…optimise your IT investments Email archiving best practices Fran Howarth Senior Analyst,...

…optimise your IT investments

Email archiving best practices

Fran HowarthSenior Analyst, Security

telling the right storyConfidential © Bloor Research 2011

Overview of presentation

The importance of email

Business challenges of managing email

The growing need for email archiving

Considerations when choosing an email archiving vendor

Competitive overview of some of the major players

Conclusions


The importance of email

In 2010 there were:107 trillion emails sent1.88 billion email users

294 emails sent per day on averageSource: Royal Pingdom

72

3314

100

4024

Daily email volumes2010 2011

Source: Radicati Group

“85% business usersaccess business emails

from mobile phones”Source: Radicati Group

Video conferencing

Texting

Social media

Instant messaging

Web conferencing

Audio conferencing

Email

54

58

61

64

67

67

78

Increase in communications usage since 2005

Source: Plantronics "How we work"

%


Email is more than a communications tool

83% of respondents state email is the communications tool that contributes most to success and productivity at work Source: Plantronics

More than 80% of an organisation’s mission-critical data is contained in email Source: Financial Services Technology


The importance of email archiving

Legal discovery

Compliance purposes

As part of an internal HR investigation

To recover deleted emails

Need to locate business records and contacts

19

29

40

49

59

Why archive emails?

Source: Computerworld

2008 2009

27

46

Has your organisation faced more than 100

lawsuits?

Source: IDC

“70% of respondents were involved in international

litigation in 2009”Source IDC


What are organisations doing about it?

Use personal Outlook folders45%

Use shared folder or network drive18%

Print out emails and store18%

Capture in DM/RM/ECM

system12%

Use dedicated email management sys-tem8%

Source: AIIM


Emails must be kept


The bigger picture of email archiving

Mailbox and

storage managem

ent

Policy enforceme

nt

SecurityContinuity

E-discovery


The classic information security model

Confidentiality

Availability

Information security

Integrity


Benefits of email archiving

Data held in defined and appropriate jurisdictions

Always available support and technical assistance

Encryption of all stored data and tamper-proof security

Access and near real-time search for end users and administrators

Indexing of records and search capabilities

Scalability

Data retention policy control

Integration with existing email tools such as Outlook

Automated archiving with minimal user intervention

7

9

14

22

28

36

40

51

63

%

Source: Computing


MAKING A CHOICE


On-premise deployments

Software licences

Hardware

Maintenance

Patches

Updates


Cloud-based archiving

services

Software licences

No hardware

No maintenance

Patches automated

Updates automated

X

XX


Prime considerations

One unified service

User experience

Centralised control

Security

Continuity

E-discovery support

Data centre coverage and issues


MAJOR ARCHIVING VENDORS


The vendor landscape: Bloor Research Bullseye


Privately held email management specialist, innovative and fast growing

Unified suite of cloud-based offerings, built from the ground up for the cloud

Wide geographic coverage with multiple grids of data centres and guarantees provided over location of data storage

Strong SLA guaranteeing 100% uptime, even in an outage

Mimecast


Managing mailboxes: migrating to a new platform

Role-based security

Self-service capabilities

Simplified administration

Greater deployment flexibility, including low-cost storage options

Enhanced mobile support

Office 365 includes email and enterprise productivity applications


100% uptime guaranteed during Exchange 2010 and Office 365 migration

Cloud-based email security, continuity and archiving services for Exchange 2010

Addresses regulatory and litigation readiness requirements

Consistent email policy enforcement

Mimecast & MS Office 365


Google Postini Services

Major public company with its own widespread data centre infrastructure

Designed as add-on to Google Apps and to complement Gmail

Product fairly basic and sold as add-on bundles; mailbox management lacking

Has suffered service outages recently

Acquired from Postini in 2007; recently rebranded as Google


Major public security vendor offering on-premise, cloud-based and hybrid deployments

Enterprise Vault archiving product one of most widely used in-house archiving tools, including cloud-based backup and storage options

Cloud-based offering acquired from MessageLabs in 2008; recently rebranded

Reliant on partnerships and further integration work to be done

Enterprise Vault & Symantec Cloud


LiveOffice

Privately held with limited size and scope

Many of its capabilities provided through partnerships

Limited data centre coverage

Core focus on financial services organisations

Products limited in scope beyond email archiving


Sonian

Small, privately held company that uses public cloud infrastructure offerings

Primarily sells through reseller partners as OEM offering

Best suited for SMEs

Low priced and easy to set up and use

Dependent on partners and has suffered outages recently because of current reliance on Amazon


Autonomy

Acquired by HP in October 2011

Aims to be a leader in the enterprise information management market, specialised in e-discovery

Products come through a range of acquisitions in the past five years

Offers on-premise, cloud and hybrid deployments

Significant integration work remains to be done


Conclusions

Archiving is not just storage—combine with mailbox management, policy enforcement, security, continuity and e-discovery

The benefits of archiving are clear

Consider your options carefully

…optimise your IT investments Email archiving best practices Fran Howarth Senior Analyst,...

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