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Holistic Email Management

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by

Gavin Townsend

on 15 October 2013

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Transcript of Holistic Email Management

@
Holistic Email Management
Gavin Townsend
Infrastructure Manager
Griffith Hack
8th Annual Lawtech Summit
September 2013
It's important
It's a different challenge
Griffith Hack case study
Looking ahead
How do you manage email?
Dominant form of communication in businesses
Mission critical application
Touches almost every system and transaction
Productivity driver or killer
One of our largest technology challenges
Administrators, users, the business and clients
Challenges of the past are being solved, but there are new challenges
Pursue continual changes in focus
Governance and policy
Infrastructure and tools
Procedures and user behaviour
Measuring change
Commodity and opportunity
Future plans
Growth trends: Data, diversity and social integration
Taming information
Control the cloud
The environment has evolved
There are challenges
Administration
Malware, attacks, and spam
Client access
Service continuity
Managing data
Backups, archiving and retrieval
Infrastructure and integration
Stationery
The user experience
Email volume
Immediacy and mobility
Performance issues
Workflows and procedures
Filing and search
Lack of training
Business requirements
Client expectations
Communication
Trust and security
Large file handling
Customer service
Governance and policy
Infrastructure and tools
Measuring change
Procedures and user behaviour
Commodity and opportunity
Griffith Hack Case Study
Productivity
Knowledge mapping and retention
Electronic filing
Archiving and legal hold
Data loss prevention
Manage costs
"For the last decade, the leading response to our 'three biggest annoyances' question has been 'dealing with email volume,' and it continues to be the number one answer,
but this year it dropped by 9%."

- ILTA Technology Survey 2012
Stakeholder engagement
It is a
business
challenge not an IT problem
Understand the importance of the information from a
value
,
risk
and
cost
perspective
Invest in IT to
protect
the data
Understand and control
the data
Volume,
flow
and aging
Recognise the need for
storage diversity
Develop
policies
around where it lives, encryption, synchronisation, backup and destruction
Understand users and clients
How do they
communicate
?
What are the
alternatives
?
Align
workflows and processes
Tools and knowledge for
productivity
Classify and commodify
Life cycle
approach to data access, retention and archiving
Develop
efficiencies
Assess and exploit
opportunities
Governance and policy
001110011000110
101001010100100
001001110011001
010011001...
Infrastructure and tools
Exchange 2010
Continuous replication and HA
Larger mailboxes
Virtualisation support
Moderated transport
Unified messaging and Lync Integration
Worksite - documents & emails
Organisational knowledge
Matter centric filing
Information life cycle
Full text search
Version and distribution control
Uniform security architecture
Simplified disaster recovery
Foundation for intranet and electronic file
Mandatory filing
Enhanced with Digitus inMailX
Mimecast email security
On-premise to cloud transition
Extensive administration platform
Advanced MTA capabilities
Email threat mitigation
Scope towards unified email management
Archive Manager
Capture everything
Single instance storage
User and enterprise search
Scalable recovery
Complements an email life cycle
HR and IT procedures

The forecast is cloudy
Procedures and user
behavior
Measuring change
Commodity and opportunity
Looking ahead
Mobility
Time fracturing
Tools driving productivity
ActiveSync Vs MDM
Statistics and analytics
Engage in
digital conversations
with your data and services, to drive administrative
efficiencies
Storage savings
Native archiving
RBAC and self-service
eDiscovery
Spam and malware
Social integration
malware
spam
phishing
DHA
DDoS attacks
data leaks
continuity
social engineering attacks
don't let your
where

dictate your
what
Alerting
Dashboards
Reporting
0100100111000100100
100101001001001
!!!
010
0010010010010010011
SMS Gateway
Life cycle approach
User workflows
Meeting client expectations
Rule the inbox
Education and awareness
Provide email processes that become productivity
enablers
Customised Toolbars
Multiple signature support
Worksite connector with drag'n'drop
filing to multiple locations
Engage with the
business
to plan and enforce retention polices
Combine attachments to PDF on the fly
SSL encryption polices
In-house client FTP service
Overcome limitations with
transparent
services
Large File Send
Track and Trace
00101001010
01010101001
101010001100
#!)I^(8w98y2yr5%U@x
r982yr&?#
INBOX [noun "in-boks"]
Computers - A folder for receiving and storing incoming
e-mails or text messages.
Reclaim the
purpose
of the inbox
Avoid change of context
Unsubscribe
Turn off notifications
Resist 'Reply All'
Assign to task and events
Use categories
auto file replies
Action and file, now!
Use alternative methods
to communicate
There is no point having all of this investment in tools and procedures, if staff don't
know how to use them
Embrace new training methods
Make tools and interfaces consistent and intuitive
Align IT strategies with HR (Trainers)
Offer self service and self help
Teach users to look for context, to mitigate threats
Promote a '
momentum of change
'
Griffith Hack and partners
Industry
Exchange 2013 and hardware refresh

Mobility, DLP, archiving...

...continued support from our partners
13% annual growth in business emails

Diversified content and socialisation

On-premise and cloud services

Deep analysis at your finger tips
Where are you
!
With thanks
?
Wireless Software Market 2008
Research in Motion
Microsoft
Sybase iAnywhere
Motorola Good Technology Group
Nokia Intellisync
Excitor
Common Time
Notify Technology
*You are here
Full transcript