Just Archiving Email? Get the inside story on how to get more from your archiving investment

1. Just Archiving Email? Get the inside story on how to get more from your archiving investment Greg Young Program Manager, Content Collection & Archiving

2. Agenda • Remember when archiving was easy • Return On Investment (ROI) • How it works • But wait, there’s more • Next Steps

3. Information Chaos Destroyed too soon … kept forever Retention and Disposition Policies Not Enforced Increased Burden on Business Users Who Already “Opt Out” Multiple silos Un-locatable Un-indexed Not complete, authentic or admissible Loss of context Un-managed and disorganized Increasing litigation risks and costs Information leakage Email, documents, images … paper too Information Explosion and Silos Volume - Formats - Locations Increasing Criticality of Producing Trustworthy Information Information not re-usable Un-locatable Numerous copies Un-traceable Not trustworthy No Control. High Operational Costs. High Information Risk. No Visibility.

4. It’s No Longer Good Enough to Just Archive Archive e-mail and content for storage space management Manage e-mail and content for legal obligations Connect e-mail and disconnected content to other managed content Manage e-mail and content as part of a business process To reduce operational problems introduced by the growing size of e-mail and other content sources To comply with new eDiscovery requirements and produce authentic and trustworthy records when required To control, protect and leverage e-mail and casually created content To optimize business processes involving e-mail and other content ITStorage / Mail LOBLegal / Records ITECM LOB

5. CEO CFO Finance (High ROI) CIO IT (Support Biz Growth) COO Operations (Support LOB Strategy) CLO Legal (Protect Enterprise) VP Finance (COSO / Risk)0 VP IT (CobiT … Add Value) General Counsel (Litigation Strategy & Support) VP LOB (LOB Business Results) VP LOB (LOB Business Results) Director (SOX, Basel II, etc) Director IT (Storage) Litigation Support (eDiscovery & Contracts) Director LOB (Support Processes) Director LOB (Support Processes) Director IT (Messaging) Director (ERP) Records Mgt (Holds, Retention, Physical) Director LOB (Support Processes) Director LOB (Support Processes) Director IT (ECM Services) Different Stakeholders Making Siloed Decisions Today … C Level Risk Issue Records Management SAP Users / Admin E-mail Archiving & Storage eDiscovery LOB Process Owners SharePoint Users / Admin Should Be A Strategic Decision

6. 1 2 3 Stop just archiving.Start using your information. More than e-mailMonitor, identify, and collect virtually all content types from all locations including casually created content and existing “archive” silo systems More than archivingEnhance by tasking, filtering, transforming, extracting meta data, customizing and more, including multiple classification options More than an isolated solutionManage content as part of ECM platform (not a silo) and information infrastructure to unlock value while leveraging existing investments

7. Agenda • Remember when archiving was easy • Return On Investment (ROI) • How it works • But wait, there’s more • Next Steps

8. The Reality of Today’s Economy • ROI / TCO • How to take costs out of current operations: improve performance, reduce storage costs, decommission applications • How to manage structured, unstructured, physical information with a unified approach • How to take advantage of green technology initiatives • Risk Mitigation • How to proactively manage electronically stored information to mitigate legal risk • Content Re-use • How to leverage investments across the enterprise and avoid putting information into a disconnected silo

9. Analysts Agree That Information Collection & Archiving Can Drive Significant Cost Savings “Organizations deploy message archiving software to kill multiple birds with one stone and achieve: • Storage cost savings. Given the huge volume of email and instant message communications, many organizations find it easy to make the business case for message archiving on storage cost savings alone. • Lower-cost eDiscovery.” (1) “The demand for content archiving continues to expand, as enterprises struggle to keep pace with the growth of unstructured content and strive to provide a more cost-effective way to manage it.” (2) “… a large enterprise facing challenges with an SAP instance recently calculated that it had achieved more than a 7 terabyte reduction in tier-one storage over the previous year, and that it had improved backup processes by 30% through implementing an SAP archiving solution.” (3)

10. Everything Has a Lifecycle • Information Management • Electronic • Paper • Electronic to Paper and vise versa • How you manage the lifecycle determines cost savings • Created • Used • Stored • Retained • Searched • There are key points in the lifecycle which provide the best ROI

11. Key Points in the Lifecycle to Improve ROI Automate decisions, clean up legacy data – save up to 17 cents per document Control Growth, remove duplicate data – reduce storage costs by 50%-80% Frequency of Access and Use Optimize eDiscovery decisions to reduce costs by up to 80% Born Digital Over 90% of information is born digital … and the rest should become digital Expiration Roughly 95% has a retention policy … very little should be kept forever 85% of enterprise information is unstructured Enforce records retention to reduce eDiscovery and storage costs by 50-80% Time

12. Compliant Information Management (CIM) Enables Major Opportunities for Cost Reduction in the Lifecycle

13. “The dissemination of Engineering change information to worldwide locations was cut from 15-30 days to 1 day” “Reduced SAP database space usage by 10 percent. Pipelife also expects its euro conversion will take less time.” “In the 18 months since the client implemented the CommonStore for Lotus Domino solution, it has saved more than £110,000 in storage costs.” Customer Experiences

14. Challenge Solution U.S. Army Business Benefits • 85% automation after Phase 1 • 99% automation after Phase 2 • Each phase tested on approximately 600,000 email messages (different corpus each phase) • ROI Projections: • 900 TB of disk savings, annually • $1.8 M in hardware savings alone, independent of human costs and consistency of classification • Very high satisfaction with each pass when reviewed manually by a Records Manager for accuracy • Government Accountability Office (GAO) Report: Survey of 4 federal agencies revealed non-compliance with NARA regulations, specifically with respect to email • “Factors contributing to noncompliance included insufficient training and oversight as well as the difficulties of managing large volumes of e-mail.”* • Training 1.2 million of users: • Logistical impossibility, given the scale of the organization • Poorly aligned to users’ skills and inefficient use of their time “As a records manager with a 25-year background in federal and civilian records management, I believe the automatic categorization of information is the next logical evolution in managing the records of an organization.” -- Records Manager involved in pilot • Utilize IBM Classification Module in IBM’s email archiving and records management solution to automate record categorization without burdening users 14

15. Challenge Solution Large Healthcare Provider Business Benefits • Automated workflows aligned to business needs • Archived content is accessible from other applications resulting in better business outcomes and eliminating silo’d information • Improved control over content prior to it being archived • Consistent rules and policies across multiple content types • Over 400,000 daily e-mails and attachments are archived and indexed for rapid search and retrieval • Quickly adapt to industry and government regulations • Reduce cost and risk of responding to legal discovery requests for email and files • Reduce, consolidate and share information to produce better customer outcomes • Flexibility to quickly scale and expand to meet future business needs • IBM Content Collector to ingest and dedup Microsoft Exchange and File System content • IBM eDiscovery Manager to search, cull, and export case-relevant content for eDiscovery • Future growth options for seamless integration of IBM Classification Module to determine which content has business value and Records Manager for proper retention/disposition of corporate records • IBM ECM platform for consolidating, sharing and activating information “IBM’s approach is simple and straight forward. We now have a solution model that meets our immediate business needs for archiving, retention and compliance and provides a lower cost, lower risk method to expand and integrate key capabilities to meet our future plans.” ECM and Collaboration Lead Architect 15

16. Agenda • Remember when archiving was easy • Return On Investment (ROI) • How it works • But wait, there’s more • Next Steps

17. ECM Compliance & Discovery Strategy On-Ramps to Compliant Information Management Content Collection & Archiving Advanced Classification Records Management & Federation eDiscovery Search & Analytics IBM Compliance Warehouse is the End-to-End Solution with Hardware and Services Leverage Strategic Partners to Extend the Value or Meet Industry and Geopolitical Specific Needs

18. RecordsManagement Advanced Classification Electronic Discovery 2 1 4 3 Enterprise Compliance VisionIntegrated Agile ECM Platform for Compliant Information Management IBM ECM Content Collection

19. Source Connectors Task Connectors Target Connectors 1 2 3 Available now Future options IBM Content Collection and Archiving ArchitectureModular and Extensible … Powered By New Task Routing Policy & Task Routing Engine MESSAGING / E-MAIL • Microsoft Exchange • Lotus Domino • NSeries/NetApp • PST content • Instant Messaging (3rd party) • Novell GroupWise • NSF content FILE SYSTEMS • Microsoft File System • Desktops • Other File Systems OTHER • Microsoft SharePoint • IBM Content Integrator • CMIS • Tivoli Storage Manager • Backup Tapes CUSTOM • API Support IBM NATIVE • FileNet P8 • CM8 • FileNet Image Services • NSeries/NetApp • Optim • CMOD • Tivoli Storage Manager CUSTOM / OTHER • Microsoft File System • IBM Content Integrator • CMIS INTERNAL TASKS • Copy / Move / Delete / Stub • De-Duplication • Rules-Based Classification EXTERNAL TASKS • Records Declaration • Advanced Classification • Rendering (3rd party) CUSTOM TASKS • API Support / Partner Apps • Encryption • System Lookups • 3rd Party Rules / Policy Mgt

22. Outlook and Content Collector Integration

23. Flexible automation with confidence-based thresholds Learns from feedback to adapt rapidly to change Advanced Classification Blast away barriers to adoption, accelerate deployment, and manage information consistently and proactively for compliance by replacing manual decisions with automated classification and eliminating rules setup and maintenance Leverages ZeroClick technology to reduce compliance risk with consistent, automated retention / classification and drives down costs by as much as 17x while ensuring 100% user participation and increased accuracy IBM Classification Module Sophisticated context-based classification Adapts automatically to learn your organization’s policies and proposes new taxonomies Integrated with Content Collector, Records Manager and FileNet P8 Provides suggestions for semi-automated “assisted classification”

24. Records Management & Federation New federation and advanced classification capabilities take records and retention management to the next level Leverage ZeroClick and process driven lifecycle management to deliver significant ROI and records process optimization … cornerstone component of the No Paper Weight initiative IBM FileNet Records Manager • Simplified records administration interface to manage all aspects of the electronic and physical records lifecycle • Advanced file plan, classification and metadata management • Complex lifecycle event and records process management including intelligent retention and disposition management • Patent-pending dynamic legal hold capability • Best practice process templates pre-integrated with RM lifecycle • Physical records support with real-time records process tracking • DoD 5015.2 v3 certified offering Records Federation Services • Support for all IBM ECM repositories • Support for non-IBM repositories • DOMEA and MoReq certification in process via partners IBM Records Manager (engine) available for zOS, CM8 or embedded applications

25. eDiscovery Search & Analytics Efficient Litigation Response Enabled by Proactive Management Increase agility, improve defensibility and lower cost of eDiscovery response with targeted integrated tools to collect, hold, manage, assess and intelligently cull collected electronic information regardless of originating source IBM eDiscovery Analyzer Early case assessment and smart culling for legal professionals and litigation support specialists Smart refinement of case collections to help dramatically reduce eDiscovery costs Advanced conceptual search and content analytics for rapid case insight IBM eDiscovery Manager Tool for authorized IT users to help respond to discovery requests from legal Create and manage cases; search, assign, hold, preview, and export collected content Built on and integrated with ECM platform with full auditability for chain-of-custody

27. Agenda • Remember when archiving was easy • Return On Investment (ROI) • How it works • But wait, there’s more • Next Steps

28. Expanded Storage Options with NSeries Data ONTAP • What • IBM NSeries / NetApp: A very popular storage option for pooling storage resources by creating virtualized storage volumes • Why • Easier method to manage your data, not your hardware • How • IBM Content Collector for Files now supports IBM N3700 Network Attached Storage that uses Data ONTAP v7.1.1.1 • ICC for Files crawls the CIFS/NTFS file system configuration and can apply post-processing options such as changing file security, marking files as processed, and replacing files with shortcuts. Collect from Store to NSeries / NetApp Data ONTAP NSeries / NetApp Data ONTAP

29. Tivoli CDP for Files- On-Demand Collection From Desktops / Laptops • What • Collecting desktop / laptop content • Why • eDiscovery file collection on demand from identified custodian machines • How • CDP pushes content to NTFS share for ICC to ingest

30. Content Collection is Enhanced with Content Federation Content Collection … collecting, enhancing and managing all types of content, regardless of creation type and storage location • Generally for content sources that are not scalable, lack security, proper controls or do not support lockdown Content Federation … managing e-mail and content in place through federated control and remote policy management • For content sources that are well suited for federated control … typically ECM repositories Both approaches may be required for environments with multiple content sources and types Content Collection File Systems, SharePoint, Desktop, E-mail Archives, Messaging Systems … Content Federation Only IBM has proven ability to offer both approaches Manage In Place Remote Policy Override IBM & Non-IBM ECM Repositories Reports, Images, etc

31. Content Collection File Systems, SharePoint, Desktop, E-mail Archives, Messaging Systems … Structured Data Optim Content Federation Extract Manage In Place Remote Policy Override Restore Compressed Archives XML XML XML • Oracle eBusiness • PeopleSoft • JD Edwards • Siebel • Amdocs • Custom / Legacy IBM & Non-IBM ECM Repositories Reports, Images, etc Archive Database Production Database Content Collection is Extended with Paper Capture, Data and Application Archiving FileNet Capture FileNet Capture Professional FileNet Capture ADR Paper Conversion Application & Data Archiving SAP Archiving CommonStore for SAP FileNet ACSAP

32. Re +

33. P8 CM8 + Integrated Platform IBM Content Collection and Archiving: • More than e-mail • More than archiving • More than an isolated solution One ECM-based platform to Collect, Enhance and Manage IBM Content Collection and Archiving is part of a comprehensive platform approach for Compliant Information Management “Enterprises need consistent content management approaches to contend with the explosive volume and diversity of content… Working with ECM infrastructures and ecosystems helps avoid technology silo chaos.” – “The Impact of Convergence On Content Management, Archiving, And Retention Policies”, Forrester Research, Inc., October 15, 2008 Visit the IBM Content Collection and Archiving website

34. Unified Archiving Production Apps SharePoint Email Reports Files Images Paper Rich Media IBM is the Leader for All of Your Archiving Needs Growth Management Control growth, reduce storage costs Support retention compliance and litigation readiness Enable application / content retirement Improve performance Streamline upgrades Purpose Built Solutions Structured (Oracle, PeopleSoft, JD Edwards . . .) Unstructrued (email, files, SharePoint . . .) Leverage Information for Smarter Business Outcomes Activate your information vs. storing in a disconnected silo

35. Agenda • Remember when archiving was easy • Return On Investment (ROI) • How it works • But wait, there’s more • Next Steps

36. Think Big – Start Small – Scale Fast • Choose an On Ramp • eMail Archiving • Business Partner • IBM Lab Services • IBM Business Solution Assessment • Assessment specific to your environment • Written assessment of ROI analysis

37. How To Find Out How Much You Could Be Saving • IBM Business Solution Assessment • Assesses your business requirements, environment and costs • Deliverable includes a written ROI analysis • Quicklook cost analysis available for • Information Collection and Archiving • Records Management • No Paper Weight Contact Your IBM Specialist and ask about a CIM workshop

38. Paper Archiving (Conversion) Enterprise Business Initiatives Data & Application Archiving CIM Disciplines SAP Archiving Content Collection & Archiving Classification Records Retention & Management eDiscovery Search & Analytics Storage Strategies Level 0 Chaotic Level 1 Reactive Level 2 Proactive Level 3 Integrated Level 4 Optimized CIM Maturity Model Example: CIM Roadmap Workshop Assess current state Determine future state Identify required capabilities and initiatives Develop roadmaps

39. Questions