Best Practices for Managing Email Archiving

1. Michael D. Osterman Principal, Osterman Research, Inc. Best Practices for Managing Email Archiving June 19, 2013

2. About Osterman Research Focused on the messaging, Web and collaboration industries Practice areas include archiving, security, encryption, content management, etc. Strong emphasis on primary researchconducted with decision makers andinfluencers Founded in 2001 Based near Seattle

3. You and the IRS(or the Canada Revenue Agency or HM Revenue and Customs, or whoever your tax authority is)

4. Consider Your Tax Return • You complete a tax return • You make a copy of it • You file that copy somewhere safe • After 30-90 days, you run that copy througha shredder OR • You continue to preserve it as long as the lawrequires or your CPA recommends

5. Five Reasons to Archive 1. Litigation • Your organization might be a party to a legal action of some kind • You need to place a “litigation hold” on data that might berelevant • You might be sued and order to go throughdiscovery • You need to find and produce specific records • Sometimes the queries are complex and require asearch of hundreds of millions or even billions of records • You need to archive records to be able toaccomplish both

6. Five Reasons to Archive (cont’d.) 2. Regulatory compliance • Some organizations are heavily regulated • Financial services • Healthcare • Pharma • Energy • Some organizations are lightly regulated • Everyone else • There is no such thing as an unregulated organization • Archiving is essential to satisfying regulation compliance obligations

7. Five Reasons to Archive (cont’d.) 3. Storage management • Email and other application servers can store enormous amounts of information • An archiving system will automatically offload content from these servers to archival storage, but still make content available to users • The advantages of doing so • Server backups take much less time • Server restores take much less time • Server performance and reliability improves • Archiving improves overall business continuityand makes content easier to find

8. Five Reasons to Archive (cont’d.) 4. Knowledge management Information workers create valuable content Failing to archive this content results in a loss of valuable intellectual property, lost employee productivity, and a loss of corporate heritage Archiving enables users and organizations topreserve valuable content that might have futurevalue Archiving also enables organizations to use theircontent for Big Data, business intelligence andother purposes

9. Five Reasons to Archive (cont’d.) 5. End user and IT productivity • One of IT’s biggest pains: • Users complaining “I lost or deleted a critical email or attachment” • One of the biggest benefits of archiving for IT: • Telling users “go find it yourself”. • Archiving improves end user productivity byenabling self-service to older content • Archive also benefits IT by freeing themfrom the mundane tasks of retrieving lostcontent

10. The Evolution of Archiving, Part 1

11. The Evolution of Archiving, Part 2 • Migrating from one on-premises archiving system to another • Migrating from on-premises archiving to the cloud • Key issues to consider • Performance • Scalability • Flexibility • Cost

12. Summary All organizations should archive relevant electronic content A failure to do so can result in a variety of consequences Archiving is evolving to include more content types Archive planning should include the ability to migratebetween archiving providers and to the cloud

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