Just Archiving Email Get the inside story on

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Information Chaos Destroyed too soon … kept forever Increased Burden on Business Users Who Already “Opt Out” Un-indexed Un-managed and disorganized Multiple silos Not complete, authentic or admissible Retention and Disposition Policies Not Enforced Un-locatable Loss of context Information leakage Increasing litigation risks and costs Email, documents, images … paper too Information Explosion and Silos Volume - Formats - Locations Un-locatable Information not re-usable Numerous copies Un-traceable Increasing Criticality of Producing Trustworthy Information Not trustworthy No Control. High Operational Costs. High Information Risk. No Visibility. 3 © 2009 IBM Corporation

It’s No Longer Good Enough to Just Archive e-mail and content for storage space management Manage e-mail and content for legal obligations Connect e-mail and disconnected content to other managed content Manage e-mail and content as part of a business process To reduce operational problems introduced by the growing size of email and other content sources To comply with new e. Discovery requirements and produce authentic and trustworthy records when required To control, protect and leverage e-mail and casually created content To optimize business processes involving e-mail and other content IT Storage / Mail LOB Legal / Records IT ECM LOB 4 © 2009 IBM Corporation

Different Stakeholders Making Siloed Decisions Today … C Archiving & Records Risk. Owners SAPProcess. Admin Users / Issue E-mail Level. Management LOBe. Discovery Admin Share. Point Users /Storage CEO CFO Finance (High ROI) CIO IT (Support Biz Growth) COO Operations (Support LOB Strategy) VP Finance (COSO / Risk)0 VP IT (Cobi. T … Add Value) VP LOB (LOB Business Results) General Counsel (Litigation Strategy & Support) Director (SOX, Basel II, etc) Director IT (Storage) Director LOB (Support Processes) Litigation Support (e. Discovery & Contracts) Director (ERP) Director IT (Messaging) Director LOB (Support Processes) Records Mgt (Holds, Retention, Physical) Director IT (ECM Services) 5 CLO Legal (Protect Enterprise) Should Be A Strategic Decision © 2009 IBM Corporation

Stop just archiving. Start using your information. 1 More than e-mail 2 More than archiving 3 6 Monitor, identify, and collect virtually all content types from all locations including casually created content and existing “archive” silo systems Enhance by tasking, filtering, transforming, extracting meta data, customizing and more, including multiple classification options More than an isolated solution Manage content as part of ECM platform (not a silo) and information infrastructure to unlock value while leveraging existing investments © 2009 IBM Corporation

The Reality of Today’s Economy • ROI / TCO • How to take costs out of current operations: improve performance, reduce storage costs, decommission applications • How to manage structured, unstructured, physical information with a unified approach • How to take advantage of green technology initiatives • Risk Mitigation • How to proactively manage electronically stored information to mitigate legal risk • Content Re-use • How to leverage investments across the enterprise and avoid putting information into a disconnected silo 8 © 2009 IBM Corporation

Analysts Agree That Information Collection & Archiving Can Drive Significant Cost Savings “Organizations deploy message archiving software to kill multiple birds with one stone and achieve: • Storage cost savings. Given the huge volume of email and instant (1) message communications, many organizations find it easy to make the business case for message archiving on storage cost savings alone. • Lower-cost e. Discovery. ” “The demand for content archiving continues to expand, as enterprises struggle to keep pace with the growth of unstructured content and strive to provide a more costeffective way to manage it. ” (2) (3) 9 “… a large enterprise facing challenges with an SAP instance recently calculated that it had achieved more than a 7 terabyte reduction in tierone storage over the previous year, and that it had improved backup processes by 30% through implementing an SAP archiving solution. ” © 2009 IBM Corporation

Everything Has a Lifecycle • Information Management • Electronic • Paper • Electronic to Paper and vise versa • How you manage the lifecycle determines cost savings • Created • Used • Stored • Retained • Searched • There are key points in the lifecycle which provide the best ROI 10 © 2009 IBM Corporation

Key Points in the Lifecycle to Improve ROI Automate decisions, clean up legacy data – save up to 17 cents per document Frequency of Control Growth, Access and Use remove duplicate data – reduce storage costs by 50%-80% Born Digital Optimize e. Discovery decisions to reduce costs by Expiration up to 80% Over 90% of information is born digital … and the rest should become digital Roughly 95% has a retention policy … very little should be kept forever 85% Enforce records of enterprise retention to reduce information is e. Discovery and unstructured storage costs by 50 -80% Time 11 © 2009 IBM Corporation

Customer Experiences “In the 18 months since the client implemented the Common. Store for Lotus Domino solution, it has saved more than £ 110, 000 in storage costs. ” “Reduced SAP database space usage by 10 percent. Pipelife also expects its euro conversion will take less time. ” “The dissemination of Engineering change information to worldwide locations was cut from 15 -30 days to 1 day” 13 © 2009 IBM Corporation

U. S. Army Challenge • Government Accountability Office (GAO) Report: Survey of 4 federal agencies revealed noncompliance with NARA regulations, specifically with respect to email • “Factors contributing to noncompliance included insufficient training and oversight as well as the difficulties of managing large volumes of email. ”* • Training 1. 2 million of users: • Logistical impossibility, given the scale of the organization • Poorly aligned to users’ skills and inefficient use of their time Solution • Utilize IBM Classification Module in IBM’s email archiving and records management solution to automate record categorization without burdening users 14 Business Benefits • 85% automation after Phase 1 • 99% automation after Phase 2 • Each phase tested on approximately 600, 000 email messages (different corpus each phase) • ROI Projections: • 900 TB of disk savings, annually • $1. 8 M in hardware savings alone, independent of human costs and consistency of classification • Very high satisfaction with each pass when reviewed manually by a Records Manager for accuracy “As a records manager with a 25 -year background in federal and civilian records management, I believe the automatic categorization of information is the next logical evolution in managing the records of an organization. ” -- Records Manager involved in pilot 14 © 2009 IBM Corporation

Large Healthcare Provider Challenge Business Benefits • Quickly adapt to industry and government regulations • Automated workflows aligned to business needs • Reduce cost and risk of responding to legal discovery requests for email and files • Archived content is accessible from other applications resulting in better business outcomes and eliminating silo’d information • Reduce, consolidate and share information to produce better customer outcomes • Flexibility to quickly scale and expand to meet future business needs Solution • IBM Content Collector to ingest and dedup Microsoft Exchange and File System content • Improved control over content prior to it being archived • Consistent rules and policies across multiple content types • Over 400, 000 daily e-mails and attachments are archived and indexed for rapid search and retrieval • IBM e. Discovery Manager to search, cull, and export case-relevant content for e. Discovery • Future growth options for seamless integration of IBM Classification Module to determine which content has business value and Records Manager for proper retention/disposition of corporate records • IBM ECM platform for consolidating, sharing and activating information 15 “IBM’s approach is simple and straight forward. We now have a solution model that meets our immediate business needs for archiving, retention and compliance and provides a lower cost, lower risk method to expand integrate key capabilities to meet our future plans. ” ECM and Collaboration Lead Architect 15 © 2009 IBM Corporation

ECM Compliance & Discovery Strategy On-Ramps to Compliant Information Management Content Collection & Archiving Advanced Classification Records Management & Federation e. Discovery Search & Analytics IBM Compliance Warehouse is the End-to-End Solution with Hardware and Services Leverage Strategic Partners to Extend the Value or Meet Industry and Geopolitical Specific Needs 17 © 2009 IBM Corporation

Enterprise Compliance Vision Integrated Agile ECM Platform for Compliant Information Management IBM ECM 1 3 Records Management Content Collection Advanced Classification 2 18 Electronic Discovery 4 © 2009 IBM Corporation

IBM Content Collection and Archiving Architecture Modular and Extensible … Powered By New Task Routing Policy & Source Connectors MESSAGING / E-MAIL • Microsoft Exchange • Lotus Domino • NSeries/Net. App • PST content • Instant Messaging (3 rd party) • Novell Group. Wise • NSF content FILE SYSTEMS • Microsoft File System • Desktops • Other File Systems 1 OTHER • Microsoft Share. Point • IBM Content Integrator • CMIS • Tivoli Storage Manager • Backup Tapes CUSTOM • API Support 19 Task Routing Engine Task Connectors INTERNAL TASKS • Copy / Move / Delete / Stub • De-Duplication • Rules-Based Classification 2 EXTERNAL TASKS • Records Declaration • Advanced Classification • Rendering (3 rd party) CUSTOM TASKS • API Support / Partner Apps • Encryption • System Lookups • 3 rd Party Rules / Policy Mgt Target Connectors IBM NATIVE • File. Net P 8 • CM 8 • File. Net Image Services • NSeries/Net. App • Optim • CMOD • Tivoli Storage Manager CUSTOM / OTHER • Microsoft File System • IBM Content Integrator • CMIS 3 Available now Future options © 2009 IBM Corporation

Advanced Classification Blast away barriers to adoption, accelerate deployment, and manage information consistently and proactively for compliance by replacing manual decisions with automated classification and eliminating rules setup and maintenance Leverages Zero. Click technology to reduce compliance risk with consistent, automated retention / classification and drives down costs by as much as 17 x while ensuring 100% user participation and increased accuracy IBM Classification Module § Sophisticated context-based classification § Adapts automatically to learn your organization’s policies and proposes new taxonomies § Integrated with Content Collector, Records Manager and File. Net P 8 § Provides suggestions for semi-automated “assisted classification” 23 Flexible automation with confidence-based thresholds Learns from feedback to adapt rapidly to change © 2009 IBM Corporation

Records Management & Federation New federation and advanced classification capabilities take records and retention management to the next level Leverage Zero. Click and process driven lifecycle management to deliver significant ROI and records process optimization … cornerstone component of the No Paper Weight initiative IBM File. Net Records Manager • Simplified records administration interface to manage all aspects of the electronic and physical records lifecycle æ Advanced file plan, classification and metadata management æ Complex lifecycle event and records process management including intelligent retention and disposition management æ Patent-pending dynamic legal hold capability æ Best practice process templates pre-integrated with RM lifecycle æ Physical records support with real-time records process tracking • Do. D 5015. 2 v 3 certified offering Records Federation Services • Support for all IBM ECM repositories • Support for non-IBM repositories • DOMEA and Mo. Req certification in process via partners IBM Records Manager (engine) available for z. OS, CM 8 or embedded applications 24 © 2009 IBM Corporation

e. Discovery Search & Analytics Efficient Litigation Response Enabled by Proactive Management Increase agility, improve defensibility and lower cost of e. Discovery response with targeted integrated tools to collect, hold, manage, assess and intelligently cull collected electronic information regardless of originating source IBM e. Discovery Manager § Tool for authorized IT users to help respond to discovery requests from legal § Create and manage cases; search, assign, hold, preview, and export collected content § Built on and integrated with ECM platform with full auditability for chain-of-custody 25 IBM e. Discovery Analyzer § Early case assessment and smart culling for legal professionals and litigation support specialists § Smart refinement of case collections to help dramatically reduce e. Discovery costs § Advanced conceptual search and content analytics for rapid case insight © 2009 IBM Corporation

Expanded Storage Options with NSeries Data ONTAP • What • IBM NSeries / Net. App: A very popular storage option for pooling storage resources by creating virtualized storage volumes • Why • Easier method to manage your data, not your hardware • How • IBM Content Collector for Files now supports IBM N 3700 Network Attached Storage that uses Data ONTAP v 7. 1. 1. 1 • ICC for Files crawls the CIFS/NTFS file system configuration and can apply post-processing options such as changing file security, marking files as processed, and replacing files with shortcuts. C o l l e c t NSeries / Net. App Data ONTAP 28 f r o S t o r e NSeries /t Net. App Data ONTAP o © 2009 IBM Corporation

Tivoli CDP for Files- On-Demand Collection From Desktops / Laptops • What • Collecting desktop / laptop content • Why • e. Discovery file collection on demand from identified custodian machines • How • CDP pushes content to NTFS share for ICC to ingest 29 © 2009 IBM Corporation

Content Collection is Enhanced with Content Federation Content Collection … collecting, enhancing and managing all types of content, regardless of creation type and storage location § Generally for content sources that are not scalable, lack security, proper controls or do not support lockdown Content Federation … managing email and content in place through federated control and remote policy management § For content sources that are well suited for federated control … typically ECM repositories Both approaches may be required for environments with multiple content sources and types Content Collection File Systems, Share. Point, Desktop, E -mail Archives, Messaging Systems … Content Federation Only IBM has proven ability to offer both approaches Manage In Place Remote Policy Override IBM & Non-IBM ECM Repositories Reports, Images, etc 30 © 2009 IBM Corporation

Content Collection is Extended with Paper Capture, Data and Application Archiving File. Net Capture Professional File. Net Capture ADR Paper Conversion Content Collection File Systems, Share. Point, Desktop, E -mail Archives, Messaging Systems … Structured Data Optim Extract Production Database Application & Data Archiving Compressed Archives Content Federation SAP Archiving Manage In Place Remote Policy Override Restore XML XML • • • Oracle e. Business People. Soft JD Edwards Siebel Amdocs Custom / Legacy Archive Database Common. Store for SAP File. Net ACSAP IBM & Non-IBM ECM Repositories Reports, Images, etc 31 © 2009 IBM Corporation

Integrated Platform IBM Content Collection and Archiving is part of a comprehensive platform approach for Compliant Information Management IBM Content Collection and Archiving: § More than e-mail § More than archiving § More than an isolated solution One ECM-based platform to Collect, Enhance and Manage “Enterprises need consistent content management approaches to contend with the explosive volume and diversity of content… Working with ECM infrastructures and ecosystems helps avoid technology silo chaos. ” + CM 8 P 8 Visit the IBM Content Collection and Archiving website – “The Impact of Convergence On Content Management, Archiving, And Retention Policies”, Forrester Research, Inc. , October 15, 2008 33 © 2009 IBM Corporation

IBM is the Leader for All of Your Archiving Needs Growth Management § Control growth, reduce storage costs Email § Support retention compliance and litigation readiness § Enable application / content retirement Reports Rich Media § Improve performance § Streamline upgrades Unified Share. Point Purpose Built Solutions Archiving Paper § Structured (Oracle, People. Soft, JD Edwards. . . ) § Unstructrued (email, files, Share. Point. . . ) Production Images Apps Leverage Information for Smarter Business Outcomes Files § Activate your information vs. storing in a disconnected silo 34 © 2009 IBM Corporation

Think Big – Start Small – Scale Fast • Choose an On Ramp • e. Mail Archiving • Business Partner • IBM Lab Services • IBM Business Solution Assessment • Assessment specific to your environment • Written assessment of ROI analysis 36 © 2009 IBM Corporation

How To Find Out How Much You Could Be Saving • IBM Business Solution Assessment • Assesses your business requirements, environment and costs • Deliverable includes a written ROI analysis • Quicklook cost analysis available for • Information Collection and Archiving • Records Management • No Paper Weight Contact Your IBM Specialist and ask about a CIM workshop 37 © 2009 IBM Corporation

Example: CIM Roadmap Workshop Enterprise Business Initiatives Paper Archiving (Conversion) CIM Disciplines Data & Application Archiving SAP Archiving Content Collection & Archiving Classification Records Retention & Management e. Discovery Search & Analytics Storage Strategies Level 0 Chaotic Level 1 Reactive Level 2 Proactive Level 3 Integrated Level 4 Optimized CIM Maturity Model Assess current state 38 Determine future state Identify required capabilities and initiatives Develop roadmaps © 2009 IBM Corporation