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E-Mail Management Vendor Solutions
Butler Group, June 2005, Pages: 340
This Report is intended as an accompanying volume to the E-mail Management Technology Management and Strategy Report published in June 2004. The original Report did not contain any Technology Audits or product comparisons. However, it did identify many vendor products in each of the e-mail management areas that were examined, namely:
- Security Management.
- Policy Management.
- E-mail Archiving.
- Knowledge Management and Collaboration.
We believe that to implement a comprehensive e-mail management solution, functionality in the areas of security management, policy management, and e-mail archiving are essential. Most organisations will also require some form of Knowledge Management and Collaboration tools, but this functionality is not specific to e-mail management, and is likely to be part of a much wider solution, such as Enterprise Content Management (ECM).
At present, in order to implement a comprehensive e-mail management solution, a number of point products are required, as no single vendor yet provides functionality across all of the e-mail management areas. However, there are indications that vendors are beginning to move towards offering solutions rather than point products. For example, many of the security vendors also provide some form of policy management to control the content of e-mails leaving the organisation, as well as managing inbound messages. However, they do not incorporate any of the supervisory features present in dedicated e-mail policy management products.
It is our view that in the not-too-distant future security management must be combined with e-mail archiving. At this stage, for organisations that do not require complex policy management functionality to address the requirements of regulatory bodies such as the Securities and Exchange Commission (SEC) and National Association of Securities Dealers (NASD), existing point products will provide an appropriate e-mail management solution.
There are a number of different approaches to implementing e-mail management. The first is to purchase all of the applications required taking a best-of-breed approach, using the solutions from the vendor in each category that provides the functionality that best meets the needs of the organisation. Another approach is to use a bundled solution from a single vendor that provides functionality in more than one category. Alternatively, outsourcing e-mail management is another option, and one that is more affordable for some organisations.
This Report contains 32 Technology Audits including many of the products that were featured in the original Report. However, because of the rapid developments of products, particularly in the security space, some of the Technology Audits review different products to those mentioned in the original Report. All of the vendors featured in the original Report were contacted with a view to creating new Technology Audits or updating existing Technology Audits. However, some vendors declined the offer, and so we have included the latest Technology Audits that are available for these products.
Unlike normal Technology Comparison and Evaluation Reports, there are no direct comparisons between products within the Report. The reason for this is that the products cover such a diverse range of technologies that it would be impossible to devise a means to compare them fairly and provide value to readers of the Report. Each Technology Audit is therefore a stand-alone document.
To reflect the beginnings of convergence in the technology areas featured, the Technology Audits are arranged into three Sections:
- Corporate E-mail Systems - Section 3. These were featured and compared in the original Report.
- Security and Policy Management - Section 4. This Section incorporates Technology Audits of products that were included in the Security and Policy Management Sections of the original Report, to reflect the fact that most Security Management solutions now incorporate some policy management capabilities.
- E-mail Lifecycle Management - Section 5. This Section includes e-mail archiving products and Records Management solutions that support the archiving of e-mails. It also includes Information Lifecycle Management (ILM) solutions and storage products that support e-mail archives.
The Technology Audits in this Report are not intended to be an exhaustive list of all of the products that have been reviewed in this area by us. There are reviews of additional products in the e-mail management area of our Web site. Some of these products are included in the Report as Vendor Profiles in Section 6 of this Report.
Key Findings
- It should not be assumed that end-users realise the implications of deleting e-mails - which could ultimately be a large fine for the organisation or a prison sentence for the CEO.
- Compliance is not just about retaining e-mails, it is also about having the ability to retrieve them.
- A high proportion of an organisations knowledge capital is contained within e-mails, and yet is largely unavailable to support business decision-making.
- A healthy e-mail system is vital to the wellbeing of the organisation.
- Transmitting sensitive information over the Internet by the equivalent of a digital postcard could lose you your job or, even worse, your business.
- E-mail is a person-to -person communication channel, which is a valuable business tool, but it needs appropriate policies and management technologies in place to manage it effectively.
- E-mail should not be regarded simply as an IT problem, yet organisations are throwing IT solutions at a business problem, which is a short-term fix for a long-term problem.
- Hotmail and other Web-based accounts do not equate to an e-mail disaster recovery plan.
- Theft of sensitive corporate information via e-mail is rife in organisations.
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