Email Management Made Simple

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Email Management Made Simple and why was it so
complex in the first place?
Butler 27 Feb 2008
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Agenda

• 22 slides
• 40 minutes
• Questions at any time

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Mimecast provides unified Security, Continuity
and Archiving as a service via the internet to
companies of all sizes who run their own mail
servers.
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Quick Facts

• Founded Jan 2003
• 70 Employees
• Offices in USA, UK, South Africa, Offshore
• 1000 new clients in last 2.5 years of sales
• Over 150 000 end users
• Probably the worlds biggest SaaS email archiving
  provider

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Customers
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About me

• Managing email since 1996
• MCSE class of 96
• Microsoft Mail 3.2
• First Exchange 4.0 (1.0) implementations in RSA
• Co-founder MD of FAB Technology 1997 2001
• Enterprise web and workflow apps direct links
  into MS Exchange Lotus Notes
• Co-founder CEO Mimecast 2003 - gtgtgtgt
• SaaS Unified Email Management

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Email management issues

• Email is the critical business application today
• But outside of IT, emails technical complexities
  are not fully appreciated
• Companies need at least 5 separate systems to
  operate email effectively
• Microsoft Exchange Outlook (or other)
• Spam and virus protection
• Disaster recovery
• Content control
• Email archiving
• Additional systems are frequently required too
• Data leak prevention
• Encryption
• Compliance tools

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Market development timeline
Information Banking
2008
Unified Email Management - Mimecast
Managed Services aggregations Messagelabs,
Message One, Postini, FrontBridge
Hosted archiving services - Fortiva
2004
Archive appliances - Cryoserver
Hosted continuity services - Message One
Email archiving software and mailbox mgt - KVS
2000
HA / DR systems for email Clustered Exchange
2000
Hosted Gateway and hygiene services - Messagelabs
Email hygiene and gateway software Mimesweeper
Email recognised as mission critical1998
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The result in most companies
Exchange failover server
Anti spam applicance
Hygiene Gateway
Anti - virus
Exchange Server
Encryption
Archives SQL Server
disclaimers
Archive Index Server
Archive storage volume
Email marketing
Archive data backup
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Why companies dont archive

• Survey of 107 UK IT managers - August 2007

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Email Archiving for Dummies

• To install email archiving
• Insert CD
• Click install
• Follow wizard
• Click finish
• Welcome to the wonderful world of email archiving!

IF ONLY..
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Reality
Architecture diagram from a leading enterprise
email archive company

• System head-count
• Archive servers
• RDMBS
• Web server
• Index server
• Storage managers
• Storage volumes
• Backups?

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Fragmented email mgt problems

• Cost
• Evaluation and selection
• Implementation
• Hardware
• Software
• Maintenance
• Rack, Power, Bandwidth
• Complexity
• Multiple OS and platforms
• Lacks flexibility
• Compliance challenges
• Risk
• Single points of failure
• Difficult to replicate for continuity
• Critical systems dependent on individuals with
  knowledge
• Poor information integrity poor chain of
  custody

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Unified Email Management
Email Security / Hygiene
Email Archiving
Delivered online as a service
Email and business continuity
Information, compliance and policy mgt
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Is online delivery good?

• Is your provider diligently recreating complexity
  offsite?
• with similar technology to you
• bought in or hashed together
• on a more scary scale
• with lots of hidden cost
• ie Can they scale?
• Are you put in greater control or less?

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Service delivery models
Unified rich service delivery platform
Aggregation and assortment of OEMs
Broader suite of services
Aggregation by OEM and acquisition
Messagelabs
Richness of offering
OEMs in service wrapper
Own developed solution
Autonomy Zantaz
Symantec Enterprise Vault
Websense Blackspider
Narrow focus or point solution
Reliance on OEMs
Develop own technologies
Built for purpose
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Typical Total cost of email (500 Person Company)
Cost Without Mimecast Annual cost () Cost With Mimecast Annual cost ()
MS Exchange Outlook HW SW 7 000 MS Exchange Outlook HW SW 7 000
Support Maintenance Engineers (x3) 135 000 Support Maintenance Engineers (x1) 45 000
Rack, Power, Bandwidth 3 000 Rack, Power, Bandwidth 1 200
Email system backup recovery 8 000 Email system backup recovery 4 000
MS Exchange clustering / HA 4 000 Mimecast service charges 17 500
Hygiene gateway for content policy 3 000 0
Spam protection services 7 500 0
Virus protection services 2 500 0
Archiving software 4 000 0
Archiving storage hardware 8 000 0
Archiving data backup 4 000 0
Total annual cost of email 186 000 Total annual cost of email 74 700
Annual cost premium 111 300 Annual cost savings 111 300
Annual cost premium 150 Savings 60
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Protects existing investments
Coming Q3 2008
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Email data ecosystem

• Very valuable data
• Very risky data
• Complex and semi-structured
• Consumption application?
• Help desk
• CRM
• Financial
• Knowledge portals
• Search systems
• Decision support
• Business continuity
• Compliance system
• Web services

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Case Study Large Company

• Transnet Group
• 16 500 end users, multiple offices
• Original Configuration 2005 Developing Email
  Management
• Exploring Managed Service AV/AS, On-premise email
  hygiene gateway, No email archiving system, Tape
  backup for email continuity
• Aware of need to implement a cost effective
  strategy
• New Mimecast configuration
• Unified Email Management
• Started with Mimecast for security
• Phased in continuity services
• Turned on archiving in 1 day
• Annual cost savings close to 55
• Radical reduction in risks and downtime

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Case Study Medium Size

• Taylor Wessing - International Law Firm
• 1400 end users, multiple offices
• Original Configuration Fragmented Email
  Management
• Managed Service AV/AS, On-premise email hygiene
  gateway, On-premise email archiving system, DR
  Site for email continuity
• Each application causing some degree of
  difficulty
• New Mimecast configuration
• Unified Email Management
• Optimal solution in each area
• Migration and decommission of old solutions
• Annual cost savings close to 70

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Case Study Small Company

• Premier Asset Management
• 84 end users, one office
• Original Configuration 2006 Growing fast and in
  need of Email Management
• Single exchange server with tape backup
• FSA compliance requirements, security and
  continuity
• High costs exposed for in-house solutions
• New Mimecast configuration
• Unified Email Management
• Annual cost savings close to 85

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Questions?

• Win an iTouch and take it home today
• Hand your card to our stand
• Draw happens at the end of conference

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Mimecast Service Platform