Eleven Essential Attributes For Email Archiving
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The document discusses 11 essential attributes for email archiving systems: 1) Completeness - the ability to guarantee every message is captured and record what users do with messages. 2) Integration - ingesting existing mail stores and handling multiple email systems. 3) Content handling - attachments, calendars, and single instancing of content. 4) Legal compliance - producing audit logs, litigation holds, and secure backend storage. 5) Search capabilities - across mailboxes and repositories with third-party integration. 6) User experience - client integration across devices and offline access. 7) Requirements - architecture, capacity, performance, business needs, and technical specs. 8) Implementation - setting policies for
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Eleven Essential Attributes For Email Archiving
- 2. Eleven Essential Attributes for Email Archiving Stephen Foskett Director, Data Practice Contoural ( http://www.contoural.com ) [email_address]
- 3. Email Archiving: You’ve Got Options Why Archive Email? Manage Mail Server Growth IT wants to control email system data growth Key features: Stubbing and compact storage Provide Compliance and Legal Hold Legal or business needs a record of email Key features: Completeness and search Manage System Usage Management and users want enhanced access Key features: PST ingestion, flexible interfaces
- 4. Email Archiving: You’ve Got Options Making Your Case Managing Growth Storage cost is often the big driver Email systems fall apart when size limits are reached Only relevant to IT Compliance and Legal Hold Mission critical to retain email for compliance and legal Huge financial hit to manually search and produce email Enhancing Access Business requirements are sometimes lost in the legal/IT shuffle, but are critical to acceptance Explosion of PST files and escaping “email jail”
- 5. Email Archiving: You’ve Got Options Location and Purchasing Model In-House Need to purchase software and hardware Invest in personnel to manage solution Hosted Located outside – a specialized system built for you, often close (network distance) You often must pay for software and hardware Includes day to day management services Managed Service Located outside – often very far away Part of a larger system providing service to many Includes day to day management services
- 6. Key Technical Differences: Completeness How Complete Is the Archive? Can it guarantee that every message is captured? The “double-delete” problem Gateway vs. scheduled sweeps vs. journaling vs. log shipping Does it Record What People Do? Capturing what users do with a message (read, file, ignore, forward) is tough MAPI sweeps vs. log shipping
- 7. Key Technical Differences: Integration Can it Ingest an Existing Mail Store or PST File? Pull in pre-existing content from mail server How hard/expensive to ingest PST content? Will it retain the user’s folder structure? Warning: You have to flag this stuff as possibly incomplete and perhaps even unreliable! Can It Handle Multiple Email Systems? Multiples of the same type Heterogeneous systems (Exchange, Notes/Domino, UNIX, Apple)
- 8. Key Technical Differences: Content How Does It Handle Non-Message Content? Attachments, calendars, tasks, contacts Email-specific vs. generalized (SharePoint, IM, filesystems, databases) Can It Do Single Instancing Or Deduplication? Does it single-instance entire messages or attachments separately? Block deduplication can be added to the storage What about single-instancing in general archives?
- 9. Key Technical Differences: Legal Will Legal Be Happy With the Output? What type of audit/access logs does it produce? Can it create chain of custody reports? Bates numbering? How secure is the back end? (Encryption, SAS70 audits) Is Litigation Hold Functionality Integrated? If the archive supports litigation hold, how granular is it? (Object, message, folder, user, mailbox, mail store, etc) How flexible is the hold function? What about multiple holds?
- 10. Key Technical Differences: Search How Is the Included Search and e-Discovery? Try out the search in ways you might use it Consider a real e-discovery request from legal Can it search across mailboxes or repositories? How quick and complete is the search function? Can It Integrate with Third-Party Tools? Can you plug in your own enterprise search or e-discovery tool or does “integration” mean “export”? What about account/access control, reporting, logging, and audit tools?
- 11. Key Technical Differences: End Users What Will End Users Think Of It? Client integration – what will they see? (search, toolbars, plugins, software install) Web clients – Does it integrate with webmail? Off-line access – What happens when users are on a plane? What if you lose connectivity? Mobile client use (BlackBerry, Windows Mobile, Palm, iPhone, Symbian)
- 12. Buying and Building Your System: What Do You Require? Architecture – Configuration and capacity How will the system plug into your architecture? Capacity – mailboxes, storage, activity Performance and scalability Business Requirements – Usability What business needs are served? What features do users, the business, and legal need? Technical Requirements – Functions Mail server specs – OS, mail system Client specs – OS, clients, mobile, web
- 13. Buying and Building Your System: Getting It Up and Running Policies are critical to function What categories of messages? How to categorize? How long to retain? Can you automate deletion? System can come before policy, both are needed Policies involve every part of the business Have to ask the right questions Education of end users is critical Don’t wait to get the archive running