Transcript Slide 1

E-mail management “A Gen-i Perspective”
Paul McTaggart - ECM Practice Manager
Points that we will cover today
• Quick Infomercial
• Definitions – Language and meaning
• AIIM Industry Watch – Contextual issues
• Technology trends – Some considerations
2 : Gen-i
Infomercial - Gen-i “Software Solutions”
3 : Gen-i
Development
Implement and customise software
Integration
Connect people, organisations, communities with
software
Enterprise
Content
Management
Implement systems to manage, process and
deliver information
Business
Intelligence
Implement systems to gather and analyse
data to deliver actionable information to
business
Testing
Verify software meets specified requirements.
Application
Lifecycle
Management
Products and services to improve and
coordinate development activities
Maintenance
& Support
Enhance and support software
Infomercial - Paul McTaggart
• 14 years with Gen-i
• 8 years in the information management field, covering
– Records and Document Management; Central and Local
Government
– Web Content Management
– Enterprise Search
– Imaging and Workflow
• AIIM Professional Member
• AIIM ECMs & ECMp Certified
www.aiim.org
4 : Gen-i
Infomercial - AIIM – Who and what ?
• AIIM is an international
Authority (ECM)
Key Business
Drivers
• Vendor neutral focus
• Education, Training and
industry advocacy
Competitive
Advantage
Customer
Service
Quality
Management
Regulatory &
legal
Compliance
Risk
Management
Reduce
Costs
Enterprise
Specific
Contract
Management
Enterprise
Specific
Business Processes
Strategic
Business
Applications
Enterprise
Resource
Planning
Customer
Relationship
Management
eBusines
Supply Chain
Management
Asset
Management
Enterprise Content Management Architecture
ECM Management Framework
Planning, Policies, Procedures, Standards, Guidelines, Methodologies, Change Management, Project Management
Key ECM
Components
Document
Management
Records
Management
Search
Imaging
Web Content
Management
Workflow
Business
Process
Management
Record Keeping Requirements
Records
Management
Imaging
Web Content
Management
Collaboration
Classification
and Search
Document
Management
Print and
Distribution
Process
Management
Archival and
Storage
Management
Digital Asset
Management
E-mail
Management
Forms
Management
Classification and Metadata Architecture
Infrastructure Security and Storage Architecture
5 : Gen-i
E-mail
Management
Definitions - What is a record ?
Information created, received and maintained as evidence and
information by an organisation or person, in pursuance of legal
obligations or in the transaction of business (ISO 15489)
But is this the definition that everyone understands?
6 : Gen-i
Definitions - What about E-mail
• E-mail is NOT information
• E-mail is NOT a ‘Content Type’
• E-mail is NOT a record
• E-mail contains Content - Yes
• E-mail is a ‘transport mechanism’
• E-mail content can be managed as a record
7 : Gen-i
Definitions - Getting from the Content to the Record
• Content + Context = Information
• Information + Controls = Record
• Context
– The what and where and who
• Controls
– Containment / Classification
– Relationships to other items
– Access control, Audit
– Retention and Disposal
8 : Gen-i
Definitions - So What?
So if it’s not providing context and control
facilities then it is not part of the records
keeping framework
9 : Gen-i
AIIM Industry Watch – Aug / Sep 2006 e-mail management survey
• Aug – Sept 2006
• 1043 Participants
• > 50% were Records,
Document or CIO Exec
roles
10 : Gen-i
US
70%
Canada
10%
UK
6%
Other
14%
AIIM Industry Watch – Aug / Sep 2006 e-mail management survey
9%
Decision makers in
deploying “e-mail
management” solutions
9%
50%
18%
11 : Gen-i
AIIM Industry Watch – Aug / Sep 2006 e-mail management survey
55%
Records
9%
9%
50%
18%
12 : Gen-i
AIIM Industry Watch - Summary
• 99.9% of organisation use e-mail
• 83% have an e-mail policy, but surface only
• Only 45% have guidelines for retention,
partial control
• E-mail decisions are primarily IT driven 50%
• E-mail ‘archiving’ = e-mail management
13 : Gen-i
Summary so far
If you are not clear on your language and its
meaning.
And your path forward is not one paved by
clear planning, policy and communication.
Then you will be at the mercy of technology
in the driver seat
14 : Gen-i
Technology Trends
• E-mail archiving evolved due to technology
limitations in e-mail platforms (storage)
• Litigation & discovery issues
• E-mail platforms and archiving trends are
encouraging
15 : Gen-i
Technology Trends - Symantec
• Strong success in the archiving arena
• Proactively engaging into more contextual
and control support
• Have a view wider than just “e-mail”
• Have and are actively working with
Document and Records Management vendors
16 : Gen-i
Technology Trends - Symantec
Resource
Management
Keep System
Up, Costs Down
17 : Gen-i
Threat
Management
Keep Bad
Things Out
Filtering &
Classification
Keep Important
Things In
Archiving
Discovery &
Analytics
Keep Things As
Long As Needed
Keep Things And
Find Them Again
Technology Trends - Symantec
Don’t archive
spam
X
E-mails to
outside
Tag: ‘External’
E-mails from
legal
Tag: ‘Legal’
Retain 3 years
Retain 7 years
Enterprise
Vault
Metadata-Driven Rules: Built-in custom filters (XML)
E.g., date, time, subject, size, from, to, cc, bcc, …
OR
Content-Driven Rules: Via partner plug-in (Orchestria, MessageGate)
E.g., message, attachment, content analysis, machine learning, …
18 : Gen-i
Technology Trends - Symantec
eDiscovery / Compliance
Reduce cost of legal discovery requests, demonstrate compliance with General Counsel/
regulations around electronic records retention and supervision
Compliance Officer
Information Management
Retain and expire electronic records based upon business policy, categorize
& tag, index & search, integrate with other information mgmt. systems
Records
Manager
Mailbox Management
Optimize email performance, reduce backup window, reduce platform
migration time, eliminate need for email quotas
Email
Admin
Storage Optimization
Consolidate file servers, eliminate PST files, compress &
single instance storage, implement tiered storage
19 : Gen-i
Storage
Admin
Technology Trends - Microsoft
• Largest e-mail transport footprint
• Latest release Exchange 2007 (EX2007)
• Latest release starts to address context and
control requirements
20 : Gen-i
Technology Trends - Microsoft
Managed Mail Folders
• Ability to Create folders, based on policy, with event
triggers
• Ability to publish these folders to user and groups
• Ability to have the mail items sent to other systems
• Retention on the folder is defined by Administrators
• Events can flow mail to SharePoint or other RM
system
21 : Gen-i
Technology Trends - Microsoft
•
Managed Folders display in the user’s mailbox
•
Provide a place to store critical content longer-term
•
Cannot be deleted
•
Can have user-created sub-folders
•
Grouped together by Mailbox Policies
•
Policies can be deployed based on different
characteristics
•
Folder quotas can limit individual folder size
Messaging Records Management
Administrative Attributes
22 : Gen-i
July 17, 2015 | Page 22
Technology Trends - Microsoft
Properties
Of Current
Folder
Various
Managed
E-Mail
Folders
23 : Gen-i
23
Summary of all things …
• There is an ongoing issue
• There is a need for common language
• It 80% people and process and 20%
technology
• IT & IM must work together
• There are emerging technologies that are
starting to help
24 : Gen-i
The end of the beginning !
25 : Gen-i
Paul McTaggart
[email protected]
+64-27-272 8482
+64-4-498 4606