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Information Systems
Objectives
Reduce Footprint
Off site tapes
39,000 tapes at Iron mountain
Live e-mail
Largest complaint is users are in e-mail jail Desire to keep some things a long time (more than 10 years) Causes wild to grow
Information Systems
Information Systems
Stop creating new off-site tapes for e-mail as early as Q1, 2012
Information Systems
Information Systems
Set up automatic purging of deleted items (2 weeks) Utilize Accellion or similar technology for large attachments
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Information Systems
Information Systems
Optimizes storage cost Increases efficiency for users and supports mobility Provides Data Life Cycle management and controls
Information Systems
Elimination of PSTs
Support issues
Cost savings around the 64 external mail platforms Data reduction (Single instance storage) Prepares us for the cloud
Centralizes mail Reduces mail
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Vendors/Products
HP/Autonomy Consolidated Archive Microsoft Retention Tags and Archive Symantec Enterprise Vault
*Mergers and Acquisitions Symantec purchased Clearwell (Summer 2011) HP/Autonomy merger closed on 10/3/2011 (Autonomy purchased Iron Mountain Digital, Spring 2011) Others reviewed IBM, EMC, Iron Mountain (Nearpoint and Mimosa), HP
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Recommendations
Implement Clearwell Legal Hold (Done Aug 2011, $120k) Continue independent RFP for collection tool Purge e-mail tapes prior to CY2001 and review annually Discontinue monthly snapshots of e-mail on tape Reduce deleted e-mail recovery to only 21 days Implement Symantec Archiving solution (start w/email) Consolidate all e-mail systems into Central IT & archive Impose 10GB limit /retention policy (TBD)
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Next Steps
Obtain $50K for Proof of concept (3 months/100 Users) Buy In Communication (e.g. Retention period) Contract Negotiation Design and Analysis (10 Days) 27 Weeks full deployment
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Appendix
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Project Scope
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Hardware (Servers and Storage) Software High Availability and Disaster Recovery On going maintenance Project management for implementation Professional Services for Implementation Training New FTE Estimates Project plan/Time line Migration process Sample Migration Full Migration (priced separately)
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Storage Requirements
Resource PSTs on H: Exchange NonExchange Total Total Users 104,000 100,000 15,000 Mail Total 16 TB 6 TB 16 TB 38 TB Total w/ PSTs 22,000
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Frequency
50254 30953 2011 1205 372 138 101 51 34 37 20 19 14 42 19 9 5 1
Cumulative %
58.92% 95.22% 97.58% 98.99% 99.43% 99.59% 99.71% 99.77% 99.81% 99.85% 99.87% 99.89% 99.91% 99.96% 99.98% 99.99% 99.999% 100.00%
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Matrix Comparison
Product/Software Website Vendor Name Vendor Location Email Clients Supported Outlook 2003 Outlook 2007 Outlook 2010 Entourage 2008 (EWS) Outlok 2011 Mac Apple Mail (EWS) IMAP Clients OS Supported Windows XP Windows Vista Windows 7 Mac OS X 10.5 Mac OS X 10.5 Mac OS X 10.6 Mac OS X 10.7 Mobile Devices Supported Blackberry iPhone Window Mobile Web Browsers Supported Safari Firefox IE Chrome Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (advanced search via plug-in) Yes (Shortcut and Banner) (Links Only) Yes (Shortcut and Banner) (Links Only) Yes Yes Yes No Yes Yes Pending Yes (Shortcut and Banner) (Links Only) Yes (Shortcut and Banner) (Links Only) Yes (Shortcut and Banner) (Links Only) Yes version 3.2.1 & 4, pending v5.x Yes Yes, version 7 and 8 ? ? ? Yes No (web only or imap) No (web only or imap) No (web only or imap) No (web only or imap) No (web only) Yes (no advance rules) Yes No (web only) No (web only) No (web only) N/A Enterprise Vault http://www.symantec.com/ Symantec USA Autonomy http://www.autonomy.com HP USA Microsoft Exchange 2010 Archive http://www.microsoft.com Microsoft USA
No (web only or imap) No (web only or imap) No (web only or imap) No Yes Yes ?
No (web only) No (web only) No (web only) Yes Yes Yes Yes (via (via (via (via OWA) OWA) OWA) OWA)
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Windows 2008
Linux Virtual Machines Supported Hardware Requirements
Yes
No Yes
? ?
MS SQL Requirements
Number of Total Servers or VM Required Database Required & Version Installation of Agent software required on Exchange Mailbox Servers Yes MS SQL 2008 No Yes MS SQL 2008 ? No No
Storage Solutions Supported NAS & Usable Size Yes for File storage No
Yes
Yes
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Enterprise Vault
Yes Yes (if we are using DAG EV will not need to change)
Autonomy
Yes ?
Yes Every Night after backups Yes Yes Index file per user Yes Yes Yes but they recommend scaning before it enters the Archive( Desktop, Server) Yes (Windows Outlook only)
Yes Yes Yes Index file per user & includes files Yes Yes
Yes
Yes
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Retention Committee
Sandy Abboud, NWH, Clinical Informatics Nancy Frost, PHS, Compliance and Business Integrity John Grieco, PHS, IS Mike Healey, M.D., BWH, Physicians Organizations Kathryn Koepnick, PHS, Human Resources Joanne Crowley Smith, PHS, Human Resources Ralph McHatton, NSMC, SH, Pharmacy Jennifer Rockwell, PHS, Finance Kevin Schlicke, PHS, Finance David Ting, M.D., MGH, MGPO Scott Weiss, M.D., BWH, Research Paul Cushing, PHS, OGC Jennings Aske, PHS, IS
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