Hands-On Implementation of Email Retention Solution

Greg Smith, Director of Prof Services Messaging Architects Gregg Hinchman, Consultant Hinchman Consulting Michael D. Osterman, President Osterman Research A Hands-on Approach to Implementing an Effective E-mail Retention Solution with Novell GroupWise and GWArchive

Overview • This seminar is designed as a continuation to SP276 and illustrates the implementation of Messaging Architects’ GWArchive 3.0 to effectively meet an organization’s GroupWise Email Retention policies

Speakers • Gregg A. Hinchman – gregg@hinchmanconsulting.com • Hinchman Consulting, Consultant • 10+ years of GroupWise Experience • 9+ years of GroupWise Upgrading Experience • 4 years of GroupWise Clustering Experience • Co-Author: • “Success with Clustering GroupWise” • “Success with GroupWise Document Management” • GroupWise Advisor Magazine Articles • Cool Solutions “Consultant’s Corner” articles

Speakers • Michael D. Osterman - michael@ostermanresearch.com • Founder & President of Osterman Research • 20 years’ experience in research analysis • Numerous reports on Messaging issues • Speaker, Author & Columnist • Numerous articles for a variety of trade publications • Online column on messaging Network World Fusion Network World Fusion • ISIPP "Spam and the Law" conference, INBOX and the Email Technology Conference

Speakers • Greg Smith - greg.smith@messagingarchitects.com • Director of Professional Services • CNI, MCNE • 9+ Years GroupWise/Novell Experience • Consulting, Engineering & Project Management • 12,000 User Migration in 3 months (City of Toronto) • Author / Speaker • BrainShare • Advisor Media • Cool Solutions

Topics • Our Policies • Overview of GWArchive • Planning for a Solution • Architecting a design • Preparing our GroupWise System • Managing our policies with GWArchive

Our Organization County Government • 1400 Employees • 1100 Office / 300 Remote • 3 Offices (T1 between 2, 256K FR to other) • 4 Post Offices • PO1 300U/180GB • PO2 350U/260GB • PO3 250U/160GB • PO4 100U/120GB • Personal Archives across 3 servers (89GB)

Our Policies • Email Usage Policy • All email is subject to inspection • Email is to be considered unsecured • Email to be considered non-guaranteed delivery • Limited personal use is acceptable • No distribution of jokes / multimedia files • No email of sexual or harassing nature • Not used for distribution of documents > 5MB • Executable Attachments are not permitted (e.g. .exe) • Support for Windows & Web Based Access • Failure to comply could be grounds for dismissal

Our Policies • Email Retention Policy • All email to be retained for a minimum of 7 years • Email of a nature that requires > 7 years to be printed and sent to Records Management • Users to have access to 180 days of online email • Users to have direct access to up to 24 months of archived email • Users to have access to email over 24 months through separate processes

Our Policies • Email Deletion Policy • All email older than 7 years will be deleted from the archive system • All backup tapes containing email older than 7 years will be destroyed • Email marked for deletion will be reviewed by records management prior to deletion • Data will automatically destroyed 30 days after expiry date unless it is tagged for retention by records management

Our Policies • Email Archiving Policy • Organization will capture business email correspondence older than 5 days except when user is under investigation • Users will be provided with personal folder structure which will not be archived, but will be audited • The standard 180-day retention will apply for personal items • Native GroupWise Archiving will be disabled • Users will access archived messages through the GroupWise WebAccess client • Email for terminated employees will be moved to offline optical archives

GWArchive Overview

GWArchive Overview Solution Components GWArchive Server • Windows 2000/2003 Server @ GroupWise Client • Archiving / Exporting / Indexing / ILM Functions • Capacity 300-2000 users Web Viewer Provider Service • Windows 2000/2003 Server • Linux SUSE 7/8 • Proxy between WebAccess Java applet & XML Data

Planning Our Architecture Infrastructure Considerations • 256KB link to remote site of 100 Users (150MB/day) • Current link loading of 75% (9-5) Total Storage Requirements • Current email storage requirements: 1.8TB • System growth in 12 months: 600GB • Current archive storage requirements: 130GB • Total storage requirements in 12 months: 2.5TB • Total Index storage requirements: ~ 600GB

Planning Our Architecture • Access Requirements • Average user access 4-5 times / week 0-24 months • Average user access 5 times / year 24-84 months • HR Auditory Access 1-2 / month (single account) • Legal Access 2-3 / Year (Global Discovery) • Public Access Requests 6-10 / Month (Selective)

Planning Our Architecture • Architecture: Centralized • Storage: Multi-Tiered Storage • Existing NetWare SAN (Indexes) • 2 x 4TB Replicated NAS Devices for Data Integrity • Access: Increase WebAccess from 1 to 3 servers

Planning Our Architecture • GWArchive Servers • 1 Archival & Index Server • 1 Grooming, Export & Record Deletion Server • 1 Remote Server for Local Archiving • Dual Pentium 2GB RAM • WebAccess Provider Server (Linux) • 1 Provider Server • Single Pentium 2GB RAM

GWArchive Architecture

Preparing GroupWise • GroupWise Audit & Health Check • Evaluate GroupWise Architecture • Analyze Communications • Validate Agents & System Loading • Analyze and Validate Databases • Fix GroupWise Issues • GroupWise Preparation • Cleanup • Smart Purge / Retention Settings • GroupWise Issues will prevent messages from being archived

Deploying GWArchive • Pilot Project • Gather Metrics and Message Volumes • Analyze Archiving Performance • Analyze Impact of Archiving • Gauge User Response • Product Training

Deploying GWArchive • Project Plan • Schedule Tasks & Impacts • Assign Resources • Track Deployment • Keep Deployment Costs Down

Deploying GWArchive • Software Installation • Create eDirectory (Optional) • Extend eDirectory • Setup & Configure Servers • Setup & Configure Storage Devices • Install GWArchive Server Software • Install GWArchive Web Viewer Components

Deploying GWArchive • Initial Deployment • Installing Deployment Tool • Importing Existing Archives (Brute Force) • Importing Existing Mail (Brute Force) • Applying GroupWise Retention (Reduce/Expire)

Deploying GWArchive • Configuring GWArchive • Configuring Archiving Policies • Configuring Grooming Policies • Configuring Deletion Policies

Deploying GWArchive • A Hands-On Approach

Unpublished Work of Novell, Inc. All Rights Reserved. • This work is an unpublished work and contains confidential, proprietary, and trade secret information of Novell, Inc. Access to this work is restricted to Novell employees who have a need to know to perform tasks within the scope of their assignments. No part of this work may be practiced, performed, copied, distributed, revised, modified, translated, abridged, condensed, expanded, collected, or adapted without the prior written consent of Novell, Inc. Any use or exploitation of this work without authorization could subject the perpetrator to criminal and civil liability. • General Disclaimer • This document is not to be construed as a promise by any participating company to develop, deliver, or market a product. Novell, Inc., makes no representations or warranties with respect to the contents of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc., reserves the right to revise this document and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. All Novell marks referenced in this presentation are trademarks or registered trademarks of Novell, Inc. in the United States and other countries. All third-party trademarks are the property of their respective owners.

Hands-On Implementation of Email Retention Solution