to serve the needs of business users.

email and social Media Requirements Drives adoption Of saas alternativesCloud providers are red hot as regulated industries, such as banking, address externally-imposed mandates to capture large swaths of content. Communication that is related to customers, whether in email, instant message, or other social channels, is among the most heavily regulated content types, and remains a top target for automated archiving.

Three Questions will Help Navigate a Varied and Crowded Vendor LandscapeAsk: What content types need to be captured? Is it time to look at a cloud provider? Who will be the audience for the archived content? This report covers comprehensive archive platforms, content archive solutions, and email and messaging archive solutions. Related Forrester reports cover the social media and big data archiving vendor landscape.

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© 2015, Forrester Research, Inc. All rights reserved. Unauthorized reproduction is strictly prohibited. Information is based on best available resources. Opinions reflect judgment at the time and are subject to change. Forrester®, Technographics®, Forrester Wave, RoleView, TechRadar, and Total Economic Impact are trademarks of Forrester Research, Inc. All other trademarks are the property of their respective companies. To purchase reprints of this document, please email [email protected]. For additional information, go to www.forrester.com.

For EntErprisE ArchitEcturE proFEssionAls

wHy ReaD THIs RePORT

Enterprise architects, in many regulated industries, are refreshing their approach to information archiving. As newer, innovative vendors are assessed, enterprise architecture (EA) professionals must add new requirements to the product wish list. Archives are among the systems of record to be mined for business insights that provide sources of data, content, and customer communication. However, archiving technologies are often perceived as only serving the needs of back office, legal, or compliance roles. While this has historically been true, Forrester recognizes that some archiving vendors are transforming how these content repositories can be used. Forrester has assessed 31 archiving vendors in this market overview. Read this report to understand the vendor landscape and learn where the innovation is happening.

table of contents

archiving Use Cases shift From Compliance To sources Of Insights

Discovery and Life-Cycle Management still Persist as Requirements

Vendor Landscape Varies: Understand Business and Governance Needs

WhAt it MEAns

archived Content Can Be Mined For Insights

supplemental Material

notes & resources

Forrester interviewed 31 vendor and user companies, including Actiance, commVault, EMc, hp, Microsoft, Mimecast, smarsh, and Zl technologies.

related research Documents

Archiving platforms Evolve into sources of insight And corporate Memory

Market overview: social Media Archiving

reboot Your information Governance program With An outside-in perspective

Market Overview: Information archiving, Q2 2015innovative Vendors Move Beyond Just compliance to Become sources of insights And corporate Memoryby cheryl McKinnonwith nick hayes, leslie owens, claire o’Malley, and shaun McGovern

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http://www.forrester.com/go?objectid=RES122242





http://www.forrester.com/go?objectid=BIO6104




Market overview: information Archiving, Q2 2015 2

© 2015, Forrester Research, Inc. Reproduction Prohibited May 12, 2015

aRCHIVING Use Cases sHIFT FROM COMPLIaNCe TO sOURCes OF INsIGHTs

Enterprise architecture professionals are looking for opportunities to accelerate their move to a business technology (BT) agenda. This agenda includes software, cloud services, mobile devices, and apps, and the supporting contextual and infrastructure services that help organizations win, serve, and retain customers.1 Archiving deployments today are ripe targets within broader infrastructure refresh programs. Legacy deployments that are slow, inflexible, and have high administrative overhead are ready to be replaced with modern architectures, faster search, and fresher licensing models.

Rigid Focus On Cost Cutting and Compliance Narrows Today’s archiving strategies

Archiving platforms, like enterprise content management (ECM) and other repository systems, serve as essential systems of record, providing the infrastructure and context services for the information that fuels core business mission.2 Documents chronicle organizational business decisions and relay this information in easy-to-read formats. Whether your core business mission is revenue growth, improved compliance with laws and regulations, or a laser focus on customer retention and service, business continuity depends on secure retention and preservation of content.

Currently, many archiving programs serve traditional IT or compliance use cases. These conventional programs are:

■ Driven by senior technology management executives. Forty-three percent of surveyed archiving decision-makers named the CIO or CTO as their key executive sponsor for their archiving program. Line-of-business managers, corporate general counsels, and other C-level and executive sponsors were named by 24% of survey respondents. No C-level or senior executive support was reported by 22% of archiving program leaders (see Figure 1).3

■ Still implemented predominantly on-premises. Despite the competitive and growing market of software-as-a-service (SaaS) archiving providers, 43% of archiving decision-makers still claim to have a strategy to centralize on a single on-premises archiving solution. A further 20% expect to implement tactical point solutions for specific sources (such as email, SharePoint, enterprise resource planning [ERP] systems, etc.). Only 7% are working toward a single cloud, hosted, or SaaS solution.4

■ The single repository for email, but more fragmented for other content sources. Archiving program leaders largely centralize platforms for email and message capture, with 74% reporting that they use just one solution for this content. This is in marked contrast to the approach taken to archiving content or document sources, where only 38% report using one solution. Twenty-one percent report using two solutions, with 27% reporting three or more solutions in use (see Figure 2).5




■ Governed centrally. Sixty-two percent of archiving technology managers report that decisions about deployment and business rules are made centrally. A further 17% report more of a federated approach (with some decisions made centrally, but executed in business units or regions), with 11% describing their governance approach as decentralized (most decisions made in business or regional units).6

Figure 1 Technology Executives Are Key Sponsors Of Archiving Programs

Source: Forrester Research, Inc. Unauthorized reproduction, citation, or distribution prohibited.115414

Base: 60 ECM and archiving professionals(percentages do not total 100 because of rounding)

“Who is the key executive sponsor for your ECM or information archiving program?”(Archiving)

Source: Forrester’s July 2014 Global Enterprise Content Management And Archiving Online Survey

CIO, CTO, orsenior most ITdecision-maker

43%

Neither C-level norsenior executive

sponsor22%

Other C-level orexecutive sponsor

24%

Don’t know12%




Figure 2 Email Archiving Strategies Are Likely To Be Centralized


Don’t know

One

Two

Three

Four or more

Base: 53 ECM and archiving professionals


Don’t know

One

Two

Three

Four or more

Base: 56 ECM and archiving professionals

“How many ECM and archiving solutions are currently utilized by your �rm?”(Content/document archiving solutions)

14%

38%

21%

14%

13%

“How many ECM and archiving solutions are currently utilized by your �rm?”(Email/message archiving solutions)

11%

74%

9%

4%

2%




access To archived Content and Customer Communication Opens New Opportunities

Innovative archiving vendors are investing in capabilities that open access to archived information to a broader set of stakeholders. They recognize business users as consumers of archived content, in addition to traditional technology and compliance management roles. Search, analytics, and mobile access are key areas of archive innovation. Connectors for cloud and social apps are also hallmarks of archiving vendors pushing the envelope of communication capture.7 Speed is a feature. Differentiators also include investments that improve performance, particularly for vendors that build response times into their service-level agreements (SLAs).8 Bold EA pros can address business needs with enhanced archiving platforms by:

■ Providing business users with easier access to customer communication and content. Regulated businesses, such as banks, frequently archive incoming and outgoing client communication automatically. Proactive monitoring and scanning of email for non-compliant content happens transparently, allowing busy professionals to access email directly from the archive, often with no impact to productivity. Automated categorization can ensure communication to or from particular contacts are handled consistently, and easily retrieved.

■ Extending consistent information governance policies to more content types. Archiving vendors are moving far beyond email capture, allowing consistent application of retention, disposition, security, or other policies to multiple content types. Connectors to messaging, social media, collaboration, or file shares enables risk management roles to be assured that appropriate guardrails protect corporate content.9

■ Identifying patterns of behavior to either emulate or eliminate. Historical content may be a rich source of data to nourish systems of insights. Customer or product intelligence is often locked away in email or other documents produced by knowledge workers. Text analytics can find and extract corporate memory to enrich data mining initiatives. Alternatively, risk and compliance officers can mine legal hold or use supervision capabilities to proactively detect employee behavior that will result in complaints or lawsuits.10

DIsCOVeRy aND LIFe-CyCLe MaNaGeMeNT sTILL PeRsIsT as ReQUIReMeNTs

ECM and archiving professionals rate search, along with retention and disposition management, as the most important capabilities needed in an archiving solution (see Figure 3).11 Search is the basis for key use cases including location of key content by business users, as well as the identification, collection, preservation, and analysis phases of investigative processes (e.g., eDiscovery, internal investigations, and responses to external regulatory requests.)




Figure 3 Search And Life-Cycle Management Top The List Of Essential Archiving Capabilities


Base: 53 ECM and archiving professionals(Not all response options shown)


“Please prioritize the following list of information archiving components from mostimportant to least important to deliver to your organization.”

Most important (1, 2, 3)Least important (8, 9, 10)

Content analytics

Connectors for cloud or SaaS content storage(public cloud, �le sync-share, and Of�ce 365)

Storage device management

Encryption

Legal hold

Automated email capture

eDiscovery

Connectors for on-premises content storage(�le shares, SharePoint, and ECM)

Retention and disposition management

Search

30%

47%

28%

32%

30%

25%

32%

17%

19%

8%

17%

23%

23%

28%

30%

32%

32%

43%

57%

57%




enforce Policies Consistently across Diverse Content Types

While search delivers value to both business and technology roles, other key archiving capabilities help technology managers fulfill their obligations to enforce policies. Support for legal and compliance teams during investigations and eDiscovery, and the timely disposal of obsolete information, are also top drivers for investment. In fact, archive platforms are supplementing — and in some cases, supplanting — investments in records management systems. So key archiving capabilities now include:

■ Retention and disposition management. Records and information management professionals lead the charge in the development of retention schedules for enterprise information.12 Regulated industries, in particular, will have externally-imposed obligations to keep email, documents, and other forms of business records. For example, an energy company may need to keep plant documentation for the life of the facility, plus 10 years. Deletion or destruction practices may also be mandated to ensure controlled information, such as financial data, personally-identifiable information (PII), or patient records are expunged in a manner that ensures the data cannot be reconstructed.

■ Integrations and connectors to diverse content sources. Many incumbent archiving platforms were architected for email. Technology managers, however, now value platforms that can connect to a broad range of content sources. Ingestion of content in native format, instead of being converted to an email paradigm, is becoming important to preserve context.13 Cloud content sources, however, do not rate as highly — yet. Archiving decision-makers listed connectors for cloud content, such as file sync-and-share providers or Office 365, as the lowest priority for their archiving platform. Forrester expects this prioritization to shift as SaaS rises in adoption.

■ Support for eDiscovery and legal holds. Compliance and governance of content has long been a driver for information archiving adoption. Email, content, and data need to be easily located in order to respond to requests from legal counsel or regulators. This means search and analytics are essential. ECM systems, email, file shares, and on-premises line-of-business applications are among the top targets for investigations and discovery (see Figure 4). Legal hold capabilities ensure that items that are potentially relevant to a case are not deleted or altered. Some archiving platforms have advanced legal hold communication management capabilities to manage the identification of custodians and correspondence workflows.14

■ Automated capture of email from an expanded range of providers. Email still remains a top target for eDiscovery and investigations. One-third of archiving decision-makers named automated email capture as highly important to their organization.15 As adoption of cloud-based email, such as Exchange Online or Gmail, gain corporate traction, archiving vendors keep pace. Vendors may offer options to archive emails from an inbox based on rules after a period of time, or if tagged or saved into a particular folder, or to capture directly from the email server as it comes into or out of the enterprise. The latter option is often used by highly regulated firms, such as banks or investment companies that are subject to regulations for customer communications.16




Figure 4 Documents And Email Are The Top Targets For Investigation And Discovery


Base: 66 ECM and archiving professionals(Not all responses shown)


“From regulatory, investigative, and eDiscovery perspectives, how important are thefollowing content types applications for your organization?”

Voicemail

Instant messages

Social media (e.g., Facebook, LinkedIn, and Twitter)

Cloud-based �le sharing and collaboration

Big data sources

Public websites

Mobile devices or data (smartphones or tablets)

Line-of-business applications, cloud, or SaaS (e.g.,expense management andHR/talent management)

Intranets

Desktops/laptops

Databases

Physical/paper records

File systems/shared drives

Line-of-business applications on-premises(e.g., ERP or CRM)

Email

Document management/ECM

21%

25%

23%

26%

24%

20%

38%

38%

29%

27%

21%

35%

35%

32%

26%

27%

20% 17%

15% 21%

12% 26%

18% 8%

12% 11%

9% 18%

5% 11%

14% 14%

7% 14%

5% 6%

3%5%

3%5%3%5%

3% 9%

2%

2%

2%

6%

9%

17%

20%

33%

15%

17%

27%

38%

50%

36%

45%

50%

61%

67%

Somewhat unimportantNot at all important Somewhat Important Very Important




VeNDOR LaNDsCaPe VaRIes: UNDeRsTaND BUsINess aND GOVeRNaNCe NeeDs

EA pros must ask three questions when looking at new archiving platforms: What content types need to be captured? Is it time to look at a cloud provider? Who will be the audience for the archived content? These questions will help set up a decision path to navigate a varied and crowded market (see Figure 5). Requirements to archive and search a range of broad information types will drive a different vendor short list rather than requirements focused more narrowly on compliance-driven email supervision. EA pros should elicit input from line-of-business users who create and use this static content, in addition to legal and compliance teams, in order to make the right decision (see Figure 6).

Figure 5 Archive Vendors May Be Point Solution Specialists Or May Connect To Multiple Sources


Ingest frommultiple

sources andinformation types

Email andmessaging

Databases

Content/documents

Social media

ERP/line-of-businessapplications

Web content

Sources for acomprehensive

archiveArchiving point

solutions

Comprehensivearchiving platforms




Figure 6 List Of Vendors Assessed In This Market Overview


Vendorname Product(s)

Deploymentoptions

Pricingmodel

Top markets &verticals Key buyers

Actiance ActianceAlcatraz Platform

Multitenantcloud, dedicatedor private cloudon-premises, or through Managed ServiceProviders (MSPs)

Per user permonth

North America andEurope

Financial services,energy, and healthcare

Senior technologymanagers,general counsel,CISO, or chiefof compliance

ASG ASG ViewDirectSuite (includesASG-MobiusLuminist andother modules)4.5.2 (distributed)6.6.2 (mainframe)

Server basedplus session-based(concurrentusers)


Financial services,government, andhealthcare

C-level roles (CEO,CMO, COO, CIO, and CTO) and VP-level line-of-business managers (VP ofoperations and VPof technology)

AvePoint DocAve Archiver6.4, AvePointComplianceGuardian 3.2

On-premises

On-premises

DocAveArchiver perSharePointserver;complianceGuardian perserver, peragent, or peruser

North America,Europe, and APAC

Financial services,government, andhealthcare

SharePointadministrators,CIOs, and recordsmanagers

BarracudaNetworks

Barracuda Message Archiver,Barracuda ArchiveOne

On-premises,or SaaS throughmanaged serviceprovider (MSP)partners;ArchiveOne viaprivate or publiccloud

ArchiveOneEnterpriseand AdvancedDiscovery per-mailbox,ArchiveOneEnterprise�les bystoragevolume


Government, medical,and �nancial services

Director of IT andgeneral counsel

Bloomberg Bloomberg Vault,Bloomberg VaultFile Analytics,BloombergGateway

SaaS offering,cloud repository,and �le analyticsmodule installedon-premises

Notdisclosed

North America, Europe, and MiddleEast Financialservices, insurance,and energy

CTO, chiefcomplianceof�cer, and general counsel

BAE Systems Applied Intelligence(formerly SilverSky)

Per user permonth

North America

Financial services and healthcare

CIO, CISO, andcomplianceof�cers

SilverSky Archive SaaS only




Figure 6 List Of Vendors Assessed In This Market Overview (Cont.)


CommVault Simpana 10 On-premises,CommVaultcloud services,and hybrid options

Per-mailboxfor email, bystoragecapacity forother sources


Government,education, healthcare,�nancial services,and manufacturing

C-level technologyroles, compliance,general counsel,risk, and security

Daegis AXS-One Archive

On-premises orcloud (public orhosted)

Per mailbox or GB permonth depending ondata source


Financial services,healthcare, andmanufacturing

CIO, CCO,general counsel,and recordsmanagement

EMC SourceOne,InfoArchive

SourceOne: On-premises ormanagedservice viaoutsourcingpartners —InfoArchive: On-premises, ormanaged servicein customer,partner or EMCdata centers

Per-user or byterabyte


Financial services,telecom, andmanufacturing

CIO, chiefcomplianceof�cers, andVP of records

Erado MessageControlSolutions

ElementCompliancePlatform 8.5

SaaS, multi-tenant,or private tenant,via public orprivate cloud

Per user, percontent type,or per month


Financ publicly traded companies, and healthcare

CIO, chiefcomplianceof�cer, CFO, CMO,and individual insuranceadvisors/agents

Global Relay Communica-tions

Global Relay Archive & ComplianceReviewer

SaaS, deliveredvia private cloudin Global Relaydata centers

Per user or per month: stand-aloneor bundled content types


Finance, publiclytraded companies,and healthcare

CIO, CCO, general counsel,C-Level technology roles,security

Daegis


Deploymentoptions

Pricingmodel







HP HP Digital Safe,HP ConsolidatedArchive 8.0.1(HPCA),HP StructuredData Manager7.2 (HP SDM)

HP Digital Safeis private cloudor as managedservice in clientdata center.HPCA is on-premises

Digital Safeas either permailboxper month, orvolume based(per GB permonth), plusset up fee.HPCA is permailbox foremail and byvolume forother content;additionalcosts foreDiscoveryandsupervisionmodules.

North America, EMEA, and Asia Paci�c

Financial services,legal, and government

CIO, director of IT,general counsel,chief complianceof�cer, VP of risk,and VP of informationmanagement

IBM IBM ContentCollector 4.0

ICC available on-premises, inIBM Smartcloudpublic cloud, oras managedservice in privatecloud or datacenter

Emailarchivingper mailbox,SharePointand �learchiving perprocessor;perpetual and�xed-termlicensingavailable


Financial services,government, andbiotech/medical

CIO and generalcounsel

Metalogix Metalogix ArchiveManagerExchange Edition,Files Edition,SharePointEdition, MetalogixStoragePoint6.1.07

On-premises,also virtualprivate cloudon Amazon WebServices or MSAzure

Per mailboxfor email;volume for�les andnumber ofweb frontends forSharePoint


technical, education,and healthcare

CIO, CTO, CEO, ITdirector, and exchangeadministrator

Microsoft Exchange 2013,Exchange Online,SharePoint 2013,SharePointOnline, LyncOnline, Of�ce 365

On-premises orCloud andHybrid withOf�ce 365

Per user Not disclosed Not disclosed


Deploymentoptions

Pricingmodel







Mimecast MimecastEnterpriseInformationArchive, FileArchive, LyncIM Archive,SharePointArchive, JournalArchive for Of�ce365, MimecastEmail Archive

SaaS, sole, andhybrid options

Per user peryear; �learchivingpriced per GB

Europe and NorthAmerica

Manufacturing,technical, �nancial,and legal

CIO, CISO, CFO,and technologymanager

OpenText OpenText ContentSuite, OpenTextArchive, EmailManagement,Auto-Classi�cation,Early CaseAssessment,OpenTextIntegration Center, ExtendedECM for SAP, andOracle 10.5

On-premises,managed hostedservice, or SaaS

OpenTextArchive bynamed user,server andvolume-based, or transactionbased; perpetual orsubscriptionlicensingavailable

North America,Europe, and Asia Paci�c

Telecom/Internetcompanies, �nancialservices,government,manufacturing, andtechnology

CIO, SVP ofcompliance,chief informationgovernanceof�cer, and VP of IT

Proofpoint ProofpointEnterprise Archive3.5.98, ProofpointEnterpriseGovernance 19.8,Proofpoint Enterprise Collaboration Archiving,ProofpointContent Control

SaaS viaProofpointmanaged datacenters

Per mailbox North America andEurope

Financial services,healthcare, andmanufacturing/technology

IT or messagingexecutives rolesin conjunctionwith legal andcompliance roles

Smarsh The Archiving Platform

SaaS only Per seat(mailbox, user,or account),per month; annualcontract


Financial servicesand government

Chief complianceof�cer, CIO, CTO,or general counsel

Sonian Sonian SaaS only Per user, permonth

North America andEuropeRetail, government, and professional services

CEO, technologymanagers, legal,or complianceof�cers


Deploymentoptions

Pricingmodel







Symantec Enterprise VaultEV.cloud

Enterprise Vault:on-premises orhybrid

EV.cloud: publiccloud or hybrid

EnterpriseVault: foremail permailbox;capacitymodel for�les andSharePointcontent; EV.cloud: permailbox permonth

North America,Europe, and Asia Paci�c

Manufacturing/technical,�nancial services, andgovernment

VP/director of IT,CIO, generalcounsel, and records manager

Viewpointe OnPointe Managedservice in privatecloud

Tiers basedon volume,per-user, andper-month

North America

Financial services and insurance

CIO, seniortechnology manager, senior compliance,legal, and �nance of�cers

ZLTechnologies

ZL Uni�edArchive

On-premises orcloud

Hostedmanaged services viapartners

North America, Japan, and Europe

Financial services,pharmaceutical/biotech, andmanufacturing

CEO, CIO, chiefcompliance, orrisk of�cers

Per mailbox/user for email;�le archivingby storage


Deploymentoptions

Pricingmodel


social Media specialists Help Regulated Industries embrace Customer experience

Social media and mobile communications are now commonly treated as any other channel, such as email, but their dynamic format creates headaches trying to properly ensure authenticity and preserve context. Social archiving vendors look to help meet these emerging challenges by offering direct capture of social posts, full recreation of metadata, unified archiving platforms, and a slew of vendor partnerships. Social channels are a growing gap in many EA and compliance pros information governance and eDiscovery strategies.17 Key vendors addressing this social media governance gap include: Actiance, ArchiveSocial, Bloomberg, Erado Message Control Solutions, Global Relay Communications, Hearsay Social, Integritie, Netbox Blue, Proofpoint, Smarsh, Social SafeGuard, Socialware.com, and SunGard. A deeper analysis of this segment of the archiving market can be found in “Market Overview: Social Media Archiving.”18




email and Messaging specialists Provide Cost-effective Compliance with saas

Forrester has surveyed 8 vendors on their email archiving and supervision capabilities (see Figure 7). Several of these vendors also have connectors to support archiving files, social media, or from SharePoint and other content management systems. Vendors offering SaaS or other cloud-based managed services are quickly gaining traction, serving the needs of regulated industries, such as financial services. Key requirements are to capture, archive, supervise, and preserve customer communication. Email and messaging specialist archiving vendors include:

■ BAE Systems Applied Intelligence (formerly SilverSky). BAE Systems Applied Intelligence recently acquired SilverSky. It supports life-cycle management, including legal holds, and offers write once, read many (WORM) compliance storage to meet the needs of regulated industries. Full text and metadata searches allow search across more than 500 file types. Classification and collection of items can be automated using predefined saved queries (for example, by sender, by keyword, or by business unit) to support discovery and investigative use cases. Business users can use the archive anywhere feature to access archived content from an MS Outlook client or mobile device. The web user interface uses responsive design for mobile users. The FolderSync feature can replicate an end user’s MS Outlook folder structure to encourage adoption.

■ Barracuda Networks. Well-known as an email and message archiving appliance provider, with Barracuda Message Archiver, Barracuda has evolved its product offering via its acquisition of vendor C2C in 2014. Barracuda ArchiveOne (rebranded from C2C) extends archiving capabilities to file shares and SharePoint sites. The ArchiveOne information management module, called Advanced Discovery extends discovery capabilities to allow auditable “in-place” legal holds and disposal actions for items stored outside the archive repository. Content is indexed to allow both full-text and metadata search via Outlook, Web, or administrative user interfaces. Enterprises with data sovereignty requirements can use metadata-driven policies to determine archiving to a specific repository.

■ Bloomberg. Bloomberg Vault archives a range of content sources beyond its own native messaging platform, providing supervision and compliance monitoring for predominantly financial services firms. eDiscovery requirements for legal holds, collection, retrieval, tagging, and first-pass reviews are supported. Full text and metadata search is supported for over 400 file types, as is search based on message senders, communication direction (from A to B), or time slices across days. End users can search their own “personal vault” via Outlook. A policy engine processes archived data through pre-defined policies that administrators can customize. These rules can detect potential violations related to compliance, employee behavior, security, or PII.

■ EMC (SourceOne). SourceOne is EMC’s on-premises offering to meet specific email and message archiving for regulated industries, with supervision capabilities to sample and review communication based on a lexicon of terms. File and SharePoint archiving are also supported, with integration to Documentum RM that provides life-cycle management. Instant messages are ingested in email format by default, though native format is supported via third party tools,




such as Actiance. Archived items can be directed into specific folders to support legal holds or directed into user-defined folders. Analysis of metadata during ingestion can determine content type and direct the item to the appropriate archive folder.

■ Erado Message Control Solutions. The cloud-based Element Compliance Platform archives a broad range of email, social media, website, and message sources, and provides policy-driven supervision and surveillance capabilities for both inbound and outbound communication. Items are archived in .eml format. Full text indexing allows users to search metadata and content, including email attachments. Mobile search is supported. Archived data is encrypted via AES 256 at disk and database levels.

■ Mimecast. Mimecast’s cloud-based archiving platform supports a range of email and message sources, with particular depth across the Microsoft stack. Legal holds include “dynamic” holds that extend to newly archived content. Life-cycle rules can ensure items are effectively destroyed at the end of a retention period, with perpetual retention as a default. Items are indexed upon archiving, supporting Boolean, natural language or proximity searches for metadata, content, or email attachments. Mimecast can provide a search for SLA for search response times. An integrated gateway service enables detection of sensitive content such as health (PHI), credit card, or other PII in email content. Data centers in North America, Europe, or offshore and rules for data storage and infrastructure management support data sovereignty requirements. Users can search and view their data via an app for major mobile platforms. Native apps are available for Android, iOS, BlackBerry, and Windows Phone.

■ Sonian. Sonian’s cloud-based email archiving product pro provides immutable WORM storage, search, and data encryption in transit and at-rest. Sonian’s default retention is to keep everything, but customers can choose to establish alternative retention periods. Legal holds are supported, though currently multiple holds per item are not available. Sonian uses Elastic Search to support customers needing to query millions of records within seconds. Content can be filtered, tagged, and exported as PST, EML, NSF, PDF, HTML, or TXT files. Users can search their own content using the MyArchive web user interface. Sonian leverages Amazon, IBM SoftLayer, and Micrsoft Azure cloud infrastructures.




Figure 7 Vendor Support For Email Archiving And Supervision


Vendor name

Product

MS Exchange

Exchange Online

Gmail

IBM Notes (form

erly Lotus Notes)/Domino

Groupwise

Supervision supported

Other email system

s

Actiance ActianceAlcatrazPlatform

ASG ASG-ViewDirectSuite

AvePoint DocAve Archiver,AvePointComplianceGuardian

BarracudaNetworks



Daegis Daegis AXS-OneArchive

EMC EMC SourceOne,EMC InfoArchive

Erado Message ControlSolutions

ElementCompliancePlatform

CommVault Simpana 10

BAE SystemsApplied Intelligence (formerly SilverSky)

SilverSky Archive

Partial




Figure 7 Vendor Support For Email Archiving And Supervision (Cont.)


Global RelayCommunications

Global RelayArchive 10.3

HP HP Digital Safe,HP ConsolidatedArchive 8.0.1, HPStructured Data7.2 (HP SDM)

IBM IBM ContentCollector 4.0

Metalogix MetalogixArchive ManagerExchange Edition,MetalogixStoragePoint6.1.07

Microsoft Exchange 2013,Exchange Online,Of�ce 365

Thirdparty

Thirdparty

Thirdparty

Partial

Mimecast MimecastEnterpriseInformationArchive,Journal Archivefor Of�ce 365,Mimecast EmailArchive

Partial

OpenText OpenTextArchive, EmailManagement10.5

Vendor name

Product

MS Exchange

Exchange Online

Gmail

IBM Notes (form


Groupwise


Other email sSystem

s




Figure 7 Vendor Support For Email Archiving And Supervision (Cont.)


Proofpoint ProofpointEnterpriseArchive 3.5.93,ProofpointEnterpriseGovernance 19.8,ProofopintContent Control

Smarsh The ArchivingPlatform

Sonian Sonian 3.50

Symantec Enterprise Vaultv11, EnterpriseVault.cloud

Viewpointe OnPointe

ZLTechnologies

ZL Uni�edArchive 8.0

Vendor name

Product

MS Exchange

Exchange Online

Gmail

IBM Notes (form


Groupwise


Other email system

s

Content specialists Target sharePoint and eCM sources

ECM systems, including Microsoft SharePoint, and related platforms for case and customer communication management are high targets of eDiscovery and investigation efforts.19 Enterprise architects who manage ECM and related applications can use archiving as a logical step in the content life cycle, enforcing policies and reducing the storage burden of mature deployments (see Figure 8). Forrester has assessed four vendors that address the content archiving use case. Vendors with strengths in content sources include:

■ ASG. The ASG-ViewDirect Suite archives from mainframe and distributed systems, ECM systems (including SharePoint), and its own technologies, such as ASG-Cypress. ASG supports the content management interoperability services (CMIS) standard.20 Records management is provided via ASG-RMHub for retention and disposition policies. The ViewDirect Reports




module provides reports to help optimize storage and capacity planning. Users can search for content or access via Folder Services to present a corporate navigation scheme. Virtual folders can be dynamic, using metadata and allowing multiple views without duplicating information. The Luminist iPad app supports touchscreen operation, browse, and search. Users can “favorite” routinely run queries or frequently used items to enhance productivity.

■ AvePoint. AvePoint provides governance tools for SharePoint, file shares, Box, Dropbox, and other on-premises and cloud-based document stores. Compliance Guardian provides supervision for archived content, quarantining items that violate policies, and provides administrators with incident management tools. Documents can be marked as records in-place for SharePoint 2010 and 2013 with the DocAve Archiver module. Archiving, retention, and disposition processes can be automated with rules and policies defined by authorized roles. Users can initiate archiving of obsolete content to keep production SharePoint sites optimized. Legal holds are supported with the DocAve eDiscovery module, along with full-text search of archived and SharePoint content.

■ Metalogix. The Metalogix Archive Manager products support single-instance archiving from the Microsoft stack, such as MS SharePoint, Office 365, and Exchange, among other ECM and messaging systems. Policies to monitor sensitive communications can be established, providing alerts and reports to compliance teams. Retention policies allow purge jobs to be established, removing content that meets its expiration date. Authorized users can extend retention periods as needed. Legal holds are supported, based on custodian name or mailboxes. Granular recovery of archived items is available for site collections, sites, lists, documents, and folders in SharePoint. Metalogix’s infrastructure-as-a-service (IaaS) and SaaS offerings can be accessed via data centers in five continents.

■ Microsoft. Microsoft leads the pack for mindshare among archiving decision-makers.21 Archiving needs specific to the on-premises or cloud Microsoft stack (for Exchange, SharePoint, and Skype for Business) can leverage native Microsoft capabilities. Partners, such as Globanet, provide connectors to archive content from other providers. Basic email supervision is supported via transport rules to block or notify administrators of usage violations. DLP capabilities allow the identification of sensitive documents. Policies can block items that meet the DLP criteria. SharePoint archiving is supported via the in-place hold or records management feature. eDiscovery and legal hold actions can be performed via the eDiscovery center for Exchange, SharePoint, and Skype for Business content. Legal holds can be released via time-based policies or manually.




Figure 8 Vendor Support For Content Management And Other Enterprise Applications


Vendor name Product File sharesMS

SharePoint SAPMessagingplatforms

ECMsystems

Actiance ActianceAlcatrazPlatform

ASG ASG-ViewDirectSuite

AvePoint DocAve Archiver,AvePointComplianceGuardian

BarracudaNetworks



CommVault Simpana 10 Via third party

Daegis Daegis AXS-OneArchive

Via third party

EMC EMC SourceOne,EMC InfoArchive

EradoMessage ControlSolutions

ElementCompliancePlatform 8.50

Global Relay Global RelayArchive 10.3

HP HP Digital Safe,HP ConsolidatedArchive 8.0.1, HP Structured Data 7.2(HP SDM)

BAE SystemsAppliedIntelligence(formerly SilverySky)

SilverSky Archive




Figure 8 Vendor Support For Content Management And Other Enterprise Applications (Cont.)


Via third partyIBM IBM ContentCollector 4.0

Via third party

Metalogix MetalogixArchive ManagerExchange,MetalogixStoragePoint6.1.07

Microsoft Exchange 2013,Exchange Online,Of�ce 365

Mimecast MimecastEnterpriseInformationArchive,Journal Archivefor Of�ce 365,Mimecast EmailArchive

OpenText OpenTextArchive, EmailManagement10.5

Proofpoint ProofpointEnterpriseArchive 3.5.93,ProofpointEnterpriseGovernance 19.8,ProofpointContent Control

Smarsh The ArchivingPlatform

Sonian Sonian 3.50

Symantec Enterprise Vaultv1, EnterpriseVault.cloud

Viewpointe OnPointe

ZLTechnologies

ZL Uni�edArchiving 8.0

Vendor name Product File sharesMS

SharePoint SAPMessagingplatforms

ECMsystems




Comprehensive archive Platforms Must serve Use Cases Beyond Compliance

EA pros that need to archive a broad swath of enterprise content, while meeting life-cycle, security, and discovery requirements, can look at a set of vendors with a comprehensive connector strategy. These vendors, including the 10 surveyed by Forrester, support not only email and messaging systems but a diverse set of content, social, and data sources. These comprehensive archiving platforms are often established on-premises offerings, but several also offer the managed services that regulated industries may require. Vendors include:

■ Actiance. The Actiance Alcatraz archiving platform is a new offering from a veteran in social media/messaging compliance. Actiance licenses its social monitoring and messaging tools to many other archive vendors. Alcatraz includes supervision capabilities, data loss prevention (DLP) blocking, reporting, and starter templates, and will monitor and flag inappropriate communications. Guided navigation helps supervisors see how conversations evolve over periods of time, even across channels. Role-based administration allows technology managers to configure capabilities for: cases (for legal holds, tagging, and investigations), system administration (user/group management and logging), and archive management (sources, WORM storage, retention and disposition policies, logging, and reporting). Data centers are currently in the USA, with future plans for Canada and the UK/Ireland.

■ CommVault. CommVault Simpana can be deployed on-premises or via managed service providers. The “ContentStore” logical repository serves archiving, backup, and restoration use cases. The content-based retention capability allows life-cycle management policies to be driven by metadata and content types. Legal holds are managed in a compliance console using criteria, such as custodian, keywords, or properties, to freeze items. Search allows users to query metadata or full-text. Faceted navigation helps users move through result sets based on item properties. Users can query via a web interface or Outlook. A mobile app lets users access content in the repository using tablets or smartphones.

■ Daegis. Daegis AXS-One supports archiving of email and messaging, social media, file shares, SharePoint, and document collaboration sites. SAP archiving is supported via integration with SAP Archive Link. Supervision includes parameters for message type, scope (inbound or outbound), or keywords. Random sampling is supported, and review and escalation processes can be defined. Legal holds, including a custodian notification process, is part of a case management module, can be applied through search criteria or global parameters. A workflow-driven retention manager supports life-cycle management of all archived data, and disposition rules are supported, with destruction that can happen automatically or after a review process. Search is based on Apache Lucene, supporting metadata and full-text query options. Application decommissioning use cases allow legacy data to be archived in a data format, such as XML. Deployments can be on-premises or via cloud. Hosting is available in US data centers, with additional jurisdictions per customer need.




■ EMC (InfoArchive). Launched in 2014, InfoArchive is EMC’s offering for data, content, and application archiving. Legacy applications decommissioning is a key use case, allowing the archived historic information to be accessed via new applications. The XML-based architecture allows archiving of structured data and diverse content types, including rich media. Archived items are read-only to support immutability requirements. Optimized for EMC storage, InfoArchive also supports a range of disk storage devices. Search capabilities (based on XQuery) allow queries across diverse data types — content as well as structured data. Content and its metadata can be viewed as it was ingested, preserving context and assisting with the reconstruction of transactions (such as financial trading). InfoArchive meets the long-term preservation requirements of the Open Archival Information Standard (OAIS).

■ Global Relay Communications. The Global Relay Archive supports numerous email and messaging sources, and offers clients options for dealing with the challenge of searching encrypted items. Companies operating in jurisdiction with data privacy laws can enable tagging of personal items to reduce risk of violations. Granular retention policies can accommodate for content subject to different life-cycle rules across different jurisdictions. Certificates of destruction are available to assure that disposal is performed. eDiscovery and supervision capabilities are provided. Legal holds can be applied to items dynamically, based on custodian (including user aliases), domains, cases, or other criteria, and items can be held in real-time. Search supports queries based on metadata, properties, communication types, and full-text. Mobile apps allow users to access content via iPhone, iPad, Android, or BlackBerry devices. Archived content is encrypted in transit and at rest.

■ HP. HP’s Digital Safe is a cloud-based archiving solution. HP also offers products for structured data (HP Structured Data Manager) and on-premises archiving (HP Consolidated Archive). An optional supervision and surveillance engine scans and detects potential compliance issues across email, messaging, voice, and social media item types. WORM storage is supported for immutability and SEC 17a-4 compliance. Retention, disposition, and legal holds can be assigned to users, groups, or folders. Holds can be dynamic as new content-meeting-specific criteria are archived. Advanced eDiscovery capabilities, including culling or first pass review, are supported with additional HP modules. Search and analytics allow users to identify patterns and categorize content. Navigation via a data visualization interface is supported. An HTML5 mobile-friendly user interface (UI) is available to users. Data centers are in five countries to support data sovereignty needs.

■ IBM. IBM’s Information Life cycle Governance is a portfolio of products. Automated categorization via item properties or with text analytics is supported by IBM Content Classification. The underlying archive repository is typically IBM ECM. Supervision is provided via a third-party solution from CA Technologies. Life-cycle management is supported by IBM Enterprise Records. Atlas eDiscovery offers legal hold and custodian management, including notifications and response tracking. Analytics assist in discovery and investigations, such as an early case assessment, in which legal teams estimate the scope, cost, and merits of a case. Content Navigator allows business users to access archived content, with iPhone and iPad apps available.




■ OpenText. OpenText supports email, file shares, OpenText’s ECM and web content management (WCM) offerings, SharePoint, and CMIS-enabled systems. Archiving from ERP systems, particularly SAP and Oracle, allows ingestion of structured and unstructured data. Business users can access archived information via their native end user applications. Life-cycle management includes retention schedules using time and/or event-based rules via native records management capabilities. Legal holds can be applied to custodians or via parameters, such as metadata, search queries, or date ranges. OpenText provides content analytics, enabling automated categorization after training with sample content. Organizations with data sovereignty needs can use directory services to restrict access to users in specific countries. OpenText offers archiving products for on-premises, cloud, or hybrid deployments.

■ Proofpoint. Proofpoint Enterprise Archive is cloud-based, with specific strength in the Microsoft stack. Capture and archiving of email, files, social media, and collaborative content is supported. Metadata on items can trigger retention policies. Final or official records can be marked, allowing transitory work to be slated for earlier disposal. Legal holds can be assigned to individual custodians or groups, or can be based on metadata or keywords. Items are indexed by default, allowing text or metadata searches. End users have full access to their historical content. Mobile access is available via iPhone, Android, and BlackBerry platforms. Proofpoint offers a SLA for search performance times. Content is encrypted end-to-end using Proofpoint’s DoubleBlind Key Architecture, protecting content in transit and when stored. Data centers are in the US, EMEA, and Canada to serve data sovereignty needs.

■ Smarsh. The cloud-based Smarsh Archiving Platform supports archiving, supervision, and eDiscovery for email, social media, messaging, mobile, and web page content. Workflow drives review activities based on policies and rules. Social media capture is an area of focus. Data is archived to unalterable file systems or WORM media to meet immutability requirements, such as SEC 17a-4. Retention policies, including legal holds, can be applied automatically with a policy engine or manually by reviewers. eDiscovery capabilities include content identification, preservation, and review. Search is based on Lucene/SOLR, providing a range of full-text and metadata queries. Archived content is encrypted in transit and at rest. Data centers are in the US, certified for SSAE-16 and Safe Harbor.

■ Symantec. Symantec Enterprise Vault is an on-premises archiving platform, with Enterprise Vault.cloud as the SaaS alternative. Supervision is provided via AdvisorMail and Compliance Accelerator modules, offering review, escalation, remediation, and sampling capabilities. Retention policies can be applied to a site, archive, folder, or item. Enterprise Vault.cloud retention policies are applied to “targets” that could be users, groups, or managed tags. Legal holds are supported in both platforms. The eDiscovery Platform (powered by Clearwell) offers legal hold notifications, as well as collection and review of archived items. Extended discovery capabilities include concept search and predictive coding. Enterprise Vault.cloud supports role-based access controls. Content is encrypted in-transit and at rest. Enterprise Vault.cloud has private, multitenant data centers worldwide managed by Symantec.




■ Viewpointe. The OnPointe platform is an archiving and discovery managed service hosted in Viewpointe’s private cloud. Regulatory supervision including pre-review is supported, to prevent inappropriate messages to be sent. Partnerships with ZL Technologies and IBM, among others, provide a range of connectors to archive from content and data sources. A policy engine allows configuration of 36 built-in administrative roles to distribute responsibilities to appropriate users. Retention, disposition, and legal holds are supported. A workflow-driven approach to holds allows tracking of notifications and custodian responses. All items are indexed, allowing metadata and full-text search. OnPointe can access content from multiple repositories (such as SharePoint, IBM FileNet, or Content Manager On-Demand [CMOD]). Large discovery searches can be represented with visualizations, such as heat maps, charts, or drill down tables.

■ ZL Technologies. ZL’s Unified Archive encompasses a broad range of information management functions in one platform, including eDiscovery, records management, and storage management. Capabilities include supervision of items that violate compliance policies, as well as “pre-review” to stop inappropriate outbound messages. Sampling can be customized based on keywords and dates or to keep volume consistent day over day. Retention and disposition are supported including legal holds by custodian, keywords, or metadata, and the product meets the US Department of Defense (DoD) 5015.2 specification. Disposition can permit retention of metadata upon file deletion or its transfer to external systems. Search and analytics support the eDiscovery process. Its grid architecture is architected to serve large volume environments. Confidential data can be flagged via PII policies. A “reactive capture” process allows crawling of other storage locations for investigations and archiving items as needed. Data visualization provides navigation of large volumes via clusters, threaded conversations, or trees.

W h at I t M e a n s

aRCHIVeD CONTeNT CaN Be MINeD FOR INsIGHTs

Archiving vendors have invested in serving the needs of their regulated industry clients with information life-cycle and eDiscovery needs. EA professionals are in a position to assess how these investments — particularly the advanced search, analytics, and data visualization innovations — can serve a broader set of use cases. Vendors that parallel their analytic and investigative road maps with web and mobile friendly user interfaces and apps aimed at business users will emerge as market leaders. Archiving has an opportunity to serve as an essential infrastructure and contextual services layer in a business technology agenda. This will be true if:

■ Stakeholders see value in exploiting corporate memory for better customer experience. Business communication can play a substantial role in the analytic initiatives on the EA pro’s road map. Patterns of communication might reveal patterns of successful sales or services behavior. Archived text, such as email, can provide clues into customer sentiment in addition to social media, CRM applications, or call center logs. Data informed by textual observations and comments can reveal a more complete picture than data alone.




■ Products serve the needs of roles beyond technology and compliance management. Many organizations use traditional records management (RM) tools for content that has an extended lifespan and that holds business, legal, or regulatory value. User adoption of these tools has been poor, and RM systems struggle to keep pace with business decisions made in new channels, such as social media, messaging apps, or collaborative workspaces. Archiving platforms that can automate content ingestion and not rely on user intervention can deliver a more complete picture of business decisions.

■ Cloud vendors offer the opportunity to focus on more strategic work. Archiving vendors with cloud-based SaaS pricing models can ease the burden on operational and technology decision-makers, allowing them to focus on more strategic program delivery. Predictable month-over-month operational costs are easier to budget for than spiky capital investments that quickly become obsolete. Approachable models based on users, inboxes, or volume is attractive for long-term planning, particularly as the upgrade cycle is substantially offloaded to the vendor. Time-strapped technology experts can redirect their time to higher priority BT agenda work.

sUPPLeMeNTaL MaTeRIaL

survey Methodology

Forrester’s July 2014 Global Enterprise Content Management And Archiving Online Survey was fielded to 143 technology management professionals. Forrester fielded this survey from June to July 2014. Respondent incentives included a summary of the survey results. Exact sample sizes are provided in this report on a question-by-question basis.

This survey used a self-selected group of respondents, Forrester contacts interested in enterprise architecture and content management and is therefore not random. This data is not guaranteed to be representative of the population, and, unless otherwise noted, statistical data is intended to be used for descriptive and not inferential purposes. While nonrandom, the survey is still a valuable tool for understanding where users are today and where the industry is headed.

Companies Interviewed For This Report

Actiance

ArchiveSocial

ASG

AvePoint

BAE Systems Applied Intelligence (formerly SilverSky)

Barracuda Networks

Bloomberg




CommVault

Daegis

EMC

Erado Message Control Solutions

Global Relay Communications

Hearsay Social

HP

IBM

Integritie

LinkedIn

Metalogix

Microsoft

Mimecast

Netbox Blue

OpenText

Proofpoint

Smarsh

Social SafeGuard

Socialware.com

Sonian

SunGard

Symantec

Viewpointe

ZL Technologies

eNDNOTes1 To learn more about the technology categories that comprise the business technology (BT) agenda, see the

“Top Technologies For Your BT Agenda” Forrester report.

2 To learn more about the technology categories that comprise the business technology (BT) agenda, see the “Top Technologies For Your BT Agenda” Forrester report.

3 Source: Forrester’s July 2014 Global Enterprise Content Management And Archiving Online Survey.




7 To learn more about how archiving is shifting to meet the demands of the BT agenda, see the “Archiving Platforms Evolve Into Sources Of Insight And Corporate Memory” Forrester report.

8 To learn more about how archiving is shifting to meet the demands of the BT agenda, see the “Archiving Platforms Evolve Into Sources Of Insight And Corporate Memory” Forrester report.

9 To learn more about using legal hold communication data to contribute to business improvement, see the “Thirteen Legal Hold Tools And How To Use Them” Forrester report.

10 Vendors, such as Mimecast and ZL Technologies, as well as message intelligence vendor TrustSphere, are examples of providers that promote the value of content/email mining for insights in addition to traditional compliance business drivers.











11 To learn more about the compliance challenge with iOS, see the “Brief: Apple Throws Down The Privacy Gauntlet” Forrester report.

12 Cloud-based collaboration, document-sharing services, and social media are among the content types least likely to be covered by corporation retention policies. Source: Forrester Research And Arma International Records Management Online Survey, Q3 2014.

13 To learn more about social media archiving vendors and use cases, see the “Market Overview: Social Media Archiving” Forrester report.


15 Source: Forrester Research And Arma International Records Management Online Survey, Q3 2014.

16 To learn more about social media archiving vendors and use cases, see the “Market Overview: Social Media Archiving” Forrester report.

17 To learn more about legal hold and custodian communication technologies, see the “Thirteen Legal Hold Tools And How To Use Them” Forrester report.


19 For example, The Financial Industry Regulatory Authority (FINRA) publishes directives on how electronic communications (email, messaging, e-faxes, etc.) should be supervised and captured.

20 To learn more about the content management interoperability services (CMIS) standard, see the “Mobilize, Monetize, And Harvest Enterprise Content With Interoperability Standards” Forrester report.












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