Novell ® BrainShare ® Successful Deployment Strategies to Tackle Compliance Requirements and Storage Bloat Greg Smith, Director of Prof Services Messaging Architects Gregg Hinchman, Consultant Hinchman Consulting Kevin Beaver, Security Consultant Principle Logic

© Novell Inc, Confidential & Proprietary 2 Overview This seminar is designed to provide GroupWise administrators with the background steps they need to take to understand their business and infrastructure requirements and develop an organizational solution to managing Retention

© Novell Inc, Confidential & Proprietary 3 Speakers Gregg A. Hinchman –  Hinchman Consulting, Consultant  10+ years of GroupWise Experience  9+ years of GroupWise Upgrading Experience  4 years of GroupWise Clustering Experience  Co-Author:  “Success with Clustering GroupWise”  “Success with GroupWise Document Management”  GroupWise Advisor Magazine Articles  Cool Solutions “Consultant’s Corner” articles

© Novell Inc, Confidential & Proprietary 4 Speakers Kevin Beaver, Consultant -  Independent Information Security Consultant, Principle Logic  18 years’ experience in Information Security matters  Author & Columnist “Hacking Wireless Networks For Dummies” & “Hacking For Dummies” (Wiley) “The Definitive Guide to Management and Security” (Realtimepublishers.com) “The Practical Guide to HIPAA Privacy and Security Compliance” (Auerbach) & Contributing Editor for HCPro’s Briefings on HIPAA newsletter

© Novell Inc, Confidential & Proprietary 5 Speakers Greg Smith -  Director of Professional Services  CNI, MCNE  9+ Years GroupWise/Novell Experience  Consulting, Engineering & Project Management  12,000 User Migration in 3 months (City of Toronto)  Author / Speaker BrainShare Advisor Media Cool Solutions

© Novell Inc, Confidential & Proprietary 6 Strategy Checklist Our Problems Our IT Projects Planning for a Solution Know Your Retention Requirements Know Your Regulatory Requirements Know Your Discovery Requirements Know Your Users Know Your Environment Formulate Your Policies

© Novell Inc, Confidential & Proprietary 7 Problems? What Problems? Woes of the Overworked & Underpaid Was here till midnight restoring that tape… Have you rebuilt those GroupWise indexes? When was the last time we ran a contents check? This is the third discovery request from Legal this week HR wants access to three users’ mailboxes Our backup is now asking for another tape Had another corrupted GroupWise Archive yesterday Running out of space on PO2 and no more hard drive slots available Do you know a good divorce lawyer?

© Novell Inc, Confidential & Proprietary 8 Our Organization County Government  1400 Employees  1100 Office / 300 Remote  3 Offices (T1 between 2, 256K FR to other)  4 Post Offices PO1 300U/180GB PO2 350U/260GB PO3 250U/160GB PO4 100U/120GB  Personal Archives across 3 servers (89GB)

© Novell Inc, Confidential & Proprietary 9 Major Projects Things we need to do Tackle server space issues Look at disaster recovery Things we are being told to do Records retention Regulatory Compliance Access to Public Records enquiries Provide discovery requests to legal

© Novell Inc, Confidential & Proprietary 10 Projects Server Space Issues – Server is maxed out of hard drive space  Migrate mail system to a new server

© Novell Inc, Confidential & Proprietary 11 Projects Server Space Issues – Server is maxed out of hard drive space  Migrate mail system to a new server  Acquire or allocate space on SAN for mail server

© Novell Inc, Confidential & Proprietary 12 Projects Server Space Issues – Server is maxed out of hard drive space  Migrate mail system to a new server  Acquire or allocate space on SAN for mail server  Split the Post Office

© Novell Inc, Confidential & Proprietary 13 Projects Server Space Issues – Server is maxed out of hard drive space  Migrate mail system to a new server  Acquire or allocate space on SAN for mail server  Split the Post Office  Force deletion of messages from server

© Novell Inc, Confidential & Proprietary 14 Projects Server Space Issues – Server is maxed out of hard drive space  Migrate mail system to a new server  Acquire or allocate space on SAN for mail server  Split the Post Office  Force deletion of messages from server  Implement Archiving

© Novell Inc, Confidential & Proprietary 15 Projects Retention & Discovery Solution Need to Keep Messages for 7 years, some longer Need to run global and individual mailbox queries Need to provide data to non-GroupWise users Need to manage and delete obsolete records Need to save deleted user Need to save 100% of information for some users Need an Archiving Solution

© Novell Inc, Confidential & Proprietary 16 Project Developing an Archiving Solution – GroupWise Archives > Personal Archives > Encrypted to individual user > Difficult to manage for size & deletion > Unfeasible for extensive searching > Dependence on GroupWise for long-term storage – Third-Party Archive Solution (GWArchive) > Data is stored outside of GroupWise > Data access has greater versatility > Data can be managed more efficiently

© Novell Inc, Confidential & Proprietary 17 Retention Requirements Let’s Look at Our GroupWise System

© Novell Inc, Confidential & Proprietary 18 What Are Our Retention Requirements? Business Requirements – Look at current business usage What IS exactly being used for?

© Novell Inc, Confidential & Proprietary 19 What Are our Retention Requirements? Business Requirements – Look at how is accessed Determine your access patterns for older messages Older than 90 Days: _____ % Older than 180 Day: _____ % Older than 1 Year _____ % Older than 2 Years _____ % Older than 5 Years _____ %

© Novell Inc, Confidential & Proprietary 20 Business Requirements – Look at how information is shared Shared Folders Proxy Access – Look at what is stored Large Attachments Many Duplicate Messages Are you using your system efficiently or should processes be redefined? What Are Our Retention Requirements?

© Novell Inc, Confidential & Proprietary 21 Legal Requirements Let’s Ask Our Legal Department

© Novell Inc, Confidential & Proprietary 22 Let’s Ask Our Legal Department What do the laws and regulations say? Common misconceptions about data retention Who’s responsible? Is there a right answer? Save nothing Selective deletion Save everything retention policy must-haves

© Novell Inc, Confidential & Proprietary 23 Regulatory Requirements Let’s Ask Our Compliance Officer

© Novell Inc, Confidential & Proprietary 24 What Are Our Regulatory Obligations? Public Institutions Access to Information Legislation Florida Sunshine Act, Wisconsin Open Records Law Electronic Signatures Act 36 CFR CFR USC USC 3106 US Department of Defense Directive NPG C NARA General Records Schedule 20

© Novell Inc, Confidential & Proprietary 25 What Are Our Regulatory Obligations? Private Institutions Sarbanes Oxley (Canadian Bill 198) HIPAA SEC Rule 17(a) 3 & 17(a) 4 Amendments to Rules 31a-2 and NASD 3010 & 3110 NASD 2860 (b) (17) and 2210 (b) (2) NTM (Amendments to Rules 3010 and 3110) NYSE Rule 342 Universal Market Integrity Rules for Canadian Marketplaces

© Novell Inc, Confidential & Proprietary 26 What Are Our Regulatory Obligations? Consequences Suspension of SEC trading license (Financial) Prosecution of Executive Levels (Sarbanes Oxley) Fines & Penalties Investigations Employment Termination

© Novell Inc, Confidential & Proprietary 27 Discovery Requirements We Don’t Know Where They Will Come from: HR, Legal, Security, Auditors, the Public…

© Novell Inc, Confidential & Proprietary 28 What Are Our Discovery Requirements? Who is requesting information? Legal Public Human Resources Security/Auditor What information is being requested? Legal (Certain individuals for past 3 years) Public (All records dealing with certain subject) Human Resources (Individuals for past 90 days) Security/Auditor (Current records)

© Novell Inc, Confidential & Proprietary 29 What Are Our Discovery Requirements? Frequency of Access Continuous Searching Multiple Concurrent Searches Daily / Weekly / As Needed Who will have access? Records Management Requests Self-Service Self-provisioning must include safeguards to monitor and access records

© Novell Inc, Confidential & Proprietary 30 What Are Our Discovery Requirements? Speed of Access Users need online access to 7 years’ worth of data? What are expectations for accessing older data? Can older data be maintained as offline records? Primary Archives versus Secondary Archives > Primary = 6 Months – 2 Years > Secondary = 2 Years – 7 Years Greater Availability & Access Speed = Higher Costs

© Novell Inc, Confidential & Proprietary 31 Our Environment

© Novell Inc, Confidential & Proprietary 32 Knowing Our Environment Architecture - Remote Sites Current Available Bandwidth between sites QoS and Critical Applications Data Discovery Where is data located? (User Archives) How much data do I have? Running GWCheck to estimate total required space

© Novell Inc, Confidential & Proprietary 33 Knowing Our Environment GroupWise System Information Number of Users Number of Post Offices Number of Mailboxes Item statistics: TOTAL /MBOX Mailbox statistics: TOTAL /MBOX normal items Boxes with mail forwarded items IN box entries: reply items read total items unread new Distribution statistics: total to single user Boxes over IN limit. 55 to <= 3 users OUT box entries: to many users total sent encrypted (%).. 0 Boxes over OUT limit 45 Schedule statistics: Average item length KB Boxes with schedules.. 55 INcoming appointments: Items w/ attachments read Average number attach.. 1 unread Average attach length new total Items hidden by rcvr OUTgoing appointments: Items in trashcan total Total items x Average item length = Estimated Size

© Novell Inc, Confidential & Proprietary 34 Knowing Our Environment Storage Allocation What is the total required space? What is current growth? > GroupWise Accounting Files > Deltas between subsequent Statistic reports What space is required in 12 Months? 18 Months? What are the long term requirements?

© Novell Inc, Confidential & Proprietary 35 Our Users

© Novell Inc, Confidential & Proprietary 36 Knowing Our Users Our users would never let us do that Our users do not accept change That’s going to be a really tough sell That’s not what our users want

© Novell Inc, Confidential & Proprietary 37 Resistance to Change The Soft Sell The IT Department takes a lesson from Marketing Publicizing your project Involving User Liaison Groups Evaluating special requirements Providing tutorials and training The Hard Sell Involve upper management to define policy Get management approval of your solution Have Policy and Solution communicated from the top

© Novell Inc, Confidential & Proprietary 38 Resistance to Change The Compromise Maintaining legacy applications (GW Archives) Initiating a scaled implementation Duplication of data and management Customized Development Higher Management Costs

© Novell Inc, Confidential & Proprietary 39 The Policies

© Novell Inc, Confidential & Proprietary 40 Formulating Policies Review Existing Usage Policies Acceptable & Unacceptable Use Guidelines Privacy Statements Consequences Retention Policy How long to keep data in GroupWise and Archives Deletion Policy When to delete information and what information Archiving Policy How archives will be accessed and managed Responsibilities of users, if not 100% retention

© Novell Inc, Confidential & Proprietary 41 Formulating Policies Solicit the involvement of all relevant departments Create a Policy Team Senior Management Human Resources IT Department Legal Council Public Relations Manager Research Consultant

© Novell Inc, Confidential & Proprietary 42 Formulating Policies Communicate the Policy Ensure users know the policies Provide education web videos / documents Distribute polices with management endorsement Manage policies accordingly

© Novell Inc, Confidential & Proprietary 43 Deploying a Solution Checklist  Retention Requirements Definition   Systems Configurations   Access Requirements   Developing Polices – to be cont.   Choosing the Right Solution   Designing Your Solution Architecture   Preparing Your Plan and Your Systems   Deploying a Solution  SP275 - A Hands-on Approach to Implementing an Effective Retention Solution with GroupWise and GWArchive SP275 - A Hands-on Approach to Implementing an Effective Retention Solution with GroupWise and GWArchive

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