forrester cloud email infrastructure and operations analysis

8/2/2019 Forrester Cloud Email Infrastructure and Operations Analysis

1/21

Making Leaders Successul Every Day

Jaay 5, 2009

Shol Yo Eail LiveI The Clo? A IastcteA Opeatios Aalysisy Chistophe Voce

o IT Iastcte & Opeatios Poessioals
http://www.forrester.com/


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2009, Forrester Research, Inc. All rights reserved. Unauthorized reproduction is strictly prohibited. Inormation is based on best availableresources. Opinions refect judgment at the t ime and are subject to change. Forrester, Technographics, Forrester Wave, RoleView, TechRadar,and Total Economic Impact are trademarks o Forrester Research, Inc. All other trademarks are the property o their respective companies. Topurchase reprints o this document, please [email protected]. For additional inormation, go to www.orrester.com.

Fo IT Iastcte & Opeatios Poessioals

ExECuTIVE SummArY

Tere isnt much that hasnt already been said about the criticality o email in business today but the

cost o hosting and managing your own email inrastructure is probably reaching the breaking point.

Googles $50-per-user annual ee has set a new oor in email pricing and is driving organizations

to look inward at their situation and then outside at the hosted and cloud oerings. Companies are

looking at upcoming email migrations, consolidations, and upgrades as times to potentially make a

change. Beore making a service architecture change, you should examine the needs o your dierentuser constituencies, prole the applications that either integrate or work in concert with email, and

understand the real costs o keeping email in your data center and running it yoursel.

TA bLE OF COnTEnTSOPremise Email Is Givig IT Ops A Migraie

The Service Architectures To Support Email

Are Evolvig

Orgaiatios Should Loo To The Sy For Help

Roll Up Your Sleeves Your Users, Apps, Ad

Costs Dictate The Best Approach

rECOmmEndATIOnS

Ready Your Orgaiatio To Tae Advatage

O The Cloud

WHAT IT mEAnS

Email Could Ope The Door To Broader Cloud

Adoptio

ALTErnATIVE VIEW

Storage Treds Shit The Cost Euatio For

Microsot Exchage Users

Supplemetal Material

nOTES & rESOurCESFoeste sveye 53 se copaies,

iteviewe 12 o those copaies, a

iteviewe the ollowig 14 veos: Azaleos,

Capgeii, dell, EdS (HP), Google, HP, Ibm,

Iteeia.et, LiveOce, mailtst (a ivisio

o rackspace), micola, micosot, novell, a

Syatec messageLas.

Related Research Documets

Shol Yo Eail Live I The Clo? A

Copaative Cost Aalysis

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Tiig The Fat Fo Echage

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Apil 17, 2008

Jaay 5, 2009

Shol Yo Eail Live I The Clo?A Iastcte A Opeatios Aalysisrethikig Whee Yo Eail Lives A Whos maagig It

This is the seco ocet i the Eail I The Clo seies.

by Christopher Voce

with Te Schale, be Echols, a Saa bes

2

6

7

14

17

17

18

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mailto:[email protected]://www.forrester.com/http://www.forrester.com/go?docid=46302&src=42980pdfhttp://www.forrester.com/go?docid=46302&src=42980pdfhttp://www.forrester.com/go?docid=42981&src=42980pdfhttp://www.forrester.com/go?docid=45700&src=42980pdfhttp://www.forrester.com/go?docid=45700&src=42980pdfhttp://www.forrester.com/go?docid=42981&src=42980pdfhttp://www.forrester.com/go?docid=46302&src=42980pdfhttp://www.forrester.com/go?docid=46302&src=42980pdfhttp://www.forrester.com/http://www.forrester.com/mailto:[email protected]


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2009, Foeste reseach, Ic. repoctio PohiiteJaay 5, 2009

Shol Yo Eail Live I The Clo? A Iastcte A Opeatios Aalysis


2

On-PREMISE EMAIL IS GIVInG IT OPS A MIGRAInE

Email is not new technology, but the way email is accessed, managed, and delivered is constantly

evolving. Googles cloud-hosted enterprise push along with Microsos introduction o its hosted

Exchange Online service have caused many inrastructure and operations (I&O) proessionals to

wonder whether they should continue to manage and run their entire email inrastructure in their

own data centers.1

Forrester recently spoke with 53 large enterprises to nd out how they plan to provide email or their

organizations and what barriers they see in shiing their email architecture. More than two-thirds o

respondents said they have already evaluated or are in the process o evaluating their email systems,

and many are considering dierent approaches (see Figure 1). In this report were examining the

barriers and opportunities to move some or all parts o email to a hosted or cloud provider, and in a

companion report titled Should Your Email Live In Te Cloud? A Comparative Cost Analysis, we

urther explore the ully loaded costs o running email on-premise or in the cloud.

Figure 1 may Etepises Ae rethikig Thei Eail Achitecte

Source: Forrester Research, Inc.42980

What delivery model do you think you willuse?

1-2Are you evaluating alternative options formanaging and providing email?

1-1

Source: Q3 2008 North America And Europe Email Architecture Online Survey

Base: 53 IT professionals responsible for providingemail at North American and European businesses


that have previously evaluated or are currentlyevaluating alternative options for managing

and providing email

(multiple responses accepted)

Currentlyevaluating

49%

Not evaluating 30%

Have previouslyevaluated

19%

Dont know 2%

Keepin-house

Move our servers to a

colocated data center

A hybrid of on-premiseand external

email services

Migrate to a hosted ormanaged email provider

Outsource internalemail operations

28%

14%

56%

19%

22%

31% are considering multiple models


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2009, Foeste reseach, Ic. repoctio Pohiite Jaay 5, 2009



3

Several Factors Trigger Orgaiatios To Reevaluate Email Architecture

You dont approach a decision to move something as critical and complex as email lightly. ypically,

your organization has a sunk cost in email inrastructure, and its criticality makes you shy away

rom rocking the boat. Its hard to ignore the i it aint broke, dont x it mentality when a

disruption to email can carry heavy consequences. One interviewee rom an oil and gas company

stated, I a message doesnt go through, you may stop production, and another rom a nancial

services company said, And what happens when the link goes down even i its or hal an hour,

because the [trading] bell doesnt wait. However, there are certain trigger events that organizations

have come across that cause them to rethink their email architectures. Our conversations with

interviewees ocused on:

Spiraling costs caused by email requirements. Email doesnt exist in a vacuum a variety oexternal business and technical pressures cause a ripple eect in costs associated with backup,

archiving, eDiscovery, security, and high availability and disaster recovery that tie back toemail.2 A whopping 42% o rms cited costs associated with running email as the primary

trigger to re-evaluate their approach (see Figure 2).3 Firms must adhere to external regulatory or

legal requirements dictating how long they keep messages, which orces them to invest in pricey

archiving and eDiscovery systems. For many organizations, email holds a business- or mission-

critical role, so I&O proessionals invest heavily in acilities like expensive SANs or alternate

ailover sites to insulate them rom downtime and disasters.4

Te biggest driving orce is reducing cost. A huge problem or us is storage because we have

expensive SAN hardware dedicated to Exchange. (Healthcare organization)

Were always examining how we deliver a technology rom a cost and capabilitiesstandpoint. Complexity is increasing, and cost along with it. Email antivirus and antispam

changes so rapidly that insourcing email is a major distraction. Its not core to our

business, and wed rather ocus on core activity rather than worrying about running email.

(elecommunications company)

Email consolidation projects. Several actors have driven rms to put overweight emailinrastructure on a diet. Whether its legacy email systems that didnt scale well, causing more

servers to be dedicated to email, or mergers and acquisitions that le organizations with

multiple disparate email systems rom dierent vendors and dierent versions that must be knit

together, many organizations look to drive more eciency into how they deliver email.

Managing multiple platorms is an ordeal but it does work and I put work in quotes.

(Financial services rm)

Upgrades and migrations. Another combined 16% o surveyed users cited major upgrades andplatorm migrations as triggers to re-evaluating their architecture. For some organizations, these


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4

activities might also be tied to a consolidation, where dierent parts o the company are running

dierent email systems or versions. Oen, the goal is to create a shared service to serve email to

the broader organization. Interviewees cited this as an ideal time to question whether or not this

should still reside in their own acilities.

We are looking at upgrading to Exchange 2007 across our organization, which is spread out

around the world. Rather than keeping email in-house, were evaluating hosted providers to

ofoad it altogether. (Manuacturing company)

Emails Reach Ad Legacy Complicate Architectural Chages

For I&O pros, supporting legacy inrastructure is always a primary barrier inhibiting innovation

and exibility. Forrester denes MOOSE as spending to maintain and operate the existing

organization, systems, and equipment and email can be the 800-pound MOOSE in the room.5

Te cost o maintaining email internally extends beyond the email servers themselves, andorganizations are oen conronted with maintaining the sprawling legacy.

But trying to pry email inrastructure out o the data center raises many challenges. Interviewees

listed several critical points o integration where hosted email would have to tie back into their

company, with directories and applications topping the list (see Figure 3-1). Interviewees also

questioned the security o entrusting email to a third party and are dubious that an external provider

can ensure the availability o email (see Figure 3-2).

Figure 2 risig Eail Costs dive Fis To Seach Fo Aswes



Base: 36 IT professionals responsible for providing email at North American and European businesses thathave previously evaluated or are currently evaluating alternative options for managing and providing email

What is triggering your evaluation or change?

Merger oracquisition

Upgradingexisting software

Moving todifferent vendor

New leadershipdesires change

Other

Serverconsolidation

Email is gettingtoo expensive

14%

14%

8%

8%

6%

8%

42%


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5

Figure 3 bsiesses Face may Hles Whe makig Chages To Eail Achitecte




that have previously evaluated or are currentlyevaluating using a hosted or hybrid

approach to provide email(multiple responses accepted)

What other barriers or concerns do you haveabout moving email out of the data centers?

3-2What are the critical points of integration?3-1

Integration issues

Potentially higher cost

Organizational impact

Functionality loss

Regulatory/legal implications

Email availability

Security concerns

2

5

5

5

6

13

20

Dont know

Records management

Partner access

Availability

Security

Mobility options

Applications

Collaboration suites

Directories 16

16

12

4

4

2

1

1

1

1

Unified communications

Email Is Embedded Deeply I The Orgaiatio

Email does not sit near the surace in most organizations inrastructure. Its tightly wrapped in

business processes, services that support and extend email, and applications (see Figure 4). All

o this makes it dicult to take advantage o architectural shis that can drive down the cost and

increase exibility. Te ties that bind email inrastructure into organizations include:

Supporting inrastructure required to support and extend email. Tere is a piece oinrastructure supporting email that can complicate making an architectural change. A shi

would aect systems like message archiving or disaster recovery both the inrastructure

itsel and the process and people that support it. For instance, organizations are increasingly

accountable or an accurate record o their documents and communications, whether it comes

rom regulatory, internal, or legal requirements. Broader corporate data archiving or eDiscovery

strategies can complicate changes to email architecture. Mobility inrastructure like BlackBerryEnterprise Servers are very latency sensitive, so where the mail servers go, so must they.

A broader set o messaging and collaboration services. Companies are deploying new tools

to oster more eective collaboration among their employees, including instant messaging, Web

conerencing, and team workspaces. Tese services are becoming more and more intertwined


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6

as unctionality like presence is integrated across collaboration tools. For example, you

can integrate Microso Exchange mail inormation into SharePoint sites or relay reporting

inormation. One interviewee remarked, I it was just email, wed make the jump right now

but there are strong links to our other collaboration tools. Well strongly consider this in thenext ew years, but it wont be just or email.

Aliated applications and processes. Many applications may require integration with emailsystems or their unctionality, and they can vary in how deeply theyre tied into email. Your

nancial system may simply require SMP to send email updates to employees, while your

CRM package might use a platorm-specic protocol like Microso Exchanges MAPI to send

customized newsletters to customers. Its not just the applications, either some disparate

email environments that span an enterprise might integrate with dierent directories as well,

urther complicating integration. Email integration can be more subtle, too. For example, rms

requently use template-based emails to drive business processes like a new employee hire or

acilities request.

THE SERVICE ARCHITECTURES TO SUPPORT EMAIL ARE EVOLVInG

Te options you have at your disposal or where to run email are evolving, but they address basically

two questions: Where does the email live? and Whos managing it? Answering these two

questions paints a simple picture o dierent approaches to the email service architecture (see Figure

5). In addition to running everything on-premise, you can:

Outsource email operations. Basic outsourcing implies you would typically be working with

an external outsourcing provider to supplement or replace your sta running the inrastructure.Tis can address a very real pain you eel, as knowledgeable talent can be expensive and hard

to nd and retain. raditional outsourcers have evolved as well and can bring your email

inrastructure into their own data centers. Firms like Microland have a sophisticated remote

management approach, lessening the costs associated with managing and maintaining an

Exchange environment. Azaleos takes a dierent approach, remotely managing its customers

Exchange environments rom a central operations center.

Move inrastructure to a colocated acility. Te costs associated with building your own datacenter and worrying about reliable power, cooling, and adequate bandwidth are more than some

rms should bear. Colocation helps save users the trouble o building their own data centers

while beneting rom the eciencies o a larger provider.6 Some rms use colocated acilities as

secondary sites or disaster recovery purposes and where possible, utilize the otherwise idle

cycles or lower priority workloads.7

Use a hosted mailbox service. A hosted mailbox service ofoads both the hosting andmanagement o email and encompasses three basic variations: multi-tenant hosted, single-


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7

tenant hosted, and outsourcer hosted. Te major architectural dierentiator o these options

is the level o integration possible just how deeply can you integrate or modiy the systems?

What are the service windows and do you have inspection rights? Multi-tenant providers dont

have to dedicate as much inrastructure to providing discrete email environments or customers,and you benet in reduced costs rom the economies o scale. Problems like server support,

acilities costs, and capacity planning and sizing now belong to your provider.

Employ a hybrid approach. Te dierent alternatives to email architecture are not necessarilyblack and white, mutually exclusive options there can be a mix o on-premise and externally

hosted services that all into two categories that well explore in depth later. First, you can

peel o support services like message ltering, archiving, and continuity and use a hosted

service provider while keeping the rest o the mail inrastructure on-premise. Second, you

can use an inexpensive single- or multi-tenant hosted mailbox service or a large number o

users while retaining others on an on-premise email system. Tis can shi the economics back

in avor o providing email to those users that you dont currently serve. Some colleges and

universities have already begun to adopt this model keeping their sta s email on-premise

while leveraging a service or the tens or hundreds o thousands o students. Firms with large

numbers o aliates and agencies, like insurance or mortgage companies, might be likely

candidates or this model as well. Tere is the potential to have more control over and drive

down costs in communications with them.

ORGAnIzATIOnS SHOULD LOOk TO THE SkY FOR HELP

Tere arent many scenarios where an organization could not benet rom hosting some o its email

services in the cloud. Te cloud lets you shed burdens like email-driven capacity planning and reeup I resources so you can ocus on your business. Certainly there are opportunities to contain

costs, but the cloud can also enable new scenarios not possible with on-premise solutions, such as

quickly integrating newly acquired businesses or spinning up new businesses.


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8

Figure 4 Eail Sits At The Cete O A Cople Ecosyste


Messaging/collaboration

Mobility

IM

Web conferencing

Workspace

Filtering

Users

Disaster recovery

Unifiedcommunications

CRM, HR, etc.

Supportingservices

External email traffic

Email

Mailboxes Routing

Laptops

Desktops

Web Access

Affiliatedapplications

Archiving Directory/directories


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9

Figure 5 A Faewok Fo Eail deployet Achitectes


Your data center

Who

runs it?

Their data center

Where does it live?

They do

You do ColocatedOn-premise

Outsourced Hosted email services

Mailboxes

Multi-tenant hosted

Single-tenant hosted

Outsourcer hosted

Supportingservices

Email continuity

Message filtering

Message archiving

CloudBased Services Ca Ofoad Costs Ad Resposibility While Icreasig Flexibility

Tere are three opportunities to use providers outside the our walls o your data center either to

replace or extend your on-premise email inrastructure (see Figure 6). Not all are true multi-tenantproviders, as some o these, like hosted email solutions, have inrastructure dedicated to you. rue

multi-tenant SaaS oerings are cheaper or providers to operate, but the trade-o is in your ability to

integrate with them. For services like a multi-tenant email ltering, this is a non-issue but i youre

looking to integrate your Siebel CRM system with Google Gmail, then this could be a problem. Based

on your organizations environment and needs, there are three architectures to consider:

1. Hosted email. Tere is a range o options at your disposal here. On one hand, or simple

environments, a multi-tenant or cloud solution can be an extremely cost-eective option.

On the other hand, rms have the least amount o control over a cloud service. Youre at the

mercy o the providers service windows as well as its upgrade cycle. Some Google Apps users

were locked out aer an upgrade to the system in October. Single-tenant email solutions dont

match the price o cloud solutions, but they oer more control to organizations. Providers also

oer more mobility options to include BlackBerry Enterprise Servers. Finally, outsourcing

organizations like EDS bring inrastructure into their own data centers to leverage economies o

scale to manage and maintain those environments.


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10

2. Hosted support services (hybrid). I maintaining an on-premise email system is a necessity,

there is still an opportunity to benet rom cloud services to streamline your environment. You

dont have to tie up your own people and resources worrying about message ltering, archiving,

and continuity there are people who can do it better and cheaper than you can.

3. Split-domain email (hybrid). Split-domain routing enables you to segment users and leverage

dierent architectures to serve those with more modest needs. Tis does introduce more

complexity into the environment, as you now have to either replicate directory inormation to

a provider or allow access to your internal directories.8 Perhaps tens o thousands o rotating

users may come and go, not carrying the same requirements as the ull-time sta at a stang

organization. Organizations may also look to extend email to employees in emerging markets

where they might not have the resources or inrastructure to support on-premise email.

Manuacturing rms may have many users who dont have email but who could benet rom

electronic communication in place o bulletin boards or paper-based benets enrollment.

We have over 10,000 users on email, but can have over a hundred thousand contractors

at any given time. We pulled back email a while ago rom the contractors and have them

use their own personal email. But a cloud service could be much more attractive to serve

them rom a branding and business perspective to manage communications with them.

(Proessional services rm)

Hosted Supportig Services Are Maig More Ad More Sese

Supporting services can take up more space, power, and resources than they need to. raditional on-

premise soware vendors like rend Micro are taking their solutions and oering them as a service.

While circumstances such as a broader corporate strategy involving an archiving service might limitoptions, there is a clear opportunity or many to ofoad the cost and responsibility associated with

(see Figure 7):

Message ltering. Because ltering is mostly well partitioned rom your inrastructure, itsthe easiest place to start. Tis includes in- and out-bound antivirus, antispam, encryption, and

possibly data-loss prevention. In addition to merely ofoading responsibility or maintaining

and managing the service, moving your email ltering to a provider means email is consuming

less bandwidth and your mail servers are processing ewer messages. External providers will

also be able to back their services with more redundancy than you can, at a better price.

Message archiving. As mentioned, archiving and eDiscovery or email can be trickier or someorganizations. Broader archiving, corporate eDiscovery needs, or plans or data may limit

options or you to make changes to those associated with email. Services range rom basic

journaling where all incoming messages are sent and stored at an external provider with little

granularity to more detailed archiving. Its important to ully explore your organizations

requirements or archiving and ully vet issues like, Does the online service provide

perormance requirements or discovery?9


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Email continuity. Email continuity, or disaster recovery, covers scenarios associated with theloss o your primary site and allows email to keep owing. Te costs associated with planning

and building out your own data center or leveraging a colocation provider and purchasing the

necessary hardware and soware can be stiing. Tese hosted services range rom providing

basic send/receive unctionality i the primary server ails to more sophisticated and expensive

oerings that include access to an archive o the past weeks or months messages. When

selecting a service, you want to think about how all o your users access their email. Some email

continuity services include ailover or mobile devices as well.

Figure 6 Achitecte Optios


Expensive to

maintain Consumes IT staff time

and resources

On-premise email All email services

(mailboxes, filtering,etc.) run on company-owned servers.

Integration withdirectory and otherbusiness applications

Exposure to businessfailure by service provider

Hosted email All email servicesare delivered by ahosted mailbox serviceprovider.

Loss of direct access

Potential for conflict inimplementing archiving

and eDiscovery processes

Hosted supportingservices (hybrid)

Some supportingservices, like filtering orarchiving, are delivered

by a cloud- basedprovider.

Integration withdirectory and otherbusiness applications

Different experiences forworkers using on-premiseversus hosted email

Split-domainemail (hybrid)

Some employees usethe on-premise email,and some use a hostedmailbox service.

ChallengesArchitecture Description Benefits

Traditional, hence

comfortable Easier integration with

other applications andresources

Pay-as-you-go financingmodel

Always-current softwareand protection

Operated by someoneelse

Offload maintenanceof specialty services

Often less expensive

Keeps core email on-premise

Move occasional usersor new users to a hostedservice

Easier to provision newusers or acquiredcompanies


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12

Figure 7 Hoste Sppotig Sevices Ca Save O-Peise Eail Iastcte


Potential barriersService

Messagefiltering

Messagearchiving

Email

continuity

Ease of adoption

Easy

Medium to hard

Easy to medium

Best suited for

Most organizations

Organizations that do notwant the cost and complexityof an on-premise archivingstrategy

Organizations looking to add

site-resiliency to their emailenvironments but find the costsassociated with a remote siteand infrastructure prohibitive

Some might need a highly configurableon-premise solution

Already have a sunk cost in filtering

Some filtering might require directoryaccess

Broader data archiving strategy maydictate an on-premise offering

Larger corporations may do it in-housefor less

May need a feature-rich, on-premisesolution

Possible conflict with broader corporate

disaster recovery strategy Failover is easier than failback

Interdependencies with applicationscan complicate failover and failback

Hosted Mailbox Services Ca Provisio Some Or All O Your Users

Te three categories o hosted mailbox services (all o which could be considered cloud providers,

based on their pricing models) dier on cost, visibility, and your ability to integrate with them (see

Figure 8). Tere is a dierence in contract commitment as well with each o these. For example,

relationships with outsourcing rms oen involve agreements o at least three years, while a multi-tenant hosted solution requires little, i any time commitment, or basic email. Hosted mailbox

services all into three categories, which include:

Multi-tenant hosted solutions. Hosted multi-tenant email vendors use a shared inrastructureto host customers email. Because o the economies o scale in providing this, its the lowest

cost option but it lags behind the other options in your ability to integrate with your other

applications and services. Tis is an appealing option or companies with simpler environments

who need basic integration or a ully hosted architecture or those looking to provide cheaper

email or large subsets o users in a split-domain hybrid architecture. As time progresses, multi-

tenant oerings will become more accessible to a broader audience as application vendors work

with the providers to integrate with them. In time, this will be the de acto standard.

Single-tenant hosted solutions. Hosted email vendors use single-tenant, or dedicated, serversor individual companies. Tis is best suited or organizations that need a higher level o

integration than is possible with multi-tenant solutions but that still want to move email o-

premise or all o their employees or or large subsets o the organization (e.g., a large contractor


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14

ROLL UP YOUR SLEEVES YOUR USERS, APPS, AnD COSTS DICTATE THE BEST APPROACH

Te process o choosing the right architecture or your organization starts with a discovery project

to better understand the opportunities, risks, and implications o making a change. Tere is a large

ecosystem o partners that can help (see Figure 9). But beore you start, you have to roll up your

sleeves to do a detailed risk and impact analysis lest you come across a surprise that blows up your

migration eort. o proceed, you must understand:

How your workers use email. Its important to prole how your employees or contractors useemail. Do all o your users require ull-blown email and collaboration? Weve seen workers

all into three buckets: mobile executives, inormation workers, and occasional users.10 Cloud

services could be an opportunity to serve employees who did not traditionally have email at all.

Can email be a more eective and secure way o communicating with them? For example, i you

could reduce paper communications with employees like direct-deposit statements and other

corporate communications, could the savings more than justiy the cost?

Te applications afected by the change. Tis task uncovers the depth o the integration withyour email platorm. When examining applications, ask yoursel questions like: What is their

criticality? Are there alternatives? How deeply are they integrated? Some applications may be

targeted or sunsetting, thereore minimizing their impact on the direction you take. Tere are

some applications that might not be tightly integrated but that have proximity issues. Chatty

applications like BlackBerry Enterprise Server require close proximity to the mail server.

Your real costs in running email and the cost o change. When we asked respondents aboutthe costs associated with supporting email in their environments, their answers varied widely

and most didnt know. o see i its more cost-eective to take a dierent approach, you have toknow exactly what it costs you to keep on supporting your email inrastructure.11 Dont be shy

either: Look or the ull burden email places on your budget, rom the servers to the security,

availability, and mobility services that surround it. One o the largest components to think about

is the labor cost, which can ar outweigh the others. Finally, i making a move, whats the cost o

change? Will this require new licenses, development, implementation, or end user training?


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15

Figure 9 Veo List


AppAssure Software

Accenture*

Azaleos

Apptix

Barracuda Networks

BT (formerly British Telecom)

CA (formerly Computer Associates)

Provider

Capgemini*

Cemaphore Systems

Double-Take Software

EDS (HP)*

EMC

Global Relay Communications

Google

HP Services*

IBM Global Services*

Intermedia.net

Iron Mountain

LiveOffice

Mailtrust (Rackspace)

IBM Lotus

MessageOne (Dell)

*Outsourcer that can also host email infrastructure in its data centerProvides hosted monitoring and management of Exchange

AT&T Hosting & Application Services

Mailboxes

Both Both Both Both

Both Both Both

Both Both Both

Both

Both Both BothBoth

Both

BothBoth

Both Both BothBoth

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Message

archiving

On-premise

On-premise

Both

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Email

continuity

Both

On-premise

On-premise

On-premise

Both

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Message

filtering

On-premise

On-premise

Hosted

Hosted

Hosted

Hosted

Hosted

Hosted

Autonomy ZANTAZ Both

Hosted

Hosted

Hosted

On-premise Both

Both


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16

Figure 9 Veo List (Cot.)


Provider

Mimosa Systems

NetApp

Neverfail

Novell

Open Text

PostPath (Cisco)

Proofpoint

Quest Software

Sophos

Symantec MessageLabs

Teneros

Trend Micro

USA.NET

Verio

Verizon Business

Zimbra (Yahoo!)

Microsoft

Microland*

Mailboxes

Both

On-premise

Both

Both

Hosted

Hosted

Hosted

Message

archiving

Both

On-premise

On-premise

On-premise

On-premise

Both

Hosted

Hosted

Hosted

Hosted

Both

Email

continuity

On-premise

On-premise

On-premise

Both

Both

Hosted

Hosted

Hosted

Both

Both Both BothBoth

Message

filtering

On-premise

Both

On-premise

Both

Both

Both

Hosted

Hosted

Hosted

*Outsourcer that can also host email infrastructure in its data centerProvides hosted monitoring and management of Exchange


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17

r E C O m m E n d A T I O n S

READY YOUR ORGAnIzATIOn TO TAkE ADVAnTAGE OF THE CLOUD

Otsocig eail ight see ailia. Yo ay have ee hee seveal yeas ago, a the

qestioale-at-est cost savigs it ake p o state e ses seig o a

ece epeiece a hagig eail cliets. It wol have let a a taste i yo oth. bt

its woth takig aothe look. Chages to eail platos have ae the oe sevice-povie

iely a have ive ow the costs. Cliet applicatios like micosot Otlook ae ch

oe latecy-iely a astact whee thei eail actally sits o the ses. A the sevices

theselves have ipove.

Ate peoig a ipact aalysis, yo ay ito ogaizatioal esistace to ovig o-

peise. Google, Ibm, micosot, a othe veos ae apily ipovig thei sevices to ake

the oe igestile, t aye yo ogaizatio aces too ay hles to ake a shit withithe et two yeas. Eve i yoe ot eay to ake a achitectal shit ow, yo shol:

Ru a pilot program with a hosted service. The eaty o these sevices is it ca take veylittle eot to sta the p a test the. Yo ca eel ot a hoste o clo eail sevice

ch easie tha a o-peise soltio. by pilotig a gop o ses, yo ca see how it

aects thei eail epeiece a how applicatios ehave.

Avoid deepeig your depedece o a opremise email platorm. Pase eoeivig ito applicatio eployets that have ties ito yo eail. Eploe alteative

ethos o itegatio a ocs o staas-ase ethos like SmTP athe tha tyig

ito a popietay potocol like mAPI yoll ese that yo have oe optios availale to

yo a have a ch easie tie akig a tasitio ow the oa.

Thi about more tha just email. Eail sits i a ecosyste o oae collaoatiotools a oility optios. Focsig yo appoach o jst eail theates the shae

ctioality o i collaoatio tools like pesece. I yoe egiig to aopt these

tools o have aleay eploye the, yo shol cetaily acto the i to yo plas.

W H A T I T m E A n S

EMAIL COULD OPEn THE DOOR TO BROADER CLOUD ADOPTIOn

Caig mie, micosots chie eseach a stategy oce, ecetly sai at a coeece

that people ake ecisios ase o applicatios, ot platos, a that the clo ees

kille apps. Ogaizatios ace sigifcat costs i siply poviig esiliet eail i the ace o

eteal eglatio a siess chages ivolvig m&A. All o this ight e eogh to psh a

ogaizatio to ecie that it ca o loge e i the siess o ig eail. Its ha to ake

pivots i yo siess i yo iastcte ca oly chage iectios like a take. Sccess with

eail will stat ogaizatios thikig aot whee else they ca eeft o the ecooies o

scale that the clo ca y the.


19/21




18

A L T E r n AT I V E V I E W

STORAGE TREnDS SHIFT THE COST EqUATIOn FOR MICROSOFT EXCHAnGE USERS

I a micosot Echage Seve evioet, the costs associate with stoage ca oe tha

qaple the ivestet i seve hawae. SAns wee oce st-haves i oe to povie

Echage with high availaility i clsteig sceaios. With Echage 2007, micosot tagete

peoace isses ipactig stoage a has plle the esiliecy itelligece ot o the stoage

a pshe it ito Echage itsel sig ltiple copy clstes, which eas the se o iect-

attache stoage (dAS) is ow a oe ealistic optio. I act, micosot plishe a white pape

etailig its iteal se o dAS o its etie Echage evioet. may fs ot oly se

epesive eicate SAn hawae t have also eploye picey achivig soltios to give

thei ses lage ailoes. The se o dAS i Echage col ea lage aots o stoage at

a cheape pice poit eliiatig the sepaate achivig a ackp systes ecessitate y

tight ailo size eqieets a that col e eogh o soe fs to pt o the pai o

ippig eail ot o thei ata cetes a seig it to the clo.

SUPPLEMEnTAL MATERIAL

Compaies Iterviewed For This Documet

Azaleos

Capgemini

Dell

EDS (HP)

Google

HP

IBM

Intermedia.net

LiveOce

Mailtrust (a division o Rackspace)

Microland

Microso

Novell

Symantec MessageLabs

EnDnOTES

1 A similar re-evaluation is happening in collaboration soware: Soware based in the cloud is potentially

much less expensive, makes it easier to manage a single source o the truth, and is available anywhere, at any

time. See the March 18, 2008, Get Ready For Collaboration In Te Cloud report.

2 High costs arent tied to just sending, receiving, and storing email business requirements and external

pressures demand rms surround Exchange with expensive services. See the April 28, 2008, rimming Te

Fat From Exchange report.

3 When you actor in the costs o hardware, soware, people, maintenance, storage, archiving, mobile email,

and nancing, the ully loaded cost o maintaining on-premise email can soar. So while the cost to an
http://www.forrester.com/go?docid=45382&src=42980pdfhttp://www.forrester.com/go?docid=42981&src=42980pdfhttp://www.forrester.com/go?docid=42981&src=42980pdfhttp://www.forrester.com/go?docid=42981&src=42980pdfhttp://www.forrester.com/go?docid=42981&src=42980pdfhttp://www.forrester.com/go?docid=45382&src=42980pdf


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19

individual budget holder might look low, the ully loaded cost o email is surprisingly high. See the January

5, 2009, Should Your Email Live In Te Cloud? A Comparative Cost Analysis report.

4 Exchange has become so inextricably linked to company productivity that any downtime can result in

business screeching to a grinding halt. As a result, I proessionals are rushing to improve Exchange

availability with dedicated, highly redundant storage, next-generation backup technologies, and clustering.

See the October 9, 2007, Messaging Continuity: Ensuring High Availability For Microso Exchange report.

5 Forrester has developed a checklist o 20 best practices to enable CIOs to score themselves on their ability

to control their I MOOSE costs (spending to maintain and operate the organization, systems, and

equipment). See the September 20, 2007, I MOOSE Management 20 Best Practices report.

6 Building a modern data center isnt easy, and a colocated data center will have state-o-the-art security,

power, cooling, re suppression, and network bandwidth. Colocation acilities can also act as disaster

recovery sites, provide overow capacity, and host applications that need more bandwidth or closer

proximity to users. See the October 21, 2008, Dont Build Your Next Data Center, Colocate It report.7 Te pursuit o I consolidation and greater nancial and operational benets is driving US enterprises

toward more active-active data centers data centers that run production workloads but also serve

as recovery sites. See the December 7, 2007, I Consolidation Drives Active-Active Data Center

Congurations report.

8 Cloud vendors have secure ways o synchronizing directories, but it may take convincing your security

team. I users on the hosted service still need their email integrated with other on-premise applications,

then split-domain email might not be easible.

9 Smart companies use our key strategies to succeed with email archiving: Tey rightsize the inrastructure;

walk through eDiscovery scenarios ahead o time; consider archiving other data types besides just email;

and sta and manage the archive or the long term. See the October 17, 2008, Best Practices: Email

Archiving report.

10 Tese categories capture the needs o the user, answering questions like: Does this user need a BlackBerry?

Is a Web client sucient or their work? o analyze the costs o providing email in a way that reveals where

costs can be controlled, its important to segment your employees based on what they actually need. See the

January 5, 2009, Should Your Email Live In Te Cloud? A Comparative Cost Analysis report.

11 Zeroing in on the real costs o hosting and managing your own email environment can be dicult, but in

the companion report, Forrester provides guidance on exactly how to go about it. See the January 5, 2009

Should Your Email Live In Te Cloud? A Comparative Cost Analysis report.
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