Hosted by How To Manage The Email Storage

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

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

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

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

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

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

Hosted by So Are We Fixing the Problem? Source: Search. Storage

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

Hosted by Achieving A Balance l You must find ways to limit user email allowances l But, you must also consider data retention policies through archiving l 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….

Hosted by Establish Application Quality of Service/Priorities l Understand business to select the right tools • Know the relationship between email and storage l Establishing Data Quality of Service is important • Availability, performance and measure of storage assets l Key Question: How will email data be treated as part of a mgmt. strategy? l 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

Hosted by Access Data Classifications High Mission Critical Data Business Critical Data Operational Data Archival/ Reference Data Low le c y c e if L ta a D High Immediate Data Value

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

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

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

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

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

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

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

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

Hosted by The Attachment Issue l Attachment strategies are crucial to quotas • Give users an avenue to store and archive important files l Avoid the hidden file scenario • Detach, save on hard drive, fill up hard drive, send to backup server, fill up backup server…. l 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 l Use of Intranets will be crucial to reducing this problem

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

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

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

Hosted by Technology Tips: Software l Overriding Tip: Start with Evaluating What You Have… • It makes no sense not to take advantage of existing deployments l Backup: Take advantage of product extensions • ID vendors that have integrated HSM modules • Some tools already provide policy-based migration l 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 l SRM: Assists Capacity Quotas and Ownership

Hosted by Technology Tips: Software (Con’t) l Special note on Storage Resource Mgmt. • ID largest consumers of email and file volume • Determine thresholds of compliance • Create policies on migration of files l 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)

Hosted by Selecting Archiving Software To Reinforce Data Retention Policy l Software needs to reinforce data retention • Tie into key terms to require archiving of data • ID users where compliance issues will be larger issue l 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

Hosted by Technology Tips: Integrated Platforms l Consolidated backup appliances are the rage • Select vendors based on software support and performance requirements l Digital Content Storage • Be clear on software indexing capabilities • Performance can be a gotcha if you don’t watch out l 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

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

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

Hosted by Determining ROI: Data Retention l Here the costs are much more clear cut • Similar to Disaster Recovery Planning l What’s the cost of non-compliance? l 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 l What that costs you depends on the mood of the judge… Don’t risk it.

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