North American Market for Electronic Content Archiving

Transcription

1 An Osterman Research Industry Survey Report January 2016 Osterman Research, Inc. P.O. Box 1058 Black Diamond, Washington USA Tel: Tel: twitter.com/mosterman

2 FIGURES IN THIS REPORT Figure 1: Drivers for Electronic, Figure 2: What percentage of your end users is on each of the following messaging systems now and what do you expect these percentages to be in two years?... 4 Figure 3: Which of the following will be true for your organization during the next 12 months?... 5 Figure 4: If you currently have archived or other content and will be changing to a new archiving vendor or provider, what will you do with your existing archive(s)?... 5 Figure 5: Does your organization have an retention policy in place?... 6 Figure 6: Does your organization have an retention policy in place? Data from the current and three previous Osterman Research surveys... 6 Figure 7: On a scale of 1 to 5, how useful is or would each of the following be to your organization, where 1 is not important at all and 5 is very important, whether or not you currently have the ability to do these things?... 7 Figure 8: Which of the following best describes your organization's desired approach for archiving solutions?... 7 Figure 9: By what percentage has your total storage grown over the past 12 months?... 8 Figure 10: What is the size of the mailbox quota for the typical user, in megabytes, and what percentage of users typically hit this quota on a regular basis?... 8 Figure 11: Which of the following best describes how you ensure that users do not delete messaging system content that is important for your organization to retain on a long-term basis?... 9 Figure 12: Consider all of the electronic content that your organization manages. What percentage of this electronic content is stored in each of the following places Figure 13: During the past 12 months, how many times has your IT department been required to search through backup tapes, local message stores, etc. to retrieve one or more s or other electronic documents in response to a request from the legal department, in response to an e-discovery order, a request from a regulatory agency, etc.? How many person-hours and elapsed time does it typically take to fully satisfy one request to retrieve data from an archive or backups? Figure 14: On a scale of 1 to 5, how confident is your organization that the following occur, where 1 is "not confident at all" and 5 is "extremely confident"? Figure 15: Do any of your users store information in local message stores, such as on a local hard disk? Figure 16: What percentage of these local message stores are archived up to a central location and are accessible to the organization at large on a long-term basis? Figure 17: Which of the following has ever occurred in your organization? Figure 18: What percentage of your users have their and other electronic content archived TODAY and what will this percentage be in 12 MONTHS? Figure 19: On a scale of 1 to 5, how much of a problem is each of the following in your organization, where 1 is "not a problem at all" and 5 is "it's a very serious problem"? Osterman Research, Inc. 1

3 FIGURES IN THIS REPORT (concluded) Figure 20: Which of the following best describes your organization's view toward archiving? Figure 21: Which of the following best describes how content is managed in your organization? On a scale of 1 to 5, how desirable is (or would be) each of these messaging backup or archiving strategies for your organization, regardless of the solution you have in place now, where 1 is "not at all desirable" and 5 is "very desirable" Figure 22: What percentage of your total IT budget during 2015 is devoted to the following? Figure 23: Whether or not you currently archive , which of the following best matches your view? Figure 24: During a typical week, how many person-hours does your IT staff spend on the following activities? Figure 25: On a scale of 1 to 5, please rate your perception of the following vendors in the context of their archiving solutions, where 1 is "we would not consider them if we were implementing an archiving solution" and 5 is "we would definitely consider them if we were implementing an archiving solution". If you don't know enough to rate a particular vendor, please check "x" Figure 26: Who in your organization has (or would have) responsibility for specifying your organization s archiving strategy? Figure 27: What is your organization s policy regarding archiving spam? Figure 28: When do you plan to deploy an archiving system? Figure 29: On a scale of 1 to 5, how desirable is each of the following to your organization, where 1 is not desirable at all and 5 is extremely desirable? Figure 30: On a scale of 1 to 5, please rate the reasons that you might consider implementing a content archiving solution (or the importance of the reasons if you already have an archiving system), where 1 is this would not be a consideration at all and 5 is this would be an extremely important consideration? Figure 31: On a scale of 1 to 5, please rate the following methods for deploying and managing a content archiving solution for your organization, where 1 is not at all desirable and 5 is very desirable, assuming that all solutions have the same functionality? Figure 32: Installed Base of Users, North America, Figure 33: Distribution of Cloud vs. On-Premises Users, North America, Osterman Research, Inc. 2

4 OVERVIEW Electronic content archiving a requirement in several heavily regulated industries and what should be a best practice in all others is becoming more common. While not all organizations archive their electronic content, a growing number are doing so for purposes of regulatory compliance, ediscovery support, litigation holds and other reasons. Moreover, the delivery model for archiving is shifting decidedly to the cloud as more organizations use cloud providers to manage some or all of their archived content. ABOUT THIS INDUSTRY SURVEY REPORT This survey report presents the results of a primary market research survey conducted with members of the Osterman Research survey panel during November and December The survey was conducted with 101 members of the panel in mid-sized and large organizations, primarily in North America. In addition, relevant data from past Osterman Research surveys is included to provide historical context. Here are the key details of the survey: Mean number of employees at the organizations surveyed: 22,103 Mean number of users at the organizations surveyed: 17,867 (81% of employees) Mean number of SharePoint users at the organizations surveyed: 7,833 (35% of employees) A wide range of industries were represented among the organizations surveyed for this report. RESEARCH FINDINGS Figure 1 Drivers for Electronic, % Responding an Important or Extremely Important Consideration Data from the current and three previous Osterman Research surveys 2016 Osterman Research, Inc. 3

5 Figure 2 What percentage of your end users is on each of the following messaging systems now and what do you expect these percentages to be in two years? 2016 Osterman Research, Inc. 4

6 Figure 3 Which of the following will be true for your organization during the next 12 months? Figure 4 If you currently have archived or other content and will be changing to a new archiving vendor or provider, what will you do with your existing archive(s)? 2016 Osterman Research, Inc. 5

7 Figure 5 Does your organization have an retention policy in place? Figure 6 Does your organization have an retention policy in place? Data from the current and three previous Osterman Research surveys 2016 Osterman Research, Inc. 6

8 Figure 7 On a scale of 1 to 5, how useful is or would each of the following be to your organization, where 1 is not important at all and 5 is very important, whether or not you currently have the ability to do these things? % Responding Important or Very Important Capability % Ability to apply a legal hold on data 76% Ability to archive 74% Ability to archive files 63% Ability to centralize data archives 62% Ability to automatically classify data as it is created/arrives to enable more efficient discovery or information lifecycle management 60% Ability to archive content in collaboration systems, such as SharePoint, etc. 53% Ability to archive content from databases 46% Ability to archive content on users laptops/notebooks 35% Ability to archive content on users desktops 33% Ability to archive instant messages 32% Ability to archive social media content 23% Ability to archive content on users smartphones or tablets 19% Figure 8 Which of the following best describes your organization's desired approach for archiving solutions? 2016 Osterman Research, Inc. 7

9 Figure 9 By what percentage has your total storage grown over the past 12 months? Figure 10 What is the size of the mailbox quota for the typical user, in megabytes, and what percentage of users typically hit this quota on a regular basis? Mailbox size quota, in megabytes Mean: 6,137 megabytes Median: 1,012 megabytes 3.0% of users have a mailbox of unlimited size 16.1% are running into their quota on a regular basis 55.2% do not impose a mailbox quota on users 2016 Osterman Research, Inc. 8

10 Figure 11 Which of the following best describes how you ensure that users do not delete messaging system content that is important for your organization to retain on a long-term basis? Figure 12 Consider all of the electronic content that your organization manages. What percentage of this electronic content is stored in each of the following places. The total may be more than 100% if data is stored in multiple locations Osterman Research, Inc. 9

11 Figure 13 During the past 12 months, how many times has your IT department been required to search through backup tapes, local message stores, etc. to retrieve one or more s or other electronic documents in response to a request from the legal department, in response to an e-discovery order, a request from a regulatory agency, etc.? How many person-hours and elapsed time does it typically take to fully satisfy one request to retrieve data from an archive or backups? 2016 Osterman Research, Inc. 10

12 Figure 14 On a scale of 1 to 5, how confident is your organization that the following occur, where 1 is "not confident at all" and 5 is "extremely confident"? % Responding Confident or Extremely Confident Figure 15 Do any of your users store information in local message stores, such as on a local hard disk? 2016 Osterman Research, Inc. 11

13 Figure 16 What percentage of these local message stores are archived up to a central location and are accessible to the organization at large on a long-term basis? Figure 17 Which of the following has ever occurred in your organization? 2016 Osterman Research, Inc. 12

14 Figure 18 What percentage of your users have their and other electronic content archived TODAY and what will this percentage be in 12 MONTHS? By "archived", we mean content that is indexed, placed into archival storage for the long term, and made available via robust search tools. We are not including things like backup, CDP or other systems that are not truly archiving. Figure 19 On a scale of 1 to 5, how much of a problem is each of the following in your organization, where 1 is "not a problem at all" and 5 is "it's a very serious problem"? % Responding a Serious or Very Serious Problem Problem % Increasing backup and restore times 47% Using as a knowledge store 36% Enforcing an retention / deletion policy 34% Increasing message size 33% Protecting intellectual property 32% Lack of bandwidth 28% continuity (making sure runs 24/7) 26% Extracting content from.pst files (for Exchange users) 25% Complying with government data retention statutes 22% Lack of messaging-related disk space 19% IT difficulty meeting service-level agreements 19% Mailboxes being overloaded 19% Managing policies handed down by senior mgmt. 19% Poor server performance 18% Keeping employees from being harassed via 17% Protecting the organization from wrongful dismissal claims 14% 2016 Osterman Research, Inc. 13

15 Figure 20 Which of the following best describes your organization's view toward archiving? Figure 21 Which of the following best describes how content is managed in your organization? On a scale of 1 to 5, how desirable is (or would be) each of these messaging backup or archiving strategies for your organization, regardless of the solution you have in place now, where 1 is "not at all desirable" and 5 is "very desirable". % Responding Desirable or Very Desirable Methods Regular backups to tape/disk for retention; tapes/disk content are kept for up to 90 days before being recycled/overwritten is backed up to tape/disk on a regular basis and some critical information is kept on tape/disk on a long-term basis, while the remaining tapes/disk with non-critical data are recycled/overwritten on a regular basis An archiving system is employed that automatically archives messaging system content, indexes it, but makes the secure archive available only to IT staff members or selected others. An archiving system is employed that automatically archives messaging system content, indexes it and makes the archived content available on a self-service basis to end users. Current Practice Preferred Practice 25% 26% 28% 20% 28% 60% 20% 64% 2016 Osterman Research, Inc. 14

16 Figure 22 What percentage of your total IT budget during 2015 is devoted to the following? Figure 23 Whether or not you currently archive , which of the following best matches your view? 2016 Osterman Research, Inc. 15

17 Figure 24 During a typical week, how many person-hours does your IT staff spend on the following activities? Median person-hours per week per 1,000 users 2016 Osterman Research, Inc. 16

18 Figure 25 On a scale of 1 to 5, please rate your perception of the following vendors in the context of their archiving solutions, where 1 is "we would not consider them if we were implementing an archiving solution" and 5 is "we would definitely consider them if we were implementing an archiving solution". If you don't know enough to rate a particular vendor, please check "x". % That Would Likely or Definitely Consider % That Do Not Know Enough to Consider Vendor ArcMail Technology 6% 72% Barracuda 46% 26% CommVault 39% 29% Dell Software 35% 26% EMC 49% 22% GFI 13% 57% Google 38% 20% GWAVA 9% 65% HP Autonomy 23% 43% Intermedia 7% 67% Intradyn 2% 72% McAfee 23% 29% Messaging Architects/Netmail 14% 55% Microsoft (native archiving in Exchange) 58% 9% Microsoft Exchange Online 56% 14% OpenText 8% 59% Proofpoint 27% 47% Smarsh 6% 71% Sonian 3% 69% Symantec Enterprise Vault 47% 23% Symantec LiveOffice 30% 37% Waterford Technologies 4% 73% 2016 Osterman Research, Inc. 17

19 Figure 26 Who in your organization has (or would have) responsibility for specifying your organization s archiving strategy? Figure 27 What is your organization s policy regarding archiving spam? 2016 Osterman Research, Inc. 18

20 Figure 28 When do you plan to deploy an archiving system? 2016 Osterman Research, Inc. 19

21 Figure 29 On a scale of 1 to 5, how desirable is each of the following to your organization, where 1 is not desirable at all and 5 is extremely desirable? % Responding Desirable or Extremely Desirable 2016 Osterman Research, Inc. 20

22 Figure 30 On a scale of 1 to 5, please rate the reasons that you might consider implementing a content archiving solution (or the importance of the reasons if you already have an archiving system), where 1 is this would not be a consideration at all and 5 is this would be an extremely important consideration? % Responding an Important Extremely Important Consideration 2016 Osterman Research, Inc. 21

23 Figure 31 On a scale of 1 to 5, please rate the following methods for deploying and managing a content archiving solution for your organization, where 1 is not at all desirable and 5 is very desirable, assuming that all solutions have the same functionality? % Responding Desirable or Very Desirable 2016 Osterman Research, Inc. 22

24 Figure 32 Installed Base of Users, North America, Millions of Seats Figure 33 Distribution of Cloud vs. On-Premises Users, North America, Osterman Research, Inc. 23

25 2016 Osterman Research, Inc. All rights reserved. No part of this document may be reproduced in any form by any means, nor may it be distributed without the permission of Osterman Research, Inc., nor may it be resold or distributed by any entity other than Osterman Research, Inc., without prior written authorization of Osterman Research, Inc. Osterman Research, Inc. does not provide legal advice. Nothing in this document constitutes legal advice, nor shall this document or any software product or other offering referenced herein serve as a substitute for the reader s compliance with any laws (including but not limited to any act, statue, regulation, rule, directive, administrative order, executive order, etc. (collectively, Laws )) referenced in this document. If necessary, the reader should consult with competent legal counsel regarding any Laws referenced herein. Osterman Research, Inc. makes no representation or warranty regarding the completeness or accuracy of the information contained in this document. THIS DOCUMENT IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND. ALL EXPRESS OR IMPLIED REPRESENTATIONS, CONDITIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE DETERMINED TO BE ILLEGAL Osterman Research, Inc. 24