Slide 1

E-Mail Archiving

January 26, 2011

Mindy HynesBrendan ONeillInformation SystemsInformation Systems1AppendixObjectivesReduce FootprintOff site tapes39,000 tapes at Iron mountainLive e-mailLargest complaint is users are in e-mail jailDesire to keep some things a long time (more than 10 years)Causes wild to growUnmanaged e-mail (Wild)64 mail platforms in addition to ExchangeThousands of PSTs (22,000 users totaling 16TB)

Meet E-Discovery Obligations Tools facilitate repeatable/defensible processes enabling elimination of tapes over time2Information Systems2AppendixIssues with Reducing Off Site tapesWe cannot dispose of tapes if it has relevant information to open casesGranularity of tape not at a per person levelLegal hold process varied

3Information SystemsResolution to Reducing Off Site tapesImprove legal hold processImplemented Clearwell Legal Hold Notification toolBurden placed on users, not IT, to retain data (ESI & hard copy)Evaluate in-house collection tool to preserve the data and take out of the users hands (OGC/InfoSec investigating)OGC case reviewDestroy e-mail tapes prior to 2001 (with the limited exception of a small number of tapes for one case for 1997-2000)Stop creating new off-site tapes for e-mail as early as Q1, 2012

4Information SystemsIssues with controlling Live e-mailUsers want to store more e-mail than their quota allowsIT doesnt auto purge any data from the users mailboxUsers file active e-mail and historical together5Information SystemsResolution to controlling Live e-mailIntroduce e-mail archive systemLess stringent requirements on performance (less expensive)Larger quota (10GB)Retention (TBD from origination date)Separate active e-mail from historical e-mailAutomatically move mail older than 1 year to archiveAutomatically move attachments larger than 5mb to archiveSet up automatic purging of deleted items (2 weeks)Utilize Accellion or similar technology for large attachments

6Information SystemsIssues with Unmanaged E-mailRisk and ExposureDifficult to support (back up, restore, corruption)Added cost

7Information SystemsResolution to Unmanaged E-mailCentralize all e-mailIngest existing PSTs and discontinue use of PSTsConsolidate8Information SystemsArchiving Strategic fitCentralizes all e-mailPrepares us for e-mail in the cloudReduces riskOptimizes storage costIncreases efficiency for users and supports mobilityProvides Data Life Cycle management and controls

9Information SystemsAreas for ROIReduces Exchange storage (Lean and Mean)Reduces back up and recovery timesMoves e-mail off of Home servers (16TB)Reduces TSM BackupsElimination of PSTsSupport issuesCost savings around the 64 external mail platformsData reduction (Single instance storage)Prepares us for the cloudCentralizes mailReduces mail

10Information SystemsGartner Magic Quadrant11

Information SystemsVendors/ProductsHP/Autonomy Consolidated ArchiveMicrosoft Retention Tags and ArchiveSymantec Enterprise Vault

*Mergers and AcquisitionsSymantec purchased Clearwell (Summer 2011)HP/Autonomy merger closed on 10/3/2011(Autonomy purchased Iron Mountain Digital, Spring 2011)

Others reviewedIBM, EMC, Iron Mountain (Nearpoint and Mimosa), HP

12Information SystemsRecommendationsImplement Clearwell Legal Hold (Done Aug 2011, $120k)Continue independent RFP for collection toolPurge e-mail tapes prior to CY2001 and review annuallyDiscontinue monthly snapshots of e-mail on tapeReduce deleted e-mail recovery to only 21 daysImplement Symantec Archiving solution (start w/email)Consolidate all e-mail systems into Central IT & archiveImpose 10GB limit /retention policy (TBD)

13Information Systems13AppendixArchive product selectionTeam is recommending Symantec archiving solutionBroadest MAC and All PHS Computers types supportedConfidence with vendor and implementation partner (Blue Source)Solid RFP responseExtensible beyond email (SharePoint, Shared Files)Greatest opportunity to minimize user impact

14Information SystemsMAC Support MS has no plans to support MAC nativelyBlue Source Very experienced. Well be able to lean on the vendors experience. Why recreate the wheel?Extensible beyond email Important given roadmap of e-mail in the cloudFlexible Key to success of archiving is to not impact / change the users workflow14Appendix

Sample Screen shot15

Handhelds with days of e-mailExchange Inbox with months of e-mail (lean and mean)Separate archive with Years of e-mail

Information SystemsScreen Shot Sample - Before16

Information SystemsScreen Shot Sample - After17

Information Systems Next StepsObtain $50K for Proof of concept (3 months/100 Users)Buy In Communication (e.g. Retention period)Contract NegotiationDesign and Analysis (10 Days)27 Weeks full deployment

18Information SystemsAppendix19Information SystemsProject ScopeHardware (Servers and Storage)SoftwareHigh Availability and Disaster RecoveryOn going maintenanceProject management for implementationProfessional Services for ImplementationTrainingNew FTE EstimatesProject plan/Time lineMigration processSample MigrationFull Migration (priced separately)

20Information SystemsStorage RequirementsResourceTotal UsersMail TotalTotal w/ PSTsPSTs on H:104,00016 TB22,000Exchange100,0006 TBNon-Exchange15,00016 TBTotal38 TB21Information SystemsMail Storage Inventory* (Exchange and Home drives)Mail totalFrequencyCumulative %64M5025458.92%128M3095395.22%256M201197.58%512M120598.99%1G37299.43%1.5G13899.59%2G10199.71%2.5G5199.77%3G3499.81%3.5G3799.85%4G2099.87%4.5G1999.89%5G1499.91%7.5G4299.96%10G1999.98%15G999.99%20G599.999%25G1100.00%22Information SystemsService Center Tickets - 2011Jan 76Feb 61March 109April 78May 91June 128July 100August 152Sept 136Oct 114Nov 133

23Information SystemsMatrix ComparisonProduct/SoftwareEnterprise VaultAutonomyMicrosoft Exchange 2010 ArchiveWebsitehttp://www.symantec.com/http://www.autonomy.comhttp://www.microsoft.comVendor NameSymantecHPMicrosoftVendor LocationUSAUSAUSAEmail Clients SupportedOutlook 2003Yes (advanced search via plug-in)?No (web only)Outlook 2007Yes (advanced search via plug-in)?Yes (no advance rules)Outlook 2010Yes (advanced search via plug-in)YesYesEntourage 2008 (EWS)Yes (advanced search via plug-in)No (web only or imap)No (web only)Outlok 2011 MacYes (advanced search via plug-in)No (web only or imap)No (web only)Apple Mail (EWS)Yes (Shortcut and Banner) (Links Only)No (web only or imap)No (web only)IMAP ClientsYes (Shortcut and Banner) (Links Only)No (web only or imap)N/AOS SupportedWindows XPYesWindows VistaYesWindows 7YesMac OS X 10.5NoMac OS X 10.5YesMac OS X 10.6YesMac OS X 10.7PendingMobile Devices SupportedBlackberryYes (Shortcut and Banner) (Links Only)No (web only or imap)No (web only)iPhoneYes (Shortcut and Banner) (Links Only)No (web only or imap)No (web only)Window MobileYes (Shortcut and Banner) (Links Only)No (web only or imap)No (web only)Web Browsers SupportedSafari Yes version 3.2.1 & 4, pending v5.xNoYes (via OWA)FirefoxYesYesYes (via OWA)IEYes, version 7 and 8YesYes (via OWA)Chrome??Yes (via OWA)24Information SystemsMatrix Comparison - Cont25Servers RequirementsEnterprise VaultAutonomyMicrosoft Exchange 2010 ArchiveWindows 2008Yes (R2 64 -Bit)YesNo extra Servers requiredLinuxNoNoNoVirtual Machines SupportedYesYesYesHardware Requirements8 Cores, 16 GB RAM or greater per EV sever. One EV server per Mailbox server. Likely need dedicated Index servers with 8 Cores, 16 or > GB RAM .?Use existing serversMS SQL Requirements One MS SQL Server per 4 or 8 EV Servers (8GB RAM).?No SQL Server requiredNumber of Total Servers or VM RequiredDatabase Required & VersionYes MS SQL 2008Yes MS SQL 2008NoInstallation of Agent software required on Exchange Mailbox ServersNo?NoStorage Solutions SupportedNAS & Usable SizeYes for File storageNoSAN/DAS & Usable SizeYes for IndexingYesYesInformation SystemsMatrix Comparison - ContFeaturesEnterprise VaultAutonomyMicrosoft Exchange 2010 ArchiveSIS (Single Instance Storage)YesYesNoWorks with current Exchange 2010 DR DesignYes (if we are using DAG EV will not need to change)?YesEasy of use for end users (1-5) 5 is bestView Archived Emails in the email clientYesNoYes (you need Outlook 2007 or greaterThird Party Integration or API for supporting E-Discovery platformsYes??Solutions provides a platform for archiving other data other than Exchange?YesYesNoWhen does ingest occur? Every Night after backupsAD IntegrationYesYesYesHosted (Cloud) Solution AvailableYesYesYesIndexing DesignIndex file per userIndex file per user & includes filesUses exisiting index in ExchangeCan ingest PST's?YesYesNo (coming)Can import data from External Email Servers?YesYesNo (3rd Party)Anti-virus SupportYes but they recommend scaning before it enters the Archive( Desktop, Server)Offline Cache mode Yes (Windows Outlook only)ImplementationWeeks to Implement SolutionProfessional Service Required for ImplementationYesYes?VendorIs the vendor flexible to our requiremetns?Does their solution meet our requirements?Complexity of the solution (1-5) 5 Very ComplexCostOne Time 800,4142,041,6001,529,882Annual183,865367,488755,963Installation/Implementation614,000 (556,000 + 58,000)TBDTBDServer Hardware250,000TBDTBDStorage186,000TBDTBDFTE22noneHours or Cost requiremented by PHS IS Staff26Information SystemsRetention Committee27Sandy Abboud, NWH, Clinical InformaticsNancy Frost, PHS, Compliance and Business IntegrityJohn Grieco, PHS, ISMike Healey, M.D., BWH, Physicians OrganizationsKathryn Koepnick, PHS, Human ResourcesJoanne Crowley Smith, PHS, Human ResourcesRalph McHatton, NSMC, SH, PharmacyJennifer Rockwell, PHS, FinanceKevin Schlicke, PHS, FinanceDavid Ting, M.D., MGH, MGPOScott Weiss, M.D., BWH, ResearchPaul Cushing, PHS, OGCJennings Aske, PHS, IS

Information Systems