1 Best Practices Series: Cure Your E-mail Management Headaches in IBM Lotus Notes/Domino Environments Part 2: Managing E-mail Compliance and Discovery Challenges Kelly Ferguson Michael Brown
2 Agenda Compliance Challenges Factors for Domino Administrators to Consider Proactive Email Management EmailXtender Overview Q&A
3 Phased Approach to Email Management
4 Proactive Email Management Balancing Business Values Desktop user Compliance staff IT administrators Investigators Records manager
5 Proactive Readiness, Risk Mitigation Why It Matters. Evolving discovery rules Data protection and privacy regulations Record keeping requirements By 2012, the number of regulations that directly impact IT operations will double. Gartner
6 Take a Proactive Approach to Email Management With an Email Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives
7 Not All Domino Solutions Are Created Equal Factors Domino Administrators should consider. Seamless with the Domino platform With EmailXtender No change to the standard mail template Messages archived in their native format Transparent to the end user With EmailXtender Works seamlessly with the native Notes client, Notes Web Access Search plug-in enables user self service Cost effectively store email for long term retention With EmailXtender. Patented single instance storage Patent-pending shortcut process Leverage tiered storage infrastructure
How EmailXtender Captures Messages Message Capture Option 1: Real-time as messages are sent and received Option 2: Scheduled Archive task Option 3: Users archive in pre-defined EmailXtender folders Messages are de-duplicated while on message server Domino servers Message 1 Jan. 1, 2007 To: Rick Subject: Question Attached: Message 2 Jan. 1, 2007 To: Ron Subject: Update Attached: EmailXtender Archives: Messages in native format Attachments Calendars Relevant metadata Groups EmailXtender server Message 1 Jan. 1, 2007 To: Rick Subject: Question Attached: Message 2 Jan. 1, 2007 To: Ron Subject: Update Attached: Message 3 Feb. 1, 2007 To: Bill Subject: Training Message 3 Feb. 1, 2007 To: Bill Subject: Training User s Inbox Copyright 2007 EMC Corporation. All rights reserved. Email Archive 8
9 EMC Email Archive Message Flow with EmailXtender, DiskXtender and Centera Capture De-duplication (Hash ID) Organize and Classify Exclusion, collection rules Retention policies EmailXtender server with DiskXtender installed EMC EmailXtender Full Text Index Messages and attachments Embedded and Zip messages DiskXtender moves container files to Centera over IP network Centera Active Archive Enforces retention and disposition policies Ensures email authenticity and chain of custody Automated management and remote protection Domino servers DiskXtender stores Content Address for future reference Store Archive Files Copy to EmailXtender server storage Content Addressing LAN Archive Messages 2:1 compression Secure with encryption 10001010 Content Address algorithm EMC Centera Centera performs Content Address calculation and sends address back to application Digital fingerprint Globally unique Location-independent
10 EMC Centera: Simple, Affordable, Secure Archive Platform Cost Effective Long Term Data Retention Content Addressing Benefits Simple, flexible, scaleable Improved storage efficiency Guaranteed integrity Enforce application policies intrinsic to storage Key Centera Features Automatically enforces EmailXtender retention policies Preserves email authenticity Provides online access to EmailXtender archive Offers low management overhead
11 Take a Proactive Approach to Email Management With an Email Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives
12 Automate Retention and Disposal Policies Consistently Enforce Policies with EmailXtender Key EmailXtender features Flexible message capture Adaptable rules Measure archive processing Tangible customer benefits Structure archive according to individual business needs Cost effectively store messages for long-term retention Insight into effectiveness of archive processing We re able to set polices that automatically move e-mails to Centera. This saves us time because the processing is automated. It also means our older e-mails don t sit on our production storage creating more room for current e-mails.
13 Configuring Retention Policies
14 Configuring Collection Rules
15 Measuring Archive Operations Track message from mail router through all processing until EmailXtender archives or excludes it EmailXtender features: Archive Verification Utility Archive Process Tracking Benefits: Provide insight to refine collection and exclusion rules Reduce time and cost to show proof of archive in audit situations Enable trend analysis of archive process
16 Archive Process Tracking Patent-Pending Technology Measures effectiveness of archive operations
17 Archive Verification Utility Patent-Pending Technology Verifies messages in archive from: Notes Log User mail file (.NSF) Validation data TrackingID (UNID) EX MsgID
18 Take a Proactive Approach to Email Management With an Email Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives
19 Accelerate Message Retrieval Reduce Time, Cost, Risk of Legal Discovery Key EmailXtender Features De-duplicated, full text indexed archive Flexible search interfaces for users, Supervisors, and Administrators Flag encrypted messages, password protected attachments User Identity Mapping Delegate search Save and reuse search queries In the past it could have taken up to 40 to 50 hours to go through the tapes and search for large chunks of e-mail for our legal counsel Now that we have online access to these records, we can often pull up everything they need within 2 to 3 hours. Tangible customer benefits Find messages quickly Increase accuracy of searches
20 Native Search Plug-In
21 Detecting Encrypted Messages
22 User Identity Mapping Enables custom identifier field to be associated with user Faster, more accurate searches Eliminate searching by user email aliases Employee Name E-Mail Address Employee ID Alana E Gaymon AlanaEGaymon@Federation.Space FED_00001 Alana E Gaymon Alana@Federation.Space FED_00001 Alejandra E Domino AlejandraEDomino@Federation.Space FED_00003 Alejandra E Lipham AlejandraELipham@Federation.Space FED_00004 Allan E Boehme AllanEBoehme@Federation.Space FED_00005 Allan E Cluff AllanECluff@Federation.Space FED_00006 Allan E Dimattia AllanEDimattia@Federation.Space FED_00007 Allan E Rehn AllanERehn@Federation.Space FED_00008 Allie E Countess AllieECountess@Federation.Space FED_00009
23 Take a Proactive Approach to Email Management With an Email Archiving Solution you can Automate retention and disposal policies Reduce discovery time and cost Eliminate Notes local archives
24 Eliminate Notes Local Archives Lift Restrictive Quotas Key EmailXtender features Proactively manage growth User Directed Archiving Tangible customer benefits Increase user productivity Improve user experience Enable user self-service message retrieval Consistently enforce retention policies To the users, it will still look like all their e-mail messages are on their desktops, but most of the message will actually be on EMC Centera which means we can provide our users with virtually unlimited mailboxes.
25 User Directed Archiving Enables users to drag & drop messages from their inbox to dedicated EmailXtender folder Folders have pre-defined retention, pushed out by administrators Supports shared and personal views Customer Benefits: Eliminate non-business emails, target business important emails Viable replacement for personal archives Support discovery searches, legal holds Balance privacy requirements
26 User Directed Archiving Administrative View
27 Summary Proactive readiness is key Email archiving can help proactively manage email EmailXtender provides a consistent means to automate retention policies in a centralized, searchable archive: Enable compliance Reduce discovery time and cost Eliminate Notes local archives EMC offers seamless Domino support and a transparent Notes client experience
28 Want to Learn More? Visit http://software.emc.com/emailarchivingdomino March 21 Recording Part 1: Managing Operational Challenges with Email Archiving Podcast Series with EMC Domino experts: Part 1: EMC Competitive Advantages in IBM Lotus Notes Email Archiving Part 2: Managing Storage Requirements for IBM Lotus Notes Email Archiving Part 3: Managing Compliance Requirements for IBM Lotus Notes Email Archiving Dedicated EmailXtender product page for Domino environment White papers, customer stories Learn more about User Directed Archiving April 25 with a Webcast featuring industry analyst Dennis Martin
May 21-24, 2007 All EMC Software, Platforms, Solutions, and Services 6,000+ Attendees 350+ Sessions 100+ Exhibitors Sunday Concert Hootie & the Blowfish Wednesday - Universal Studios Register Now! www.emc.com/emcworld Copyright 2007 EMC Corporation. All rights reserved. 29
30 Questions To ask a question from the phone, press *1 To type a question via WebEx, click on the Q&A tab Starting tomorrow, by registering for the recording, you can also download a copy of the (pdf) presentation. Look for this event: http://software.emc.com/eventsondemand For further information visit us at: http://software.emc.com http://www.emc.com