Email Archiving, e-Discovery, and Compliance

Executive Summary

Overview
A cornerstone of its community for more than 100 years, Memorial Health System’s integrated deliverynetwork is crucial to the health and welfare of central Illinois. Though it has grown in recent decades to comprise hospitals, mental health centers, home health services, and a physician network, Memorial Health System maintains a strong focus on its original mission of service and charity. Like its peers, the integrated delivery network faces challenges specific to its mission as a healthcare provider as well as typical business pressures.

Barriers
Facing rapidly expanding data stores within its Microsoft Exchange environment, Memorial Health System sought a technology solution that would help manage that growth. Specifically, the health system realized that effective tools for automated discovery would benefit the IT team while reducing its risk exposure. The difficulty of restoring data from backup tapes was also a challenge, with implications across the organization. While enhancing its ability to archive communications according to specific policies, Memorial Health System also needed tools for indexing, managing, and retrieving
users’ email.

The Solution
Seeking to address these issues, Memorial Health System engaged Symantec, Dell, and US-Analytics Solutions Group to design and implement an archiving and e-discovery solution for email. With Symantec Enterprise Vault in place, Memorial Health System migrated its Microsoft Exchange mailboxes, public folders, and PST files into an optimized archive. Memorial Health System selected Enterprise Vault features that extend its archiving and compliance capabilities, including Discovery Accelerator, Microsoft Exchange Journaling, and PST Migrator. Symantec Consulting Services coordinated with teams from US-Analytics Solutions Group and Dell for the solution deployment.

Benefits
A Total Operational and Economic Impact (TOEI™) analysis by the Alchemy Solutions Group revealed four primary business value areas—projected benefits from November 2007 through December 2010 — emerging from Memorial Health System’s IT transformation efforts:

• Streamlined Discovery Savings: $51,303 in labor cost savings as a result of providing a discovery interface to the legal team
• Journaling and Tape Savings: $89,086 in cost savings by eliminating the need for daily email tape backup to Microsoft Exchange Journaling
• Recovered End-user Labor Productivity Savings: $589,878 in productivity savings by automating mailbox-related tasks for end users
• Improved IT Help Desk Productivity Savings: $15,919 in labor cost savings by reducing
the time IT spends remediating mailbox-related issues