e-mail management “a gen-i perspective”
DESCRIPTION
E-mail management “A Gen-i Perspective”. Paul McTaggart - ECM Practice Manager. Points that we will cover today. Quick Infomercial Definitions – Language and meaning AIIM Industry Watch – Contextual issues Technology trends – Some considerations. Infomercial - Gen-i “Software Solutions”. - PowerPoint PPT PresentationTRANSCRIPT
E-mail management “A Gen-i Perspective”
Paul McTaggart - ECM Practice Manager
Gen-i2 :
Points that we will cover today
• Quick Infomercial
• Definitions – Language and meaning
• AIIM Industry Watch – Contextual issues
• Technology trends – Some considerations
Gen-i3 :
Infomercial - Gen-i “Software Solutions”
Enterprise Content Management
Implement systems to manage, process and deliver information
Maintenance& Support Enhance and support software
Development
Implement and customise software
IntegrationConnect people, organisations, communities with software
Business Intelligence
Implement systems to gather and analyse data to deliver actionable information to business
Testing Verify software meets specified requirements.
ApplicationLifecycleManagement
Products and services to improve and coordinate development activities
Gen-i4 :
Infomercial - Paul McTaggart
• 14 years with Gen-i
• 8 years in the information management field, covering
– Records and Document Management; Central and Local Government
– Web Content Management– Enterprise Search– Imaging and Workflow
• AIIM Professional Member
• AIIM ECMs & ECMp Certified
www.aiim.org
Gen-i5 :
Infomercial - AIIM – Who and what ?
• AIIM is an international Authority (ECM)
• Vendor neutral focus
• Education, Training and industry advocacy
Competitive Advantage
Customer Service
Quality Management
Regulatory & legal
Compliance
Reduce Costs
Risk Management
Enterprise Resource Planning
Business Processes
Customer Relationship Management
Enterprise Content Management Architecture
ECM Management FrameworkPlanning, Policies, Procedures, Standards, Guidelines, Methodologies, Change Management, Project Management
Infrastructure Security and Storage Architecture
Document Management
Records Management
Search ImagingWeb Content Management
Classification and Metadata Architecture
WorkflowBusiness Process
Management
E-mail Management
eBusinesSupply Chain Management
Asset Management
Contract Management
Enterprise Specific
Enterprise Specific
Key ECM Components
Key BusinessDrivers
StrategicBusiness
Applications
Record Keeping Requirements
Records Management
ImagingWeb ContentManagement
Collaboration
Classificationand Search
DocumentManagement
Print and Distribution
ProcessManagement
Archival and Storage
Management
Digital Asset Management
E-mail Management
Forms Management
Gen-i6 :
Definitions - What is a record ?
Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business (ISO 15489)
But is this the definition that everyone understands?
Gen-i7 :
Definitions - What about E-mail
• E-mail is NOT information
• E-mail is NOT a ‘Content Type’
• E-mail is NOT a record
• E-mail contains Content - Yes
• E-mail is a ‘transport mechanism’
• E-mail content can be managed as a record
Gen-i8 :
Definitions - Getting from the Content to the Record
• Content + Context = Information
• Information + Controls = Record
• Context– The what and where and who
• Controls– Containment / Classification– Relationships to other items– Access control, Audit– Retention and Disposal
Gen-i9 :
Definitions - So What?
So if it’s not providing context and control facilities then it is not part of the
records keeping framework
Gen-i10 :
AIIM Industry Watch – Aug / Sep 2006 e-mail management survey
• Aug – Sept 2006
• 1043 Participants
• > 50% were Records, Document or CIO Exec roles
US 70%
Canada 10%
UK 6%
Other 14%
Gen-i11 :
AIIM Industry Watch – Aug / Sep 2006 e-mail management survey
50%
18%
9%
9%
Decision makers in deploying “e-mail
management” solutions
Gen-i12 :
AIIM Industry Watch – Aug / Sep 2006 e-mail management survey
Records
55%
50%18%
9%
9%
Gen-i13 :
AIIM Industry Watch - Summary
• 99.9% of organisation use e-mail
• 83% have an e-mail policy, but surface only
• Only 45% have guidelines for retention, partial control
• E-mail decisions are primarily IT driven 50%
• E-mail ‘archiving’ = e-mail management
Gen-i14 :
Summary so far
If you are not clear on your language and its meaning.
And your path forward is not one paved by clear planning, policy and
communication.
Then you will be at the mercy of technology in the driver seat
Gen-i15 :
Technology Trends
• E-mail archiving evolved due to technology limitations in e-mail platforms (storage)
• Litigation & discovery issues
• E-mail platforms and archiving trends are encouraging
Gen-i16 :
Technology Trends - Symantec
• Strong success in the archiving arena
• Proactively engaging into more contextual and control support
• Have a view wider than just “e-mail”
• Have and are actively working with Document and Records Management vendors
Gen-i17 :
Discovery & Analytics
ArchivingFiltering &
ClassificationThreat
ManagementResource
Management
Keep System Up, Costs Down
Keep Bad Things Out
Keep ImportantThings In
Keep Things As Long As Needed
Keep Things And Find Them Again
Technology Trends - Symantec
Gen-i18 :
Enterprise Vault
Don’t archive spam
Don’t archive spam
E-mails to outside
E-mails to outside
E-mails from legal
E-mails from legal
Tag: ‘External’
Retain 3 years
Tag: ‘External’
Retain 3 years
Tag: ‘Legal’
Retain 7 years
Tag: ‘Legal’
Retain 7 years
XX
Metadata-Driven Rules: Built-in custom filters (XML)E.g., date, time, subject, size, from, to, cc, bcc, …
Content-Driven Rules: Via partner plug-in (Orchestria, MessageGate)E.g., message, attachment, content analysis, machine learning, …
OR
Technology Trends - Symantec
Gen-i19 :
Technology Trends - Symantec
Storage OptimizationConsolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage
Storage Admin
Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas
Mailbox ManagementEmailAdmin
Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems
Information ManagementRecords Manager
Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision
eDiscovery / ComplianceGeneral Counsel/
Compliance Officer
Gen-i20 :
Technology Trends - Microsoft
• Largest e-mail transport footprint
• Latest release Exchange 2007 (EX2007)
• Latest release starts to address context and control requirements
Gen-i21 :
Technology Trends - Microsoft
Managed Mail Folders
• Ability to Create folders, based on policy, with event triggers
• Ability to publish these folders to user and groups
• Ability to have the mail items sent to other systems
• Retention on the folder is defined by Administrators
• Events can flow mail to SharePoint or other RM system
Gen-i22 :April 21, 2023 | Page 22
Messaging Records ManagementAdministrative Attributes
• Managed Folders display in the user’s mailbox
• Provide a place to store critical content longer-term
• Cannot be deleted
• Can have user-created sub-folders
• Grouped together by Mailbox Policies
• Policies can be deployed based on different characteristics
• Folder quotas can limit individual folder size
Technology Trends - Microsoft
Gen-i23 :23
VariousManagedE-MailFolders
PropertiesOf CurrentFolder
Technology Trends - Microsoft
Gen-i24 :
Summary of all things …
• There is an ongoing issue
• There is a need for common language
• It 80% people and process and 20% technology
• IT & IM must work together
• There are emerging technologies that are starting to help
Gen-i25 :
The end of the beginning !
