Solving Email Managing Challenges

 


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SOLVING ON-PREMISE EMAIL

MANAGEMENT CHALLENGES

WITH ON-DEMAND SERVICES

WHITE PAPER

 

 

THIS WHITE PAPER IS FOR INFORMATIONAL PURPOSES ONLY, AND MAY CONTAIN TYPOGRAPHICAL ERRORS AND TECHNICAL

INACCURACIES. THE CONTENT IS PROVIDED AS IS, WITHOUT EXPRESS OR IMPLIED WARRANTIES OF ANY KIND.

AUGUST 2008

2

INTRODUCTION

The growing reliance on email for critical business processes has driven the need for

increasingly complex email systems. Data stores have grown rapidly, resulting in backup

systems with potentially untenable recovery times. High-availability technology has been

incorporated to reduce downtime but can be dif

fi cult to manage. Wireless devices have been

added for mobile executives who now know instantly whenever there is a system outage.

These and many other changes have added unprecedented management complexity to

keeping email up and running. For many organizations, the costs and management burdens

of ever more sophisticated email continuity and archiving systems is now a serious problem.

There are multiple strategies to solving these email management problems, but at a high level

these approaches fall into two categories: on-premise solutions and on-demand services.

While on-premise solutions have been the norm, there are many challenges that are coming

into focus with increasing email volumes and system complexity resulting in the acceptance

of on-demand services for solving these needs. Ten of these challenges and their on-demand

solutions are presented below. Also included is an overview of Dell, on-demand Email

Management Services (EMS

TM) that can uniquely solve these problems.

TEN MANAGEMENT CHALLENGES WITH ON-PREMISE EMAIL

MANAGEMENT SOLUTIONS:

In real world use, archives that look similar often perform very differently. Here are a few

problems that organizations commonly encounter with email archive solutions. When

evaluating archives, be sure they can solve each of these problems:

PROBLEM 1 –

DOWNTIME DUE TO LOCAL INFRASTRUCTURE DEPENDENCIES

Infrastructure availability, con

fi guration errors, database corruption, and viruses

can cause outages

In-house email solutions are, in-house. They are dependant on local infrastructure,

directory services, and susceptible to database corruption, Windows

® viruses, and

con

fi guration errors. While a multitude of solutions are available to minimize many of

these in-house problems, they can be complex to manage and often don’t always work well

together. On-demand services can sever these dependencies by capturing email at the

perimeter allowing email to continue working during local infrastructure outages.

PROBLEM 2 –

DATA LOSS WINDOWS

Local infrastructure interruptions and faulty backups can cause data loss

In addition to service outages, local infrastructure interruptions can cause data loss when

the last good backup misses the most recent transactions. Tape backup always has some

data loss window. Even vaulting and other highly available technologies will have data

loss windows after con

fi guration errors, loss of directory service, data corruption or local

infrastructure outages.

On-demand services can eliminate the data loss windows of tape, replication, vaulting or log

shipping systems by restoring lost messages from off site data storage back to Exchange

after any primary system outage.

SOLVING ON-PREMISE EMAIL MANAGEMENT CHALLENGES WITH ON-DEMAND SERVICES

AUGUST 2008

3

PROBLEM 3 –

DIFFICULT TO MANAGE SYSTEMS

Staf

fi ng costs can often dominate the cost of providing email services

The operation and maintenance requirements of complex on-premise systems can be substantial.

With the need to manage patches, servers, licenses, storage capacity, memory indexes, user

capacity, disaster recovery, HA and complex back-ups on multiple, non-integrated solutions,

staf

fi ng costs can outweigh all other system costs combined. With on-demand services, very little

software or hardware is deployed on-site and the burden of maintaining the system is shifted to the

managed service provider.

PROBLEM 4 –

DIFFICULT AND COSTLY TO EXPAND OVER TIME

New hardware and licenses must be installed often requiring re-architecting and

professional services

When mail volume grows and the original on-premise system can no longer keep up,

servers, storage, bandwidth and complimentary high-availability and backup solutions must

be purchased and integrated into the existing environment. As the equipment reaches the

end of it’s useful life, new hardware and software licenses must be purchased to keep the

system running.

These upgrade demands routinely increase the complexity of staf

fi ng and managing

the system. With an on-demand service, scalability is no longer an internal problem.

On-demand services can provide virtually in

fi nite mailboxes for any number of users

and are essentially maintenance-free.

PROBLEM 5 –

MULTIPLE COPIES OF CRITICAL DATA INCREASE COSTS AND COMPLEXITY

Multiple copies result in dueling retention policies, incomplete searches, and long

backup times

Often, multiple copies of messages are saved in separate systems for primary storage, disaster

recovery, backup, archiving, legal holds or high-availability use. Storage costs are driven higher,

and dueling retention policies and compliance issues place an increased burden on management

resources. Having an integrated archiving and backup email system securely located off site

can greatly simplify in-house operations enabling organizations to install a less complex email

architecture and greatly reduce backup procedures.

For example, a simple architecture with a short, in-house, backup retention period can be

implemented relying on the managed service archive to restore any data lost (system outages,

corrupt tapes, inadvertent deletion, etc.) in the primary environment. Further reductions in backup

volumes and time can be gained by implementing storage management to stub off redundant

attachments if the on-demand service can support this. Backup times can be minimized and

storage costs reduced.

PROBLEM 6 –

PROVING ARCHIVES ARE TAMPER-PROOF

In-house management of critical data leaves the impression that data could be

modi

fi ed or omitted

With the growing e-Discovery requirements most organizations face, proving that email searches are

thorough and that documents have not been modi

fi ed is increasingly becoming a challenge for onpremise

email systems. On-demand services act as a tamper-proof, third party custodian for email

archives that provides a complete audit trail of all activities, including permission and policy changes.

SOLVING ON-PREMISE EMAIL MANAGEMENT CHALLENGES WITH ON-DEMAND SERVICES

AUGUST 2008

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PROBLEM 7 –

LOCKED-IN DATA RETENTION PERIODS

Systems often need a complete architectural overhaul to modify retention periods as

needs change

The most dif

fi cult part of archiving is deciding how long data should be stored and making sure

that it is retained and deleted according to that policy. Typically, these data retention period

assumptions drive the storage system designs of email system architecture. As email dependency

increases, retention periods have become longer, more stringent and varied across different

classes of employees and departments. The ongoing evolution of business practices, the need

to quickly implement legal holds and changes to the Federal Rules of Civil Procedure (FRCP) are

now in

fl uencing retention policy decisions and causing businesses to change once-static retention

policies. The costs to implement these changes in-house often include upgrades, new hardware

and licensing, consulting fees, professional services and increased maintenance costs. Best-ofclass,

on-demand services have built-in

fl exible and granular retention policy engines that allow

changes at any time without the costs of dif

fi cult in-house modifi cations.

PROBLEM 8 –

UNPREDICTABLE DEPLOYMENT TIME AND COSTS

Deployments are dif

fi cult to plan, days turn into weeks, costs including professional

services pile up

On-premise continuity and archiving solutions require considerable up-front planning, are intrusive

in nature and often require many hours of professional services before being fully operational.

Many may require substantially recon

fi guring the existing environment, re-architecting the server

topology, adding a VPN or inducing security holes. Unlike in-house solutions, on-demand solutions

are quick and easy to implement. Deployment time is measured in hours – not weeks or months.

PROBLEM 9 –

UNPREDICTABLE CUSTOMER SUPPORT

Customized in-house solutions from multiple vendors make single source 24/7

support impossible

On-premise email solutions are often heavily customized. This often results in combinations of

products from multiple vendors that will be dif

fi cult to support. While most vendors attempt to provide

exemplary customer support, this becomes very dif

fi cult to achieve when every installation is unique.

On-demand services typically have 24/7 support service and by design are easier to maintain.

PROBLEM 10 –

EXCHANGE SERVER 2007 DOESN’T SOLVE THESE PROBLEMS

Including e-Discovery, policy based retention, legal holds, downtime and data loss

Exchange 2007 does not solve many of the email management and archive problems facing

on-premise solutions. Exchange 2007 lacks the ability to execute

fi nely tuned searches for

messages, and/or attachments across multiple mailboxes, relies on end-user controlled managed

folders for policy compliance, lacks effective means to implement customized retention policies

and legal holds, and lacks continuity capabilities to help ensure no email is lost during loss of

local services or infrastructure. As the future standard for on-premise email service, Exchange

2007 customers will still deploy third-party products to meet their needs. Well crafted on-demand

services can augment Exchange 2007 to meet the needs of most organizations with a single

system and without the costs and management problems inherent in on-premise, add-on software.

SOLVING ON-PREMISE EMAIL MANAGEMENT CHALLENGES WITH ON-DEMAND SERVICES

AUGUST 2008

5

DELL EMAIL MANAGEMENT SERVICES

Dell Email Management Services (EMS

TM) are designed to provide low-cost,

low-maintenance, and easy to deploy solutions to help solve these 10

critical problems.

Dell EMS

TM services: (1) help eliminate email downtime and data loss, (2) ensure email is securely

archived with

fl exible retention control and is easily searched to meet any e-Discovery request, and,

(3) provide world-class spam and virus protection. With EMS:

• Effectively eliminate downtime and data loss

• Maintenance and expansion burdens are primarily assumed by Dell

• Virtually in

fi nite mailboxes are available for any number of users

• Solving key challenges with on-demand services results in simpli

fi ed on-premise architectures

• User information, distribution lists and other critical data are automatically synchronized

• Data storage size and back-up times are reduced as much as 80% with storage management

• Flexible, granular retention policies and legal holds are easy to implement

• Near sub-second e-Discovery of email and 400 types of attachments is easily performed

• Dell becomes a tamper-proof, third party custodian for email archives

• Users use Outlook

® for email continuity, end-user search, and quarantine management

• Deployment time is measured in hours

• Deployment, operating and expansion costs are known, without up-front capital expenses

• 24/7 support service is provided

• Exchange 2007 becomes fully featured with a single, centrally managed service

Built on the Dell Managed Service Platform, EMS is scalable to the largest

of enterprises without the costs and management complexity of some in-house solutions.

EMS consists of three integrated service options:

EMS Enterprise Archive

TM service

Painlessly solve the complete email archiving needs of even the largest organization with a zero

maintenance, SaaS service – can provide sub-second e-Discovery,

fl exible policy compliance,

comprehensive storage management, seamless end-user access, & helps eliminate data loss.

EMS Enterprise Archive is a comprehensive solution designed to address email archiving

challenges with a near maintenance-free, on-demand service. EMS is a SaaS service that is

designed to provide complete control over retention and deletion policies, legal holds, compliance,

storage management and e-Discovery virtually eliminating the risks of data loss or downtime. EMS

is designed to meet the needs of the largest companies, but you can begin with any number of

users. Start with a key set of executives, an IT pilot, or a litigation-driven legal hold; deploy in a day

and grow as fast as your needs change.

EMS Rapid Archive

TM service

Quickly implement the essential email archiving capabilities required in today’s business

environment including important FRCP requirements with a low cost, SaaS solution.

EMS Rapid Archive is uniquely designed to address today’s essential email archiving challenges,

with a near maintenance-free, on-demand service. EMS helps companies manage email retention

and deletion based on corporate policies, saves messages in compliance with regulatory requirements,

SOLVING ON-PREMISE EMAIL MANAGEMENT CHALLENGES WITH ON-DEMAND SERVICES

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SOLVING ON-PREMISE EMAIL MANAGEMENT CHALLENGES WITH ON-DEMAND SERVICES

and facilitates rapid discovery and production of email for legal purposes. Unlike some

on-premise alternatives, EMS Rapid Archive can be quickly and cost-effectively deployed for

any subset of users. In as little as a day, EMS can provide immediate e-Discovery and Legal

Hold capabilities for pending litigation.

EMS Email Continuity

TM service

A standby email system that helps ensure your organization always has access to email –

no matter what happens to your local systems or infrastructure. During Exchange Server

outages, users continue to have access to critical email functionality through Outlook, a web

browser, and BlackBerry

® wireless devices.

EMS automatically synchronizes critical data (contacts, topology, distribution lists, calendars,

etc.), and fully integrates with Active Directory

® and Windows Authentication. EMS compresses,

single instances, and encrypts email and attachments for secure storage in Dell top-tier

datacenters for use in Disaster Recovery, end-user archiving, legal discovery, compliance

and storage management. Once stored these services are always available regardless

of local infrastructure status. EMS Email Continuity helps ensure email never bounces,

email service is always available and primary email system outages are never evident to the

outside world.

EMS Email Security

TM service

Protects your network by automatically blocking spam, viruses and unwanted content from

your email system. EMS Email Security is fully integrated with Exchange and Active

Directory, allowing it to block false addresses at the perimeter and automatically add

personal contacts to individual safe-lists.

EMS Email Security is designed for automated maintenance, user synchronization, virus

signature management, and spam engine management to ensure quick response to new

threats while minimizing administrative overhead and the potential for con

fi guration errors.

Dell Email Management Services (EMS) are more cost effective than traditional, on-premise

solutions. Duplicate costs are eliminated and the operational complexity of staf

fi ng, scaling

and maintaining multiple vendor solutions with redundant high-availability and backup systems

is substantially reduced.

 

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