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© 2006 IBM Corporation

IBM Think!Thursday Sales Enablement SeriesIBM Think!Thursday Sales Enablement Series

IBM Think!Thursdaye-Mailing Archiving: A hot market and getting hotter

May 11, 2006

Information Management

IBM Softwarewww.ibm.com/software

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IBM Software Group


e-Mail Archiving

A hot market and getting hotter

Ross Hollander- IBM Content Management & DiscoveryDoug Magnuson - IntegroGeorge McMillan – IBM Solution Builders Express

May 11, 2006

IBM Software Group

© 2003 IBM Corporation6

Agenda

The business problem

The solution

Taking advantage of the business opportunity– eRecords Bridge

– Solution Builder Express for Partners

IBM Software Group


In the News

“Firms Said to Break e-mail Rule”

“Wall Street Firms Fined for not preserving e-mail”

IBM Software Group


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”

IBM Software Group


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.”

IBM Software Group


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.)

IBM Software Group


E-mail archiving with the IBM CommonStore solution

Mailbox management

ComprehensiveFlexibleReliable

ComplianceDiscovery

IBM Software Group


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

IBM Software Group


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

IBM Software Group


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

IBM Software Group


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

IBM Software Group


Easy and powerful search across mailboxes

IBM Software Group


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

IBM Software Group


Compliance – e-mail as business records

Declare and classify messages in IBM Records Manager

Central file plan

Central retention management (time and event based)

Retention Rule 2

Retention Rule 4

Retention Rule 5

Retention Rule 1

Retention Rule 3

Safety

Inspections

Incidents

Finance

Budgets

Safety

Finance

Doc. 1

Doc. 2

Doc. 3

Classification File Plan Retention Schedule

IBM Software Group


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

IBM Software Group


Compliance – extended to supervision with Orchestria

Problematic distribution list

Sender is in the Research

department

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.

Contact: Trevor Chamberlain- [email protected]

IBM Software Group


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!

IBM Software Group | Content Management & Discovery

22© 2006 IBM Corporation

HighlightsComprehensive, flexible e-mail archiving

Instead of a one-size-fits all approachTailored to specific customer requirements

100% document fidelityNo conversion to other format to meet compliance requirementsBest user experience in mailbox management

E-mail archiving can grow into true e-mail records managementBased on central (corporate) file plan and retention schedules

E-mail archiving as part of Enterprise Content ManagementLeveraging the same infrastructureWide choice of storage devicesMature, proven, scalableThe e-mail repository can be used and shared for other content management requirements in the enterprise.

IBM Software Group


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

IBM Software Group


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)

IBM Software Group


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

26

eRecords Bridgethe way email should be managed

Records ServerContent Server

Mail Server

IBM CommonStore

IBM Records Manager

Mail System Bridge

Records Admin

RecordsEnabler

IBM Content Manager

• Manages intended and convenience records.

• Non-intrusive, allowing end users to interact with mail in their normal way.

• Provides enforcement, user management, and centralized reporting capabilities.

• 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 Filea. Business Usec. Time and Space Quota’s

IBM Content Managera. Space Managementb. Centralized Search

IBM Records Managera. Control and Compliancec. Retention, disposition and

holds

1. Intended Records Official Records & Copies Storage of Official Records Registered

2. Informational Mail Transient Records Optional if needed for space management

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

27

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.

28

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.

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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– [email protected]– 480.766.8252


IBM Software Group

30

Solution Builder Express – E-Mail Archiving

Description:A starting point solution illustrating an Email Archival SolutionDemonstrates the ease of install (a key gap of previous product versions)Clearly differentiates CommonStore product features from those in a Domino

email system environmentAddresses 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)

IBM Software Group

31

Solution DetailsScenarios 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

BriefDescription

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.

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.

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.

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

SOFTWARE ($ 5,000)• 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

Why are these three groups hesitant to aggressively adopt IBM Content Management strategies as their own..?

*1 Ser vices HoursFeedback from product team and VAD’s needs some refinement

*2 Linux May be UsedLinux may be used for Archive Server (IBM Content Manager v8.3) onlyUse of full-text features is limited to Windows and AIX only

IBM Software Group

32

Simple eMail Archiving: A Good BeginningIt’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.

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.

It’s Too Simple If You Can’t Get To What’s Next

IBM Software Group

33

Simple eMail Archiving

eMail Archive

Administrator

User’s (email)Client

Archive Policy

AdditionalStorage

Archive

Retrieve

Search

IBM Software Group

34

Simple eMail Archiving with a Compliance Footprint

eMail Archive

Administrator

User’s (email)Client

Archive Policy

Archive

Retrieve

Search

AdditionalStorage

ComplianceAdministration

Console

Item Type Migration Model

Meta-dataConfiguration

Manager Classify

Records Management

A records management up-sellA records management up-sell

A Compliance migration path made possible with SBE Technical Assets

A Compliance migration path made possible with SBE Technical Assets

IBM Software Group

35

Intensity: A Migration Path That WorksWhat’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?

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?

A Bridge to What’s Next, Services That Manage the Cost

IBM Software Group

36

Core Technical components of a Solution Starting PointSolution Overview

Solution concepts & business value

Solution architecture

Recommended SW, HW, tools

Helps you understand solution concepts, business value, and system architecture considerations

Solution Planning Guide

Skills required to implementthe solution

Assumptions & task listwith time estimates to plan

services engagement

Helps you identify skill requirements and plan your customer engagement

Task descriptions& best practices

Skill 1Skill 2Skill 3….

Implementation Guide

Implementationchecklists

Instructions &tips for solution

installation

Customizationinformation

Use cases for demo &

education

Structured learning opportunity showing how to quickly set up an instance of the solution and important techniques to develop and deploy a custom solution

Sample code, data, scripts

Demo Toolkit

Customizable presentation with solution benefits &

overview

Video clips of the solution

How-to document toassist with using &

customizing the assets

Provides customizable demonstration assets to help you sell the solution

IBM Software Group

37

Get a Jump Start with Solutions AcceleratorTake 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 consultationAvailable via phone or e-mailOn-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

http://www.ibm.com/partnerworld/solutionsbuilder

IBM Software Group

38

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

http://www.redbooks.ibm.com/abstracts/SG246795.html?Open

®

IBM Software Group


Introducing eMail Search for CommonStore

IBM Software Group

40

A New CommonStore Feature – eMail Search* (eMS)A cross-mailbox search & discovery tool

Not a personal mailbox searchTo search across personal mailboxesRequires special authorization (e.g. Legal Counsel, Compliance Officer)

Easy to use email discovery application interfaceAdvanced search, search refinementcase folder, hold management – simple time-based/Records Manager planned managementaudit trail exception reportingoutput production

A web-based application layer on top of Content ManagerWorks on eMails stored in CM by CommonStore (Lotus Domino & Exchange)

Leverages CM full text indexingSingle-Instance Storage (same eMail stored just once)

*Available in July as a priced feature of the CommonStore v8.3.1 release

IBM Software Group

41

Startling Facts and FiguresAt 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)

IBM Software Group

42

Real-world ProblemsThink 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.

IBM Software Group

43

The value of finding old e-mails

Legal discovery and litigation / audit supporteMail 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 ManagementeMail 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 mailboxesaccess is controlled to authorized or approved individuals

Capture Classify

Supervise

Manage Audit DeleteDiscovery

Apply holds

Release holds

CommonStore for Microsoft Exchange

CommonStore for Lotus DominoContent Manager Records Manager

IBM Software Group

44

IBM eMail Archiving, Discovery and Compliance Offerings Key Business Drivers

85% of the market opportunity 15% of the market opportunity

Mailbox Management Solutionstorage space management

eMail Retention & Discovery Solutionlong term retention & discovery

SolutionCommonStore (CSLD & CSX)Content Manager

SolutioneMail Search requires:

eMail Search Software, plusCommonStore (CSLD or CSX)Content Manager or other appropriate repository like

OnDemand or Tivoli Storage Manager

Records Manager needed for retention & litigation holdsPotential to leverage Information Integration (e.g. IICE)

SolutionCommonStore & eMS

Content ManagerRecords ManagerPotential 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

Compliance requirements to retain eMail messages (ILM)

Regulations, corporate policies make keeping eMails for years anecessity, 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

Message Supervision Solutionpre and post message monitoring

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45


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