1. Novell ® BrainShare ® A Hands-on Approach to Implementing an Effective E-mail Retention Solution with Novell GroupWise and GWArchive Greg Smith, Director of Prof Services Messaging Architects Gregg Hinchman, Consultant Hinchman Consulting Michael D. Osterman, President Osterman Research

2. © Novell Inc, Confidential & Proprietary 2 Overview This seminar is designed as a continuation to SP276 and illustrates the implementation of Messaging Architects’ GWArchive 3.0 to effectively meet an organization’s GroupWise Email Retention policies

3. © Novell Inc, Confidential & Proprietary 3 Speakers Gregg A. Hinchman – gregg@hinchmanconsulting.com  Hinchman Consulting, Consultant  10+ years of GroupWise Experience  9+ years of GroupWise Upgrading Experience  4 years of GroupWise Clustering Experience  Co-Author:  “Success with Clustering GroupWise”  “Success with GroupWise Document Management”  GroupWise Advisor Magazine Articles  Cool Solutions “Consultant’s Corner” articles

4. © Novell Inc, Confidential & Proprietary 4 Speakers Michael D. Osterman - michael@ostermanresearch.com  Founder & President of Osterman Research  20 years’ experience in research analysis  Numerous reports on Messaging issues  Speaker, Author & Columnist Numerous articles for a variety of trade publications Online column on messaging Network World Fusion Network World Fusion ISIPP "Spam and the Law" conference, INBOX and the Email Technology Conference

5. © Novell Inc, Confidential & Proprietary 5 Speakers Greg Smith - greg.smith@messagingarchitects.com  Director of Professional Services  CNI, MCNE  9+ Years GroupWise/Novell Experience  Consulting, Engineering & Project Management  12,000 User Migration in 3 months (City of Toronto)  Author / Speaker BrainShare Advisor Media Cool Solutions

6. © Novell Inc, Confidential & Proprietary 6 Topics Our Policies Overview of GWArchive Planning for a Solution » Architecting a design » Preparing our GroupWise System » Managing our policies with GWArchive

7. © Novell Inc, Confidential & Proprietary 7 Our Organization County Government 1400 Employees 1100 Office / 300 Remote 3 Offices (T1 between 2, 256K FR to other) 4 Post Offices » PO1 300U/180GB » PO2 350U/260GB » PO3 250U/160GB » PO4 100U/120GB Personal Archives across 3 servers (89GB)

8. © Novell Inc, Confidential & Proprietary 8 Our Policies Email Usage Policy All email is subject to inspection Email is to be considered unsecured Email to be considered non-guaranteed delivery Limited personal use is acceptable No distribution of jokes / multimedia files No email of sexual or harassing nature Not used for distribution of documents > 5MB Executable Attachments are not permitted (e.g..exe) Support for Windows & Web Based Access Failure to comply could be grounds for dismissal

9. © Novell Inc, Confidential & Proprietary 9 Our Policies Email Retention Policy All email to be retained for a minimum of 7 years Email of a nature that requires > 7 years to be printed and sent to Records Management Users to have access to 180 days of online email Users to have direct access to up to 24 months of archived email Users to have access to email over 24 months through separate processes

10. © Novell Inc, Confidential & Proprietary 10 Our Policies Email Deletion Policy All email older than 7 years will be deleted from the archive system All backup tapes containing email older than 7 years will be destroyed Email marked for deletion will be reviewed by records management prior to deletion Data will automatically destroyed 30 days after expiry date unless it is tagged for retention by records management

11. © Novell Inc, Confidential & Proprietary 11 Our Policies Email Archiving Policy Organization will capture business email correspondence older than 5 days except when user is under investigation Users will be provided with personal folder structure which will not be archived, but will be audited The standard 180-day retention will apply for personal items Native GroupWise Archiving will be disabled Users will access archived messages through the GroupWise WebAccess client Email for terminated employees will be moved to offline optical archives

12. © Novell Inc, Confidential & Proprietary 12 GWArchive Overview

13. © Novell Inc, Confidential & Proprietary 13 GWArchive Overview GWArchive Server Windows 2000/2003 Server @ GroupWise Client Archiving / Exporting / Indexing / ILM Functions Capacity 300-2000 users Web Viewer Provider Service Windows 2000/2003 Server Linux SUSE 7/8 Proxy between WebAccess Java applet & XML Data Solution Components

14. © Novell Inc, Confidential & Proprietary 14 Planning Our Architecture Infrastructure Considerations 256KB link to remote site of 100 Users (150MB/day) Current link loading of 75% (9-5) Total Storage Requirements Current email storage requirements: 1.8TB System growth in 12 months: 600GB Current archive storage requirements: 130GB Total storage requirements in 12 months: 2.5TB Total Index storage requirements: ~ 600GB

15. © Novell Inc, Confidential & Proprietary 15 Planning Our Architecture Access Requirements Average user access 4-5 times / week 0-24 months Average user access 5 times / year 24-84 months HR Auditory Access 1-2 / month (single account) Legal Access 2-3 / Year (Global Discovery) Public Access Requests 6-10 / Month (Selective)

16. © Novell Inc, Confidential & Proprietary 16 Planning Our Architecture Architecture: Centralized Storage: Multi-Tiered Storage  Existing NetWare SAN (Indexes)  2 x 4TB Replicated NAS Devices for Data Integrity Access: Increase WebAccess from 1 to 3 servers

17. © Novell Inc, Confidential & Proprietary 17 Planning Our Architecture GWArchive Servers 1 Archival & Index Server 1 Grooming, Export & Record Deletion Server 1 Remote Server for Local Archiving Dual Pentium 2GB RAM WebAccess Provider Server (Linux) 1 Provider Server Single Pentium 2GB RAM

18. © Novell Inc, Confidential & Proprietary 18 GWArchive Architecture

19. © Novell Inc, Confidential & Proprietary 19 Preparing GroupWise  GroupWise Audit & Health Check Evaluate GroupWise Architecture Analyze Communications Validate Agents & System Loading Analyze and Validate Databases  Fix GroupWise Issues  GroupWise Preparation Cleanup Smart Purge / Retention Settings GroupWise Issues will prevent messages from being archived GroupWise Issues will prevent messages from being archived

20. © Novell Inc, Confidential & Proprietary 20 Preparing GroupWise GroupWise Issues will prevent messages from being archived GroupWise Issues will prevent messages from being archived  GroupWise Audit & Health Check Evaluate GroupWise Architecture Analyze Communications Validate Agents & System Loading Analyze and Validate Databases  Fix GroupWise Issues  GroupWise Preparation Cleanup Smart Purge / Retention Settings

21. © Novell Inc, Confidential & Proprietary 21 Deploying GWArchive Pilot Project Gather Metrics and Message Volumes Analyze Archiving Performance Analyze Impact of Archiving Gauge User Response Product Training

22. © Novell Inc, Confidential & Proprietary 22 Deploying GWArchive Project Plan Schedule Tasks & Impacts Assign Resources Track Deployment Keep Deployment Costs Down

23. © Novell Inc, Confidential & Proprietary 23 Deploying GWArchive Software Installation Create eDirectory (Optional) Extend eDirectory Setup & Configure Servers Setup & Configure Storage Devices Install GWArchive Server Software Install GWArchive Web Viewer Components

24. © Novell Inc, Confidential & Proprietary 24 Deploying GWArchive Initial Deployment Installing Deployment Tool Importing Existing Archives (Brute Force) Importing Existing Mail (Brute Force) Applying GroupWise Retention (Reduce/Expire)

25. © Novell Inc, Confidential & Proprietary 25 Deploying GWArchive Configuring GWArchive Configuring Archiving Policies Configuring Grooming Policies Configuring Deletion Policies

26. © Novell Inc, Confidential & Proprietary 26 Deploying GWArchive A Hands-On Approach A Hands-On Approach

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