Impact Research 1 Customizing Your Archiving Strategy: Summary Document

Impact Research 2 Introduction to the summary document This summary document contains sample slides from the full presentation “Customizing Your Archiving Strategy”. The actual presentation is 60 slides and goes in-depth in to all aspects of archiving touched upon in the table of contents below. The table of contents of the full presentation: 1. Executive summary 2. What is archiving? 3. Why do enterprises implement it? 4. What are the benefits? 5. Go or No-Go? 6. What are the strategic options? 7. Best practices to avoid the pitfalls and realize a positive ROI 8. Steps 1 to 7 of archiving 9. Key conclusions 10. archiving tomorrow 11. Case studies

Impact Research 3 32% 16% 20% 12% 21% Archiving Today Adoption Rates - Demand for archiving is growing fast. With 20% of enterprises already using archiving, total adoption is expected to jump to 68% within the next two years. Traditional Drivers - Initial drivers focused on an improvement to server performance. However, in recent years drivers toward archiving have broadly expanded. Current Drivers - In addition to mail server performance, archiving now addresses the search needs of litigation & compliance, improvements for the end users and a reduction in storage costs. The full report will assist you in the customization of your archiving strategy by: 1. Explaining drivers and understanding how they apply. 2. Identifying hard and soft benefits – when they apply, and why. 3. Guiding your approach to the three aspects of a successful implementation: people, process and technology.

Impact Research 4 Who is Implementing and What are the Drivers? With 6 key drivers of archiving, the technology appeals to a wide array of enterprises. Characteristics of organizations that deploy and benefit from archiving: Enterprises looking to enforce retention policies, whether guided by government regulations and/or corporate policy, on Enterprises looking to reduce growth in IT expenses Enterprises with overburdened servers Enterprises looking to reduce labor costs for recovery/discovery Enterprises that compose and transmit intellectual property via Enterprises looking to reduce IT expenses for recovering deleted Six primary drivers of archiving:  Litigation  Mail server performance improvement  Retention policy administration  Improve end user functionality  Compliance driven  Reduce storage costs

Impact Research 5 What are the Benefits? Highlighting the Hard and Soft Benefits

Impact Research 6 Calculating the Benefits Hard SavingsSoft Savings Reduced laborManaged risk ++ Lower storage costsImproved mail server performance ++ Contained legal and operational costs Increased end user productivity Total Benefit Introduction: Who Should Expect to Benefit Our in-depth research approach delved into the implementations of 112 organizations across a representative sample of industries and sizes. We analyzed this data to identify factors most common amongst organizations reporting benefits in each of the different areas of archiving. *Results from regressions used to identify statistically significant differentiators of success with regard to savings amongst our panel. Calculating the return on investment (ROI)  Understand each of the benefits of archiving  Carefully analyze which benefits the organization is likely to experience

Impact Research 7 Average Measurable Savings Range E – discovery  $10,000 - $100,000 savings per year in reduced labor and contained legal costs Risk Mitigation Relocating to cheaper disk  % reduction in disk space  Up to $50,000 storage and performance savings / year  Up to 8 times decrease in backup time server performance Retention policy administration  10% storage decrease per year End user management  5% - 25% increase in end user productivity Benefits Summary Litigation & Compliance Hardware End User Impact

Impact Research 8 What Are the Strategic Options? The Maturity Pyramid

Impact Research 9 Introduction to the Maturity Pyramid The maturity pyramid describes the effective use of people, processes and technology. A progression up the maturity pyramid corresponds to greater risk mitigation, IT efficiency and end user productivity. Archiving Maturity Levels 1.Ad-hoc. No archiving solution present. 2.Basic. The enterprise’s archiving solution addresses either: a)Gaining performance efficiencies OR b)Meeting business process needs 3.Advanced. The enterprise leverages archiving to address both performance efficiency and business processes. 4.Leading. The enterprise leverages archive automation to streamline processes and derive strategic value. Process Ad-hoc Basic Advanced Leading People Technology Ad-hoc Basic Advanced Leading Ad-hoc Basic Advanced Leading

Impact Research 10 Automate and Sharpen  Advanced archive features perform automated message classification.  Granular application of retention periods and real-time flagging. Combine and Expand  Solution meets both level 2 needs.  Policy, privacy, and security features mitigate risks.  Focus on Performance Efficiency. Introduction of the archive server and tiered storage approach bring performance gains. OR  Focus on Business Process. archive policy-settings address regulatory/litigation concerns.  Use DR Tools. server DR tools used to perform discovery and recovery. Maturity Pyramid – Technology Ad-hoc Basic Advanced Leading As enterprise management emerges from the ad-hoc stage, the technologies employed move from basic server disaster recovery (DR) tools to specialized archive solutions, including search and policy- engine features. High maturity levels bring increasing automation. Maturity Pyramid – Technology

Impact Research 11 Best Practices to Avoid the Pitfalls and Realize a Positive ROI

Impact Research 12 What Disadvantages Arise from Archiving? 2. Net increase in maintenance time (31%). Largely a result of software deficiencies, as the archiving software evolves many new and existing vendor are still “working out the kinks” 3. Net increase in storage costs (31%). A “keep everything” approach and unwillingness to enforce a retention policy can result in an increase in central storage needs and costs resulting archiving. The Top 3 Problems 1. Resistance to retention policies (67%). Business units often seize the opportunity to create and enforce an retention policy coinciding with the archiving implementation. Resistance arises from end users because of a fear that important that falls outside of the retention period boundaries will be lost.

Impact Research 13 Steps 1 Through 7 of Archiving Creating the Plan

Impact Research 14 7 Critical Planning Steps Step 1: Identify your drivers Step 2: Chart your course in the maturity pyramid Step 3: Develop the business case Step 4: Gain buy- in Step 6: Differentiate between vendor offerings Step 7: Deploy Step 5: Build the RFP 7 Critical Steps

Impact Research 15 Case Studies

Impact Research 16 Case Study – server performance and retention policy administration Case Studies 25% reduction in storage costs = 50K per year Company Profile # of Users Supported:2000 IndustryManufacturing Criticality is the primary source of business documentation Retention Period Currently being developed – joint decision between business and legal. Solution Selection Vendor Selected Xtender Initial Cost150k (consulting and software) Annual Costn/a Key Functionality  Ability to manage tiered storage – relocate some data to cheaper storage  Retention policy administration “What we’re trying to do is put in tiered storage, to take e- mail that still needs to be kept electronically but is used less frequently and move it to the slower cheaper storage. It’s still there, it just may take another couple seconds to access it.” Outcome Implementation StatusIn progress Maintenance effortn/a Benefits Expected  Reduced storage costs  Elimination of PST files  Enforced retention policy Problems Some individuals will circumvent the retention policy using zip drives