Selecting an Email Solution for my Enterprise

Choosing between Cloud based Email system and an On Premise Email set-up can be confusing. This presentation tries to simplify the task of picking the right Email Solution for your enterprise.

Index – Part 1

Need of Email and Choices Available Email forms the Collaboration Backbone of an Enterprise……………………. Email is critical to Business Continuity........................................................ Cloud Email Or On Premise Email............................................................... What is Cloud Email……………………………………………………………………………… What is On Premise Email?......................................................................... When to select Cloud Email?...................................................................... When to select On Premise Email?.............................................................

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Index – Part 2

Email Setups for typical Industry Scenarios

1: Small 50-person HR startup………………………………………………………….... 2: Small corporate setup with 450 users…………………………………………….. 3: Mid-sized Financial Services firm with 2000 people ………………………. 4: Large Retail setup with 4000 users in HO and remote offices ………… 5: Large Manufacturing business with 6000 users in HO and branch offices ………………………………. ……………………………….……………… 6: Large Business conglomerate with 20,000 staff 22 in HO and international locations .……………………..……………………..………..

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85% Internet Users Use Email For Communication (Source: Ipsos)

Email is the primary tool for communication today and forms the collaboration backbone of an enterprise

The Collaboration Backbone

85%

15%

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1 in 5 enterprises feel a single email outage can run into huge losses up to $ 500,000. (Source: Osterman Research)

A robust and reliable Email system is required to maintain business continuity.

Email for Business Criticality

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Primarily the choice is between Cloud and On Premise Email; with some enterprises choosing a Hybrid Email solution.

Cloud Email

Choices in Email Solutions

On Premise Email6

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• Cloud Email solution comprises of a Mail Service Provider who hosts your mails in a commercial Data Center, and users can access this over the Internet • The Mail Service Provider completely manages it – so you neither need to setup Email Infrastructure in your premises nor need an IT team to maintain it • Cloud Email is offered in a Software As A Service (SaaS) model – which is scalable and has flexible subscription options

What is Cloud Email?

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• On Premise Email solution comprises of mail servers deployed in your own corporate data center – where all your mails are hosted • You have full control of the data, privacy and security of your email infrastructure including mail servers, gateways, security setup, mailbox storage, archiving and routing servers • You need a dedicated team to manage the email system, spread across Head Office and remote/ branch offices

What is On Premise Email?

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• Best suited for startups and small to mid-size businesses • Suitable when the aim is to get started quickly, gain flexibility and save cost - in terms of licensing, hardware, resources, storage, etc • Suitable for companies who do not have/ want an In-house team to manage IT Infrastructure

When to select Cloud Email?

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• Best suited for medium to large enterprises • Suitable when the aim is to integrate Email with other systems • Suitable when data security is a concern • Suitable for companies who already have a dedicated IT team In house

When to select On Premise Email?

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Let’s see some typical industry scenarios

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Lets take a look at a 50-person HR startup that has no in house IT team and have minimal IT knowledge. They are looking for a quick-to-start Email solution with low cost and high uptime.

Scenario #1

Solution: The HR startup can outsource their Email and Collaboration needs to a Cloud Email Service provider who will host their mails in their data center and manage it completely. They can quickly get started without investing in any hardware or software except a secure internet connection. As the Email solution will be on a SaaS model, the subscription costs are flexible.

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Scenario #1: Pure Cloud Email Solution

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Lets take a look at a small corporate setup with about 450 users, without an in house IT team. The solution should optimize local bandwidth and keep the Email system running even if the main server is down.

Scenario #2

Solution: This company can benefit from a Hybrid Email solution (Cloud +On Premise). The Cloud component of the solution handles critical function of routing Internet mail with full reliability at all layers, while the On Premise Mail gateway server optimizes the local mail flow and access (mail amongst the users of the same organization), without using the Internet bandwidth for that. In case of a temporary link failure, the cloud setup will spool mails and deliver them to the On Premise gateway server once the link is functional. In an event of a sudden server failure, it automatically switches over to a standby server. In a complete site failure, users can access their mail from the cloud servers. Since there is so much redundancy, its not too stressful to maintain the mail gateway server.

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Scenario #2 Hybrid (Cloud +On premise) Email Solution

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Scenario #3 A mid-sized Financial Services firm with about 2000 users is looking for a collaboration setup with a reliable Email archival solution to comply with regulatory norms. Being a customer-focused enterprise, their Email solution should have near-zero downtime.

Solution: The enterprise could benefit from a hybrid of an On Premise Mail gateway server and a Highly Available Cloud Email solution with a compliance archival facility on the Cloud and a DR site to achieve high uptime of up to 99.9%. The On Premise gateway optimizes local mail flow and mail access without loading the Internet bandwidth. The archival solution ensures visibility and availability of every mail sent and received for that period.

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Scenario #3 Highly Available Email Architecture

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Scenario #4 A large Retail business with 1200 users in their Head Office and 2800 staff spread across 5 remote offices, have an inhouse IT team to manage the internal systems. The management wants a highly secure system with complete control over the mails exchanged.

Solution: The company can choose an On Premise Email solution, which is accessed by in house users on a LAN and remote offices via WAN/VPN/Internet. This setup is fully managed in house allowing complete privacy over the data and complete control over the policies to be deployed.

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Scenario #4 On Premise Email Server At a Single Site

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Scenario #5 A large Manufacturing business has 5 branch offices with a staff of 800 each, and 2000 users in the head office. They have a legacy proprietary Email setup in place, but are looking to migrate to a more scalable solution. The Email solution should be highly secure and optimize branch-level bandwidth usage.

Solution: The Email solution can have a central site with distributed servers across the branch offices. They can develop a Hybrid Email solution along with the existing legacy solution to maximize performance and lower migration cost. Distributed servers optimize mail traffic by using local bandwidth instead of the internet connection.

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Scenario #5 On Premise Email Server For Distributed Sites

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Scenario #6 A large business conglomerate has presence in 25 international locations, with 600 workforce each and 5000 staff in its head quarters. As Email is central to their business continuity, they want a High Availability solution, and need to backup and store all mail data for 6-7 years to comply with international norms.

Solution: They can setup a collaboration infrastructure on premise, fully controlled and managed by their IT team. It also supports DR site for high level redundancy at all levels. This solution is suitable for distributed sites, where the central site will receive mail directly from the Internet and will push mail for users at remote sites to the servers at those sites. It also has additional flexibility to add storage, archival at local site.

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Scenario #5 Highly Available Email Architecture with Distributed Site Servers

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In a Nutshell – Part 1 Asking some key questions like these will help you arrive at the right Collaboration Solution for your enterprise.

Features: Does it allow my users to collaborate over email, chat, calendar, contacts, etc?

Access: Can I use the latest mobile devices like Android Phones/ Pads/ Tabs, iPhone or iPad to access the applications?

Adaptable: Can I integrate this with my existing email solution and business applications?

Scalable: Can this Email Solution scale to my sudden and future needs?

Reliable: Does it offer uptime upward of 99.7%?

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In a Nutshell – Part 2 Asking some key questions like these will help you arrive at the right Collaboration Solution for your enterprise.

Manageable: Can I run this with a small non-dedicated IT team? How easy is it to manage policies and attributes of my user base?

Security: Does it offer multiple layer security protection? Is it proven safe in the Internet environment? Is it certified safe by third party security audits?

Efficient: Can it do more with less?

TCO: While affirmative on all above questions, is it still cost effective?

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About Mithi

Mithi is an Indian software product company which makes Connect Xf - an Email and Collaboration Software, enabling businesses to collaborate easily on Mobile Devices, Desktop Email and Webmail clients via features like Email, Shared Calendar, Address Book, Chat, etc • Mithi has extensive experience in consulting, deploying and providing complete lifecycle support for On Premise, Cloud and Hybrid Email solutions to customers • Over 200 enterprise customers across 50 cities have derived substantial benefits in cost savings and performance • Mithi is ranked amongst the Top 100 Software Product Companies in India by PricewaterhouseCoopers (PWC) India for 2011

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Get in Touch! Looking for an Email Solution for your enterprise? We can help you. Visit our website www.mithi.com for details.

Go for a 90-Day Free Trial to evaluate Mithi’s Cloud and On Premise Email Solution Or Get in touch with us to help you select the right Email solution for your enterprise

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