The Data Deluge

1. The Data Deluge “The Growth of Unstructured Data ” Dr Kevin McIsaac, IBRS www.ibrs.com.au

2. Overview The Impact of Changes in Data Growth Rates Exploiting Data Management Technologies Taking Control Of E-mail Conclusions

3. The Impact of Changes in Data Growth Rates Data growth rates accelerate The “unstructured data” tipping point How big is the impact?

4. Data Growth Rates Accelerate 92% of all new data is stored on magnetic media, primarily hard disks. That data grew about 30% pa between 1999 and 2002 Growth rate forecast to grow at 60% pa though 2011! i.e., your storage capacity will double every 18 months! 2007: First 1TB disk! Source: Computer World/IBRS Data Management Survey So What’s New! Data Has Always Grown At High Rates.

5. The “Unstructured Data” Tipping Point What is “Unstructured Data” We have reached a tipping point were More that ½ of all data managed by IT is unstructured Merrill Lynch estimate 85% of business data is unstructured Some of your largest data sets are unstructured, e.g., e-mail Unstructured data growth rate of 65%-200% But, 38% of ITO’s lack a document management system Source: Computer World/IBRS Data Management Survey Data Management Was Traditionally About Managing Structured Data. This Focus Needs to Change.

6. How Big Is The Impact? Source: Computer World/IBRS Data Management Survey IT Must Learn To Manage Unstructured Data As Effectively As It Does Structured Data Today • Office workers spend an average of 9.5 hr/wk searching, gathering and analysing information, with 60 % of that on the Internet • Outsell • White collar workers spend 30% - 40% of their time managing documents • Gartner • Our survey highlights • Strong concerns with the rate of unstructured data growth • Lack of systems to manage this • Few concerns with the storage infrastructure.

7. Exploiting Data Management Technologies Advances in Storage Hardware Commoditisation of Storage Arrays Information Lifecycle Management Document Management Data Classification Disaster Recovery Readiness

8. Advances in Storage Hardware Shugart’s Law - $ per bit of magnetic storage declines 1/2 every 18 months ~37% pa (10%/Q), recently 50% pa! Flat budget supports ~60%pa growth SANs well established & a commodity Fully featured arrays reasonably priced iSCSI taking off as a complement to FC Bolt-on storage virtualisation not gaining traction Content Addressable Storage Use for long term archive. TCO benefits are in the long term management of data Shugart’s Law Ensures Drive Costs Are Contained, But What About The System Costs

9. Commodity Storage Arrays G1: Monolithic arrays Proprietary & very expensive G2: Modular arrays Proprietary with commodity components, moderately expensive G3: Commodity based arrays Commodity components, standards based, inexpensive SAS as high performance, lower cost alterative to FC-disk Freely mix SAS and SATA in same frame In-box virtualisation for simpler management and lower cost Thin provisioning is the next big virtualisation technology Potential for new vendor to challenge established players e.g., Compellent, EqualLogic, 3-PAR etc Hardware Is Just A Small Part Of The Problem. Data Management Processes Are More Important

10. Information Lifecycle Management Source: Computer World/IBRS Data Management Survey While ILM is The holy grail of storage vendors it has not yet been widely adopted • Automate the management of your data lifecycle policy • Retain, delete, migrate, archive • Defining and enforcing policy • Who sets policy? Who has authority? • IT is not the data owner, just the steward! • Start with tiered storage • Balance price with service levels • Due to high growth rates focus on unstructured data • Transactional stuff generally Ok • Archival of E-mail and Documents • Don’t confuse backup & archival! • Separate archive from backup

11. Document Management Document management can eliminate significant wasted time “White collar workers spend 30% - 40% of their time managing documents” But, 38% have no DM system and 50% only cover some documents Document management needs to include e-mail E-mail is often the largest unstructured data repository But only12% said document management includes e-mail Source: Computer World/IBRS Data Management Survey Document Management and ILM and Archiving Are All Predicated on Data Classification and Policy

12. Data Classification & Policy Source: Computer World/IBRS Data Management Survey • Only 12% had clear, formal policy. Without this: • IT can’t act responsibly as a steward • No mandate! • ILM is nearly impossible, i.e., • Data can’t be deleted and archival is difficult. • Few had metadata or taxonomies, which hampers data use and reuse Businesses Need to Invest in Data Classification & Policy

13. Disaster Recovery Readiness Disaster recovery confidence level are high, however… 44% said they have not tested their DR plan in the last 12 months. 35% said they had only one a limited disaster recovery test in the last 12 months. Source: Computer World/IBRS Data Management Survey Without Regular Testing Disaster Recovery Plans Are A Lottery

14. Taking Control Of E-mail The Importance of E-mail E-mail Data Management Challenges Managing Users’ Mailboxes

15. The Importance of E-mail 80% say e-mail is more important than the telephone. 74 % said being without e-mail is a greater hardship than losing the telephone. META Group A typical business user sends and receives around 600 e-mail per week Ferris Research The average office worker spends 49 min/day managing e-mail. Upper level managers spend up to 4hrs/day.  All that sending & receiving, responding & deleting takes an enormous toll on workplace productivity. ePolicy Institute E-mail Is An Essential Business Tool But E-Mail Data Management Is Still A “Cottage Industry”

16. E-mail Data Management Challenges 57% Said Managing E-mail Was One Of Their Top DM Problems Top Exchange DM challenges Managing Exchange disaster recovery Managing the size of Message Stores Protecting & searching individual .PST files Restoring individual mailboxes Responding to legal discovery and capturing all email for compliance Osterman Research Source: Computer World/IBRS Data Management Survey Managing Users’ Mailboxes Is Key To All These Challenges

17. Managing Users’ Mailboxes The common solution is to use mailbox quotas 40% use PSTs to limit growth but 37% said it caused problems. Just shift the problem elsewhere E-mail archival can be a powerful solution but… Only 13 % had successfully implemented e-mail archiving Another 13% tried and failed! Needs robust data management policy Only 2% implemented an e-discovery/compliance solution! Source: Computer World/IBRS Data Management Survey Getting E-mail Under Control Is An Important And Urgent Issue, But Proceed With Great Caution

18. Conclusions We have reached a tipping point, where unstructured data volume and growth exceeds that of structured data Learn to manage unstructured data as effectively as structured data Invest in data classification & policy before applying technology

19. The Data Deluge “The Growth of Unstructured Data ” Dr Kevin McIsaac, IBRS www.ibrs.com.au