solving the email records management problem
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Solving the email records management problem. A cloud-computing approach to email archiving Amanda Kleha Product Marketing, Google May 20, 2008. Agenda. Email records management challenges What challenges do businesses face storing email?. Archiving as a storage solution - PowerPoint PPT PresentationTRANSCRIPT
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Solving the email records management problemA cloud-computing approach to email archiving
Amanda KlehaProduct Marketing, GoogleMay 20, 2008
2Google Confidential and Proprietary
Agenda
Email records management challengesWhat challenges do businesses face storing email?
Archiving as a storage solutionHow archiving solves storage and other business problems
Google’s approach to email archivingCloud computing and other key differentiators
3Google Confidential and Proprietary
Simple IT TriviaWhat is the fastest growing information source in your company?
A. Number of web pages
B. Number of customer orders
C. Number of videos
D. Number of emails
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
1,400,000
Year 1 Year 2 Year 3
Number of emailsCumulative StoragePer Storage
– 200 employee company, 50 work weeks, 5 work days
– 70 emails per day * 200 * 50 * 5 = 3,500,000 emails
– 110 Kb per email, 20% annual email growth
– In 3 years, be ready to store and search 1.4 terabytes of email
4Google Confidential and Proprietary
Mail Server Performance is Critical for Business
“Email is most companies largest database. It contains not just content but records of communication. It is the only database all users touch. It is a database with very high availability demands”
Rebecca WettemanNucleus Research
Storage Magazine
“60% of the average corporation’s intellectual property is stuck in email”
Scale, performance and reliability
Fast search and access
Source: Email Risks, Google highlights why what you don't know can cost you, Storage Decisions Magazine report
5Google Confidential and Proprietary
Challenges of managing email records
IT organization is under constant pressure• IT resources spent on both operational and legal aspects• Existing systems have not kept pace with these challenges
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2Email is increasingly in the legal spotlight• Legal and regulatory requirements are increasing• Email retention as a strategic business decision
1Storage poses operational challenges• Email availability has become mission critical • Growth in volume and size impacts performance
6Google Confidential and Proprietary
Legacy approach falls short
Servers Backup Media
Laptops & Databases
E-Mail Storage
Everywhere Else Email is Stored
7Google Confidential and Proprietary
Legacy Approach Is Costly
Legal Risk
Productivity, Search &
Access
Downtime, DR, Reliability
& Scale
Storage & Security
8Google Confidential and Proprietary
But what about my backup?
Email archiving differs from basic backup in several ways:
• Useful, less-costly storage
• Complete message capture vs. snapshot
• Policy management
• eDiscovery readiness
• Produce audits and reports
Archiving meets operational and legal challenges
9Google Confidential and Proprietary
Archiving to optimize email storage
• Shift the burden off your mail server
• Reduce mailbox quotas; prevent PSTs
• Recover faster from server failures
• Improve process performance
- Defragmentation
- Indexing
- Reduce journaling storage
• Deliver a better end-user experience
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Google Confidential and Proprietary
Benefits of hosted email archiving
- Increase productivity– IT resources better focused
– Better end-user experience
• Lower costs– IT infrastructure
– Legal costs
• Policy compliance– Compliance with legal and corporate regulations
– Enforce defensible data retention policies
• Mitigate risks– Conduct internal investigations
– Respond quickly to ediscovery
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Google Confidential and Proprietary
In hosted storage, scale matters, a lot!
2002 2006 2007 2008 2009 2010 2011 20122003 2004 2005
Stanford 1999
Oregon 2006
Storage Capacity
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Google Confidential and Proprietary
Google Apps Platform
Introducing Google Apps
Security ComplianceCollaborationMessaging
Give employees powerful messaging and collaboration tools without the usual IT hassle and cost
Works with any open mail server
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Google Confidential and Proprietary
What’s Different About Google’s Approach?
Cloud Computing
• No hardware, software integration
• Built-in scale and reliability • Virtually no storage limit• Always on, always current
Easy Deployment
• Go live in days, not weeks• Secure on-line access• Manage policies centrally• Intuitive search
+
Implications
• Simpler architecture• Lower cost• Lower compliance risk• Improved productivity
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Google Confidential and Proprietary
Total cost of ownership
• On-premise email archiving– 1000 users for 3 years
– Total cost: $606,693
– Storage cost: $570,693
– Unpredictable cost
• In the cloud with Google– 1000 users for 3 years
– Total cost: $135,000
– Storage included
– Predictable cost
Per-user subscription
77% less
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Google Confidential and Proprietary
Customers Agree Google’s Approach is Better
“We found our IT department would spend hours if not days to find information from tape back-up devices… implemented archiving. That turned out to be as straightforward as security. Postini provides a confidence level and security that our clients and our firm need.”
– Karina Evans Systems Administrator, Harb, Levy and Weiland
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Google Confidential and Proprietary
Contact us
• http://www.google.com/a/security
• 1-866-767-8461
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Google Confidential and Proprietary
Thank you!