E-Mail Archiving January 26, 2011 Mindy Hynes Brendan ONeill

Information Systems

Objectives
Reduce Footprint
Off site tapes
39,000 tapes at Iron mountain

Live e-mail
Largest complaint is users are in e-mail jail Desire to keep some things a long time (more than 10 years) Causes wild to grow

Unmanaged e-mail (Wild)

64 mail platforms in addition to Exchange Thousands of PSTs (22,000 users totaling 16TB) Meet E-Discovery Obligations
Tools facilitate repeatable/defensible processes enabling elimination of tapes over time

Information Systems

Issues with Reducing Off Site tapes

We cannot dispose of tapes if it has relevant information to open cases Granularity of tape not at a per person level Legal hold process varied

Information Systems

Resolution to Reducing Off Site tapes

Improve legal hold process
Implemented Clearwell Legal Hold Notification tool Burden placed on users, not IT, to retain data (ESI & hard copy) Evaluate in-house collection tool to preserve the data and take out of the users hands (OGC/InfoSec investigating)

OGC case review

Destroy e-mail tapes prior to 2001 (with the limited exception of a small number of tapes for one case for 1997-2000)

Stop creating new off-site tapes for e-mail as early as Q1, 2012

Information Systems

Issues with controlling Live e-mail

Users want to store more e-mail than their quota allows IT doesnt auto purge any data from the users mailbox Users file active e-mail and historical together

Information Systems

Resolution to controlling Live e-mail

Introduce e-mail archive system
Less stringent requirements on performance (less expensive) Larger quota (10GB) Retention (TBD from origination date)

Separate active e-mail from historical e-mail

Automatically move mail older than 1 year to archive Automatically move attachments larger than 5mb to archive

Set up automatic purging of deleted items (2 weeks) Utilize Accellion or similar technology for large attachments

Information Systems

Issues with Unmanaged E-mail

Risk and Exposure Difficult to support (back up, restore, corruption) Added cost

Information Systems

Resolution to Unmanaged E-mail

Centralize all e-mail Ingest existing PSTs and discontinue use of PSTs Consolidate

Information Systems

Archiving Strategic fit

Centralizes all e-mail
Prepares us for e-mail in the cloud Reduces risk

Optimizes storage cost Increases efficiency for users and supports mobility Provides Data Life Cycle management and controls

Information Systems

Areas for ROI

Reduces Exchange storage (Lean and Mean)
Reduces back up and recovery times

Moves e-mail off of Home servers (16TB)

Reduces TSM Backups

Elimination of PSTs
Support issues

Cost savings around the 64 external mail platforms Data reduction (Single instance storage) Prepares us for the cloud
Centralizes mail Reduces mail

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Information Systems

Gartner Magic Quadrant

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Information Systems

Vendors/Products
HP/Autonomy Consolidated Archive Microsoft Retention Tags and Archive Symantec Enterprise Vault

*Mergers and Acquisitions Symantec purchased Clearwell (Summer 2011) HP/Autonomy merger closed on 10/3/2011 (Autonomy purchased Iron Mountain Digital, Spring 2011) Others reviewed IBM, EMC, Iron Mountain (Nearpoint and Mimosa), HP
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Information Systems

Recommendations
Implement Clearwell Legal Hold (Done Aug 2011, $120k) Continue independent RFP for collection tool Purge e-mail tapes prior to CY2001 and review annually Discontinue monthly snapshots of e-mail on tape Reduce deleted e-mail recovery to only 21 days Implement Symantec Archiving solution (start w/email) Consolidate all e-mail systems into Central IT & archive Impose 10GB limit /retention policy (TBD)

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Information Systems

Archive product selection

Team is recommending Symantec archiving solution Broadest MAC and All PHS Computers types supported Confidence with vendor and implementation partner (Blue Source) Solid RFP response Extensible beyond email (SharePoint, Shared Files) Greatest opportunity to minimize user impact

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Information Systems

Sample Screen shot

Handhelds with days of e-mail Exchange Inbox with months of e-mail (lean and mean)

Separate archive with Years of e-mail

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Information Systems

Screen Shot Sample - Before

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Information Systems

Screen Shot Sample - After

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Information Systems

Next Steps
Obtain $50K for Proof of concept (3 months/100 Users) Buy In Communication (e.g. Retention period) Contract Negotiation Design and Analysis (10 Days) 27 Weeks full deployment

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Information Systems

Appendix

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Information Systems

Project Scope

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Hardware (Servers and Storage) Software High Availability and Disaster Recovery On going maintenance Project management for implementation Professional Services for Implementation Training New FTE Estimates Project plan/Time line Migration process Sample Migration Full Migration (priced separately)

Information Systems

Storage Requirements
Resource PSTs on H: Exchange NonExchange Total Total Users 104,000 100,000 15,000 Mail Total 16 TB 6 TB 16 TB 38 TB Total w/ PSTs 22,000

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Information Systems

Mail Storage Inventory* (Exchange and Home drives)

Mail total
64M 128M 256M 512M 1G 1.5G 2G 2.5G 3G 3.5G 4G 4.5G 5G 7.5G 10G 15G 20G 25G
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Information Systems

Frequency
50254 30953 2011 1205 372 138 101 51 34 37 20 19 14 42 19 9 5 1

Cumulative %
58.92% 95.22% 97.58% 98.99% 99.43% 99.59% 99.71% 99.77% 99.81% 99.85% 99.87% 99.89% 99.91% 99.96% 99.98% 99.99% 99.999% 100.00%

Service Center Tickets - 2011

Jan Feb March April May June July August Sept Oct Nov 76 61 109 78 91 128 100 152 136 114 133

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Information Systems

Matrix Comparison
Product/Software Website Vendor Name Vendor Location Email Clients Supported Outlook 2003 Outlook 2007 Outlook 2010 Entourage 2008 (EWS) Outlok 2011 Mac Apple Mail (EWS) IMAP Clients OS Supported Windows XP Windows Vista Windows 7 Mac OS X 10.5 Mac OS X 10.5 Mac OS X 10.6 Mac OS X 10.7 Mobile Devices Supported Blackberry iPhone Window Mobile Web Browsers Supported Safari Firefox IE Chrome Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (Shortcut and Banner) (Links Only) Yes (Shortcut and Banner) (Links Only) Yes Yes Yes No Yes Yes Pending Yes (Shortcut and Banner) (Links Only) Yes (Shortcut and Banner) (Links Only) Yes (Shortcut and Banner) (Links Only) Yes version 3.2.1 & 4, pending v5.x Yes Yes, version 7 and 8 ? ? ? Yes No (web only or imap) No (web only or imap) No (web only or imap) No (web only or imap) No (web only) Yes (no advance rules) Yes No (web only) No (web only) No (web only) N/A Enterprise Vault http://www.symantec.com/ Symantec USA Autonomy http://www.autonomy.com HP USA Microsoft Exchange 2010 Archive http://www.microsoft.com Microsoft USA

No (web only or imap) No (web only or imap) No (web only or imap) No Yes Yes ?

No (web only) No (web only) No (web only) Yes Yes Yes Yes (via (via (via (via OWA) OWA) OWA) OWA)

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Information Systems

Matrix Comparison - Cont

Servers Requirements Enterprise Vault Autonomy Microsoft Exchange 2010 Archive

Windows 2008
Linux Virtual Machines Supported Hardware Requirements

Yes (R2 64 -Bit)

No Yes 8 Cores, 16 GB RAM or greater per EV sever. One EV server per Mailbox server. Likely need dedicated Index servers with 8 Cores, 16 or > GB RAM . One MS SQL Server per 4 or 8 EV Servers (8GB RAM).

Yes
No Yes

No extra Servers required

No Yes

? ?

Use existing servers No SQL Server required

MS SQL Requirements

Number of Total Servers or VM Required Database Required & Version Installation of Agent software required on Exchange Mailbox Servers Yes MS SQL 2008 No Yes MS SQL 2008 ? No No

Storage Solutions Supported NAS & Usable Size Yes for File storage No

SAN/DAS & Usable Size

Yes for Indexing

Yes

Yes

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Information Systems

Matrix Comparison - Cont

Features
SIS (Single Instance Storage) Works with current Exchange 2010 DR Design Easy of use for end users (1-5) 5 is best View Archived Emails in the email client Third Party Integration or API for supporting E-Discovery platforms Solutions provides a platform for archiving other data other than Exchange? When does ingest occur? AD Integration Hosted (Cloud) Solution Available Indexing Design Can ingest PST's? Can import data from External Email Servers? Anti-virus Support Offline Cache mode Implementation Weeks to Implement Solution Professional Service Required for Implementation Vendor Is the vendor flexible to our requiremetns? Does their solution meet our requirements? Complexity of the solution (1-5) 5 Very Complex Cost One Time Annual Installation/Implementation Server Hardware Storage FTE Hours or Cost requiremented by PHS IS Staff 800,414 183,865 614,000 (556,000 + 58,000) 250,000 186,000 2 2,041,600 367,488 TBD TBD TBD 2 1,529,882 755,963 TBD TBD TBD none Yes Yes No ? Yes (you need Outlook 2007 or greater ?

Enterprise Vault
Yes Yes (if we are using DAG EV will not need to change)

Autonomy
Yes ?

Microsoft Exchange 2010 Archive

No Yes

Yes Every Night after backups Yes Yes Index file per user Yes Yes Yes but they recommend scaning before it enters the Archive( Desktop, Server) Yes (Windows Outlook only)

Yes Yes Yes Index file per user & includes files Yes Yes

No Yes Yes Uses exisiting index in Exchange No (coming) No (3rd Party)

Yes

Yes

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Information Systems

Retention Committee
Sandy Abboud, NWH, Clinical Informatics Nancy Frost, PHS, Compliance and Business Integrity John Grieco, PHS, IS Mike Healey, M.D., BWH, Physicians Organizations Kathryn Koepnick, PHS, Human Resources Joanne Crowley Smith, PHS, Human Resources Ralph McHatton, NSMC, SH, Pharmacy Jennifer Rockwell, PHS, Finance Kevin Schlicke, PHS, Finance David Ting, M.D., MGH, MGPO Scott Weiss, M.D., BWH, Research Paul Cushing, PHS, OGC Jennings Aske, PHS, IS

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Information Systems