What to look for James Moody, Essential Computing Ltd

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What to look forJames Moody, Essential
Computing Ltd
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Why archive?
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Beware
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Key areas to consider

• Will it meet ALL your requirements?
• Will it actually save you money?
• How easy will it be to rollout?
• What about the Long term?
• Will it meet ALL your legislative needs
• Will end users get on with it or will it create
  a bigger support headache for you?

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Will it meet ALL your key requirements?
Storage Resource Costs
Disaster Recovery/ Resilience
User Productivity
?
Personal Archive Control
Information Life Cycle Management
Compliance
Migration
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Look for REAL storage savings

• Dont just move the problem elsewhere
• You should expect to see BIG storage savings
• E.g. 80 in comparison to email servers/personal
  archives including archive index search index.

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Storage Saving Techniques

• Compression (e.g. GZIP)
• Containerisation
• Single file logical disk
• Uses less disk space/fast
• Allows segmentation of storage
• Reduces Backup Times
• Eases management
• Removal of duplicates (SIS)

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SIS/De-Duplication

• Is SIS at a global level?
• Mailbox, personal compliance
• Multiple email servers
• Multiple archive locations
• Multiple storage formats
• Different user-defined categories
• Is there SIS on attachments?

• If not GLOBAL, be prepared to x2, x3, x4 or
  more your storage requirement

• SIS impact on discovery removal

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Storage is cheap

• Think about e-mail GROWTH (size volume)
• Perceived growth 5-10 year on year
• Actual growth 40-50

• ALSO CONSIDER cost of MANAGING Storage
• What will the backup overhead be?
• Is it easy to add more storage?
• Is there automated migration across tiered
  media?
• Does this effect user accessibility
  searchability?
• Does it effect the management of items?

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Personal Archives

• Tackling PSTs and NSFs is tricky whatever
  vendors tell you
• Above all look for flexibility to cope with
• Sniffing out PSTs on local hard disks
• Maintaining ownership
• Removing passwords
• How migrated items are presented back to user
• What is migrated (e.g. exclude Personal
  folders)
• Also consider
• Notifying end users
• Preventing new personal archives being created
• Time to complete

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Offline Access

• Personal archives offline folders allow
  disconnected access to emails
• Make sure you can replace this functionality.
• Must be transparent to end users
• Will the local archive synchronise with the
  central archive?
• Cache mode supported?

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Will it really save you s?

• By archiving its PST files, EDF Energy
• freed 4TB storage (saved 100,000)
• reduced backups by 30,
• saved 2-3 hours/week recovering corrupted/lost
  PSTs!

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Will it make us compliant?

• Must meet all current future compliance needs

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Coping with Complexity Confusion
Flexibility granularity are key

• Sarbanes-Oxley Act 2002
• SEC Rule 17a 6 Years
• NASD Rules 2210, 3010, 3110
• Financial Services Act 1984,2000
• Financial Services Authority
• 3, 6 years, Indefinite retention
• BASEL II
• RIP Act 2000
• Privacy Electronic Communications Regulations
  2003
• Communications Act 2003
• Electronic Commerce Act 2002
• Anti-Terrorism, Crime Security
• Data Protection Act 1998, 2000

• Freedom of Information Act 2000
• Human Rights Act 1998
• Computer Misuse Act 1990
• Health Safety at Work Act
• Defamation the Defamation Act 1996
• Discrimination Act 1975
• Race Relations Act 1976
• Law Society - up to 7 Years
• Company's Act 1985
• Limitation Act 1980
• The Civil Evidence Act 1995
• Consumer Protection Act
• The Taxes Management Act 1970
• Money Laundering Regulations 2003

• Helps if you can archive now, add policies for
  retention deletion later

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Appropriate Security Measures

• Tamper-proof storage
• NO user access
• NO user deletions
• Audited access
• 24 x 7 Real-time capture from Journal logs
• Native support for compliant storage
• Fast enough to keep up without backlog
• Any restrictions?
• E.g. is it possible to delete individual items?

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End-to-end Lifecycle Management

• You may have to retain stuff for YEARS
• E.g. Council child services need to retain for
  the lifetime of the individual 70 years!
• Cope with new legislation
• Comprehensive deletion
• Delete shortcuts back on the desktop?
• Delete individual items from container files?
• Consider how youll manage removal from backup
  tapes
• Cope with organisational restructuring, mergers,
  etc.

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Discovery

• Whether responding to internal or external
  requests, fast, accurate discovery retrieval
  can save s
• A local council estimated it would take 47 weeks
  to manually respond to an Information Request!
• Look for
• Separate, user-friendly web interface
• Ability to annotate, preview, tag
• Ability to export for external review
• Ring-fence items from policy deletion pending case

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The End User Experience

• Help desk support calls reduced by 80 after
  implementing our archiving solution

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It must be easy to use

• Minimum impact on desktop
• Little or no training
• Are there tailorable options?
• Rollout as much or as little as you need
• Native look and feel?
• E.g. Right click forward in Outlook

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Searching

• Is search integrated or separate?
• Is it easy to use?
• Are results instant or run as a background task?

228 x faster!
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More than email

• Tasks? Calendars? Contacts? Public Folders?
• Microsoft SharePoint
• Document Management integration?
• Files?
• Unified searching?

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Working with the product

• Easy to install configure?
• How much training?
• How much consultancy?
• How long to roll out?
• Ongoing management?

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Archiving Retention Policies

• Can policies be made granular enough?
• Age, quota, size, folder?
• More meaningful Subject? Classification?
• How easy it it to define advanced policies?
• Is there shortcut management?
• Can retention policies be applied post archival?

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Rolling it out

• BIG BANG?
• Can you upload into archive but defer when emails
  are turned into a shortcut?
• Why does this matter?
• Client Rollout?
• Can you use existing techniques?
• No client? How does this effect usability??
• Theres always a trade off!

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An example

• 29,050 mailboxes
• Essential involved in
• Project Management phase
• Skills transfer training
• Initial installation of POC
• Abbey did the rest themselves
• 3 months after POC

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The day-to-day stuff

• Add new users via AD? Auto-enrol?
• Auto-synchronised access rights?
• Integrated with Microsoft admin monitoring?
  E.g.
• MMC to manage tasks?
• MOM to alert status?
• Is there an at-glance-status screen?
• Is there reporting?

You shouldnt be spending more than 1.5
days/month for 20,000 users
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• I went from being a full time e-mail
  administrator to a full time archive
  administrator.

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Resilience Availability

• Access to your archive service will become
  business critical
• What built in resilience does the system have?
• Is access dependent on the archive server?
• Can you create a failover archive in a DR
  location?
• Will you have to buy a backup system?
• Will you be able to use existing DR strategies
• Clustering?
• Mirroring?
• Available 24 x 7?
• E.g. Will you need to take the service down to
  back it up?

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Conclusion

• Consider Cost of Ownership as well as initial
  outlay
• Dont overlook long term challenges
• Perform a detailed analysis
• Also check out your chosen supplier their
  customers especially long term customers

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Storage Saving Calculations

• Initial reduction of historic data on server
• PST Migration
• Average message size
• Average e-mails sent/received
• Average no. recipients
• Predicted growth
• No. of Information Stores
• No. of years retained
• Cost per managed MB

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Questions
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Agenda

• 1000 Introduction How to justify an archiving
  project Keith Quinn MD Essential
  Computing
• 1020 Email retention What does the law say?
  Garry Mackay, IT
  Partner, Ashfords Solicitors
• 1100 Assessing your current e-mail
  Infrastructure
  Alex Turner, Apex Computers Keith
  Quinn
• 1135 Coffee
• 1150 What to look for
• James Moody, Essential Computing
• 1230 How to tackle storage overload Graham
  Ratcliffe, Apex Computers
• 12.45  Q A
• 1300 Lunch