E-MAIL ARCHIVING AND MANAGEMENT

whitepaper E-MAIL ARCHIVING AND MANAGEMENT with SAPERION ELM for Exchange SAPERION AG October 21, 2013

Executive Summary EXECUTIVE SUMMARY The challenge E-mail has become enormously important over the past several years. It is used to verify agreements, exchange documents in the form of (signed) attachments, or simply as a way to communicate quickly. Sending an e-mail is still very easy, but keeping e-mail systems running has become increasingly complex. It is easy to underestimate the time and expense associated with tasks like administering e-mail servers and backups, separation of relevant from irrelevant e-mails (and spam), and especially the proper handling of businessrelated messages. Additionally, in 2007 e-mails were legally assigned the same importance as traditional commercial correspondence. Any e-mails that contain tax-relevant or business-relevant information are subject to a retention period, during which time they must be properly stored and kept available within the context of a business transaction. For this reason, all companies must now put greater thought into how they manage their e-mail systems. However, integrating e-mails into business processes and records not only ensures legal compliance, it can also boost efficiency. It is also possible to greatly simplify the structure of a company's information systems and significantly reduce the expense of maintenance. IT service providers and software companies have been examining this topic for several years and currently offer a variety of solutions that, at the very least, provide a way to deal with compliance issues. Their approaches differ not only in the functions offered, but also in the underlying strategy. Strategies differ in terms of the overall IT landscape as well as how they deal with processes and external systems. For this reason, finding the right solution is not a trivial matter for the managers of a company. A single piece of software can never cover everything related to e-mail management and legal compliance. An e-mail management strategy affects everyone at a company and must be coordinated with employee representatives. Processes that fall outside the bounds of IT also play a role in making it work. Without a detailed analysis of requirements, it is impossible to efficiently manage e-mails over the long term. For these reasons, getting competent advice is very important. The concept must be adapted to the requirements of all involved parties and must address specific issues before a software solution can be implemented. With this in mind, this whitepaper will introduce the reader to e-mail archiving and management, particularly with respect to Microsoft Exchange. In addition, we will briefly discuss legal requirements, investigate the financial benefits of an e-mail management system, and introduce a few opportunities for savings. We will ex- 2

Executive Summary plain the approaches taken by e-mail archiving solutions and document management systems, reveal their benefits and drawbacks, and then compare them to each other. Finally, we will introduce one possible approach that uses the e-mail management solution SAPERION ELM for Exchange. We will present the user's view from the front-end and then take a look at backend requirements. Note: If interested in SAPERION's solution for e-mail management with Domino/Notes, please refer to: http://www.saperion.com/solutions/e-mail-lifecycle-management/ 3

Table of Contents TABLE OF CONTENTS 1 Motivation for e-mail archiving and management 5 1.1 Legal requirements/compliance 6 1.2 Opportunities for optimizing IT 6 1.3 Acceleration of business processes 8 2 Strategic approaches 10 2.1 E-mail archiving 10 2.2 E-mail management 11 2.3 Comparison 13 3 Implementation with SAPERION ELM for Exchange 14 3.1 SAPERION ECM Suite 14 3.2 SAPERION ELM for Exchange 14 3.3 SAPERION ELM Intuitive user interface 17 4 Summary 21 4

Motivation for e-mail archiving and management 1 MOTIVATION FOR E-MAIL ARCHIVING AND MANAGEMENT SAPERION has completed more than 350 e-mail management projects during the past 10 years. These customers had a variety of requirements for their systems. Nevertheless, we can identify three major reasons why the majority of customers choose to launch an enterprise-wide e-mail management system. Three classic motivations Compliance The biggest factor remains the need to comply with legal directives. In particular, companies that receive electronic invoices with qualified signatures are under pressure to archive e-mails according to specific guidelines. Optimization of IT Another important factor is the opportunity to reduce long-term costs by removing loads from the IT infrastructure. IT managers have a special interest in relieving productive e-mail servers without creating additional data silos. Acceleration of business processes While e-mail archiving has been the primary driver during the past few years, there is now increased motivation for implementing comprehensive information management. Integrating e-mail into the process chain provides many benefits, including lower costs and higher process speed. Summary Project clients are usually motivated by at least one of these three factors. The challenge is to recognize additional opportunities for a well-planned e-mail management system and discover how the customer can extract the highest possible benefit. When launching an e-mail management solution, the goal should always be to kill several birds with one stone. 5

Motivation for e-mail archiving and management 1.1 Legal requirements/compliance Extensive legal requirements represent the primary reason for having an e-mail archiving system. Legislation in this area has been greatly expanded and amended in the past 10 years. In Germany on 1/1/2007, for example, e-mails were declared to be equal to commercial letters, a change with enormous importance. Assigning the same legal status to e-mails as commercial correspondence means that e-mails with certain content are subject to retention requirements. In other words, if an e-mail contains business-relevant information, it must be preserved exactly like a letter that is delivered through the postal service. The same applies to deletion requirements stipulated in privacy laws. Applications sent by e-mail, for instance, must be deleted after a certain period of time. Targeted retention of information falls under "records management", which goes beyond just proper retention of e-mails and deals with the retention and destruction of all types of documents that have the character of a "record". More detailed information can be found in our Technical Info paper titled "Records Management". Retention obligations and privacy 1.2 Opportunities for optimizing IT Another reason to launch an e-mail archiving system is the high potential for optimizing IT efficiency. There are many distinct aspects to this. The most important include: + User acceptance + Storage costs Single Instance Exchange 2010 + Server performance Generally speaking, each of these aspects has potential for improvement. However, they are greatly dependent on which server components are used, availability requirements, and the versions of Exchange Server and Outlook. In terms of the e-mail client, the more objects (e-mails in this case) that must be administered in a mailbox, the slower those objects can be displayed in the mailbox. Depending on the hardware used at the workstation, a few hundred e-mails may be enough for the user to notice a delay in how fast the objects are displayed. Large mail databases with high numbers of objects will also adversely affect performance of the mail server. The amount of storage space that is utilized will also go up. It is common for employees to collect thousands of e-mail objects each year, deleting them only in extraordinary situations. As a consequence, their mailboxes swell to several gigabytes in size. Let's look at a typical, medium-sized company with 500 employees and average length of employment of three years. Such a company would have the following statistics: Mail server performance Employee habits 6

Motivation for e-mail archiving and management + 150 main users: each receiving 35 and sending 25 e-mails per day + 300 normal users: each receiving 15 and sending 10 e-mails per day + 50 small-scale users: each receiving 10 and sending 5 e-mails per day Example calculation If we assume an average e-mail size of 300 kb, this equates to more than 3 TB of data. Such tremendous volumes of data adversely affect performance and result in high storage costs. Although the most recent versions of Microsoft Exchange Server (2007, and 2010) have attempted to address these problems, they remain issues of concern. Customers who are still using Exchange Server 2003 or 2007 will benefit most from reducing the number of objects and their storage requirements. Every terabyte that is saved makes a noticeable difference in expenses, especially when a highuptime Exchange scenario is demanded. Considering the extreme importance of e-mails in modern business, doesn't this apply to every company? High-uptime scenarios using Exchange Server 2007 were commonly very expensive (SAN infrastructure with terabyte expenses of around 10,000), but a system based on Exchange Server 2010 can be implemented for much less. However, this comes at the expense of single-instancing (multiple filing of e-mails and attachments) and swapping of archive mailboxes to more economical storage. In addition, off-line access to e-mails in the "Exchange Archive" is no longer possible. At the same time, input/output operations have become much more efficient, so it is no longer necessary to have the fastest possible hard drives. Because of a lack of single-instancing with Microsoft and the inability to swap archive mailboxes to more economical storage, additional external archiving continues to be a source of potential savings for server storage and client performance. However, the potential is not quite as great as with earlier versions. This is because the use of Database Availability Groups (DAG) allows us to forgo expensive RAID systems, which had been used to achieve greater data security and availability. SAPERION ELM resolves this problem by placing e-mails, including attachments, into a corporate archive. Placing documents into an archive not only reduces loads The benefits of reducing the number of objects and lower storage needs 7

Motivation for e-mail archiving and management on the server, but also conserves storage space through SAPERION's singleinstancing and compression. Another important benefit is that end-users experience improved response times. 1 2 1.3 Acceleration of business processes Perhaps the greatest potential for optimization when launching an e-mail management system is the integration of e-mails into business processes. Modern corporations should aim to centrally archive all documents related to a process or a customer and maintain those documents in a uniform way. Just about every one of a company's organizational units will communicate with customers at one time or another. At the same time, there are many different sources of customer-relevant information, as shown below. Customer-relevant sources of information: + Enterprise Resource Planning (ERP) system with order, delivery, and invoice data + Customer databases + Customer Relationship Management (CRM) system with activity history + Contract archive + Regular mail + Faxes + Project documentation + Telephone calls + E-mails Having the ability to display all types of information associated with a customer in a single, uniform way (usually in the form of records) is extraordinarily helpful for executing processes quickly. Instead of wasting time locating information in several different applications, employees can concentrate on their primary responsibilities. Even paper-based documents should be archived in electronic records in order to enable rapid and instantaneous access. Incidentally, eliminating a paper archive Electronic records: Systematic and central archiving 1 http://www.exchange-genie.com/2009/04/database-availability-group-dag-exchange- 2010/ 2 http://www.agileit.com/blog/lists/posts/post.aspx?id=552 8

Motivation for e-mail archiving and management also reduces expenses associated with storage, including administrative costs, rent, and material. Once data is archived electronically and with a logical structure, establishing an IT-supported workflow becomes relatively easy. In other words, when e-mails are viewed as business-relevant documents (and not just a cost center) they can be integrated into electronic records and even serve as a trigger for workflows. An example of this, taken from an actual customer scenario, is the online application for an insurance policy. Completed forms are e-mailed to a catch-all address where they are automatically classified and archived. When required, they trigger a workflow. The person responsible for handling each situation receives workflow notifications such as "Cancellation", "Contract change", "Complaint", or "New contract", including the e-mail and form data. By referencing the customer number, the customer record can be retrieved in addition to the most recent e-mail. With this approach, common business cases can be completed several times faster than before. A call center provides another illustrative example. When serving customers over the telephone, it is extremely important that a call-center agent can quickly retrieve the customer's file in order to avoid long waiting times. Such information may include order data, delivery dates, or service contracts in addition to e-mails that have been exchanged with the customer or internal people. If such information can be accessed jointly with a single search query, the time needed to handle customer issues will be shortened tremendously. Having complete information also improves the quality of the final results. As we have seen, an e-mail management solution within the context of a document management system can facilitate centralized management of information and e-mails. But it is also capable of much more. For example, workflow mechanisms like follow-ups and escalations can greatly shorten process throughput times. Strategic approaches. Example: online applications Example: call center Shorten throughput times 9

Strategic approaches 2 STRATEGIC APPROACHES According to literary great Friedrich Schiller, "It is only by show of advantage that the world is governed. In this spirit, let's take a look at the advantages of launching electronic records. 2.1 E-mail archiving E-mail archiving systems are available in the form of "appliances". They are characterized by a low purchase price and are often preconfigured so they can be set up without major costs. E-mail archiving systems have a more narrow focus than e-mail management solutions. Solution strategy The purpose of the solution is to move e-mails from the mail server to more costeffective, long-term storage, thereby relieving the mail server of heavy loads. In many cases, the e-mail archive can be searched through a Web-based interface. Besides removing loads from the mail server, compliance is another important factor. E-mails are removed to an external storage medium without the risk of revisions and then protected through the granting of access rights. Appliances often do not focus on classification, rules, or retention management. Furthermore, they are not able to integrate e-mails into an enterprise-wide document management system or generate electronic records. Objectives: Remove loads from mail server and ensure legal compliance Architecture Due to the monolithic nature of appliances, they typically have one piece of software that queries inboxes on the e-mail server, whether those are journal inboxes or user inboxes. The software indexes e-mails that are subject to archiving and administers archived objects in a database. Most of the time, the e-mail is deleted from the server or replaced by a link. When the user wishes to retrieve the e-mail, a connection is established to the archive server, thereby making the e-mail accessible for the client. Sometimes e-mails are accessible through a research client that is installed locally as a fat client or is accessible as a thin client through a browser. The user is then usually able to search by full text or keywords or enter search terms into specific fields, similar to the search function in Outlook. Functions: Archiving and research 10

Strategic approaches 2.2 E-mail management In e-mail management systems, e-mails are handled primarily as useful documents and are therefore archived without risk of revisions, integrated into workflows, and distributed to relevant workstations. Additionally, e-mails are assigned to records and examined for authenticity when provided with electronic signatures. Strategy Instead of focusing on the expense of e-mails, e-mail management systems treat e-mails like genuine documents that are useful for the completion of processes. This is achieved through rules-based archiving that handles different types of e-mails in distinct ways. Existing rules-based archiving is often supplemented by a powerful analysis component that references a set of learned data in order to put e-mails into appropriate classes. Depending on their class, e-mails can then be forwarded to a variety of workflows that take them directly to the person responsible for the relevant process. When the workflow has been completed, the e-mail is archived together with index data in the appropriate customer or project record, for example. Once in an electronic file, the e-mail is associated with other business data such as SAP documents, contracts, Office documents, or CRM documents. The objective of the solution is to administer all enterprise data in one centralized location. Ultimately, users are given the ability to instantaneously retrieve all of the documents related to a particular business transaction, regardless of the original source of the information. Objectives: Integrate e-mails and assign them to business cases With electronic records you can centrally administer all enterprise data Architecture Most e-mail management systems, including SAPERION ELM for Exchange, are characterized by the architecture described below. The server component is responsible for rules-based and journal archiving. An administration application defines and administers all automated processing steps and performs general system administration of the e-mail management system. An Outlook add-in allows the user to interact directly with the e-mail management system and provides full-text search capability, restores archived e-mails, and handles forwarding, revisions, and manual archiving. At the back end, the DMS/ECM system (see figure below) administers archived e-mails as well as all other archived data from external systems. Indexed business documents (including e-mails) are placed in the proper records in accordance with their context, giving the user a uniform view. Furthermore, incoming e-mails can likewise be forwarded into workflows for processing according to a specific chain of events. Functions: Automated process steps, customer and project records 11

Strategic approaches Schematic depiction of options for e-mail lifecycle management SAPERION ECM Compliance Suite Overview Summary The flexible architecture of e-mail management systems and the document-based approach enable companies to adapt the software to their specific requirements. An e-mail management system gives companies the certainty that all documents relevant for a business situation are centrally located and easily accessible. Additionally, all other channels of incoming documents can be included, such as scanners, fax machines, Office applications, ERP systems, or Sharepoint. Only with these Centralized archiving, efficient access, accelerated processes 12

Strategic approaches capabilities, is it even possible to fully exploit the information that already exists within the company. E-mail management systems also provide the tools needed to fulfill compliance obligations. E-mails are stored without the risk of revisions and in consideration of minimum retention times. Access lists ensure that only authorized people have access to e-mails. 2.3 Comparison E-mail archive solutions commonly provide a cost-effective way to get started quickly. They remove loads from the mail server and move data to (non-revisable) media. However, the latest generation of Exchange Server makes removal of loads less important than before. Prices for storage are falling faster than the volume of e-mail is increasing. High uptime and security against failure can be achieved economically with technologies like the DAGs in Exchange 2010, so removing loads from the mail server is less important than before. However, compliance and process optimization continue to be very important subjects. The first step in an e-mail management project is usually to ensure compliance. This is purely a matter of archiving and can be achieved with solutions designed to either archive or manage e-mail. However, unlike archiving solutions, e-mail management systems with integrated DMS are very flexible when it comes time to expand the system to an enterprise-wide DMS. They permit step-by-step expansion of functionality and components. Therefore, over the long term they are not only more economical but also more adaptable to customer requirements. If additional features like ERP, CRM, or portal integrations are desired at a later date, the DMS usually provides a solid foundation for a more extensive system; relevant interfaces are often available in the standard product. Relieving the mail server is less important than before Summary Integration of e-mails into business processes facilitates collaboration and reduces the amount of time spent searching for information and executing processes. This is the meaning of Simply Managed. 13

Implementation with SAPERION ELM for Exchange 3 IMPLEMENTATION WITH SAPERION ELM FOR EXCHANGE SAPERION ELM for Exchange provides e-mail management functionality for Microsoft Exchange Server. As a result, e-mails assume their rightful place as useful documents for process execution. The solution consists of two components, each with dedicated tasks: + SAPERION ELM for Exchange as an e-mail management add-on + SAPERION ECM Suite as a document management system (DMS) Focus on compliance and process optimization These two components are explained in more detail in the following sections. 3.1 SAPERION ECM Suite As a document management system, SAPERION forms the core of the solution. Ideally, content of all types will be located in this DMS, whether contracts; customer correspondence; invoices; project records; graphical images; Office documents like Excel calculations, PowerPoint presentations, or form letter templates in Word; SAP data, or of course e-mails. Within SAPERION ECM, these documents can be brought into the context of a business transaction, run through workflows, receive signatures, or be processed in other ways. At the same time, SAPERION ensures that documents are retained for the long-term without risk of manipulation and without unauthorized access. Revision mode in SAPERION keeps track of all changes and ensures that the history of the document can be retraced at any time. Additional information about other DMS-related topics such as inbound mail processing, business process management, encryption and signatures, and SAPERION integrations into Microsoft and SAP are available in other whitepapers: http://www.saperion.com/news-media/. The DMS is the core of the solution 3.2 SAPERION ELM for Exchange SAPERION ELM for Exchange connects the Microsoft Exchange Server to SAPERION ECM Suite. With this component, there are three ways for e-mails to get into the DMS: + Server-side jobs, including Journal archiving + Manual archiving + Outlook Manual re-indexing and assignment to business cases without multiple archiving. 14

Implementation with SAPERION ELM for Exchange Architecture of SAPERION ELM for Exchange Related laws do not require that e-mails be archived in a specific way. Instead, there is a great deal of room for interpretation. As a result, companies have the flexibility to decide which approach works best for them. The three main options are described in greater detail below. Specify user groups Server-side, rules-based archiving Server-side archiving involves the definition of "jobs". Jobs define which group of users (mailboxes) and which folders within the mailboxes will be monitored. Each job can define whether only the outbox, only the inbox, or both will be monitored. It is also possible to ignore specific folders within a mailbox, for example all folders that begin with "Private". Scripts for jobs make it possible to archive only certain groups of recipients. For example, you can choose to archive only those e-mails that have at least one external recipient. Set time intervals and archives Rules-based archiving SAPERION ELM for Exchange offers several different options for defining the criteria according to which e-mails will be archived. The age and size of e-mails are standard criteria for archiving. In addition, the software can react to all of the properties provided by Microsoft. For example, it is possible to archive only those objects that contain a particular string in the subject line, were sent to a particular group of recipients, or were moved to a specific folder. A combination of individual options or negation (an e-mail object will not be archived if it meets certain criteria) are also possible. Once the criteria have defined which e-mail objects will be archived, it is necessary to configure how the objects will be handled in the Exchange server. The following options are available. Refer to the screenshot: + Keep original e-mail The e-mail will be archived according to the criteria and the original will be left on the Exchange server. 15

Implementation with SAPERION ELM for Exchange + Delete original e-mail The e-mail will be archived according to the criteria and deleted on the Exchange server. + Create shortcut The e-mail will be archived according to the criteria and replaced by a stub/shortcut on the Exchange server. Double-clicking on the stub in Outlook loads the original object from the archive and presents it to the user. Retention Once you define which e-mails should be archived and how, the next step is to specify time intervals. Time periods are based on each company's requirements. After target mailboxes and timeframes have been defined, the next step is to select the archive in which the e-mails will be stored and determine whether they will go through a workflow. Alternatively, e-mails can be processed further using the plug-in API described below. Manual archiving Manual archiving is performed by the user and can take place in addition to automated, job-based archiving. If the company decides to use the "all or nothing" approach to archiving, users will also be able to assign relevant e-mails to customer or project records in the SAPERION client. It is also possible to transfer an e-mail to a workflow, process index data, or manually trigger retention. The user archives manually on a case-by-case basis 16

Implementation with SAPERION ELM for Exchange Journal archiving Versions 2003 and above of Exchange Server contain a Journaling function. Journaling lets the user additionally file all inbound and outbound e-mails in a "Journaling" mailbox before delivery. However, this also means that the volume of information in storage will double. In addition, Journal mailboxes quickly fill up. To relieve loads on these mailboxes, it is advisable to archive the Journal in addition to rules-based and manual archiving. Journal archiving takes full advantage of our e-mail archiving solution. SAPERION ELM utilizes a single-instance mechanism, so any e-mails sent to a distribution list will be placed into storage only once. Relieve the mailboxes Plug-in API: Automated e-mail processing SAPERION ELM offers a plug-in API for collaboration with third-party tools. These may include: Additional processing options + Classification engines + Rendering engines + A signature application's verification services + Verification service of a PDF/A tool + Rules engines In addition to existing SAPERION ELM mechanisms, these engines or services make it possible to automatically put e-mails into the correct processes, check signatures, or render e-mails and attachments into the proper format for long-term retention. Although SAPERION recommends certain classification engines and verification services, customers can also choose to create their own custom extensions to meet their own specific requirements or use a plug-in interface to connect an existing engine. 3.3 SAPERION ELM Intuitive user interface The following section provides a brief overview of the user interface. Archiving made easy Archiving When archiving manually, the user interacts directly with the system. The user selects the e-mails that he or she wishes to archive and then triggers archiving by pressing the "Archive" button provided by the Outlook add-in (see figure below). 17

Implementation with SAPERION ELM for Exchange User's e-mail inbox with archived e-mail in the preview. The modified icon indicates that archiving was successful. In the Outlook preview, the body of the e-mail will remain visible (depending on the configuration), but attachments are replaced by placeholders. When the e-mail is opened, attachments are retrieved from the archive and displayed. If archiving is performed through defined jobs or Journal archiving, the user will see nothing of the archival process because it is performed automatically at the server. A modified icon indicates successful job- and rules-based archiving. Any e-mail can be quickly archived without the risk of revisions by clicking on the "Archive" button. 18

Implementation with SAPERION ELM for Exchange Retrieval If a user would like to edit or forward an archived e-mail to an external person, she must simply double-click on the archived object in order to restore it, including attachments in the original format. The add-in also enables permanent restoration. Full-text searches of e-mail bodies and attachments with list of results Full-text searching with the SAPERION ELM Outlook add-in allows users to find e-mails not only by referencing text in the body of the message, but also through full-text analysis of attachments. The user simply enters a keyword and a list of results appears. The e-mails can be opened directly from the list and then processed as desired. Workflows If a workflow is initialized for an e-mail during archiving in SAPERION, the next person responsible for the workflow will automatically receive his task in his SAPERION Workflow Inbox. 19

Implementation with SAPERION ELM for Exchange SAPERION client Each user views her inbox with archived e-mails, including folder structure She then has access to all SAPERION Workflow functions such as "Edit", "Followup", or "Change index data". As a result, e-mails, like all other documents, can pass through pre-defined workflows, whether this is an application process, an invoice approval process, or the generation of a price quotation. The SAPERION Workflow product is described in greater detail in the white paper titled "Business Process Management BPM": http://www.saperion.com/fileadmin/user_upload/documents/white_paper/en_w P_SAPERION_BPM.pdf 20

Summary 4 SUMMARY Recent changes in the legal environment have made e-mail archiving a hot topic that corporations can no longer afford to avoid. In addition, cost pressures resulting from the current financial crisis have increased the demand for solutions that not only satisfy legal requirements, but also reduce costs associated with IT, archiving, and business processes. When making a new investment in this area, it is particularly important to look beyond the short-term desire to launch a solution as quickly and cheaply as possible and instead take a longer-term view that will allow the company to fully exploit the many opportunities that are available. There are many advantages to choosing SAPERION ELM and the e-mail management approach. Ensure legal security, reduce costs Benefits of e-mail management with SAPERION ELM: + Legally-compliant e-mail management + Reliable protection against loss of e-mails + Integration of e-mails within the context of records + Integrated full-text search in Outlook + Include e-mails in workflows + Accelerate and improve the efficiency of business processes + Relieve the mail server + IT-related cost reductions + Lower storage-capacity requirements You can exploit these advantages to your benefit. simply managed. 21

Disclaimer The information in this publication is provided by SAPERION AG and its group companies (collectively referred to as "SAPERION"). The contents of this publication, including all figures, tables, and drawings, are the intellectual property of SAPERION. All rights reserved. Removal or alteration of copyright notices or trademarks is not permitted. Forwarding or reproduction of this publication or parts thereof, regardless of reason or form, is not permitted without the explicit written authorization of SAPERION. All device or program names or services of SAPERION used in this publication as well as corresponding logos are trademarks or registered trademarks of SAPERION in Germany and other countries. Some software and/or hardware products sold by SAPERION may contain components that are the property of other manufacturers. The names of these products and services and any associated company logos are registered trademarks of the relevant companies. Information contained in this publication may be changed without advance notice. Specifications in the text are nonbinding and are intended solely for informational purposes. This publication may describe certain intended strategies, developments, and functions and SAPERION is not obliged to pursue a particular product strategy or product development. SAPERION assumes no responsibility for errors or omissions in this publication. SAPERION does not guarantee the accuracy or completeness of information, text, graphics, links, or other elements contained in this publication. This publication is provided without any warranty, whether explicit or implicit. This applies in part but not exclusively to a warranty of marketability and suitability for a particular purpose as well as a warranty of non-violation of applicable law. SAPERION assumes no liability or guarantee whatsoever for damages of any type, including and without limitation for direct, special, indirect, or consequential damages associated with the use of this publication. This limitation does not apply to deliberate acts or gross negligence. Legal liability for personal damages or product liability remains unaffected. Any information that may be referenced in this publication through provided links is not subject to the influence of SAPERION and SAPERION provides no warranty or endorsement whatsoever for third-party websites.

SAPERION is a manufacturer of Enterprise Content Management and Business Process Management software. Or put another way: we produce software that can help you save money by digitizing and ultimately accelerating your paper-based processes. At the same time, our products ensure that your documents will be archived over the long term in a legally compliant way. Sound interesting? Additional information is available on our website http://www.saperion.com Compliance simply managed the movie http://www.saperion.com/simply-managed Additional information about E-Mail Lifecycle Management http://www.saperion.com/solutions/e-mail-lifecycle-management/ Contact SAPERION (Switzerland) AG Tel.: +49 30 600 61-0 in der Luberzen 19 Mail: international@saperion.com CH-8902 Urdorf-Zürich www.saperion.com V3/21. October 2013