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Information Govenance Webinar 17 Nov09
Topics


• Speaking Volumes

• Records Management and Compliance
   ►How ECM and Archiving “Fit” Together


• Technical Challenges

• Archiving as a Service
   ►For Enterprise Content Management (ECM)


• Spanning the digital divide :
   ► Unstructured Content (ECM) vs. Structured Content
RSD Corporate Background



• Founded in Geneva, 1973
    ► Affiliates in New York and London
• More than 1,200 customers worldwide
    ► Over 2,000,000 users
• Pioneer in high-volume mainframe report and output management
    ► EOS (Enterprise Output Solution)
• Innovator in records and document management, and Information
  Governance
    ► RSD Folders
RSD Corporate Background



• Pioneer in report / output management
• Leader in Integrated Document Archive and Retrieval Systems
  (IDARS) Magic Quadrant
• Innovator in Records and Document Management, Information
  Governance                                          * Magic Quadrant Disclaimer
                                                      The Magic Quadrant is
                                                      copyrighted June 27, 2006 by
                                                      Gartner, Inc. and is reused with
                                                      permission. The Magic Quadrant is
                                                      a graphical representation of a
                                                      marketplace at and for a specific
                                                      time period. It depicts Gartner's
                                                      analysis of how certain vendor’s
                                                      measure against criteria for that
                                                      marketplace, as defined by
                                                      Gartner. Gartner does not endorse
                                                      any vendor, product or service
                                                      depicted in the Magic
                                                      Quadrant, and does not advise
                                                      technology users to select only
                                                      those vendors placed in the
                                                      "Leaders" quadrant. The Magic
                                                      Quadrant is intended solely as a
                                                      research tool, and is not meant to
                                                      be a specific guide to action.
                                                      Gartner disclaims all
                                                      warranties, express or
                                                      implied, with respect to this
                                                      research, including any warranties
                                                      of merchantability or fitness for a
                                                      particular purpose.
Over 1200 customers sites, 2 million users


                         Banks




Insurance                Telecom                   Distribution




            Automotive                Government
“Welcome to Information Governance”


• Facts
   ► Morgan Stanley: $1.45 billion
   ► Citibank: $400 million
   ► US Taxpayer: $10 million


• What do all of these have in common?
Content Explosion



Hard drive shipments will double
within the next five years




                Digintal Storage Technology
                Newsletter, July, 2009
Corporate Challenges



The Information Governance challenge
 has created urgency at the executive
       level in every enterprise




                                                      Basel II




                                                                        Title 21 CFR 11
                  MiFID   Patriot Act     SEC 17a-4        DoD 5015.2
Managing Risk is Critical



   • Increasingly important executive function
   • Exposure (to fines) & compliance (with laws) vs. costs
             ► Must do so in a cost effective manner
             ► Must reduce their overall cost of operation
   • Within constraints of providing seamless and secure access to their
     information and content
                                                                                                                                 New Regulations?

                                                                                                                                 New Regulations?
                                                                   Morgan Stanley                             Financial
                                                          E-Discovery irregularity fine $1.58b               Crisis 2008
                                                                                                                                 New Regulations?
                                                                                    UBS/Warburg
                                                                                       FRCP                                      New Regulations?
                           Enron Scandal
                          Sarbanes-Oxley                                                   HIPAA
                                                                           MoReq


DoD 5015.2                          9/11
                                 Patriot Act




     1998                        2001                          2004                                2007                       2010

   Pain related to costs (governance, infrastructure, etc.)                       Pain related to risks of over-retention
   Pain related to e-discovery risks                                              Pain related to data privacy breach risks
   Pain related to future risks (yet to emerge)
A Model for Information Governance



                                                                    Information Governance Program
             Corporate Governance                                   Content Retention
             IT Governance                                          Content Metadata Retention
             Information Governance                                 Data Privacy
             Financial Governance                                   ILM
             Other                                                  E-Discovery
                                                                    Digital Rights Lifecycle
                                                                    Audit Trail Management
                                                                                                                             Majority of Information
Records                                                                                                                  Governance policies are defined
Retention                                                                                                                   at the Record Class level
Schedule



         Content Retention        Content Metadata Retention         Data Privacy         ILM            E-Discovery & Holds    Digital Rights Lifecycle
         Policies                 Policies                           Policies             Policies       Policies               Policies
         Control                  Control                            Control              Control        Control                Control
         Enforcement              Enforcement                        Enforcement          Enforcement    Enforcement            Enforcement


                                               ?                              ?                  ?              ?                          ?

                      RM + ECM                                                             EDD Systems




                                          ?               ?               ?               ?

                                      Business                                         Corporate
 Collaborative                                        Corporate        Corporate
                  Collaborative    Operational and                                   Information in
    Content                                          Information      Information
                   Content in       Transactional                                     “Intelligent”
  scattered in                                       in Business        in Data
                  ECM Systems        Content in                                         Storage
 Infrastructure                                      Applications     Warehouses
                                      Archives                                         Appliances


                                                                                                                            Other
Content Bursting/Migration/Archiving      Jurisdiction A                                                                Jurisdictions C n
                                                                                                                          Jurisdiction
                                                                                                                             Jurisdiction
Multifaceted and Integrated Definitions of Lifecycle




Record Lifecycle:                                     Collaboration                                                              Long-term Record Archival                                           metadata

1) Record Retention (RM):                              Capture/Declare Record                                      -                                       -                  Disposition                           -
2) Metadata Lifecycle:                            Metadata & Content Indexing                     Metadata Indexing                                        -              Basic Metadata              Delete Metadata
3) Metadata Storage Lifecycle:                             Metadata on Tier 1                                                           Archive Metadata                  Basic Metadata              Delete Metadata
4) Content Storage ILM:                                       Storage on Tier 1                    Storage on Tier 2                                       -              Delete, Expunge                           -
5) Vital Status:                                                          Vital                            Non-Vital                                       -                              -                         -
6) Security Lifecycle:                                      Security Classified                                    -                  Security Declassified                               -                         -
7) Data Privacy Settings Lifecycle:                        Regulatory Controls                                    ?                            Anonymize                                ?                          ?
8) Digital Rights Lifecycle:                                        Assign Key                                    ?                            Delete Key                               ?                          ?
9) Other (expandable - tbd):                                                   ?                                  ?                                       ?                             ?                          ?




                                                                                                                  Milestone #1




                                                                                                                                                         Milestone #2




                                                                                                                                                                                       Disposition
                                  Content Value




                                                                             Record Declaration




                                                       days           weeks                       months                                years                           decades
Business Problems : pre-ECM

• Before you adopted Alfresco
    ► Inconsistent business processes
        • Document creation
        • Content review and approval
        • Publish, update, dispose (lifecycle management)


    ► Poor productivity
        • Many duplicate efforts
        • Ineffective use of valuable resources


    ► Ineffective knowledge management
        • Intellectual property not discoverable
        • Cannot be leveraged
Challenges Created by ECM Success

• Since Alfresco
    ► More and more departments and users
        • Success begets success
    ► More and more content being generated
        • New content types are more storage intensive
            – Image, video, audio
    ► Repository volumes expanding rapidly
    ► Performance begins to suffer
    ► New requirements
        • COO and Compliance Officer: what about regulatory compliance?
        • Why can’t I see customer statements and other production
          application data in my ECM?
Why is performance suffering?




• ECM systems designed to support “active content”
    ► Content creation phase of the content lifecycle
         • Frequent update and change
         • Multi-step workflow to obtain editorial approval


• Activity level dramatically lower post-approval
    ► Most documents never changed after the approval cycle
    ► Yet they occupy space in ECM repository and database


• Alternative storage and retrieval services are required
    ► To ensure that ECM is optimized to serve users needs : creating
      and updating “active content”
New Compliance Questions

• Board and executive level pressure
    ► Stakeholders need assurance business information is being handled
      properly
• More content considered “business records”
    ► Paper records, email, voicemail recordings, instant messages, blog
      postings…
• Strict retention rules now required by law
    ► Or by industry “best practice”
• Laws differ by jurisdiction
    ► Regulations where content is stored tend to “trump” rules where content
      is accessed
    ► Content must be retained for specific time periods
    ► Content must be disposed of after retention
    ► Systems must support e-Discovery or litigation hold
              – Which overrides retention and disposition rules
New Content Requirements



• ECM excels at organization of unstructured
  content
    ► Office documents, spreadsheets, other user-
      generated content


• Users want to see other relevant
  information… in one place
    ► Statements, reports, other data from
      datacenter business applications


• ECM systems do not span this “digital divide”
Robust Document Archiving Services are the Answer



• Design Center
   ► Built specifically for the post-approval, post-publication phases of the
     document and records lifecycle

   ► Proven to handle extremely high volume document and report
     environments, such as mission-critical business applications (billing
     statements, invoicing systems, payroll slips)

   ► Designed to support
     multi-level storage systems
     typical of high volume
     content environments
A wide range of improvements
• Performance, scalability, user experience ALL improve
    ► ECM database footprint dramatically reduced
        • Bulk of inactive content retired; metadata remains
          in place
        • Performance improves where
          it counts: active content
    ► ECM servers can support more users
        • Extending the lifetime (and value) of deployed
          servers
    ► Users see better response times, no loss of information
“Instantiated” mode

• Built on RSD Folders Z or Open Systems
• Indexes remain in Alfresco storage




         “Instantiated”                                                  Document Storage
          Documents

                                              Document Storage




                       Alfresco Explorer
                     and/or Alfresco Share




                                      Document            Document
                                      Metadata            Metadata
                                    “Instantiated”      “Instantiated”




                                                                         Document Storage
« Virtual Mode »

• Built on RSD Folders for Z or Open Systems
• All content is archived outside Alfresco (thus the name
  « virtual mode »)




       “Instantiated”
        Documents                                            Document Storage


                                                                                “Virtual” Document
                                     Document Storage
                                                                                     Metadata




               Alfresco Explorer /
                 Alfresco Share




                             “Virtual”           “Virtual”
                            Document            Document
                            Metadata            Metadata                        “Virtual” Document
                                                                                     Metadata




                                                             Document Storage
Integration of « external » documents

ArchLive for Alfresco brings to the collaborative workspace
access to business documents which may be tens of
thousands of pages in length.
These “logical” documents are available to users without
requiring “bursting” of the output stream into individual
documents.



Structured Documents
         And
 Logical Documents




                       Alfresco Explorer /
                         Alfresco Share




                                                             Structured
   Single logical document
                                                          document flow
Document Capture

Performance and security:
ArchLive for Alfresco can capture approximately 600
documents per second as compared to approximately 50 per
second captured natively in Alfresco




 Capture Rate


                                  Document Storage   Document Storage




            Alfresco Explorer /
              Alfresco Share




                                                       RSD Database
Archiving

Scalability and cost control:
ArchLive for Alfresco integrates with solutions like Tivoli
Storage Manager (TSM), and cartridge or tape media.
ArchLive also has strong integration with EMC Centera and
Tivoli DR550




  Storage Flexibilty                  Alfresco Data   RSD Folders
                                                         Data
    and Security




                Alfresco Explorer /
                  Alfresco Share
RSD ArchLive for Alfresco



• Robust document archiving service for Alfresco
    ► Improves Alfresco performance
         • By retiring large volumes of infrequently accessed
           content, reducing the “content footprint” of the
           Alfresco ECM repository and database

    ► Reduces operating costs
         • By moving large volumes of content from expensive
           media to any major enterprise storage system

    ► Bridges the digital content divide, extending the Alfresco domain
         • By delivering business information from enterprise
           business applications directly to ECM users
Contact information
tde@rsd.com
twitter.com/RSDig
blogs.rsd.com

                      Thank you.

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Information Govenance Webinar 17 Nov09

  • 2. Topics • Speaking Volumes • Records Management and Compliance ►How ECM and Archiving “Fit” Together • Technical Challenges • Archiving as a Service ►For Enterprise Content Management (ECM) • Spanning the digital divide : ► Unstructured Content (ECM) vs. Structured Content
  • 3. RSD Corporate Background • Founded in Geneva, 1973 ► Affiliates in New York and London • More than 1,200 customers worldwide ► Over 2,000,000 users • Pioneer in high-volume mainframe report and output management ► EOS (Enterprise Output Solution) • Innovator in records and document management, and Information Governance ► RSD Folders
  • 4. RSD Corporate Background • Pioneer in report / output management • Leader in Integrated Document Archive and Retrieval Systems (IDARS) Magic Quadrant • Innovator in Records and Document Management, Information Governance * Magic Quadrant Disclaimer The Magic Quadrant is copyrighted June 27, 2006 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendor’s measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.
  • 5. Over 1200 customers sites, 2 million users Banks Insurance Telecom Distribution Automotive Government
  • 6. “Welcome to Information Governance” • Facts ► Morgan Stanley: $1.45 billion ► Citibank: $400 million ► US Taxpayer: $10 million • What do all of these have in common?
  • 7. Content Explosion Hard drive shipments will double within the next five years Digintal Storage Technology Newsletter, July, 2009
  • 8. Corporate Challenges The Information Governance challenge has created urgency at the executive level in every enterprise Basel II Title 21 CFR 11 MiFID Patriot Act SEC 17a-4 DoD 5015.2
  • 9. Managing Risk is Critical • Increasingly important executive function • Exposure (to fines) & compliance (with laws) vs. costs ► Must do so in a cost effective manner ► Must reduce their overall cost of operation • Within constraints of providing seamless and secure access to their information and content New Regulations? New Regulations? Morgan Stanley Financial E-Discovery irregularity fine $1.58b Crisis 2008 New Regulations? UBS/Warburg FRCP New Regulations? Enron Scandal Sarbanes-Oxley HIPAA MoReq DoD 5015.2 9/11 Patriot Act 1998 2001 2004 2007 2010 Pain related to costs (governance, infrastructure, etc.) Pain related to risks of over-retention Pain related to e-discovery risks Pain related to data privacy breach risks Pain related to future risks (yet to emerge)
  • 10. A Model for Information Governance Information Governance Program Corporate Governance Content Retention IT Governance Content Metadata Retention Information Governance Data Privacy Financial Governance ILM Other E-Discovery Digital Rights Lifecycle Audit Trail Management Majority of Information Records Governance policies are defined Retention at the Record Class level Schedule Content Retention Content Metadata Retention Data Privacy ILM E-Discovery & Holds Digital Rights Lifecycle Policies Policies Policies Policies Policies Policies Control Control Control Control Control Control Enforcement Enforcement Enforcement Enforcement Enforcement Enforcement ? ? ? ? ? RM + ECM EDD Systems ? ? ? ? Business Corporate Collaborative Corporate Corporate Collaborative Operational and Information in Content Information Information Content in Transactional “Intelligent” scattered in in Business in Data ECM Systems Content in Storage Infrastructure Applications Warehouses Archives Appliances Other Content Bursting/Migration/Archiving Jurisdiction A Jurisdictions C n Jurisdiction Jurisdiction
  • 11. Multifaceted and Integrated Definitions of Lifecycle Record Lifecycle: Collaboration Long-term Record Archival metadata 1) Record Retention (RM): Capture/Declare Record - - Disposition - 2) Metadata Lifecycle: Metadata & Content Indexing Metadata Indexing - Basic Metadata Delete Metadata 3) Metadata Storage Lifecycle: Metadata on Tier 1 Archive Metadata Basic Metadata Delete Metadata 4) Content Storage ILM: Storage on Tier 1 Storage on Tier 2 - Delete, Expunge - 5) Vital Status: Vital Non-Vital - - - 6) Security Lifecycle: Security Classified - Security Declassified - - 7) Data Privacy Settings Lifecycle: Regulatory Controls ? Anonymize ? ? 8) Digital Rights Lifecycle: Assign Key ? Delete Key ? ? 9) Other (expandable - tbd): ? ? ? ? ? Milestone #1 Milestone #2 Disposition Content Value Record Declaration days weeks months years decades
  • 12. Business Problems : pre-ECM • Before you adopted Alfresco ► Inconsistent business processes • Document creation • Content review and approval • Publish, update, dispose (lifecycle management) ► Poor productivity • Many duplicate efforts • Ineffective use of valuable resources ► Ineffective knowledge management • Intellectual property not discoverable • Cannot be leveraged
  • 13. Challenges Created by ECM Success • Since Alfresco ► More and more departments and users • Success begets success ► More and more content being generated • New content types are more storage intensive – Image, video, audio ► Repository volumes expanding rapidly ► Performance begins to suffer ► New requirements • COO and Compliance Officer: what about regulatory compliance? • Why can’t I see customer statements and other production application data in my ECM?
  • 14. Why is performance suffering? • ECM systems designed to support “active content” ► Content creation phase of the content lifecycle • Frequent update and change • Multi-step workflow to obtain editorial approval • Activity level dramatically lower post-approval ► Most documents never changed after the approval cycle ► Yet they occupy space in ECM repository and database • Alternative storage and retrieval services are required ► To ensure that ECM is optimized to serve users needs : creating and updating “active content”
  • 15. New Compliance Questions • Board and executive level pressure ► Stakeholders need assurance business information is being handled properly • More content considered “business records” ► Paper records, email, voicemail recordings, instant messages, blog postings… • Strict retention rules now required by law ► Or by industry “best practice” • Laws differ by jurisdiction ► Regulations where content is stored tend to “trump” rules where content is accessed ► Content must be retained for specific time periods ► Content must be disposed of after retention ► Systems must support e-Discovery or litigation hold – Which overrides retention and disposition rules
  • 16. New Content Requirements • ECM excels at organization of unstructured content ► Office documents, spreadsheets, other user- generated content • Users want to see other relevant information… in one place ► Statements, reports, other data from datacenter business applications • ECM systems do not span this “digital divide”
  • 17. Robust Document Archiving Services are the Answer • Design Center ► Built specifically for the post-approval, post-publication phases of the document and records lifecycle ► Proven to handle extremely high volume document and report environments, such as mission-critical business applications (billing statements, invoicing systems, payroll slips) ► Designed to support multi-level storage systems typical of high volume content environments
  • 18. A wide range of improvements • Performance, scalability, user experience ALL improve ► ECM database footprint dramatically reduced • Bulk of inactive content retired; metadata remains in place • Performance improves where it counts: active content ► ECM servers can support more users • Extending the lifetime (and value) of deployed servers ► Users see better response times, no loss of information
  • 19. “Instantiated” mode • Built on RSD Folders Z or Open Systems • Indexes remain in Alfresco storage “Instantiated” Document Storage Documents Document Storage Alfresco Explorer and/or Alfresco Share Document Document Metadata Metadata “Instantiated” “Instantiated” Document Storage
  • 20. « Virtual Mode » • Built on RSD Folders for Z or Open Systems • All content is archived outside Alfresco (thus the name « virtual mode ») “Instantiated” Documents Document Storage “Virtual” Document Document Storage Metadata Alfresco Explorer / Alfresco Share “Virtual” “Virtual” Document Document Metadata Metadata “Virtual” Document Metadata Document Storage
  • 21. Integration of « external » documents ArchLive for Alfresco brings to the collaborative workspace access to business documents which may be tens of thousands of pages in length. These “logical” documents are available to users without requiring “bursting” of the output stream into individual documents. Structured Documents And Logical Documents Alfresco Explorer / Alfresco Share Structured Single logical document document flow
  • 22. Document Capture Performance and security: ArchLive for Alfresco can capture approximately 600 documents per second as compared to approximately 50 per second captured natively in Alfresco Capture Rate Document Storage Document Storage Alfresco Explorer / Alfresco Share RSD Database
  • 23. Archiving Scalability and cost control: ArchLive for Alfresco integrates with solutions like Tivoli Storage Manager (TSM), and cartridge or tape media. ArchLive also has strong integration with EMC Centera and Tivoli DR550 Storage Flexibilty Alfresco Data RSD Folders Data and Security Alfresco Explorer / Alfresco Share
  • 24. RSD ArchLive for Alfresco • Robust document archiving service for Alfresco ► Improves Alfresco performance • By retiring large volumes of infrequently accessed content, reducing the “content footprint” of the Alfresco ECM repository and database ► Reduces operating costs • By moving large volumes of content from expensive media to any major enterprise storage system ► Bridges the digital content divide, extending the Alfresco domain • By delivering business information from enterprise business applications directly to ECM users