or survey report - archiving, migration and …©osterman research, inc. 13 archiving, migration and...

sponsored byOsterman Research, Inc.

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An Osterman Research Survey Report

sponsored by

Archiving, Migration and Compliance in Microsoft® Office 365TM

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© Osterman Research, Inc. 1


BACKGROUND ON THE SURVEYS Osterman Research has conducted three in-depth surveys in 2015 on issues related to Microsoft Office 365. This document summarizes the results of that research, which also has been used to produce three white papers on various Office 365-related issues:

• The Need for Third Party Archiving in Office 365 Published in March 2015

• Best Practices for Migrating to Office 365 Published in April 2015

• The Role of Third-Party Tools for Office 365 Compliance Published in June 2015

SURVEY BACKGROUND All of the surveys were conducted with members of the Osterman Research survey panel during February, March and June 2015. Each survey was conducted with between 128 and 186 IT decision makers and/or influencers in primarily mid-sized and large organizations via online surveys.

The surveys were conducted as part of white paper development programs sponsored by the organizations indicated on the cover page of this document.

CURRENT INFRASTRUCTURE AND PLANS FOR OFFICE 365

Figure 1 Current Distribution of Email Users by Platform 2015 and 2017

Source: Osterman Research, Inc.



Figure 2 Drivers for the Use of Office 365 % Responding Important or Extremely Important


Figure 3 Planned Capabilities for Office 365 2015 and 2016




Figure 4 Plans for Hybrid Deployments of On-Premises Email and Exchange Online Among organizations that are at less than 100% deployment of Exchange Online


Figure 5 Access Methods Enabled for Office 365




Figure 6 Endpoints in Use 2015 and 2017


Figure 7 Capabilities Employed in Office 365 2015 and 2016




Figure 8 Views on the Need for Supplemental Capabilities in Office 365


Figure 9 Solutions That Have Been or Would Be Implemented to Support Ongoing Use of Office 365




Figure 10 How Office 365 Was/Would Be Acquired


MIGRATION TO THE CLOUD AND OFFICE 365

Figure 11 Plans for Migrating to Office 365




Figure 12 Reasons That Organizations Have Not Implemented Office 365


Figure 13 Importance of Reasons for Considering Moving Email to the Cloud % Responding Important or Very Important

Reason % To reduce the workload for IT staff 40% To add new features and functions 40% To free up IT staff for other projects/initiatives 38% To improve email reliability 36% To reduce email costs 35% Email was moved (or would be moved) to the cloud as part of a desire for a broader productivity solution in the cloud and alone was not (or would be) the driving factor

33%

To ease the migration to a new email system 27%


Figure 14 Plans for Delivering Various Communications and Collaboration Capabilities

Capabilities All On-

Premises All Cloud-

Based Hybrid Desktop productivity applications 43% 14% 43% Web security 42% 14% 44% Email 40% 37% 24% Archiving 38% 28% 34% SharePoint or a similar solution 35% 31% 34% Email security 30% 31% 39%




Figure 15 Concerns About Migrating to Office 365 or Other Cloud Services % Responding Concerned or Extremely Concerned


Figure 16 Solutions That Have Been or Would Be Used to Support Migration to Office 365




Figure 17 Content That Was/Would be Ingested/Migrated Into Office 365


Figure 18 Capabilities For Which a Consultant or Vendor’s Professional Services Organization Was or Would Be Used




ARCHIVING ISSUES

Figure 19 Deployment of Archiving in On-Premises and Cloud-Based Email Systems


Figure 20 Percentage of Email Archived 2015 and 2016




Figure 21 Percentage of Data by Retention Period to Which it is Subject


Figure 22 Interest in Various Email Archiving Capabilties




Figure 23 Importance of Various Capabilities in an Email Archiving Solution % Responding Important or Very Important

Reason % Support for tagging content, e.g., when going through an eDiscovery search on email and/or SharePoint content (by tagging, we mean identifying emails, files, etc. with keywords)

50%

Support for multiple roles during the review process 35% Support for multiple roles during the search process 35%


Figure 24 Importance of Various Content Management Capabilties % Responding Important or Very Important

Reason % Single Sign-On capabilities for all cloud services 57% Integrating content between Office 365 and on-premises systems 57% Integrated, end-to-end email encryption 54% The ability to encrypt information while it is at rest in an email archive 53% The ability to perform eDiscovery searches on content stored in email 53% The ability to create, edit and manage documents online 50% A cloud email provider offering SLAs for spam and malware filtering 48% Having multiple malware scanners for filtering incoming email 47% The ability to retain an immutable copy of all information for a set period of time 46% Integrated DLP for scanning the email channel 46% The ability of a cloud email provider to offer multi-vendor threat protection 45% The ability to completely shift the eDiscovery process to your legal team instead of having IT still involved 42% The ability to perform eDiscovery on content stored in SharePoint 41% Third-party backup and archiving capabilities for Office 365 30% Content classification and reorganization capabilities 29% Graymail filtering capabilities (by “graymail”, we mean content like newsletters or mailing list content users might have signed up for, but that can be mistaken for spam) 27% Third-party backup and archiving capabilities for SharePoint 22%


Figure 25 Concern About Content Security in the Cloud % Responding Concerned or Very Concerned

Reason % The security of your documents that are (or would be) stored in a cloud provider’s data center

68%

The security of your email content that is (or would be) stored in a cloud provider’s data center

63%




Figure 26 Criticality of Various Data Types

Data Type High Medium Low Exchange Online 87% 8% 5% OneDrive for Business 61% 26% 13% SharePoint Online 57% 33% 10% Office Web Apps 44% 46% 10% Other 26% 42% 32% Lync Online 21% 39% 39% Office 365 Video Portal 20% 29% 51% Delve 14% 18% 68% Yammer 7% 32% 61%


Figure 27 Archiving Plans for Organizations That Would Migrate to Office 365




Figure 28 “Overall, how well do you think the archiving capabilities in Office 365 will meet your organization’s current requirements for archiving and your requirements in two years?”


Figure 29 IT Decision Makers’ Views on the Use of Third Party Archiving Solutions for Office 365 Content




COMPLIANCE ISSUES

Figure 30 Importance of Various Compliance-Related Concerns % Responding Concerned or Extremely Concerned


Figure 31 “Has your organization budgeted for third party compliance tools for Office 365?”




Figure 32 Impacts of Various Compliance Obligations % Responding an Important or Critical Consideration


Figure 33 Importance of Compliance-Related Capabilities Built Into Office 365 % Responding Important or Extremely Important




Figure 34 “How knowledgeable are you about the compliance capabilities built into Exchange Online and Other Elements of Office 365?”


Figure 35 “How well do you think the compliance capabilities built into Exchange Online and other elements of Office 365 will satisfy your compliance requirements?”




Figure 36 “Would 90 days of log retention be sufficient for Office 365 Audit logs?”


Figure 37 “Are you satisfied with the current level of Audit and Access reports provided by Microsoft for SharePoint and OneDrive for Business?”




VIEWS ON MICROSOFT MANAGING EMAIL

Figure 38 Views on Having Microsoft Manage the Email Infrastructure


PLANS FOR MANAGING EMAIL

Figure 39 Plans for Managing Email Over the Next Several Years




INTEGRATION PLANS FOR OFFICE 365

Figure 40 Cloud Repositories That Would be Integrated With Office 365


MOBILE ISSUES

Figure 41 Percentage of Employees Enabled for Mobile Email 2015 and 2017




Figure 42 “Have you experienced data loss, malware infiltration, etc. through mobile devices during the past 24 months?”


Figure 43 Anticipated Changes in Mobile Data Loss, Malware Infiltration, etc. Under Office 365




Figure 44 Practices and Processes for Ensuring Compliance on Mobile Devices


© Osterman Research, Inc. All rights reserved.

No part of this document may be reproduced in any form by any means, nor may it be distributed without the permission of Osterman Research, Inc., nor may it be resold or distributed by any entity other than Osterman Research, Inc., without prior written authorization of Osterman Research, Inc.

Osterman Research, Inc. does not provide legal advice. Nothing in this document constitutes legal advice, nor shall this document or any software product or other offering referenced herein serve as a substitute for the reader’s compliance with any laws (including but not limited to any act, statute, regulation, rule, directive, administrative order, executive order, etc. (collectively, “Laws”)) referenced in this document. If necessary, the reader should consult with competent legal counsel regarding any Laws referenced herein. Osterman Research, Inc. makes no representation or warranty regarding the completeness or accuracy of the information contained in this document.

THIS DOCUMENT IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND. ALL EXPRESS OR IMPLIED REPRESENTATIONS, CONDITIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE DETERMINED TO BE ILLEGAL.

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