Email Archiving: Why Outsourcing Makes $ense. Email Archiving Why? – What are the Driving Forces.

Email Archiving: Why Outsourcing Makes $ense

Email Archiving

Why? – What are the Driving Forces

Market Pressures

• Compliance– Regulations– Deadlines for Compliance– 46% of All Organizations have had email

requested during discovery

• Corporate Governance– The right thing to do

• Tip of Iceberg– Structured v Unstructured

Email Archiving

Part of your overall email records strategy.

Email Archiving Objectives

Email archiving should:• Be part of an overall Enterprise Records Management

program• Offer the three main attributes of compliance

• Trustworthiness• Scalability• Ease of use

• Not impact your day-to-day operations

Enterprise Records Management:A Complete Strategy

Enterprise Records Management

Enterprise Records Management:A Complete Strategy

Enterprise Records Management

Systems Recovery

Enterprise Records Management:A Complete Strategy

ReplicationRestart

Enterprise Records Management

Systems Recovery

Enterprise Records Management:A Complete Strategy

Archiving

ReplicationRestart

Enterprise Records Management

Systems Recovery

Enterprise Records Management:A Complete Strategy

Archiving

ReplicationRestart

Processes and Procedures

Management Services

Enterprise Records Management

Systems Recovery

Email Archiving

Approaches

Email archiving can be managed using the following approaches:• Backup to Tape• Archiving Technology• Service Provider

How does each option measure up when it comes to trustworthiness,

scalability and ease of use?

Assessing Your Options

Backup to Tape (Build)

• Email system is periodically backed up to tape

Backup to Tape

• Email system is periodically backed up to tape• Restores to system for database rebuild

Backup to Tape

• Email system is periodically backed up to tape• Restores to system for database rebuild• For discovery, new system is needed

Backup to Tape: How Does It Measure Up?

Trustworthy?• Magnetic tape is not compliant

Scalable?• Time to recovery/restart from tape is lengthy Easy to use?•Requires a second system

Archiving Technology (Buy)

Email Server

Archiving Software

CAS CompliantStorage

Retrieved and Indexed

Filtered and Stored

Email Server

Archiving Software

CAS CompliantStorage

Retrieved and Indexed

Filtered and Stored

Archiving Technology

Admin

Supervisor

End User

Discovery and Retrieval

Archiving Technology:How Does It Measure Up?

Trustworthy?• Compliance-certified storage

Scalable?• Refresh and scalable

• Point solution

Easy to use?• Discovery issues

Service Provider (Partnering)

Email Server

Firewall

Network

Archiving Service7X24: Hardware/Software/

Management/Network

Firewall

Service Provider: How Does It Measure Up?

Trustworthy?• Yes—compliance-certified storage + third party

Scalable?• Yes—technology transparent

Easy to use?• Yes—discovery services + “clean hands”

Email Archiving Options At A Glance

ManagedPoint solutionExcess timeScalable?

Second system

Not compliant

OPTION 1:

Backup to Tape

Clean IT hands

Discovery issues

Easy to use?

Third partyCompliantTrustworthy?

OPTION 3:

Service Providers

OPTION 2:

Archiving Technology

Email Archiving

Build – Buy -- Partnering

Why Partnering Makes $ense

ROI• Avoidance of capital expense

Skills and staffing• Augmentation of your internal capabilities• Access to largest scope of skills

Ease of use• Discovery services• “Clean hands”

Email Archiving: Build – Buy -- Partnering

Lenny Monsour

Product Manager – SunGard Managed IT Services