1. E-mail management “A Gen-i Perspective” Paul McTaggart - ECM Practice Manager

2. Gen-i 2 : Points that we will cover today Quick Infomercial Definitions – Language and meaning AIIM Industry Watch – Contextual issues Technology trends – Some considerations

3. Gen-i 3 : Infomercial - Gen-i “Software Solutions” Enterprise Content Management Implement systems to manage, process and deliver information Maintenance & Support Enhance and support software Development Implement and customise software Integration Connect people, organisations, communities with software Business Intelligence Implement systems to gather and analyse data to deliver actionable information to business Testing Verify software meets specified requirements. Application Lifecycle Management Products and services to improve and coordinate development activities

4. Gen-i 4 : 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

5. Gen-i 5 : Infomercial - AIIM – Who and what ? AIIM is an international Authority (ECM) Vendor neutral focus Education, Training and industry advocacy

6. Gen-i 6 : 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?

7. Gen-i 7 : 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

8. Gen-i 8 : 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

9. Gen-i 9 : Definitions - So What? So if it’s not providing context and control facilities then it is not part of the records keeping framework

10. Gen-i 10 : AIIM Industry Watch – Aug / Sep 2006 e-mail management survey Aug – Sept 2006 1043 Participants > 50% were Records, Document or CIO Exec roles US70% Canada10% UK6% Other14%

11. Gen-i 11 : AIIM Industry Watch – Aug / Sep 2006 e-mail management survey 50% 18% 9% Decision makers in deploying “e-mail management” solutions

12. Gen-i 12 : AIIM Industry Watch – Aug / Sep 2006 e-mail management survey Records 55% 50% 18% 9%

13. Gen-i 13 : 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

14. Gen-i 14 : 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

15. Gen-i 15 : 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

16. Gen-i 16 : 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

17. Gen-i 17 : Discovery & Analytics Archiving Filtering & Classification Threat Management Resource Management Keep System Up, Costs Down Keep Bad Things Out Keep Important Things In Keep Things As Long As Needed Keep Things And Find Them Again Technology Trends - Symantec

18. Gen-i 18 : Enterprise Vault Don’t archive spam E-mails to outside E-mails from legal Tag: ‘External’ Retain 3 years Tag: ‘External’ Retain 3 years Tag: ‘Legal’ Retain 7 years Tag: ‘Legal’ Retain 7 years X X Metadata-Driven Rules: Built-in custom filters (XML) E.g., date, time, subject, size, from, to, cc, bcc, … Content-Driven Rules: Via partner plug-in (Orchestria, MessageGate) E.g., message, attachment, content analysis, machine learning, … OR Technology Trends - Symantec

19. Gen-i 19 : Technology Trends - Symantec Storage Optimization Consolidate file servers, eliminate PST files, compress & single instance storage, implement tiered storage Storage Admin Optimize email performance, reduce backup window, reduce platform migration time, eliminate need for email quotas Mailbox Management Email Admin Retain and expire electronic records based upon business policy, categorize & tag, index & search, integrate with other information mgmt. systems Information Management Records Manager Reduce cost of legal discovery requests, demonstrate compliance with regulations around electronic records retention and supervision eDiscovery / Compliance General Counsel/ Compliance Officer

20. Gen-i 20 : Technology Trends - Microsoft Largest e-mail transport footprint Latest release Exchange 2007 (EX2007) Latest release starts to address context and control requirements

21. Gen-i 21 : 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

22. Gen-i 22 : September 5, 2015 | Page 22 Messaging Records Management Administrative Attributes Managed Folders display in the user’s 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 Technology Trends - Microsoft

23. Gen-i 23 : 23 Various Managed E-Mail Folders Properties Of Current Folder Technology Trends - Microsoft

24. Gen-i 24 : 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

25. Gen-i 25 : The end of the beginning !

26. Paul McTaggart paul.mctaggart@gen-i.co.nz +64-27-272 8482 +64-4-498 4606