1 / 26

E-mail management “A Gen-i Perspective”

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. Infomercial - Gen-i “Software Solutions”.

tuyet
Download Presentation

E-mail management “A Gen-i Perspective”

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. E-mail management “A Gen-i Perspective” Paul McTaggart - ECM Practice Manager

  2. Points that we will cover today • Quick Infomercial • Definitions – Language and meaning • AIIM Industry Watch – Contextual issues • Technology trends – Some considerations Gen-i

  3. Infomercial - Gen-i “Software Solutions” Development Implement and customise software Connect people, organisations, communities with software Integration Enterprise Content Management Implement systems to manage, process and deliver information Implement systems to gather and analyse data to deliver actionable information to business Business Intelligence Testing Verify software meets specified requirements. ApplicationLifecycleManagement Products and services to improve and coordinate development activities Maintenance& Support Enhance and support software Gen-i

  4. 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 Gen-i

  5. Infomercial - AIIM – Who and what ? • AIIM is an international Authority (ECM) • Vendor neutral focus • Education, Training and industry advocacy Gen-i

  6. 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? Gen-i

  7. 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 Gen-i

  8. 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 Gen-i

  9. Definitions - So What? So if it’s not providing context and control facilities then it is not part of the records keeping framework Gen-i

  10. AIIM Industry Watch – Aug / Sep 2006 e-mail management survey • Aug – Sept 2006 • 1043 Participants • > 50% were Records, Document or CIO Exec roles Gen-i

  11. 9% 9% 50% 18% AIIM Industry Watch – Aug / Sep 2006 e-mail management survey Decision makers in deploying “e-mail management” solutions Gen-i

  12. 9% 9% 50% 18% AIIM Industry Watch – Aug / Sep 2006 e-mail management survey 55% Records Gen-i

  13. 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 Gen-i

  14. 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 Gen-i

  15. 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 Gen-i

  16. 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 Gen-i

  17. Filtering & Classification Discovery & Analytics Resource Management Threat Management Archiving Keep System Up, Costs Down Keep Bad Things Out Keep ImportantThings In Keep Things As Long As Needed Technology Trends - Symantec Keep Things And Find Them Again Gen-i

  18. Technology Trends - Symantec Don’t archive spam X Tag: ‘External’ Retain 3 years E-mails to outside Tag: ‘Legal’ Retain 7 years E-mails from legal 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, … Gen-i

  19. Technology Trends - Symantec eDiscovery / Compliance Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision General Counsel/ 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 EmailAdmin Storage Optimization Consolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage Storage Admin Gen-i

  20. Technology Trends - Microsoft • Largest e-mail transport footprint • Latest release Exchange 2007 (EX2007) • Latest release starts to address context and control requirements Gen-i

  21. 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 Gen-i

  22. Messaging Records ManagementAdministrative Attributes 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 Technology Trends - Microsoft Gen-i September 7, 2014 | Page 22

  23. Technology Trends - Microsoft Properties Of Current Folder Various Managed E-Mail Folders Gen-i 23

  24. 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 Gen-i

  25. The end of the beginning ! Gen-i

  26. Paul McTaggart paul.mctaggart@gen-i.co.nz +64-27-272 8482 +64-4-498 4606

More Related