Intelligent Archiving and MessageGate: Enhancing Email Categorization Efficiency

1. Intelligent Archiving and MessageGate

2. Intell Archiving and MessageGate • What do we mean by categorization • Filtering – Smart Archiving • MessageGate • Q&A Jamie CliftonSnr. Principal Product Marketing Specialist – Symantec Bill Bunker VP Marketing - MessageGate

3. Categorisation of Archived Content • What do we mean by categorisation? • How would we create an archive of fruit images? • More business related categorisation • Legal ‘matters’ (collated information regardless of source) • Architects Project • Engineering plans

4. What is Intelligent Archiving? • Understanding what category content belongs to • Not Enterprise Vault job to decide what category but make sure we are able to action it • Storage driven by category • Should we keep ‘personal’ content for as long as we retain ‘business’ content • Retrieval based on category • Find all ‘business’ email from these people • Work in the way the business and end user already work • End users create folder structures why? They are categorising content.

5. EnterpriseVault Intelligent Archiving Opportunities • Content aware customers • Enhancement to platform story • Links to ECM/RM Microsoft Exchange Content examined (keyword for example) and category added to the message Able to search for all ‘business’ emails (as opposed to keyword search) Notes • Mailbox archiving option • Requires consultancy

6. Intelligent Archiving – Archiving the category • Header Info • <CreationDate:12-Dec-04> • <BusinessCategory:ContractDetails_ACME_Corp> Find all contract emails from / to Acme corp.

7. Intelligent Archiving – Filter Points • Header Info • <CreationDate:12-Dec-04> • <BusinessCategory:ContractDetails> If BusinessCategory = *Contract* Then VaultStore=“Compliance Store” RetentionCat=“12 years” Archive End If Intelligent Filter Point Scripted interface to API Layer (V6) Simple Archiving API Enterprise Vault

8. Intelligent Archiving If BusinessCategory = *Contract* Then VaultStore=“Compliance Store” RetentionCat=“12 years” Archive End If If DocType=“MP3” Then DontArchive End if If MessageDestination=“External” Then SendToPrinter() Archive End if It’s a simple script – easy and very flexible

9. The future may already be here • EVPM can fix a set of folders in a users mailbox • Smart Archiving Filters can then archive dependant on which folder it came from • This is how RM system like Hummingbird work Drag Drop

10. Why is Intelligent Archiving relevant • Control what you archive and where you store it • Lowest possible TCO for archiving •   Not everything needs to be archived • If other resources in your org have defined content as not ‘worth keeping’ Enterprise Vault should respect this • Control how long you keep things for • Reduce risk •  Keep things only as long as you have to • Tag archived content with metadata • Reduced cost of discovery • Find what you want faster

11. What does this mean for Enterprise Vault? • Email Archiving (and SPS and File) are colliding with Records Management • Does not mean we are going to become a records management tool • Does not mean that RM system are going to effectively archive email • ECM Systems • Hummingbird / SharePoint all utilize a lot of category information • Organisational Records Control • Companies that don’t want a full RM system but do want to create and maintain records in the organisation using the Vault • This is Microsoft's vision • Partnerships • Just like with MessageGate

12. Introducing MessageGate Bill Bunker VP Marketing - MessageGate

13. MessageGate Enables Intelligent Archiving/Email Categorization • Analyzes archived email before it reaches the vault • Stops/partitions non-business mail to streamline archive • Sets category and adds meta-data to aid in retrieval • Sets retention period and routes to distinct vaults based on content/context MessageGate Non-Business Email * Client X Information Client Y Information Privileged Information Customer Communications Pricing Tax Information Contracts … Enterprise Vault

14. MessageGate Provides Rapid Return On Investment • Optimized storage • Place most important records in high availability storage • Can choose not to archive non-business email • Improved search & retrieval efficiency • Search manageable groupings of information • Utilize meta-data as a search attribute • Reduced legal discovery costs and burden • Tag communications as they are sent and received • Reduce review time and costs for legal professionals

15. When to introduce MessageGate • Competitive situations where TCO and information retrieval efficiency are important • Intelligent archiving can materially reduce archive storage requirements • Intelligent archiving accelerates information retrieval • When customers are not certain that they need to invest in archiving • MessageGate Messaging Activity Profiles (MAPs) justify the need for archiving by providing snapshot of messaging risks and activity • MAPs enable you to gain greater customer intimacy increasing control over the sales process

16. MessageGate Policy Server Integration Details • MessageGate integrates directly to the vault via API • Optimum scalability derived from this integration • Message can be directed to a particular vault store • Extensive message notification functionality tied to specific policy or other message attributes MessageGate Vault Plug-in Vault Store API Vault Stores

17. MessageGate Email Compliance System (ECS)

18. Contact Information Bill Bunker VP Marketing MessageGate, Inc. billb@messagegate.com 425.460.4120 Jim Kott Director, Intelligent Archiving Solutions MessageGate, Inc. jimk@messagegate.com 425.460.5055

19. What does this mean for Enterprise Vault? • Email Archiving (and SPS and File) are colliding with Records Management • Does not mean we are going to become a records management tool • Does not mean that RM system are going to effectively archive email • ECM Systems • Hummingbird / SharePoint all utilize a lot of category information • Organisational Records Control • Companies that don’t want a full RM system but do want to create and maintain records in the organisation using the Vault • This is Microsoft's vision • Partnerships • Just like with MessageGate

20. Technical Considerations • This is not a product sell • Consultancy will be need to manage the creation of the scripts • Emerging Market or direction for the market • V6.0 introduced Smart Archiving for Mailbox only • Not for PST or anything other than mailbox archiving • API layer still available for all other inputs • Need to be mindful of the impacts on throughput • Not so important for full API integration like MessageGate • Client tools are often unique • Work maybe needed to make sure the end user can access the category if needed

21. Where can I get more information / collateral • MessageGate has a solution pack available on VNET • Presentation Material • Joint datasheet (external use) • Sales-cheat Sheet for internal use (pricing etc) • All information is on VNET as ever • This presentation is recorded • Q&A