Transcription
Headline / Subhead Vertical SpacingVendor Landscape Plus: Email ArchivingIt’s not just about the future. Preserve your email history, or put your organization at risk.Info-Tech Research Group1
IntroductionMeeting compliance needs, and optimizing email efficiency can be a difficulttask. Select the right Email Archiving platform to reduce risk, optimize emailservice storage and reduce end-user support costs.This Research Is Designed For:This Research Will Help You: IT professionals involved in evaluating, selecting and Determine a strategy for selecting and implementingdeploying email archiving. IT professionals responsible for email platformefficiency and supporting end-user email restorationrequests. Compliance managers responsible for eDiscovery ofan email archiving platform Understand what’s new in the email archiving market. Evaluate email archiving vendors and products foryour enterprise needs.emails and placing legal holds on email. Determine which products are most appropriate forparticular use cases and scenarios, and implement theselected platformInfo-Tech Research Group2
The Info-Tech Enterprise Email & Messaging Roadmap Email vendors release more upgrades than are actually required which creates pressureto upgrade twice as frequently. Decisions to upgrade are often complicated by newfeatures, major infrastructure changes, and new deployment options. This solution set helps organizations understand new features, infrastructurerequirements, and changes in delivery methods to assess upgrading.Refer to Info-Tech’s Solution Set, Decide If I Should Upgrade My Email Platform. Small enterprises on Exchange 2003 are seeking alternatives to upgrading to thecomplex multi-server Exchange architecture introduced in 2007. Older email platforms are incapable of satisfying modern integration requirements, suchas integrating with CRM, ERP, content management and workflow, archiving andcompliance systems, information security systems, and smart phones.Refer to Info-Tech’s Solution Set, Switch Email Platforms. All industries are required to surrender email records any time a judicial discovery orderis issued. Selecting an email archiving platform involves defining the organizations functionalrequirements, creating a vendor shortlist , evaluating vendor offerings, and choosing theplatform that is best tailored to the organizations needs.This solution set addresses selecting an Email Archiving Platform.Info-Tech Research Group3
Executive SummaryInfo-Tech evaluated eleven competitors in the emailarchiving market, including the following notableperformers:Champions: CommVault: A comprehensive information management suiteoffering holistic archiving beyond just email and instantmessaging. Jatheon: Platform agnostic email archiving solution with simpledeployment for plug and go implementation. Proofpoint: A hybrid platform which offers the benefits of cloudstorage with the data security of an on-premise solution. Barracuda: When all you need is email archiving through asecure platform.Value Award: Jatheon: Wins the Value award for its solid mix of features andusability, at the most competitive cost.Innovation Award: Proofpoint: Utilization of DoubleBlind Encryption hasrevolutionized cloud security for email archiving. This gamechanging technology will be the trend to watch, as moreorganizations opt for cloud storage.Info-Tech Research GroupInfo-Tech Insight1. Email archiving leads to highsatisfaction and success:Email archiving is driven by two primarygoals: compliance requirements and emailplatform performance requirements.Organizations that implement emailarchiving report high success in bothareas.2. Don’t be afraid of the cloud:Cloud adoption has increased; however,on-premise solutions continue to dominatethe market. Further development in cloudsecurity and encryption will continue toestablish cloud-based products as viableand secure solutions.3. Don’t forget people and processes:Training on email archiving solutions mustinclude IT administrators, security andcompliance professionals, as well as endusers.4
Understand the Trends in Email ArchivingWhat’s in this Section: An overview of the email archiving marketlandscape. Understand the limitations and benefits of adoptingSections:Build a Strategy for Selecting anEmail Archiving PlatformCompare Email Archiving Vendorsan email archiving platform Understand the laws and regulations surroundingemail retention. The email archiving market is undergoing a seriesSelect an Email Archiving PlatformImplement Email Archiving in yourOrganizationof changes: Cloud storage and holistic archiving areon the rise.Info-Tech Research Group5
Leverage email archiving to cut costs, save time, and reduce ITgriefEmail archiving is driven by two primary goals, often in combination:compliance requirements and email performance requirements. Selecting and deploying an email archiving platform is essentialfor highly regulated organizations. In many organizationsemployees rely predominantly on email as their primary tool forboth communication and collaboration needs. An emailarchiving solution is essential for managing storage andlegal requirements. Adoption of email archiving is increasing at a rapid pace: 58% oforganizations surveyed by Info-Tech currently already havean email archiving solution in place, while another 27% areplanning to deploy within the next 18 months. Organizationswhich rely heavily on email can’t afford not to have a solution, asmanually searching for emails is time consuming and a drain onIT resources.Defining Features of the Current Marketfor Email Archiving Solutions: Compliance features are necessary:Compliance features (such as discoverytools, policy based archiving and legalholds) are in high demand; they are nowtable stakes for email archiving vendors. Don’t boil the ocean if you only need afew fish. Know what your complianceneeds are and don’t buy what you don’tneed. Email archiving platform selection is undergoing a fundamentalshift; in the past, adoption of email archiving has predominatelybeen IT driven as a means of cost effectively meeting storageneeds. Now, while IT is still driving adoption, demand is drivenprimarily as a means to meet compliance needs, and save the ITdepartment time and grief.Info-Tech Research Group6
If your email archiving goals aren't regulatory compliance orperformance improvement look elsewhereEmail archiving adoption is critical for highly regulated organizations. However, not all organizations will realizethe benefits from adopting an email archiving platform. For example, organizations with less than oneeDiscovery request a year, or with limited compliance needs may not benefit. Follow these guidelines forassessing if an email archiving platform is needed for your organization.Adopt email archiving if: Your organization relies heavily on email and theretention of content from email for a extended period oftime is necessary in order to retain knowledge, and meetlegal requirements. Compliance-intensive industries including (but not limitedto): financial services, professional services, governmentagencies, healthcare, and education) and you receive 23 eDiscovery requests within a year. Alleviating the storage and performance burden from theprimary mail server is necessary while still being ablereadily access the data.Info-Tech Research GroupBypass email archiving if: Your purpose for email archiving is primarily as an emailbackup solution. It is neither cost effective nor practicalto access back up data on a frequent basis. Email archiving journaling is your sole requirement.Journaling captures selected emails and their metadatain an encrypted store. Archiving moves email data fromits original location while still enabling end-user access. Don’t buy what you don’t need! Without strong driversfrom either a compliance/eDiscovery or storageperformance perspective, email archiving is not avaluable investment and your enterprise would notbenefit from its functionality.7
Don’t buy what you don’t need!Avoid the email archiving Me Too bumper sticker mentalityBuy cheaper alternatives where you can, the three year TCO for emailarchiving solutions starts at about 7,000 and can soar above 250,000.I need to be become SEC 17compliant.Enable server journaling tocapture email dataEmail records must be retained,but the period is less than oneyear.Increase the deletion period tobeyond one year.Judicial discovery orders do notoccur and backup restorerequests are rare.Follow backup and purgepolicies.Compliance doesn’t mean archive. FRCP and similar compliance regulations don’t requireretention – only timely discovery and retrieval, so archiving could be overkill unless you getfrequent discovery orders.Info-Tech Research Group8
Listen to your peers; email archiving results in high success formeeting compliance needs and optimizing email storageAdopters report high satisfaction with email archivingEmail archiving helps relieve IT grief74%26%Operating costs for email archiving arereasonable74%26%Responding to discovery orders and passingaudits does not require a lot of extra effort71%29%Desired emails are easily recovered70%30%Email retention policy requirements are met68%32%Meeting IT & Business Goals68%32%Email performance is excellentSource: Info-Tech Research GroupN 6860%0%20%40%Agree40%60%80%Organizations who adoptemail archivingplatforms experiencedecreased levels of ITgrief, are able to quicklyrespond to discoveryrequests, and report thatemail restorationrequires minimal effort.Furthermore, 74% oforganizations surveyedagreed that the costsassociated with emailarchiving arereasonable.100%DisagreeOverall, organizations that implemented an email archiving solution saw success in multipleareas, making this an initiative worth the investment.Info-Tech Research Group9
Email archiving produces both business and cost benefits,saving you money, time & griefElementBusiness BenefitsCost BenefitsLitigation &Compliance Risk Mitigation eDiscovery Increased end-userproductivity Risk reduction Reduced labor Contained legal costsHardware Relocate to cheaperdisk Email serverperformance Improved mail serverperformance Increased end-userproductivity Lower storage costs Lower operationalcostsEnd-user Impact Retention policyadministration End-user emailmanagement Risk reduction Increased end-userproductivity Discover and Reuse Reduced email liability Contained legal costs Lower storage costs[Email archiving] has benefits to the IT side of the house, making sure that we reduce our storage,make sure that we manage our information more appropriately, that we categorize it appropriately,and then we dispose of it based upon the rules that we've got set up internally.–IT Enterprise Architect, AgricultureInfo-Tech Research Group10
Email archiving needs to be a collaborative process betweenthe business and IT in order to be successfulCurrently, IT departments are the primary decision makers when it comesto implementing an email archiving platform. However, both IT and thebusiness must be involved in the selection and implementation of anemail archiving solution.The responsibilities of IT and the business are different. The IT departmentshould be the primary decision maker in terms of meeting technicalstandards. However, an archiving solution is more than just thetechnology. Having the business buy in is essential. The business mustbe responsible for policy creation and creating legal holds.While the primary driver for IT has predominantly been mail serveroptimization and reduction in email restoration requests, the driver foradoption has shifted towards meeting compliance needs.IT departments are increasingly opting for email archiving solutionsupon realizing the amount of time and resources needed to meeteDiscovery requests. As such, IT departments are driving the decision tosimplify this process, as well as provide the business with the means to tryto take care of these requests themselves.Adopting the email archivingplatform was an IT initiative. Wewanted to protect ourselves. In thepast there have been litigationswherein IT gets involved the lastminute, when there is legal hold oreDiscovery request, and whenthat happens it is very disruptive.We have to drop what we aredoing and it holds us up fromother projects.- Imran Shaikh, IT Director,SumTotal Systems, Inc.Do not underestimate the value of compliance requirements-driven initiatives just becauseresults are not as fast or as obvious as with IT drivers. To be successful, you must manageexpectations for email archiving results across both IT and compliance sponsors.Info-Tech Research Group11
Email archiving reduced IT headaches caused by eDiscoveryand email restore requestsImplementing an email archiving platform reduced IT’seDiscovery workload by 80%.Industry: Business ServicesSource: Info-Tech InterviewSituationComplicationResolutionA large, global organization reliesheavily on email as the primarymethod of communication.Currently utilizing MicrosoftExchange 2007, with about 25,000end users (of which 5,000 aremobile), the organization seeks anemail archiving solution to meettheir eDiscovery and complianceneeds.The organization is receiving oneeDiscovery request every twoweeks. In order to meet theserequests, mobile users would haveto mail in laptops for IT to obtainthe appropriate files. This was amanual, time consuming, andexpensive process, taking up fortyto fifty hours and thousands ofdollars per device.The organization adoptedSymantec Enterprise Vault in orderto meet their compliance needs.Even before the solution was fullyimplemented, the organization wasable to respond to an eDiscoveryrequest with 80% less effort. Theability to migrate PSTs remotelyreduced the workload for IT andsolved the logistical issues ofmailing in devices.Info-Tech Research Group12
Use Info-Tech’s Appropriateness Assessment Toolto uncover email archiving is necessaryThe Info-Tech Email Archiving Appropriateness Assessment Tool willassess your opportunities with email archivingThis tool will help decipher whether you needemail archivingThis worksheet allows enterprises to answer aseries of questions regarding their current andfuture email practices and generates a series ofrecommendations regarding whether or notadopting email archiving is a strategically soundinitiative. Four common scenarios are: Deploy email archiving Enable journaling Employ retention policies Maintain the status quoInfo-Tech Research Group13
Confused about which emails to retain and for how long?Understand the factors with influence retentionIT can influence retention policyformation by advocating for legalinput, providing technical guidance,and drawing from regulatorymandates and risk-mitigation bestpractices.External MandatesExternal mandates range from strict laws namingspecific time periods to broader laws orcertification requirements. Specific mandates: Enterprises in stringentlyregulated industries (i.e. Financial and healthcare)know who they are and which laws apply. Nonspecific mandates: These laws, certificationrequirements, and professional guidelines requirethe enterprise to develop policy around certaindocuments and demonstrate adherence (e.g. SOX,ISO 9000)Info-Tech Research GroupStatutes of limitationHow much time can pass before the enterprise faces alawsuit provides general retention guidelines, such as:Employment records and manuals: length of employeetenure 7yrs, including email about HR issues.Sales records and materials: Length of sale process 3-7yrs.Email is used to negotiate terms, authorize purchases andneeds to be kept as long as other related documents are.Privacy lawsLocal privacy laws must be factored into retention andarchiving decisions.North American courts typically view employee email as theproperty of the enterprise, a position derived from the fact thatthese messages were composed, transmitted, stored, andretrieved from enterprise systems.European courts tend to treat email as the private property ofthe sender, placing restrictions on the enterprise's right toread, keep, or act on information gained from email.14
Many documents fall outside of specific mandates or have nomandate at all; mitigate risk by knowing the rules The “Federal Rules of Civil Procedure” dictatesthat enterprises reveal relevant email in a timelyfashion during a civil trial. (see FRCP rules 26, 34,and 37 to start) The FRCP were updated in December 2006, in part toprovide a safe harbor for evidence destroyed in thecourse of regular destruction. The “good faith” efforts, key to using the safeharbor, depend on repeatability. The enterprisemust be able to demonstrate that policy which resultedin the destruction of the requested records is appliedin every instance. This has given rise to two approaches toward retaininge-documents not subject to more specific controls:either organizations delete everything, or keepeverything.Risk Mitigation PracticesTwo approaches toward e-document retention forthose not subject to specific controlsDelete Everything: Enterprises pursuing thisstrategy view email as a liability and require usersto manually transfer business-valuable content toother systems such as content managementsystems or document files, the goal is to quicklyeliminate anything that might eventually be usedagainst the enterprise.Keep Everything: These enterprises use emailarchiving tools to aggregate email and empowerquick search and retrieval. This approach viewsemail as a valuable repository of data, too valuableto rely on users manually removing that value andtoo valuable not to keep. Unable to eliminate thethreat of eDiscovery risk, these enterprises insteadmitigate cost by reducing discovery times.Champion awareness around the keep everything vs. keep nothing issue. Make sure thepolicy-making body retains sufficient legal counsel to address this question from currentcase-law as well as privacy and compliance issues.Info-Tech Research Group15
Is your organization meeting all its compliance requirements?eDiscovery does not just apply to email!Organizations utilizing other social communication tools should considerholistic archiving platforms. eDiscovery refers to all information exchanged in an electronicformat. There is a perception that email is the primary oronly document requested. This is not the case. With therise of social communication and collaboration tools, archivingof these records will become increasingly necessary. Savvy vendors are expanding their archiving solutions toinclude more content sources (i.e. social media, instantmessaging, SharePoint) in order to meet these needs.However, not all vendors are at this level of integration, andthis is beyond the current archiving needs of mostorganizations. Selection comes back to meeting organizational needs. If yourorganization doesn’t use instant messaging, or have a socialbusiness strategy, you do not need this functionality. Ensure that when creating policies for electronic information,that all forms of electronic communication are able tomeet these standards in order to meet compliance needs.Info-Tech Research GroupNot all organizations have IM or socialbusiness strategies or are even aware ofthe scale of IM/social business in use attheir organization. Any adoption ofarchiving should take these intoconsideration but this will not mean theend of email archiving.-Kevin Jones, IT Manager, Epson EuropeEmail is a communication vehicle that weneed to ensure we have addressed from alegal perspective. Communication toolshave expanded within the business andcompanies need to implement a solutionthat extends to these vehicles.-Barb Joyal, Project Manager, WawanesaMutual Insurance Company16
Cloud solutions are increasing in popularity, understand therisks and benefitsWhile organizations still predominantly opt for on premise email archiving solutions, cloudofferings are increasing in popularity. As the perception of risk decreases, and archivingportfolios grow to include more types of content, more organizations will adopt cloud solutions.Cloud SolutionsDisadvantages Less control over custody of dataDependency on external provider for servicesPotential security issuesCloud resources may not be dedicated, causingproblems in the case of a time sensitive crisis.Advantages Built-in disaster recoveryRequires less in-house IT resources and expertiseGenerally lower and more predictable TCO“Unlimited” scalabilityFaster deploymentAccess to archives even if email server is downOn-premise solutions are typically more expensive for storage capacity. Forecast storage requirements by multiplyingthe expected size of each user’s mailbox by the number of end users.Some vendors are now providing a hybrid architecture, which incorporates the advantages of both cloud and on-premisesolutions. Hybrid solutions offer the best of both worlds: the unlimited scalability of the cloud, with the data security anddata loss prevention of an on-premise solution. Organizations not yet ready to jump into the cloud should consider hybridsolutions for their archiving needs.Info-Tech Research Group17
Organizations concerned with cloud security should look forsolutions offering cloud encryptionMost cloud vendors don’t use cloud encryption now, but this type of architecture will increase inpopularity because of the growing demand for offsite data security.EmailCloud EncryptionAppliance While previously the perception of offsite datastorage was one of high risk, emerging technologycloses the gap, alleviating the security concerns ofsome organizations. When an archive is stored encrypted in the cloud,an on-premise appliance holds the only encryptionkey to client data. All information, including email,search requests and results, and other associateddata is sent to the server through the appliance. Discovery queries and searches are performed onthe encrypted data in the cloud. Without theencryption key the server host has no way toaccess client information.Info-Tech Research Group124Step3Data ServerDescription1Email from MX is encrypted via the appliance andsent to the cloud for storage.2Search is encrypted via appliance and sent to cloud.3Encrypted search terms are run on encrypted data.Encrypted results are sent back to the appliance.4Appliance decrypts data and user receives results.18
Compare Email Archiving VendorsWhat’s in this Section: Follow Info-Tech’s five-step model for evaluatingand selecting the right email archiving platform Use Info-Tech’s Email Archiving RFP Template,RFP Scoring Tool, and Demonstration script tosolicit feedback on a set of consistent criteria.Sections:Build a Strategy for Selecting anEmail Archiving PlatformCompare Email Archiving VendorsSelect an Email Archiving PlatformImplement Email Archiving in yourOrganizationInfo-Tech Research Group19
Follow Info-Tech’s model for Selecting an Email orm in-depthvendor reviewand select avendorDetermineevaluationcriteriaTranslate intofunctionalrequirementsEvaluatevendorsagainst criteriaBefore evaluating and selecting vendors, be sure to sit down with relevant stakeholders in thebusiness (i.e. legal representation, compliance manager etc.) to ascertain the necessary businessrequirements the platform must meet. For example, if the organization is subject to certain complianceregulations which make it necessary to hold onto email for a specified number of years, be sure youare selecting a platform that can meet these needs.Even if IT is the primary decision maker for platform selection, the process MUST involveongoing consultation with different departmental stakeholders!Info-Tech Research Group20
Create a list of requirements to guide the vendor selectionprocessEnd-userInterfaceCompliance DiscoveryCase ManagementPoliciesLegal HoldAudit Trails Email client folderintegration Searching Retrieval Restoration Manual Archiving Mobile Capabilities ImplementationArchitectureOperations &SupportPST ImportPolicy TemplatingJournaling CaptureIT Reporting StorageExtensibility Email Platform andContent SystemSupport Scalability Deployment Type MultilingualSupport Customer Support User Manuals ImplementationSupport Training Updates Geographic &Language SupportInfo-Tech does not believe stubbing is a must have for achieving compliance or storage goals.Stubbing, which replaces email/related items on the mail server with a link to its archive location,is only relevant if you have storage goals beyond message age (i.e. message size goals) and requiresnative integration with email platform and it is not supported by all vendors.DetermineRequirementsInfo-Tech Research GroupIssue RFPScoreRFPConductVendorDemo21
Issue an RFP to ensure that the vendor fits your needs;not the other way aroundUse Info-Tech’s Email Archiving RFP Template to gain in-depth and businessrelevant proposals from the vendors on your shortlist.Info-Tech’s Email Archiving RFP Template ispopulated with critical elements including: The Statement of WorkProposal Preparation InstructionsScope of WorkBasic Feature RequirementsAdvanced Feature RequirementsSizing and ImplementationVendor Qualifications and ReferencesBudget and Estimated PricingVendor CertificationDetermineRequirementsInfo-Tech Research GroupIssue RFPScoreRFPConductVendorDemo22
To get the most value out of the RFP process,use the RFP Scoring ToolA standard & transparent process for scoring individual vendor RFPresponses will help ensure that internal team biases are minimized.Use Info-Tech’sEmail Archiving RFP Scoring Tool to:Evaluate RFP Responses!The Email Archiving RFP Scoring Tool ispre-built with essential criteriacomplementing the email archiving RFPTemplate.Use the tool to drive the procurementmeeting with your procurement department.DetermineRequirementsInfo-Tech Research GroupIssue RFPScoreRFPConductVendorDemo23
Take charge of vendor finalist demos with aVendor Demonstration ScriptA product demo helps enterprise decision-makers better understand thecapabilities & constraints of various solutions.This tool is designed to provide vendors witha consistent set of instructions for keyscenarios from the perspective of IT anddepartmental managers.The Email Archiving VendorDemonstration Script outlines solutioncapabilities and processes around: Initial set-up Email Policy and Rules Creation End-user Search, Recovery & ManualArchiving Discovery Process Administrative ReportingDetermineRequirementsInfo-Tech Research GroupIssue RFPScoreRFPConductVendorDemo24
Evaluate and SelectWhat’s in this Section: Overview of the email archiving market and how itgot here. Review of major vendors in the email archivingSections:Build a Strategy for Selecting anEmail Archiving PlatformCompare Email Archiving Vendorsspace. Info-Tech’s Vendor Landscape and evaluation ofemail archiving vendors.Info-Tech Research GroupSelect an Email Archiving PlatformImplement Email Archiving in yourOrganization25
Market OverviewHow it got here Email archiving has grown in popularity over the lastdecade. Although there has been some degree ofconsolidation, the market remains highly fragmented,creating difficulties during vendor shortlisting. Organizations who opt for archiving solutions havetypically been those with strong compliance needs, orthose working in highly regulated industries. The email archiving marketplace is relatively mature,and many features have been commoditized. Selectingthe best platform for the organization is less aboutfeature requirements and more about meetingorganizational needs, in terms of email integration, easeof use, and affordability. Because of the nature of archiving solutions and theirassociated timeframes, vendor viability is particularlyimportant.Where it’s going Vendors are increasingly offering cloud (SaaS) optionsto meet email archiving needs. When considering anemail archiving platform, cloud security is becomingless of an issue, with options such as cloudencryption. As the social workplace and business become morecommonplace, the need to archive and monitor theseconversations will become increasingly necessary.Organizations using instant messaging orcommunication via social channels for E2E and B2Cconversations will, in the future, need to considermore holistic platforms in order to meet complianceneeds. Demand for mobile email restoration has risen, a trendwhich Info-Tech expects to continue. However, thisfeature remains a niche requirement at this time.Email archiving is still a vital and healthy standalone market. While holistic solutions are becoming moreprevalent, organizations that require content agnostic record retention and archiving strategies remain theexception.Info-Tech Research Group26
Email Archiving Vendor Landscape selection/knock-outcriteria: Market share, mind share, and market consolidation Though email archiving is a relatively mature space, vendor selection remains complex, as features have becomeincreasingly commoditized. Focus selection around platform compatibility, vendor viability, and deployment options. For this Vendor Landscape, Info-Tech focused on those vendors that have a strong market presence and/or reputationalpresence among small to mid-sized enterprises.Included in the Vendor Landscape: ArcMail. Cost-effective appliance solution that is easy to deploy and easy to manage. Barracuda. Specializes in network, security, and storage solutions, with a variety of products tailored to SMBs. CommVault. Longstanding data management expert that offers a flexible cloud infrastructure. EMC. SourceOne family replaces EmailXtender, offering archiving and eDiscovery capabilities. Google Postini. SaaS offering that is packaged with email security and hygiene solutions. InBoxer. Specializes in search and compliance for heavily regulated industries. Jatheon. Relatively new entra
CommVault: A comprehensive information management suite offering holistic archiving beyond just email and instant messaging. Jatheon: Platform agnostic email archiving solution with simple deployment for plug and go implementation. Proofpoint: A hybrid platform which offers the benefits of cloud 1. Email archiving leads to high
