Transcript BACKUP/MASTER: Enterprise Message Management & Archiving A Powerful Tool to help Protect Corporate Assets while reducing the Costs & Risks of Email Peter Gerr Senior Research.

BACKUP/MASTER:
Enterprise Message
Management & Archiving
A Powerful Tool to help Protect Corporate
Assets while reducing the Costs & Risks of Email
Peter Gerr
Senior Research Analyst
Enterprise Strategy Group
Orientation
 Enterprise Messaging (EM) applications have become mission
critical to modern business
 ‘The Smoking Gun” problem –
•
Electronic communications & records heavily scrutinized, specifically
within regulated industries
 EM mgmt & archival, though vital, is not a core competency
 EM archiving solutions can:
•
Deliver business & administrative efficiencies
•
Reduce both the CAPEX & OPEX consumed through managing EM
•
Mitigate risk associated with enabling corporate governance /
regulatory compliance
 EM archiving is an increasingly important component of
enterprise storage solutions & an entrée into ILM / DLM
discussion
Why focus on enterprise messaging?
 61% of end users responded that enterprise messaging
applications were the most critical in terms of data protection
(ESG Research, January 2004)
"What are the top three applications that are most critical to
your organization from a backup and recovery perspective?" -Percent of all users listing each application, N = 222
61%
E-m ail / Messaging
37%
OLTP / OLAP / RDBMS
32%
Financials
29%
Business Intelligence / Data Warehousing
21%
CRM (Custom er Relationship Managem ent)
13%
ERP (Enterprise Resource Planning)
11%
SCM (Supply Chain Managem ent)
10%
Collaborative Developm ent/Design
10%
CAD/CAM
0%
10%
20%
30%
40%
50%
60%
70%
EMA - at the crossroads of IT & business
Compliance &
Risk Management
EMA
Storage
Management
Content &
Records
Management
Storage management – Cost reductions
Benefits:
 Extend useful lives of
servers & storage assets
 Improve performance of
messaging applications
 Reduce cost of storage by
archiving to lower-cost
media
 Maintain or reduce
administrative / support
staff needed to support
EM
 Reduce time required to
recover mailboxes /
archived messages &
attachments
EMA
Storage
Management
ECM / ERM – Preserving corporate IP
Benefits:
 Manage / protect corporate
intellectual property
 Ability to manage lifecycle
of electronic business
records in accordance with
corporate / regulatory
compliance
 Enables “informationcentric” view of business
 Unifies asset creation with
business workflow
 Provides customizable
policy / search tools to
improve ECM
EMA
Content &
Records
Management
Corporate governance – Reducing risk
Benefits:
 Reduces the cost & time to
support litigation &
perform electronic
discovery
 Enables proactive
sampling, supervision, &
auditing
 Automates archiving,
retention, and deletion of
messages based on policy
 Single point of
management & control for
corporate IP
 Reduces risk of /
discourages unlawful /
illegal conduct by
employees
Compliance &
Risk Management
EMA
The new reality of message management
 It is not acceptable to just delete e-mail and IMs
•
Messaging applications are dynamic not static like
documents
•
Corporations must provide information to opposing council
whether or not corporate policy allows for deletion
 Mandatory retention periods for best information
retention practice
 Solutions need to be a combination of proactive,
reactive and defensive
Another consideration: Litigation
• Any size organization, public or private
at risk
•
At particular risk: Securities,
Insurance, Health Care, Financial
Services, Pharmaceutical & Food
Potential
Implications:
Fines & Sanctions
• Archived records & other content must
Loss of
Shareholder Value
& Trust
• Recovery time objectives (RTOs)
Class Action
Lawsuits
be readily accessible
becoming more stringent
Potential Criminal
Charges
Prison Terms for
Executives
“New Rules” of message management

Retention
The requirement to keep records for specified times

Disposition
The requirement to delete records in accordance with
corporate or regulatory policy

Discovery
The requirement to query archived messages for specific
records and/or associated content

Disclosure
The requirement to retrieve and make records available

Supervision
Monitoring for appropriate behavior by employees
What should you consider?
 Enterprise message management solutions that are:
•
Efficient and effective - Ensures appropriate levels of data
protection while lowering TCO and reducing risk
•
Scalable and flexible – Able to handle explosive message
volume while enabling automated archival
•
Secure and intelligent – Protect messages in accordance with
regulations yet allow for rapid search, retrieval & supervision
ESG CBA Tool - Key Dimensions
 Organizational size
•
Measures number of EM users within given organization
 E-mail usage & volume growth
•
•
Measures annual projected growth of EM volume
Impacts storage requirements, administrative costs of general
search & retrieval
 Record retention policies & regulatory intensity
•
•
Measures frequency of compliance-related discovery events
Impacts operational, administrative & legal costs
 Average cost per employee
•
•
Measures EM user costs & increased productivity (monetized)
Impacts total costs & benefits
ESG CBA Tool – Cost & benefit categories
Cost categories
 Software
 Hardware
 Design & implementation
 Training
 Ongoing administration &
support
Benefit categories
 Reduction in service provider
costs
 Reduction in general e-mail
search & retrieval costs
 Reduction in compliance-related
E-mail search & retrieval costs
 Reduction in non-compliance
penalties & fees
 Gains in employee productivity
ESG findings - Benefits of archiving
 Cost avoidance
•
Hardware - improved utilization of existing servers. Avoid
servers & storage proliferation
•
Compliance – Reduce/mitigate risk of regulatory fines & legal
costs
 Direct savings
•
Eliminate third-party archiving service provider contracts
 Staff reduction/reallocation
•
Archiving helps eliminate need to manually enforce mailbox
quotas (10 man-hours per week)
 Compliance insurance policy
 Reduced backup size and as a result, RTO
What features should users consider?
 Basic features
 Insource vs. Outsource?
 E-mail/Instant Messaging client support
• Exchange, Notes, Groupwise, SendMail
• Public networks (Yahoo, MSN, AIM) & Private
 Policy-based mailbox and retention management
 Full content (message & attachment) indexing
 “beware of false positives”
 De-duplication/coalescence of redundant data &
attachments (enables “single-instance storage”)
 Full audit trail
What features should users consider?
 Advanced features
 Active surveillance –
 Monitor inbound / outbound messages for suspicious,
inappropriate, or forbidden terms
 Active quarantine  Ability to segregate pre- and post-delivery messages
that violate corporate policies
 Corporate governance/compliance-enabling features
 3rd party supervision & review
 Customizable lexicon for queries (templates are nice)
 Electronic discovery & litigation support workflow
High-level benefits to consider
 Executive management, CxOs, kegal & compliance -
•
•
•
Appeal to mandate to mitigate corporate risk & lower IT costs
Lower TCO for EM environment, legal/consultative support
Improve organization’s ability to manage & protect corporate I.P.
 IT, Storage, & e-mail administration –
•
•
•
Appeal to ineffective, costly & risky EM management practices
Extend life of server/storage assets while improving EM performance
Improve/maintain data protection levels as EM volume grows
 Knowledge workers, staff –
•
Increased productivity, reduction/elimination of PSTs & IT-imposed
quotas
•
Minimal impact to workflow with short learning curve