Research Report. Abstract: Archiving Market Trends. May By Brian Babineau With Bill Lundell and John McKnight

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1 Research Report Abstract: Archiving Market Trends By Brian Babineau With Bill Lundell and John McKnight May Enterprise Strategy Group, Inc. All Rights Reserved.

2 Introduction: Research Objectives It has been over a decade since the first purpose-built archive solution came to market. In that time, ESG has kept abreast of the challenges that drove creation of this particular market and the existing message management issues that drive its evolution. This study is a continuation of a series of ongoing research projects that began in 2002 the point at which ESG believes archiving transitioned from a niche solution to a viable, standalone market offering. The most recent study published at the end of 2007, Archiving Survey: Business Priorities Drive Purpose-Built Archiving, highlighted the transition in management primary concerns from compliance to electronic discovery as well as initial interest in consolidated archives where file data was joined with for centralized management. Over the past few years, electronic discovery has skyrocketed in importance. Consequently, and file content is increasingly requested as part of legal regulatory matters, increasing demand for online archive solutions. In this report, ESG centered its analysis on three main areas. First, standard baseline metrics such as the growth of , the use of quotas, and the impact of quotas on mailbox management and storage infrastructure were captured and analyzed. Secondly, with so many changes in primary messaging environments (for example, the maturation of Software-as-a-Service, or SaaS, offerings), the goal was to see how companies planned to deploy these solutions as they evaluated new messaging applications such as Microsoft Exchange 2010 and Corporate Gmail. More specifically, ESG wanted to uncover the interest in adoption of SaaS-based message management solutions and especially message archiving as companies look to shift some of these tasks and the associated technology infrastructure to the cloud. Third and finally, because the market is at a point where there are limited barriers to purpose-built archive adoption there is plenty of competition, the technology is mature and proven, and the problems exist ESG wanted to better understand the benefits existing archive users were realizing, how they were able to justify their investments, and what were some of the challenges they faced with their current implementations. In covering these focus areas, this report seeks to answer the following questions: To what extent have midmarket and enterprise-class organizations implemented or are planning to implement digital archiving processes and technologies for ? What business and technology considerations are having the greatest impact on customers archiving strategies? At what rate is the use of archiving processes and technologies growing? What are the key factors driving that growth? Which types of processes and tools (e.g., purpose-built, native, manual, software-as-a-service, cloud computing, etc.) are used most widely to support archiving requirements? How will this mix of tools change over time? What are the most likely timelines and decision drivers for customers making new investments in purposebuilt archiving solutions for ? How have customers successfully demonstrated ROI (return on investment) and other business justifications for purpose-built archiving solution purchases? What are customers most common archiving challenges? What individuals and functional groups are most involved in setting archiving strategies and polices, and funding archiving solution purchases? Why do some organizations continue to forego any kind of formal retention and management policies or technologies?

3 The conclusions discussed here are drawn from data collected via a survey of 386 qualified IT and business professionals representing such functional roles as IT infrastructure, administration, records management, and regulatory compliance. Note that for the purposes of this survey, archiving was defined as follows: The long-term retention and management of messages (and associated data such as attachments) that have been purposefully retained to satisfy records management, data management, regulatory compliance, or litigation support requirements. To qualify for this survey, respondents were required to be responsible for or familiar with their organization s e- mail systems (i.e., application software, supporting hardware, etc.) and corporate policies and be responsible for or familiar with the processes and technologies their organization uses or would use to store e- mail information (including messages and attachments) for regulatory compliance, legal discovery, and general long-term retention and reference purposes. The overall survey population consisted of 386 North American and European IT decisions makers from enterprise and midmarket organizations, representing a cross-section of industries and organization sizes. Specifically, the final sample included medium-sized businesses with employees (40%) and enterprise-class organizations with 1,000 or more employees (60%). For more details, please see the Research Methodology and Respondent Demographics sections of this report.

4 Research Methodology To gather data for this report, ESG conducted a comprehensive online survey of IT and business professionals from private- and public-sector organizations in North America (United States and Canada) and Europe (United Kingdom, Germany, France) in December To qualify for this survey, respondents were required to be responsible for or familiar with their organization s systems (i.e., application software, supporting hardware, etc.) and corporate policies, and be responsible for or familiar with the processes and technologies their organizations use or would use to store information (including messages and attachments) for regulatory compliance, legal discovery, and general long-term retention and reference purposes. All respondents were provided an incentive to complete the survey in the form of cash awards and/or cash equivalents. After filtering out unqualified respondents, removing duplicate responses, and screening the remaining completed responses (on a number of criteria) for data integrity, ESG was left with a final total sample of386 IT and business professionals. Please see the Respondent Demographics section of this report for more information on these respondents. Note: totals in figures and tables throughout this report may not add up to 100% due to rounding.

5 Respondent Demographics The data presented in this report is based on a survey of 386 qualified respondents. The figures below detail the demographics of the respondent base. Respondents by Region Figure 1 shows the regional breakdown of the respondent base. Figure 1. Respondents by Region Respondents by region (Percent of respondents, N=386) Western Europe, 49% North America, 51% Respondents by Role Respondents current job responsibility is shown in Figure 2. Figure 2. Respondents by Role Which of the following best describes your current role? (Percent of respondents, N=386) Line-of-Business Manager, 13% General Counsel/Corporate Attorney, 1% Compliance/Risk Officer, 2% Archivist/Records Manager, 1% Database Administrator, 3% Administrator, 3% Other, 8% IT Management (e.g. CIO, VP of IT, Director of IT, etc.), 28% IT Staff (e.g. Systems Administrator, Storage Administrator, Network Manager, etc.), 42%

6 Respondents by Number of Employees The number of employees in respondents organizations is shown in Figure 3. Figure 3. Respondents by Number of Employees How many employees does your organization have worldwide? (Percent of respondents, N=386) 20,000-49,999, 7% 50,000 or more, 14% , 23% 15,000-19,999, 2% 10,000-14,999, 4% 5,000-9,999, 13% 2,500-4,999, 10% 1,000-2,499, 11% , 17% Respondents by Industry Respondents were asked to identify their organization s primary industry. In total, ESG received completed, qualified responses from individuals in 19 distinct vertical industries, plus an Other category. Respondents were then grouped into the broader categories shown in Figure 4. Figure 4. Respondents by Industry What is your organization s primary industry? (Percent of respondents, N=386) Manufacturing, 17% Other, 38% Government (Federal, National, State, Local, Province), 12% Retail/Wholesale, 5% Health Care, 6% Professional Services, 7% Financial (banking, securities, insurance), 8% Communications & Media, 7%

7 Respondents by Annual Revenue Respondent organizations annual revenue is shown in Figure 5. Figure 5. Respondents by Annual Revenue What is your organization s total annual revenue ($US)? (Percent of respondents, N=386) $20 billion or more, 10% Not applicable (e.g., public sector, nonprofit), 13% Less than $100 million, 24% $10 billion to $ billion, 8% $5 billion to $9.999 billion, 5% $1 billion to $4.999 billion, 12% $500 million to $ million, 11% $100 million to $ million, 17% Respondents by Total 2009 Overall IT Budget The total expected spending on IT products, staffing, and services is shown in Figure 6. Figure 6. Total 2009 Budget for All IT Products, Staffing, and Services To the best of your knowledge, what is your organization s total 2009 budget for all IT products, staffing, and services ($US)? (Percent of respondents, N=386) $50 million or more, 6% $25 million to $ million, 4% $10 million to $ million, 6% Don t know, 13% Less than $100,000, 8% $100,000 to $249,999, 12% $250,000 to $499,999, 12% $5 million to $9.999 million, 8% $1 million to $4.999 million, 21% $500,000 to $999,999, 11%

8 Respondents Primary Application Respondents current primary application is shown in Figure 7. Figure 7. Respondents Primary Application What is your organization s current primary application? (Percent of respondents, N=386) Zimbra, 1% Corporate Gmail, 1% Novell GroupWise, 3% Other, 7% IBM/Lotus Notes, 15% Microsoft Exchange 2000 or previous, 2% Microsoft Exchange 2007, 45% Microsoft Exchange 2003, 28% Respondents Primary Storage Capacity Respondents current storage capacity associated with their primary application is shown in Figure 8. Figure 8. Storage Capacity Associated with an Organization s Environment To the best of your knowledge, what is the total installed primary storage capacity associated with your organization s environment? (Percent of respondents, N=386) Less than 1 TB, 10% Don t know, 26% 1 TB to 4 TB, 18% 100 TB or more, 2% 50 TB to 99 TB, 13% 25 TB to 49 TB, 9% 5 TB to 9 TB, 12% 10 TB to 24 TB, 11%

9 Contents List of Figures... 3 Executive Summary... 4 Summary of Report Conclusions... 4 Key Research Findings... 4 Introduction: Research Objectives... 7 Research Findings Data Growth Continues Archiving Adoption Trends Purpose-Built Archiving Solution Adoption Trends and Market Drivers Archiving Software-as-a-Service Emerges Archiving Strategy and Funding Influencers and Decision Makers Conclusion Research Methodology Respondent Demographics Respondents by Region Respondents by Role Respondents by Number of Employees Respondents by Industry Respondents by Annual Revenue Respondents by Total 2009 Overall IT Budget Respondents Primary Application Respondents Primary Storage Capacity... 35

10 List of Figures Figure 1. Annual Growth Rate of Primary Storage Capacity Associated with Figure 2. Annual Growth Rate of Primary Storage Capacity Associated with , by Number of Users.. 10 Figure 3. Annual Growth Rate of Primary Storage Capacity Associated with , by Storage Capacity.. 10 Figure 4. Mailbox Size Limits Have Become More Common Figure 5. Storage Capacity Consumed by Personal Message Archives Figure 6. Archiving Adoption, 2007 vs Figure 7. Archiving Adoption by Company Size Figure 8. Archiving Adoption by Storage Capacity Figure 9. Factors Leading Organizations to Archive Figure 10. Reasons Organizations are Not Currently Archiving Figure 11. Average and Maximum Retention Times for Archived Figure 12. Total Volume of Archived Figure 13. Historical Median Volume of Data, by Company Size Figure 14. Greatest Archiving Challenges Figure 15. Primary Means of Archiving Figure 16. Plans to Deploy a Purpose-Built Archiving Application Figure 17. Factors Causing Organizations to Shift to Purpose-built Archiving Solutions Figure 18. Purpose-Built Application Usage by Total Primary Capacity Figure 19. Why Organizations Have No Plans to Deploy a Purpose-Built Solution Figure 20. Metrics Used to Demonstrate Purpose-Built Archiving Solution ROI Figure 21. Metrics Used to Demonstrate Purpose-Built Archiving Solution ROI by Number of Users Figure 22. Usage of Outsourced Archiving Services Figure 23. Outsourced Archiving by Outsource Management of Other Types Figure 24. Functional Groups Responsible for Defining and Influencing Archiving Strategies Figure 25. Budgets that Fund Archiving Software Purchases Figure 26. Respondents by Region Figure 27. Respondents by Role Figure 28. Respondents by Number of Employees Figure 29. Respondents by Industry Figure 30. Respondents by Annual Revenue Figure 31. Total 2009 Budget for All IT Products, Staffing, and Services Figure 32. Respondents Primary Application Figure 33. Storage Capacity Associated with an Organization s Environment All trademark names are property of their respective companies. Information contained in this publication has been obtained by sources The Enterprise Strategy Group (ESG) considers to be reliable but is not warranted by ESG. This publication may contain opinions of ESG, which are subject to change from time to time. This publication is copyrighted by The Enterprise Strategy Group, Inc. Any reproduction or redistribution of this publication, in whole or in part, whether in hard-copy format, electronically, or otherwise to persons not authorized to receive it, without the express consent of the Enterprise Strategy Group, Inc., is in violation of U.S. Copyright law and will be subject to an action for civil damages and, if applicable, criminal prosecution. Should you have any questions, please contact ESG Client Relations at (508)

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