Novell ® BrainShare ® A Hands-on Approach to Implementing an Effective E-mail Retention Solution...

Novell® BrainShare®

A Hands-on Approach to Implementing an Effective E-mail Retention Solution with Novell GroupWise and GWArchive

Greg Smith, Director of Prof ServicesMessaging Architects

Gregg Hinchman, ConsultantHinchman Consulting

Michael D. Osterman, PresidentOsterman Research

© Novell Inc, Confidential & Proprietary

2

Overview

This seminar is designed as a continuation This seminar is designed as a continuation to SP276 and illustrates the implementation to SP276 and illustrates the implementation of Messaging Architects’ GWArchive 3.0 to of Messaging Architects’ GWArchive 3.0 to effectively meet an organization’s GroupWise effectively meet an organization’s GroupWise Email Retention policiesEmail Retention policies


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Speakers

Gregg A. Hinchman – [email protected] Hinchman Consulting, Consultant 10+ years of GroupWise Experience 9+ years of GroupWise Upgrading Experience 4 years of GroupWise Clustering Experience Co-Author:

“Success with Clustering GroupWise”

“Success with GroupWise Document Management”

GroupWise Advisor Magazine Articles

Cool Solutions “Consultant’s Corner” articles


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Speakers

Michael D. Osterman - [email protected] Founder & President of Osterman Research 20 years’ experience in research analysis Numerous reports on Messaging issues Speaker, Author & Columnist

• Numerous articles for a variety of trade publications

• Online column on messaging Network World Fusion Network World Fusion

• ISIPP "Spam and the Law" conference, INBOX and the Email Technology Conference


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Speakers

Greg Smith - [email protected] Director of Professional Services CNI, MCNE 9+ Years GroupWise/Novell Experience Consulting, Engineering & Project Management 12,000 User Migration in 3 months (City of Toronto) Author / Speaker

• BrainShare

• Advisor Media

• Cool Solutions


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Topics

•Our Policies•Overview of GWArchive•Planning for a Solution

» Architecting a design

» Preparing our GroupWise System

» Managing our policies with GWArchive


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Our Organization

County Government•1400 Employees•1100 Office / 300 Remote•3 Offices (T1 between 2, 256K FR to other)•4 Post Offices

» PO1 300U/180GB

» PO2 350U/260GB

» PO3 250U/160GB

» PO4 100U/120GB

•Personal Archives across 3 servers (89GB)


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Our Policies• Email Usage Policy

All email is subject to inspection

Email is to be considered unsecured

Email to be considered non-guaranteed delivery

Limited personal use is acceptable

No distribution of jokes / multimedia files

No email of sexual or harassing nature

Not used for distribution of documents > 5MB

Executable Attachments are not permitted (e.g. .exe)

Support for Windows & Web Based Access

Failure to comply could be grounds for dismissal


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Our Policies

• Email Retention Policy

All email to be retained for a minimum of 7 years

Email of a nature that requires > 7 years to be printed and sent to Records Management

Users to have access to 180 days of online email

Users to have direct access to up to 24 months of archived email

Users to have access to email over 24 months through separate processes


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Our Policies

• Email Deletion Policy

All email older than 7 years will be deleted from the archive system

All backup tapes containing email older than 7 years will be destroyed

Email marked for deletion will be reviewed by records management prior to deletion

Data will automatically destroyed 30 days after expiry date unless it is tagged for retention by records management


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Our Policies

• Email Archiving PolicyOrganization will capture business email correspondence older than 5 days except when user is under investigation

Users will be provided with personal folder structure which will not be archived, but will be audited

The standard 180-day retention will apply for personal items

Native GroupWise Archiving will be disabled

Users will access archived messages through the GroupWise WebAccess client

Email for terminated employees will be moved to offline optical archives


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GWArchive Overview

Archiving

Indexing

Exporting

Grooming

Deletion

3 U

Optical/DVD/CD

Hard Drive

RecordsManagement

eDirectory

Settings

GroupWise Servers

UsersAuditor

Administrator

Archive Repository

Web Administration

Web Access

GWArchive Server(s)


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GWArchive Overview

GWArchive Server•Windows 2000/2003 Server @ GroupWise Client•Archiving / Exporting / Indexing / ILM Functions•Capacity 300-2000 users

Web Viewer Provider Service•Windows 2000/2003 Server•Linux SUSE 7/8•Proxy between WebAccess Java applet & XML Data

Solution Components


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Planning Our Architecture

Infrastructure Considerations256KB link to remote site of 100 Users (150MB/day)

Current link loading of 75% (9-5)

Total Storage RequirementsCurrent email storage requirements: 1.8TB

System growth in 12 months: 600GB

Current archive storage requirements: 130GB

Total storage requirements in 12 months: 2.5TB

Total Index storage requirements: ~ 600GB


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Access Requirements

Average user access 4-5 times / week 0-24 months

Average user access 5 times / year 24-84 months

HR Auditory Access 1-2 / month (single account)

Legal Access 2-3 / Year (Global Discovery)

Public Access Requests 6-10 / Month (Selective)


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• Architecture: Centralized• Storage: Multi-Tiered Storage

Existing NetWare SAN (Indexes) 2 x 4TB Replicated NAS Devices for Data Integrity

• Access: Increase WebAccess from 1 to 3 servers


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• GWArchive Servers

1 Archival & Index Server

1 Grooming, Export & Record Deletion Server

1 Remote Server for Local Archiving

Dual Pentium 2GB RAM

• WebAccess Provider Server (Linux)

1 Provider Server

Single Pentium 2GB RAM


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GWArchive Architecture

T1

256KB

eDirectory

GroupWise

WebAccess

GWArchive

NAS Datastore

GroupWise

GroupWise

GWArchive Web

Provider

NAS Datastore

GWArchive

SAN


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Preparing GroupWise GroupWise Audit & Health Check

Evaluate GroupWise Architecture Analyze Communications Validate Agents & System Loading Analyze and Validate Databases

Fix GroupWise Issues GroupWise Preparation

Cleanup Smart Purge / Retention Settings

GroupWise Issues will prevent messages from being archivedGroupWise Issues will prevent messages from being archived


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Preparing GroupWise

GroupWise Issues will prevent messages from being archivedGroupWise Issues will prevent messages from being archived

GroupWise Audit & Health CheckEvaluate GroupWise Architecture

Analyze Communications

Validate Agents & System Loading

Analyze and Validate Databases

Fix GroupWise Issues GroupWise Preparation

Cleanup

Smart Purge / Retention Settings


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Deploying GWArchive

Pilot ProjectGather Metrics and Message Volumes

Analyze Archiving Performance

Analyze Impact of Archiving

Gauge User Response

Product Training


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Deploying GWArchive

Project PlanSchedule Tasks & Impacts

Assign Resources

Track Deployment

Keep Deployment Costs Down


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Deploying GWArchive

Software Installation

Create eDirectory (Optional)

Extend eDirectory

Setup & Configure Servers

Setup & Configure Storage Devices

Install GWArchive Server Software

Install GWArchive Web Viewer Components


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Deploying GWArchive

Initial Deployment

Installing Deployment Tool

Importing Existing Archives (Brute Force)

Importing Existing Mail (Brute Force)

Applying GroupWise Retention (Reduce/Expire)


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Deploying GWArchive

Configuring GWArchive

Configuring Archiving Policies

Configuring Grooming Policies

Configuring Deletion Policies


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Deploying GWArchive

A Hands-On ApproachA Hands-On Approach

Unpublished Work of Novell, Inc. All Rights Reserved.

This work is an unpublished work and contains confidential, proprietary, and trade secret information of Novell, Inc. Access to this work is restricted to Novell employees who have a need to know to perform tasks within the scope of their assignments. No part of this work may be practiced, performed, copied, distributed, revised, modified, translated, abridged, condensed, expanded, collected, or adapted without the prior written consent of Novell, Inc. Any use or exploitation of this work without authorization could subject the perpetrator to criminal and civil liability.

General Disclaimer

This document is not to be construed as a promise by any participating company to develop, deliver, or market a product. Novell, Inc., makes no representations or warranties with respect to the contents of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc., reserves the right to revise this document and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. All Novell marks referenced in this presentation are trademarks or registered trademarks of Novell, Inc. in the United States and other countries. All third-party trademarks are the property of their respective owners.

Unpublished Work of Novell, Inc. All Rights Reserved.

This work is an unpublished work and contains confidential, proprietary, and trade secret information of Novell, Inc. Access to this work is restricted to Novell employees who have a need to know to perform tasks within the scope of their assignments. No part of this work may be practiced, performed, copied, distributed, revised, modified, translated, abridged, condensed, expanded, collected, or adapted without the prior written consent of Novell, Inc. Any use or exploitation of this work without authorization could subject the perpetrator to criminal and civil liability.

General Disclaimer

This document is not to be construed as a promise by any participating company to develop, deliver, or market a product. Novell, Inc., makes no representations or warranties with respect to the contents of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc., reserves the right to revise this document and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. All Novell marks referenced in this presentation are trademarks or registered trademarks of Novell, Inc. in the United States and other countries. All third-party trademarks are the property of their respective owners.

Novell ® BrainShare ® A Hands-on Approach to Implementing an Effective E-mail Retention Solution...

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