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How To Manage The Email Storage Mess
Jamie Gruener, Senior AnalystThe Yankee [email protected]
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Agenda The Email Pain
Bigger Problem: Document Management Rules
The Dilemma: User Quotas vs. Data Retention
Where To Start: Your Storage Management Strategy
• Classifying Application Quality of Service
• Document Retention Policies
The compromise: Setting Quotas and Retention
Technology Tips: Archiving, SRM, Consolidated Backup
Cost Payback: Calculating ROI
Final Recommendations
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The Email Mess
Email storage is growing at 38%+ annually
The average user sends and receives 40-60 emails a day
Email is one the fastest growing segment of the digital content market
Email is the fastest growing storage consumer from an application standpoint
Oh, and YOU have to manage it…
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How Much will It Grow in Next Year?
0
5
10
15
20
25
30
35
40
45
Less than10%
10-30% 30-50% Greaterthan 50%
% o
f R
esp
on
den
ts
Source: Yankee Group/Sunbelt Survey of 250 Respondents
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Email Retention and User Quota Policies
0
10
20
30
40
50
60
70
Yes No
Email RetentionStorage Quota
% O
f R
esp
on
den
ts
Source: Yankee Group/Sunbelt Survey of 250 Respondents
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The Bigger Problem: Data Retention Policies
If you are in business, you need a data
retention strategy
It’s not just verticals• FDA, HIPAA, NASD, Freedom of Information Act…
But how we ALL do business• Sarbanes-Oxley Act: New rules for auditing of
public companies
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So Are We Fixing the Problem?
I Don't Know55%
No, My Organization Is
Not Up to Snuff24%
Yes I am in Full Compliance
11%
No, we don't care what the SEC says, it's too expense
10%
Source: SearchStorage
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Achieving A Balance
You must find ways to limit user email allowances
But, you must also consider data retention policies through archiving
There are problems with quotas:• One size doesn’t fit all
• IT help desk costs can increase from call volumes
• Forcing a user to delete isn’t always the best move
• Some users will just move the data from the email account to their hard drive… (and onto backup disk/tapes…)
• Or, they will just print out all the documents and file them….
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Establish ApplicationQuality of Service/Priorities Understand business to select the right tools
• Know the relationship between email and storage
Establishing Data Quality of Service is important
• Availability, performance and measure of storage assets
Key Question: How will email data be treated as part
of a mgmt. strategy?
Action here should focus on segmenting data into
four categories
• Doing this will allow you to improve backup/restore policies,
better disaster recovery, and utility storage planning
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Data Classifications
ImmediateData Value
Access
High
Low High
MissionCritical Data
BusinessCritical Data
OperationalData
Archival/Reference Data
Data Lifecycle
Data Lifecycle
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Standardize Quality of Service
Key elements to rate data categories against:• Performance
• Scalability
• Availability
• Recoverability
• Security
• Mode of Management (are there specific management requirements for specific apps.)
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Set Some Email Guidelines/Steps
1. Determine areas of exposure• We’ll talk more about data retention policies shortly
2. Coordinate plan with email consolidation
3. Establish email quotas that encourage archiving• Give users an avenue to make decisions about deletion – with
some policy guidance
4. Coordinate email archiving policies
5. ID an email policy for what’s business-related
6. Select the best technology tools to support approach
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Step 1: Determining ComplianceWhich regulations are important to you?• SEC 17a-4
• SEC 17a-3
• NASD Conduct Rules 3010, 3110, 3070
• NYSE Rules 732, 351
• Sarbanes-Oxley (Any public company)
• NARA
• FOIA
• HIPAA
• Anti-Terrorism Bill
• FDA
Disclaimer: I am not an attorney
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Determining Compliance
Establish Data Retention Guidelines• What emails are important?
• What “terms” should be tracked?
• What files or client materials must be retained?
Draw a Corporate Team Together• This isn’t just an IT issue
• Corporate management, human resources, business units should be represented
Make It Enforceable and Defendable
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Consider How Email Consolidation Can be Incorporated
Part of problem is disparate email systems
means disparate storage
Disparate means you have a harder time
evaluating capacity
Consider ways to consolidate email storage as
part of process
Data retention programs should be timed to
launch with consolidation
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Why Have a Data Retention Plan?
You need to create efficiencies in saving core documents – especially email
Every electronic record should have its own lifecycle
Manages email (and other data) in a systematic way
Eliminates records that could increase increase legal exposure
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Key Questions To Address Here
What will meet the compliance requirements?
What defines a record we need to hang onto?
Where should it be stored?
How long should it be stored?
Who is in charge of compliance, training, enforcement and the process?
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Set Up Email Quotas
Consider Limits on the Following:• Size of attachment
• Size of mailbox
Provide Archiving Options to Power Users• Users want to have some control over what’s deleted
• Give them a way out
Add additional elements of policies• Encourage user zipping
• Set up Intranet bulletin board
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The Attachment Issue
Attachment strategies are crucial to quotas• Give users an avenue to store and archive important files
Avoid the hidden file scenario• Detach, save on hard drive, fill up hard drive, send to backup
server, fill up backup server….
Coordinate file policies with data retention• ID which files need to be saved and which need to be deleted
• Don’t force users to arbitrarily delete files
Use of Intranets will be crucial to reducing this problem
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Provide a Reasonable Lifecycle: Combining Quotas and Data Retention
First stop: Captured email onHigh-performance array
Second Stop: Moved to IDE DrivesAfter 30 days
Third Stop: Moved to TapeAfter 90 days
Final Stop: Deleted After 7Years
EXAMPLE:
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The Backup and Archiving Process: Things To consider
Database
File system
Volume mgr
Mail server
Live data
Fast mirrorresync Broken
mirrors
Logs
StorageCheck-Points
Roll back
Copy-on-
write
Secondary server
Replication
Incremental backup
Full backup
Logs
Increm.backup
Fullbackup
+Synthetic
full backup
VaultFullbacku
p
Backup Logs
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The Technology Matrix
EmailStorageMgmt.
Strategy
Software
Services Hardware
Multi-layered Strategy:
•Backup•Archiving•Storage Resource Mgmt.•HSM
3rd Party Services:
•Backup•Archiving•Offsite Tape
Integrated Platforms:
•Nearline Storage•Digital Content Stores•Tape Systems
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Technology Tips: SoftwareOverriding Tip: Start with Evaluating What You Have…• It makes no sense not to take advantage of existing deployments
Backup: Take advantage of product extensions• ID vendors that have integrated HSM modules
• Some tools already provide policy-based migration
Archiving: A Must Have for Compliance• This is one of the fastest growing market segments
• Many tools assist with vertical compliance issues
• Very strong indexing engines and compression
SRM: Assists Capacity Quotas and Ownership
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Technology Tips: Software (Con’t)
Special note on Storage Resource Mgmt.• ID largest consumers of email and file volume
• Determine thresholds of compliance
• Create policies on migration of files
A necessity today• Provides longer-range view of capacity trends
• Allows the tie-in of chargeback (or awareness of how
departments are using storage such as email)
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Selecting Archiving Software To Reinforce Data Retention Policy
Software needs to reinforce data retention• Tie into key terms to require archiving of data
• ID users where compliance issues will be larger issue
Special issues to consider for file archiving• Consider software packages that filters email based on
terms and file sizes
• Some software provides migration capabilities for certain mailboxes
• Look for compliance focused tools – and research whether these tools meet your individual requirements
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Technology Tips: Integrated Platforms
Consolidated backup appliances are the rage• Select vendors based on software support and
performance requirements
Digital Content Storage• Be clear on software indexing capabilities
• Performance can be a gotcha if you don’t watch out
Tape Libraries• What people have done for a long time
• Continues to work for the long haul
• Drawback: Making sure you can easily locate data on tape
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Technology Tip: 3rd Party Services
Archiving and Backup Services another option
Pros• Some professional expertise you may not have
• Is likely one of the easier approaches
Cons• Danger of SLA enforcement
• Accountability
• Expense can be greater, depending on situation…
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Determining ROI: Quotas
Questions to
Consider
Annual Cost
Estimate
Cost With
Quotas
Savings
Additional TB
Without Quotas
Tape Library
Software Cost
(backup, utilities)
Floor Space
Labor
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Determining ROI: Data Retention
Here the costs are much more clear cut• Similar to Disaster Recovery Planning
What’s the cost of non-compliance?
What’s the cost of not having the data available or a plan?• 70% of ABA attorneys say electronic discovery procedures will
increase
• But 80% of same attorneys say corporate clients have no established plans for electronic discovery
What that costs you depends on the mood of the judge… Don’t risk it.
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Final Recommendations
You must balance quotas and data retention policies
You must balance the needs of efficiency with the needs of compliance
This is NOT just an IT issue
Email can be managed in a systematic way
Develop a strategy that bridges requirements with broader IT initiatives (such as a storage strategic plan)