IBM Think!Thursday Sales Enablement Series

IBM Think!Thursday Sales Enablement Series IBM Information Management Think!Thursday e-mailing Archiving: A hot market and getting hotter May 11, 2006 2006 IBM Corporation

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IBM Software www.ibm.com/software IBM Virtual Innovation Center Think!Thursday Details Upcoming schedule, presentation and audio replays available from the IBM Virtual Innovation Center (http://www.ibm.com/partnerworld/vic) VIC Think!Thursday access instructions: Must add Think!Thursday to your VIC profile After logging in, select Sales Enablement Select Add a product from the Product selections box Select Think!Thursday sales series and click Submit Close session/refresh To access Think!Thursday from the VIC After logging in, select Sales Enablement from the left-hand navigation bar Select Think!Thursday sales series from the Sales and Marketing section (continued on next page)

IBM Software www.ibm.com/software IBM Think!Thursday Details (continued) Think!Thursday upcoming calls, presentations and audio replays Overview Tab / Upcoming Events Find upcoming sales series details and presentations prior to the event Overview Tab / Current Events Find current month s sales series previously held including presentations and audio replays Education Tab Find archive of all prior IBM Software brand sales series presentations and audio replays Think!Thursday Program Feedback: Michael Ryan (meryan@us.ibm.com) Alex Kaplin (akaplin@us.ibm.com) Amy Malkasian (amalkasi@us.ibm.com)

e-mail Archiving IBM Software Group A hot market and getting hotter Ross Hollander- IBM Content Management & Discovery Doug Magnuson - Integro George McMillan IBM Solution Builders Express May 11, 2006 2006 IBM Corporation

Agenda IBM Software Group The business problem The solution Taking advantage of the business opportunity erecords Bridge Solution Builder Express for Partners 6 2003 IBM Corporation

In the News Wall Street Firms Fined for not preserving e-mail Firms Said to Break e-mail Rule 7 2003 IBM Corporation

Business Pains Email Administrator: My email users are complaining about poor response time I need to keep adding more and more disk storage because of the explosive growth in email volume and large attachments. Backups and restores take too long. It s a challenge to keep control of our email system Retrieving old emails from tape storage for litigation cases is time consuming CIO: I think it is ridiculous that we have so much redundant information being stored in our email system. People send the same email and attachments to multiple people and we store the same information multiple times The business units are all over me about the restrictions we impose to keep mail box sizes down I have 10,000 users, each receiving 30 e-mails per day, at an average size of 60 KB and a (desired) 3 year retention. After 3 years that s 225 million e-mails and 13.5 TB of storage 8 2003 IBM Corporation

Business Pains Line of Business Executive: My employees don t have the time to think about which emails should be saved and which should be destroyed. We need a standard policy There are a lot of emails that are customer service related that we never see or know about because we are not included in the distribution. It would be great if we could do a search on a repository for specific words, terms or names to research the emails our customers are sending Corporate Legal Officer: We must treat e-mail like any other business document protect it, control it, retain it. Our users currently can erase anything they want to. This has to stop! In fact, IT has automated deletion programs and they are deleting important e-mail concerning commitments our employees have made. 9 2003 IBM Corporation

What is email archiving & why is it done? Email archiving is the managed storage of emails on an enterprise basis Why email is archived by organizations: to improve email server performance & reduce storage costs to comply with laws, regulations and internal policies (search, monitoring, discovery & retention) to reduce the cost of providing email evidence as part of litigation to make the email & attachment (content) available to others in the organization (for customer service, cross marketing, fraud detection, etc.) 10 2003 IBM Corporation

E-mail archiving with the IBM CommonStore solution Mailbox management Comprehensive Flexible Reliable Discovery Compliance 11 2003 IBM Corporation

Automatic mailbox management Provides rule-based, automatic off-load of old e-mail Example: All e-mails older than 90 days and larger than 100KB Frees storage space on your messaging servers 1-2 KB placeholder mails instead of 100+ KB mail! Shortens your backup times Helps lowering the total cost of operation of your e-mail servers Old e-mails are stored on low cost storage media, like tape Makes your mail server consolidation, upgrade or migration easier 12 2003 IBM Corporation

Mail users have easy access to their old mail Office users Easy and efficient Just a simple click Retrieval is processed without blocking their other work in the mail client Several documents can be retrieved at the same time Instead of each separately Search panel for archived mails (optional) 100% document fidelity Mail is archived in its original format (no conversion) Exchange users read their mailbox in a Web browser via Microsoft OWA Outlook Web Access Laptop users Access to archived mails without connecting to corporate network Additional local CommonStore archive Automatically synchronized with central archive 13 2003 IBM Corporation

Minimizing storage space and cost Avoiding duplicate storage (de-duplication) CommonStore SIS algorithm (single-instance-storage) Identical messages are automatically recognized and archived just once (based on intelligent hash code algorithm) Example: 1 e-mail is sent to 50 recipients Several copies in Domino, only 1 copy archived by CommonStore SIS activation is optional Compressed storage E-mail compression usually around 50% Minimize the storage space and cost In the archive repository 14 2003 IBM Corporation

Discovery on e-mail Gives you a powerful search interface for mail from many different mailboxes For auditor, compliance officer, legal department Assists you in your litigation support process Helps you to fulfill search and discovery requests in a fast and efficient way Alternative: tedious manual restoration of backup tapes Minimizes your risk of being unable to provide important evidence 15 2003 IBM Corporation

Easy and powerful search across mailboxes 16 2003 IBM Corporation

emailsearch from a Web browser Mail is usually captured and archived before delivery to user ( journaling ) Ensures original content in the archive Highlighting of matching words For fast location of content Intelligent full-text indexing On mail body and attached files Multi-language support for international corporations Handles large result lists with more than 1 million hits Results can be exported Deletion hold (suspension) for mail under investigation 17 2003 IBM Corporation

Compliance e-mail as business records Declare and classify messages in IBM Records Manager Central file plan Central retention management (time and event based) Classification Safety File Plan Retention Schedule Retention Rule 1 Doc. 1 Inspections Retention Rule 2 Retention Rule 3 Doc. 2 Incidents Retention Rule 4 Finance Retention Rule 5 Doc. 3 Budgets 18 2003 IBM Corporation

IBM Records Manager Other functions Audit-ready logging Managing of deletion holds (suspension) Auto-classification (example: based on mail subject) Enterprise infrastructure Pre-built interfaces to IBM CM systems Federated records management into non-ibm archive systems Proven compliance Compliant and certified with DoD 5015.2 standard, USA Approved by the The National Archive (TNA), United Kingdom 19 2003 IBM Corporation

Compliance extended to supervision with Orchestria Problematic distribution list Attachment is a research report The underlying policy is analyzing attributes of the sender and recipients, and looks at the content of the attachment to determine if the message is in violation. Sender is in the Research department 20 Contact: Trevor Chamberlain- trevor.chamberlain@orchestria.com 2003 IBM Corporation

Mail goes into an ECM repository IBM Content Manager (CM) server Stores not only e-mails, but any kind of content - Why would you ever consider a repository just for e-mail; it is a business document, like any other Mature, proven, scalable repository Supports distributed implementation Multi-platform (Windows, AIX, Linux, Sun Solaris, zos) Utilizes Tivoli Storage Manager for storage device management More than 13,000 customers! 21 2003 IBM Corporation

Content Management & Discovery Highlights Comprehensive, flexible e-mail archiving Instead of a one-size-fits all approach Tailored to specific customer requirements 100% document fidelity No conversion to other format to meet compliance requirements Best user experience in mailbox management E-mail archiving can grow into true e-mail records management Based on central (corporate) file plan and retention schedules E-mail archiving as part of Enterprise Content Management Leveraging the same infrastructure Wide choice of storage devices Mature, proven, scalable The e-mail repository can be used and shared for other content management requirements in the enterprise. 2006 IBM Corporation 22

Mail requires a large amount of storage 750+ different devices from many different vendors supported via Tivoli Storage Manager Tape systems and libraries (4mm, 8 mm, DLT, ECART, MAGSTAR, QIC, ) Optical drives and jukeboxes, DVD libraries CAS (EMC Centera), SAN State-of-the-art compliant storage Data retention device (WORM on hard disk) IBM TotalStorage DR550 3.5 89TB capacity 23 2003 IBM Corporation

Technical summary Works with Domino R5 (*), R6, R6.5 All Domino server platforms supported Works with Exchange 5.5 (*), 2000, 2003 Supported backend repositories Content Manager v8.3 (Windows, AIX, Linux, Sun Solaris, zos) These platforms support mailbox management only Content Manager OnDemand v5.1 (iseries) Content Manager OnDemand v7.1 (Windows, Linux, AIX, Sun Solaris, HP-UX, zos) Tivoli Storage Manager v4.2 and higher (limited functionality) 24 2003 IBM Corporation

Taking advantage of the business opportunity The market is there - companies are interested Accelerators for you to get started Integro erecords Bridge IBM Solution Builders Express 25 2003 IBM Corporation

erecords Bridge the way email should be managed Mail System Bridge Mail Server Manages intended and convenience records. Non-intrusive, allowing end users to interact with mail in their normal way. IBM CommonStore Provides enforcement, user management, and centralized reporting capabilities. IBM Content Manager Content Server Records Enabler Records Server IBM Records Manager Records Admin Highly configurable from both corporate and individual perspectives. No additional client application required. Uses zones based on business value to manage the mail system. Zone Management Active Email Secure Repository Compliance and Control Purpose User Mail File a. Business Use c. Time and Space Quota s IBM Content Manager a. Space Management b. Centralized Search 1. Intended Records Official Records & Copies Storage of Official Records Registered 2. Informational Mail Transient Records Optional if needed for space management IBM Records Manager a. Control and Compliance c. Retention, disposition and holds Not registered 3. Personal Mail Transient Records Should not be here Not registered 4. Junk Mail and Spam Should not be here Should not be here Not registered 26

erecords Bridge Solution Value Minimal End User Impact Places corporate controls in the End User mailbox There is minimal impact on how mail functions are normally used. Enforceable Space Management Space and time controls are managed by zones in the mail file We don t use a one size fits all approach. Continuity of Access Via All Mail Clients Mail is left where the user puts it. The system is usable offline (replicated), via a browser, or PDA. Manages Entire Mail File Manages all mail, including all sent and received record copies, convenience memos, archived memos, calendar entries and To-Do's. Smooth Implementation Easily apply zones to retrospective documents. Ability to ratchet down space and time controls over time by user. The solution must meet the critical needs of the organization, or it will never get approved. 27

erecords Bridge - End User Value Non-Intrusive Leverages normal End User interaction such as folder actions for ease of use There is improved End User acceptance. Zone Management Based on Business Value End User designates memos into zones based on business value; or can use configurable automatic designation rules. Users can keep memos longer if they are designated into approved space controlled zones. Self-Managing Provides convenient dashboard and indicators so users can manage memos and zones. Users can change a designation before it is committed. User-Initiated Actions Allows the user to initiate approved records actions such as identifying events, requesting holds, performing reclassification, or initiating disposition. If the users don t see the benefit, they won t use it. 28

Working with Integro Maintain your customer relationship Leverage our partnership Resell erecords Bridge, we offer an aggressive reseller margin Subcontract our skills Have us assist with proposal generation and demonstrations Contact Integro for next steps Doug Magnuson Vice President of Products and Offerings DMagnuson@Integro.com 480.766.8252 29

Solution Builder Express E-Mail Archiving Description: A starting point solution illustrating an Email Archival Solution Demonstrates the ease of install (a key gap of previous product versions) Clearly differentiates CommonStore product features from those in a Domino email system environment Addresses optional archival storage solutions for leading industry email systems. Products to be implemented: DB2 Content Manager Enterprise Edition V 8.3 (CME) Tivoli Storage Manager Version V 5.3 (TSM) (*option) DB2 CommonStore Lotus Domino V 8.3 (CSLD) DB2 CommonStore Exchange V 8.3 (CSX) Products already in customer environment: Lotus Domino Messaging Server R 6.5.4 Microsoft Exchange Server 5.2 Tivoli Storage Manager Version V 5.3 (TSM) (*option) 30

Solution Details Scenarios SCENARIO A SCENARIO B SCENARIO C SCENARIO D Software CSLD + CME + TSM CSX + CME + TSM CSLD + TSM CSX + TSM Platforms WIN 2003 *2 WIN 2003 *2 WIN 2003 WIN 2003 Brief Description Capture email attachments and body with full-text indexing for both. Specifically tailored for sites with Lotus Domino / Notes email systems. Capture email attachments and body with full-text indexing for both. Specifically tailored for sites with Exchange email systems. Why are these three groups hesitant to aggressively adopt IBM Content Management strategies as their own..? Cost Information SOFTWARE ($ 18,900) DB2 CommonStore package; 100 users @ $50/user Special pricing for E-mail Archive solutions; requires purchase of only 20-authorized DB2 Content Manager users (regardless of number of CommonStore users) = $13,900 HARDWARE ($ 3,500) 1 system System(s) for mass content storage (TBD) SERVICES HOURS $ 35,000 (TBD) *1 TOTAL (estimated minimum - per Scenario) $ 57,400 Capture email attachments and body without full-text indexing. Tivoli Storage Manager used as repository; DB2 Content Manger not required. Specifically tailored for sites with Lotus Domino / Notes email systems. SOFTWARE ($ 5,000) Capture email attachments and body without full-text indexing. Tivoli Storage Manager used as repository; DB2 Content Manger not required. Specifically tailored for sites with Exchange email systems. DB2 CommonStore package; 100 users @ $50/user HARDWARE ($ 3,500) 1 system System(s) for mass content storage already in the environment SERVICES HOURS $ 22,000 (TBD) *1 TOTAL (estimated minimum - per Scenario) $ 30,500 *1 Ser vices Hours Feedback from product team and VAD s needs some refinement *2 Linux May be Used Linux may be used for Archive Server (IBM Content Manager v8.3) only Use of full-text features is limited to Windows and AIX only 31

Simple email Archiving: A Good Beginning It s Simple Because The Customer Understands Both the business partner and the customer need a market tested technology email Archiving was a cool application to have and now it s a must. The customer is most comfortable with market tested solutions. The business partner should lead with a market tested application and look for ways to raise its value to repeat the sale of products and services. It s Too Simple If You Can t Get To What s Next Both the business partner and the customer need to manage the cost of migration Compliance and records management is where email Archiving was a few years back. Customers don t understand the technology yet but need to understand What s Next. The business partner knows educating customers in a complex solution domain requires long, expensive sales cycles. The risk is higher but being on the cusp of the next must have technology is profitable. 32

Simple email Archiving Administrator User s (email) Client Search Archive Retrieve Archive Policy email Archive Additional Storage 33

Simple email Archiving with a Compliance Footprint Meta-data Configuration Manager Classify Administrator Compliance Administration Console A A Compliance Compliance migration migration path path made made possible possible with with SBE SBE Technical Technical Assets Assets User s (email) Client Search Archive Retrieve Archive Policy email Archive Records Management Item Type Migration Model Additional Storage A A records records management management up-sell up-sell 34

Intensity: A Migration Path That Works What s Next, Keeping Your Customers and Growing Your Business Both you and your customers need a What s Next Vision. Your customers look to you because they know you will ensure their risk mitigation and cost savings repeat just like your business with them does. Do you know what s beyond their horizon? The business partner wants to grow the customer relationship and repeat the sale of products and services. Are you ready to discuss What s Next? A Bridge to What s Next, Services That Manage the Cost Both the business partner and the customer need to manage costs. It s rare the customer is ready for a full compliance solution or the cost of one. Do you have a line-of-business story that meets the budget requirement? The business partner knows the sales cycle for taking the customer from email Archiving to a full compliance solution is long. Do you know how to pull implementation cost ahead of What s Next? 35

Core Technical components of a Solution Starting Point Solution Overview Helps you understand solution concepts, business value, and system architecture considerations Solution Planning Guide Helps you identify skill requirements and plan your customer engagement Skill 1 Skill 2 Skill 3. Solution concepts & business value Solution architecture Recommended SW, HW, tools Skills required to implement the solution Assumptions & task list with time estimates to plan services engagement Task descriptions & best practices Implementation Guide Structured learning opportunity showing how to quickly set up an instance of the solution and important techniques to develop and deploy a custom solution Demo Toolkit Provides customizable demonstration assets to help you sell the solution Implementation checklists Customization information Sample code, data, scripts Instructions & tips for solution installation Use cases for demo & education Customizable presentation with solution benefits & overview Video clips of the solution How-to document to assist with using & customizing the assets 36

Get a Jump Start with Solutions Accelerator Take advantage of this limited time offer while space is available! Receive free solutions consulting and services directly from the Solutions Builder Express development team. Receive technical support and services: solution enablement, development, and consultation Available via phone or e-mail On-site support available at IBM s discretion Available worldwide to IBM PartnerWorld for Member Partners Nominations accepted from IBM Business Partners or Partner Relationship Managers Learn about the Solutions Builder Express Portfolio www.ibm.com/partnerworld/solutionsbuilder Download, complete and send in your nomination form 37

Getting Started: Take advantage of the hot market with Solution Builders Express E-Mail Archiving SBE site has marketing and technical tips, solution drafts, and ultimately the final deliverables Read a Redbook on e-mail archiving and records management http://www.redbooks.ibm.com/abstracts/sg246795.html?open 38

IBM Software Group Introducing email Search for CommonStore 2005 IBM Corporation

A New CommonStore Feature email Search* (ems) A cross-mailbox search & discovery tool Not a personal mailbox search To search across personal mailboxes Requires special authorization (e.g. Legal Counsel, Compliance Officer) Easy to use email discovery application interface Advanced search, search refinement case folder, hold management simple time-based/records Manager planned management audit trail exception reporting output production A web-based application layer on top of Content Manager Works on emails stored in CM by CommonStore (Lotus Domino & Exchange) Leverages CM full text indexing Single-Instance Storage (same email stored just once) *Available in July as a priced feature of the CommonStore v8.3.1 release 40

Startling Facts and Figures At any point in time many corporations are involved in an average of 86 lawsuits (Gartner) The typical cost per lawsuit is between $1.2M and $1.4M (Gartner) More than 20% of these lawsuits resulted in subpoenas for email and Instant Messages (e-policy Institute) A single legal discovery for email can cost between $150,000 and $250,000 (Gartner) Auditors often require these legal discovery requests be satisfied in a timely manner (SEC) 41

Real-world Problems Think about it for a moment: You have a project that is 3 years old and you are now involved in what could be a lengthy litigation due to the claims of another company. The court has requested all documentation related to the project including email records and they want it delivered in 48 hours! What would it take, under your current email Archiving and Discovery capabilities, to meet this request? Do you have access to the email to and/or from everyone that was involved with this project for the past 3 years? even the ones no longer on the project now or no longer with your company now? Under your current corporate system what probability do you place on being able to satisfy this request? You can begin to understand why email archiving and discovery is becoming a necessary business operation. It s not a luxury, it is a matter of planned compliance. 42

The value of finding old e-mails Legal discovery and litigation / audit support email is evidence (in court, in an investigation Judges now DEMAND it & want it quickly) Risk mitigation (leaks to the public) Good corporate governance mandates email management! Knowledge Management email is a corporate information asset (protection of intellectual property) Moves an individual s knowledge in a mailbox to a corporate central repository accessible across individual mailboxes access is controlled to authorized or approved individuals CommonStore for Microsoft Exchange CommonStore for Lotus Domino Content Manager Records Manager Capture Supervise Classify Manage Discovery Audit Delete Apply holds Release holds 43

IBM email Archiving, Discovery and Compliance Offerings Mailbox Management Solution Solution storage space management CommonStore (CSLD & CSX) Content Manager Key Business Drivers 85% of the market opportunity 15% of the market opportunity email Retention & Discovery Solution long term retention & discovery 1 2 3 Solution Solution email Search requires: email Search Software, plus CommonStore (CSLD or CSX) Content Manager or other appropriate repository like OnDemand or Tivoli Storage Manager Message Supervision Solution pre and post message monitoring CommonStore & ems Content Manager Records Manager Potential to leverage Information Integration Operational problems introduced by the growing size of email data stores Server performance degradation Longer backup/restore times Server upgrades, consolidation taking time due to system volume load Longer email retention requirements Records Manager needed for retention & litigation holds Potential to leverage Information Integration (e.g. IICE) Compliance requirements to retain email messages (ILM) Regulations, corporate policies make keeping emails for years a necessity, adding more volume to be retained, managed and more volume to be discovered.pst,.nsf files are becoming security exposures under litigation a centralized archive is necessary Flexible and granular time based retention management is needed. More controlled record keeping management requirements are on the rise. The increased demand for discovery of historical email messages Responding to litigation requests in a timely fashion Specific compliance requirements as mandated by some regulations Especially for Financial Services under NASD / NYSE regulation Customers who need to : Stop problematic behavior from occurring in electronic communication, avoid breaks in security, prevent leaks of information to unwanted parties Easily discover, review and audit non-compliant activity Proactively demonstrate good corporate behavior 44

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