1. Hosted by How To Manage The Email Storage Mess Jamie Gruener, Senior Analyst The Yankee Group jgruener@yankeegroup.com

2. Hosted by Agenda The Email Pain Bigger Problem: Document Management Rules The Dilemma: User Quotas vs. Data Retention Where To Start: Your Storage Management Strategy Classifying Application Quality of Service Document Retention Policies The compromise: Setting Quotas and Retention Technology Tips: Archiving, SRM, Consolidated Backup Cost Payback: Calculating ROI Final Recommendations

3. Hosted by The Email Mess Email storage is growing at 38%+ annually The average user sends and receives 40-60 emails a day Email is one the fastest growing segment of the digital content market Email is the fastest growing storage consumer from an application standpoint Oh, and YOU have to manage it…

4. Hosted by How Much will It Grow in Next Year? % of Respondents Source: Yankee Group/Sunbelt Survey of 250 Respondents

5. Hosted by Email Retention and User Quota Policies % Of Respondents Source: Yankee Group/Sunbelt Survey of 250 Respondents

6. Hosted by The Bigger Problem: Data Retention Policies If you are in business, you need a data retention strategy It’s not just verticals FDA, HIPAA, NASD, Freedom of Information Act… But how we ALL do business Sarbanes-Oxley Act: New rules for auditing of public companies

7. Hosted by So Are We Fixing the Problem? Source: SearchStorage

8. Hosted by So What’s The Problem? Email Quotas For Users Data Retention Strategies

9. Hosted by Achieving A Balance You must find ways to limit user email allowances But, you must also consider data retention policies through archiving There are problems with quotas: One size doesn’t fit all IT help desk costs can increase from call volumes Forcing a user to delete isn’t always the best move Some users will just move the data from the email account to their hard drive… (and onto backup disk/tapes…) Or, they will just print out all the documents and file them….

10. Hosted by Establish Application Quality of Service/Priorities Understand business to select the right tools Know the relationship between email and storage Establishing Data Quality of Service is important Availability, performance and measure of storage assets Key Question: How will email data be treated as part of a mgmt. strategy? Action here should focus on segmenting data into four categories Doing this will allow you to improve backup/restore policies, better disaster recovery, and utility storage planning

11. Hosted by Data Classifications Immediate Data Value Access High Low High Mission Critical Data Business Critical Data Operational Data Archival/ Reference Data Data Lifecycle

12. Hosted by Standardize Quality of Service Key elements to rate data categories against: Performance Scalability Availability Recoverability Security Mode of Management (are there specific management requirements for specific apps.)

13. Hosted by Set Some Email Guidelines/Steps 1.Determine areas of exposure We’ll talk more about data retention policies shortly 2.Coordinate plan with email consolidation 3.Establish email quotas that encourage archiving Give users an avenue to make decisions about deletion – with some policy guidance 4.Coordinate email archiving policies 5.ID an email policy for what’s business-related 6.Select the best technology tools to support approach

14. Hosted by Step 1: Determining Compliance Which regulations are important to you? SEC 17a-4 SEC 17a-3 NASD Conduct Rules 3010, 3110, 3070 NYSE Rules 732, 351 Sarbanes-Oxley (Any public company) NARA FOIA HIPAA Anti-Terrorism Bill FDA Disclaimer: I am not an attorney

15. Hosted by Determining Compliance Establish Data Retention Guidelines What emails are important? What “terms” should be tracked? What files or client materials must be retained? Draw a Corporate Team Together This isn’t just an IT issue Corporate management, human resources, business units should be represented Make It Enforceable and Defendable

16. Hosted by Consider How Email Consolidation Can be Incorporated Part of problem is disparate email systems means disparate storage Disparate means you have a harder time evaluating capacity Consider ways to consolidate email storage as part of process Data retention programs should be timed to launch with consolidation

17. Hosted by Why Have a Data Retention Plan? You need to create efficiencies in saving core documents – especially email Every electronic record should have its own lifecycle Manages email (and other data) in a systematic way Eliminates records that could increase increase legal exposure

18. Hosted by Key Questions To Address Here What will meet the compliance requirements? What defines a record we need to hang onto? Where should it be stored? How long should it be stored? Who is in charge of compliance, training, enforcement and the process?

19. Hosted by Set Up Email Quotas Consider Limits on the Following: Size of attachment Size of mailbox Provide Archiving Options to Power Users Users want to have some control over what’s deleted Give them a way out Add additional elements of policies Encourage user zipping Set up Intranet bulletin board

20. Hosted by The Attachment Issue Attachment strategies are crucial to quotas Give users an avenue to store and archive important files Avoid the hidden file scenario Detach, save on hard drive, fill up hard drive, send to backup server, fill up backup server…. Coordinate file policies with data retention ID which files need to be saved and which need to be deleted Don’t force users to arbitrarily delete files Use of Intranets will be crucial to reducing this problem

21. Hosted by Provide a Reasonable Lifecycle: Combining Quotas and Data Retention First stop: Captured email on High-performance array Second Stop: Moved to IDE Drives After 30 days Third Stop: Moved to Tape After 90 days Final Stop: Deleted After 7 Years EXAMPLE:

22. Hosted by The Backup and Archiving Process: Things To consider Database File system Volume mgr Mail server Live data Fast mirror resync Broken mirrors Log s Storage Check- Points Roll back Copy- on- write Secondary server Replication Incremental backup Full backup Logs Increm. backup Full backup + Synthetic full backup Vault Full backu p Backup Logs

23. Hosted by The Technology Matrix Email Storage Mgmt. Strategy Software Services Hardware Multi-layered Strategy: Backup Archiving Storage Resource Mgmt. HSM 3 rd Party Services: Backup Archiving Offsite Tape Integrated Platforms: Nearline Storage Digital Content Stores Tape Systems

24. Hosted by Technology Tips: Software Overriding Tip: Start with Evaluating What You Have… It makes no sense not to take advantage of existing deployments Backup: Take advantage of product extensions ID vendors that have integrated HSM modules Some tools already provide policy-based migration Archiving: A Must Have for Compliance This is one of the fastest growing market segments Many tools assist with vertical compliance issues Very strong indexing engines and compression SRM: Assists Capacity Quotas and Ownership

25. Hosted by Technology Tips: Software (Con’t) Special note on Storage Resource Mgmt. ID largest consumers of email and file volume Determine thresholds of compliance Create policies on migration of files A necessity today Provides longer-range view of capacity trends Allows the tie-in of chargeback (or awareness of how departments are using storage such as email)

26. Hosted by Selecting Archiving Software To Reinforce Data Retention Policy Software needs to reinforce data retention Tie into key terms to require archiving of data ID users where compliance issues will be larger issue Special issues to consider for file archiving Consider software packages that filters email based on terms and file sizes Some software provides migration capabilities for certain mailboxes Look for compliance focused tools – and research whether these tools meet your individual requirements

27. Hosted by Technology Tips: Integrated Platforms Consolidated backup appliances are the rage Select vendors based on software support and performance requirements Digital Content Storage Be clear on software indexing capabilities Performance can be a gotcha if you don’t watch out Tape Libraries What people have done for a long time Continues to work for the long haul Drawback: Making sure you can easily locate data on tape

28. Hosted by Technology Tip: 3 rd Party Services Archiving and Backup Services another option Pros Some professional expertise you may not have Is likely one of the easier approaches Cons Danger of SLA enforcement Accountability Expense can be greater, depending on situation…

29. Hosted by Determining ROI: Quotas Questions to Consider Annual Cost Estimate Cost With Quotas Savings Additional TB Without Quotas Tape Library Software Cost (backup, utilities) Floor Space Labor

30. Hosted by Determining ROI: Data Retention Here the costs are much more clear cut Similar to Disaster Recovery Planning What’s the cost of non-compliance? What’s the cost of not having the data available or a plan? 70% of ABA attorneys say electronic discovery procedures will increase But 80% of same attorneys say corporate clients have no established plans for electronic discovery What that costs you depends on the mood of the judge… Don’t risk it.

31. Hosted by Final Recommendations You must balance quotas and data retention policies You must balance the needs of efficiency with the needs of compliance This is NOT just an IT issue Email can be managed in a systematic way Develop a strategy that bridges requirements with broader IT initiatives (such as a storage strategic plan)