Drive Information Governance and Significant Cost Savings with E-Mail Archiving

John Wang, CCP Product Manager ZL Technologies, Inc. October 13, 2009
Session: S310980

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

SUCCESSFUL INFORMATION GOVERNANCE with EMAIL ARCHIVING

EXTREME PERFORMANCE Proven Deployments Common Challenges Private Clouds Oracle RAC

GREEN COMPUTING Reduce Costs Reduce Carbon Fewer Servers Less Storage

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Overview
• • • • • • ZL Technologies Background My Background Information Governance Extreme Performance Green Computing and Cost Containment Q&A

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL Technologies – Backgrounder
• Experts in E-Mail archiving
– 10 years experience – Profitable since 2003 – Full-spectrum code ownership and expertise

• The most scalable production archiving systems
– 600,000+ user carrier-class system in a single vault – 20,000,000+ messages / day into a single vault – 1,000,000,000+ messages in a single vault

• Validated by top partners
– – Top ED Service Provider

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

John Wang – Backgrounder
• Experience / Roles
– 15+ years in Technology – Product Manager Solutions Architect i
Developer

• Degrees
– test
MBA Computer Science Finance

• Industry Participation
– sional EDRM
• Project Lead • Search Guide Contributor AIIM • SF Chapter Board Member • AIIM Email Management Master LexisNexis • Certified Concordance Professional

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Information Governance
• Reasons to Archive E-Mail • The E-Mail Management Challenge • It’s More than E-Mail

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Reasons to Archive E-Mail
• Market Trends
– E-Mail provides a record of virtually every major transaction, project and contract – E-Mail is now covered under Federal civil litigation rules • FRCP Amendments, Dec. 2006 • Sanctions and Adverse Inferences – Regulations
SEC 17a-4 NASD 3010, 3110 HIPAA FDA 21 CFR 11 DoD 5015.2 Sarbanes-Oxley

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

The E-Mail Management Challenge
• E-Mail volume is huge
20,000 users at = over 1 billion emails / year 150 emails / day

• Many traditional records management systems were not designed for this volume • Many traditional email archives were not designed for this volume

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

The E-Mail Management Challenge
• Extreme Performance
– – – – Archive 10s of millions vs. 100,000s / day into a single vault Search billions of items in seconds vs. days or weeks Produce 10s of millions of emails / day vs. 100,000s Delete 10s of millions of emails / day vs. 100,000s

• Cost containment
– Reduce Exchange Tier 1 storage – Reduce archiving servers by 75+% and storage by 80+%

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

It’s More than E-Mail
Exchange Domino Beehive

Information Governance
Records Management
eDiscovery

Lotus Quickr File System

Single Archive

Legal Hold

Supervision / OCC
Data Mapping

xml data

Cost Containment
Mailbox Management End-User Search & Restore Mail Server Migration

Instant Message

Legacy Data

Disaster Recovery

PST

NSF

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

EXTREME PERFORMANCE
• • • • Where and Why Proven Performance Common Challenges ZL+Oracle Solution

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Where and Why
• Performance is needed across the information management life cycle • Lack of performance in any area can be debilitating
Ingestion
• Can prevent successful deployment • Can prevent full compliance

Search
• Can reduce time for review • Can provide inconsistent results

Reconciliation • Can result in inaccessible data • Can put the firm out of compliance

Production
• Can reduce legal review times

Deletion
• Can increase information risk

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Proven Performance in Real Deployments
• Vertical scaling on vault / database • Horizontal scaling on processing
20,000,000 emails / day ingestion into a single database / vault 1,000,000,000+ email corpus in a single database / vault with search in seconds 600,000+ users system in a single database / vault
Deutsche Telekom / NTT DoCoMo Joint Venture Top 5 US Bank

Top eDiscovery Service Provider

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Common Challenges
• Easy to Map – Hard to Reduce
• It is easy to improve performance in one area by reducing it in another, e.g. improve ingestion performance by reducing search performance.

• Inability to Effectively Utilize More Hardware
• Search and eDiscovery become more difficult • hours or days • Single-Instance Storage becomes more difficult • Etc.

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Example Legacy Architecture

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL+Oracle Solution
• Private Cloud Computing Architecture
• Elastic architecture allows easy addition and removal of 10s to 100s of archiving servers • Private structure ensures data security

• Proven Technology
• • • • Deployed at large-scale production sites Can run on Linux or Windows Can archive a wide variety of data sources Uses Oracle RAC and Oracle Data Guard

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL+Oracle Architecture

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Green Computing
• Why Green Computing?
– Proven Cost Containment – Save the Planet

• Reduced Server Count
– via Grid Computing

• Reduced Storage Footprint
– via Advanced SIS

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Proven Cost Containment
• Leading organizations have found ZL+Oracle provides hard cost containment
Server count was reduced by 75% Server count was 50% less than alternative

Leading International Bank $3+ trillion in assets* More replacements pending

Leading US Bank $800+ billion in assets* Currently archiving 100s of terabytes

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Why Green Computing
• E-Mail archiving is suited for energy efficiency
– Large processing and storage requirements – Large management requirements

• Reducing energy consumption can:
– Cut hard costs
• Reduce server count by 50-75% • Reduce Tier 1 Email Server storage by 80+% • Reduce Archiving storage by 80+%

– Cut emissions by reducing carbon footprint – Save the planet

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Example Legacy Architecture
Many servers and database to manage Dedicated, passive extra capacity

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Reduced Server Count
• ZL reduces server counts because ZL is
– Grid-based
• Every server can handle every task

– Internally load balanced – Self-healing
• No need for dedicated passive standby servers • All servers can handle all tasks

– Fully capable of being virtualized
• Efficiently use hardware

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

ZL+Oracle vs. Traditional Approach
Traditional Non-Grid Approach
Inefficient load distribution Dedicated, passive standby servers are under utilized

ZL+Oracle Grid Approach

Efficient load distribution

DR servers can be active or 100% decommissioned
Every server can handle every task • • • • • • Mailbox archiving Journal archiving SharePoint archiving Compliance eDiscovery etc.

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Reduced Storage Requirements
• Advanced SIS
– Archiving reduces mail server storage by 80+% – Archiving with ZL+Oracle reduces archive storage by 80+% – Reduced network bandwidth vs. other archives

• Comparisons
– Many systems only SIS within a server – Some need a directory server to coordinate – Exchange 2010 no longer supports SIS
• In-store compression is of limited use • Most storage requirements are for attachments which are already compressed

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Recap and Summary
• More content and rules means:
– E-Mail archiving is necessary for
• eDiscovery • Regulatory Compliance • Cost Containment

• Many challenges to large-scale archiving
– Results in failed or partially-failed projects

• ZL+Oracle
– Better engineering – Better results – Better solution

Drive Information Governance and Significant Cost Savings with E-Mail Archiving

Thank You

John Wang jwang@zlti.com
Session: S310980