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WHITE PAPERBest Practices for the NextGeneration of Content Archivingand Content ServicesSPONAn Osterman Research White PaperPublished April 2018Osterman Research, Inc.P.O. Box 1058 Black Diamond Washington 98010-1058 USA 1 206 683 5683 info@ostermanresearch.comwww.ostermanresearch.com @mosterman
Executive Summary Decision makers need to understand that the traditional role ofarchiving is defensive. Early generation archiving solutions are simplynot designed for extracting business intelligence and insight in ameaningful way. The traditional, defensive roles for eDiscovery and compliance willcontinue indefinitely, but new, proactive applications that extractinsight and intelligence from content are essential for any informationfocused organization. For organizations that are archiving email today, decision makers needto consider how to retain and manage content outside of traditionalarchives and how to extract insight and intelligence from the content. Key issues to address for next-generation archiving or content servicessolutions include risk mitigation and gaining competitive advantagefrom the proper management of retained information. There are a number of data types that organizations consider to beimportant to manage and use on a long-term basis. The five mostimportant data types that are currently archived are:oooooCorporate emailContent from departmental file sharesUser-generated filesAccounts payable contentCRM data eDiscovery and compliance are the leading drivers for archiving andcontent management because of the frequency of lawsuits andcompliance audits. Enterprises need a way to preserve all types ofelectronic content and they need to be able to search it quickly. The cloud is a key destination for enterprise applications and it directlyimpacts content management. We found that today 32 percent of totalenterprise content is stored in the cloud, but in two years 52 percent ofit will be stored in the cloud – a 62 percent increase in the space of just24 months. New, next generation archiving or content services solutions have twomajor differences compared to traditional email archiving solutions: oFirst, they support a wide range of content types, not just email.oSecond, they support content that is stored on premises and in thecloud.The cloud is akey destinationfor enterpriseapplicationsand it directlyimpactscontentmanagement.There are a number of important use cases for using electronic contentfor business intelligence purposes, among which are:oooooImproving the sales and support processesBringing employees up to speed more quicklyPreserving content when employees leaveConducting investigationsEnabling employees to find others more easily 2018 Osterman Research, Inc.1
ABOUT THIS WHITE PAPERThis white paper was sponsored by Viewpointe; information about the company isprovided at the end of this paper.The Importance of Different DataTypes for Long-term RetentionThe key to better content management is to understand the importance of eachcontent type to the organization. In the survey conducted for this white paper, wequeried 157 decision makers and influencers in mid-sized and large organizations,primarily in North America. The goal of the survey was to understand the current andfuture role of electronic content management and archiving, and their impact to theorganization.One of the primary issues that we wanted to address was the importance of variousdata types that organizations use and manage on a long-term basis. As shown inFigure 1, the most important data types in this regard are corporate email, contentfrom departmental file shares, user-generated files, accounts payable content andCRM data.Figure 1Importance of Managing and Using Data Types on a Long-Term BasisPercentage Responding Important or Extremely ImportantContent TypeCorporate emailContent from department file sharesUsers' filesAccounts payable contentCRM da
Email Archiving First generation email archiving solutions were designed primarily to manage mailbox size. In the early days of email, mailbox size was limited to only tens or hundreds of megabytes. These email archiving solutions were designed to remove large email (and attachments) and replace them with a small "pointer" to the archive. This
