Email management A Geni Perspective

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E-mail management A Gen-i Perspective

• Paul McTaggart - ECM Practice Manager

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Points that we will cover today

• Quick Infomercial
• Definitions Language and meaning
• AIIM Industry Watch Contextual issues
• Technology trends Some considerations

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Infomercial - Gen-i Software Solutions
Development
Implement and customise software
Connect people, organisations, communities with
software
Integration
Enterprise Content Management
Implement systems to manage, process and deliver
information
Implement systems to gather and analyse data to
deliver actionable information to business
Business Intelligence
Testing
Verify software meets specified requirements.
ApplicationLifecycleManagement
Products and services to improve and coordinate
development activities
Maintenance Support
Enhance and support software
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Infomercial - Paul McTaggart

• 14 years with Gen-i
• 8 years in the information management field,
  covering
• Records and Document Management Central and
  Local Government
• Web Content Management
• Enterprise Search
• Imaging and Workflow
• AIIM Professional Member
• AIIM ECMs ECMp Certified

www.aiim.org
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Infomercial - AIIM Who and what ?

• AIIM is an international Authority (ECM)
• Vendor neutral focus
• Education, Training and industry advocacy

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Definitions - What is a record ?

• Information created, received and maintained as
  evidence and information by an organisation or
  person, in pursuance of legal obligations or in
  the transaction of business (ISO 15489)
• But is this the definition that everyone
  understands?

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Definitions - What about E-mail

• E-mail is NOT information
• E-mail is NOT a Content Type
• E-mail is NOT a record
• E-mail contains Content - Yes
• E-mail is a transport mechanism
• E-mail content can be managed as a record

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Definitions - Getting from the Content to the
Record

• Content Context Information
• Information Controls Record
• Context
• The what and where and who
• Controls
• Containment / Classification
• Relationships to other items
• Access control, Audit
• Retention and Disposal

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Definitions - So What?

• So if its not providing context and control
  facilities then it is not part of the records
  keeping framework

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AIIM Industry Watch Aug / Sep 2006 e-mail
management survey

• Aug Sept 2006
• 1043 Participants
• gt 50 were Records, Document or CIO Exec roles

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AIIM Industry Watch Aug / Sep 2006 e-mail
management survey
Decision makers in deploying e-mail management
solutions
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AIIM Industry Watch Aug / Sep 2006 e-mail
management survey
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Records
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AIIM Industry Watch - Summary

• 99.9 of organisation use e-mail
• 83 have an e-mail policy, but surface only
• Only 45 have guidelines for retention, partial
  control
• E-mail decisions are primarily IT driven 50
• E-mail archiving e-mail management

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Summary so far

• If you are not clear on your language and its
  meaning.
• And your path forward is not one paved by clear
  planning, policy and communication.
• Then you will be at the mercy of technology in
  the driver seat

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Technology Trends

• E-mail archiving evolved due to technology
  limitations in e-mail platforms (storage)
• Litigation discovery issues
• E-mail platforms and archiving trends are
  encouraging

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Technology Trends - Symantec

• Strong success in the archiving arena
• Proactively engaging into more contextual and
  control support
• Have a view wider than just e-mail
• Have and are actively working with Document and
  Records Management vendors

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Technology Trends - Symantec
Keep Things And Find Them Again
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Technology Trends - Symantec
Dont archive spam
X
Tag External Retain 3 years
E-mails to outside
Tag Legal Retain 7 years
E-mails from legal
Enterprise Vault
Metadata-Driven Rules Built-in custom filters
(XML) E.g., date, time, subject, size, from, to,
cc, bcc,
OR
Content-Driven Rules Via partner plug-in
(Orchestria, MessageGate) E.g., message,
attachment, content analysis, machine learning,
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Technology Trends - Symantec
eDiscovery / Compliance
Reduce cost of legal discovery requests,
demonstrate compliance with regulations around
electronic records retention and supervision
General Counsel/ Compliance Officer
Information Management
Retain and expire electronic records based upon
business policy, categorize tag, index
search, integrate with other information mgmt.
systems
Records Manager
Mailbox Management
Optimize email performance, reduce backup window,
reduce platform migration time, eliminate need
for email quotas
EmailAdmin
Storage Optimization
Consolidate file servers, eliminate PST files,
compress single instance storage, implement
tiered storage
Storage Admin
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Technology Trends - Microsoft

• Largest e-mail transport footprint
• Latest release Exchange 2007 (EX2007)
• Latest release starts to address context and
  control requirements

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Technology Trends - Microsoft

• Managed Mail Folders
• Ability to Create folders, based on policy, with
  event triggers
• Ability to publish these folders to user and
  groups
• Ability to have the mail items sent to other
  systems
• Retention on the folder is defined by
  Administrators
• Events can flow mail to SharePoint or other RM
  system

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Messaging Records ManagementAdministrative
Attributes
Technology Trends - Microsoft

• Managed Folders display in the users mailbox
• Provide a place to store critical content
  longer-term
• Cannot be deleted
• Can have user-created sub-folders
• Grouped together by Mailbox Policies
• Policies can be deployed based on different
  characteristics
• Folder quotas can limit individual folder size

November 24, 2009 Page 22
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Technology Trends - Microsoft
Properties Of Current Folder
Various Managed E-Mail Folders
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Summary of all things

• There is an ongoing issue
• There is a need for common language
• It 80 people and process and 20 technology
• IT IM must work together
• There are emerging technologies that are starting
  to help

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The end of the beginning !
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Paul McTaggart

• paul.mctaggart_at_gen-i.co.nz
• 64-27-272 8482
• 64-4-498 4606