Regulations. MAPI Council Survey March By: Bret Kelly Council Director

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1 Regulations MAPI Council Survey March 2014 By: Bret Kelly Council Director Julia Edmonds Economic Research Analyst Manufacturers Alliance for Productivity and Innovation 1600 Wilson Blvd, Ste 1100, Arlington, VA T mapi.net

2 Regulations MAPI Council Survey March 2014 By: Bret Kelly, Council Director Julia Edmonds, Economic Research Analyst MAPI SURVEY TAKEAWAYS At the request of a member, MAPI sent a survey to the Information Systems Council regarding company regulations. Here are some of the key survey highlights: The majority of responding members (38 percent) did not have an auto-delete function within personal folders was generally not managed by any retention rules The average maximum size limit allowed to be sent via was 19.8 MB The maximum quota limit on mail files averaged to be 4.8 GB Just over half of respondents reported when the quota limit is reached, sending of is prevented until the user is once again under the quota 67 percent of respondents said, yes, archiving is allowed Of those who archive s, the average retention policy is 3 years. Responding companies kept an average of 15.4 iterations of daily backups and 20.2 iterations of full system backups. Exactly half of responding companies reported allowing users to create local archives (PSTs) The results of the survey on Regulations, based on 24 responses, are summarized below. AUTO-DELETION How long are messages allowed to be retained within user's inbox and sent items before being moved into trash folder (auto-deleted)? (24 responses) Less than 1 month 0% 1 month or greater but less than 2 months 4% 2 months or greater but less than 6 months 25% 6 months or greater but less than 1 year 13% 1 year or greater 21% We don't have an auto-delete function 38% Response Percentage 1600 Wilson Blvd, Ste 1100, Arlington, VA mapi.net MAPI Council Survey 1

3 PERSONAL FOLDER RETENTION Is within personal folders managed by any retention rules? (24 responses) 38% 62% If yes what are the rules? After 1 year they are moved into an archiving system for an additional 6 years and deleted from the primary mail system. After 6 years in the archiving system they are deleted from there as well all governed by policy. 5 years Unilateral policy- any older than 6 months is deleted from user's account All is deleted after 180 days. Backup to archive after 30 days. We have aging associated with personal folders and users can create subfolders to inherit the aging properties. These are in alignment with our retention policies and we use KVS Vault (Symantec) to manage the archiving and deletions. These take the place of PST files, although we do not specifically prevent someone from archiving their to PST files (see #10 below). We keep all personal s in primary folders for 6 months and then they move to archive folders, which mirror the personal folders for another 18 months. Archive after 1 year (default) / Shorter time intervals are users selectable PST's or messages allowed All is archived off of the active server after 180 days for 7 years MAXIMUM MESSAGE SENDS What is the maximum message size limit allowed to be sent internally and externally? (23 responses) 2MB 10MB (5 responses) 12MB (2 responses) 15MB (2 responses) 16MB 20MB (2 responses) 25MB (3 responses) 50MB 64MB limit (4 responses) Internal no limit; External 25MB Average: Median: Min: Max: 19.8 MB 15 MB 2 MB 64 MB 1600 Wilson Blvd, Ste 1100, Arlington, VA mapi.net MAPI Council Survey 2

4 MAXIMUM SIZE OF MAIL FILE What is the maximum quota limit on user's mail file? (23 responses) 40MB 250MB Average: 350MB 1GB (5 responses) Median: Less than 1GB but can be exempt from rule Min: 2GB (2 responses) 2GB but moving to 25GB Max: 50GB Varies by position We have 2 levels. The first is 280MB; the second is 1GB 3 Tiers 100MB Standard; 1GB Power User; 2GB Exec Unlimited (6 responses) active limit. is archived to another environment 4.8 GB 1 GB 40 MB 50 GB SENDS AFTER LIMIT IS REACHED When quota limit is reached, is the sending of prevented until the user is under the quota? (22 responses) 45% 55% ARCHIVING Is archiving allowed? (24 responses) 33% 67% 1600 Wilson Blvd, Ste 1100, Arlington, VA mapi.net MAPI Council Survey 3

5 If, what is the retention policy? 6 months Average: 3 years After 6 months, all moves to archive for 18 months Median: 1.8 years After 1 year all governed by policy users cannot control personally. Min: 6 months 1 year retention Max: 7 years 1 year and 2 years 2 years 5 years (2 responses) Retain for 7 years (default) User selectable 1/3 years Auto archived centrally for 7 years We archive based on size and age. Bigger messages are archived sooner. Retention policy is managed in KVS vault and stubs are retained in Outlook mailboxes. policy (5 responses) BACKUP POLICY What is your current backup policy for ? is backed up on a daily basis as part of our normal production data backup routines. All backup tapes kept forever Initially it was a tape backup now we replicate exchange and a fully redundant environment. We do minimal backups with Avamar Redundant cascaras with daily disk to disk backups special policy 5 day backup If there's a need for someone to have an available for more than six month, the ability to save a file in an offline (local or network) is provided. 60 days on disk, no tape backup Backup server daily Server Backup only We have O365, so all mail is in cloud and backups are managed by MS We have most of our consolidated to a highly available Exchange farm in the corporate data center. The DR site maintains a live copy of the environment. Production backups are done daily to tape. Daily, Weekly, Monthly Full Backups, Offsite Retention for 1 year 6 days All backed up Nightly Backups are kept for 30 days Retained for 1 year Full nightly Weekly full backups. Daily incremental. Daily differential and Weekly Full 1600 Wilson Blvd, Ste 1100, Arlington, VA mapi.net MAPI Council Survey 4

6 DAILY BACKUPS How many iterations are kept of daily backups? (20 responses) 1 Average: (3 responses) Median: Min: 1 7 (2 responses) Max: Two weeks of daily tapes rotated between full weekly backups 30 (4 responses) 50 Varies by DC location Unknown (2 responses) N/A FULL SYSTEM BACKUPS How many iterations are kept of full system backups? (21 responses) (2 responses) Daily full system backup is completed. We have last 5 days of backups. 6 Used to be weekly Average: Median: (2 responses) Min: 2 50 Max: days on disk, overwritten daily 64 Weekly backups are kept for two months and then monthly backups are kept for two years 6 months Varies by DC location Unknown (2 responses) N/A (2 responses) LOCAL ARCHIVES Are users allowed to create local archives (PSTs)? (24 responses) 50% 50% 1600 Wilson Blvd, Ste 1100, Arlington, VA mapi.net MAPI Council Survey 5

7 RESPONDING COMPANIES AMETEK, Inc. Apex Tool Group, LLC AZZ Incorporated Bison Gear & Engineering Brady Corporation Columbus McKinnon Corporation Cooper Tire & Rubber Company Ellwood Group, Inc. Glatfelter Company Graco Inc. Hillenbrand, Inc. Hubbell Incorporated IDEX Corporation JBT Corporation Kaman Corporation Materion Corporation Metal Technologies, Inc. Moog Inc. Parker Hannifin Corporation Pentair, Inc. Regal-Beloit Corporation The Timken Company Valmont Industries, Inc. Victaulic Company 1600 Wilson Blvd, Ste 1100, Arlington, VA mapi.net MAPI Council Survey 6

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