The Longterm Challenge

1
The Long-term Challenge

• Barney Haye
• Business Development Director, Essential

2
The Long-Term Challenge

• Information explosion
• e-Government records
• Securing data for the long-term
• The discovery process
• Case study
• Conclusion

3
What are the challenges?
File Servers
EmailServers
DBs Indexes
Intranets Extranets
ERM
4
e-Government Records

• Structured vs Unstructured Data
• Document Mgmt vs Records Mgmt
• Policy Framework for ERM
• Formal Definition of a Record
• EDM ERM systems mainly manage unstructured data

5
Properties of Records

• Properly-managed records are
• Fixed (unalterable)
• Stored in Context (meta-data, ordered)
• Protected (access-control)
• Retained until prescribed disposition
• Subject to clear governance (policy)
• Available to be used routinely for the benefit of
  the organisation

6
Benefits of Records Management

• Increasing pressure on resources and for good
  governance
• Supported decision-making
• Efficiency fast search, swift access
• Protection the what and why - reliable,
  irrefutable
• Meet Regulatory Requirements
• Cost reduction minimised storage
• Single Instance
• Disposition

7
Storing, Managing Records

• Specialist ERM
• Wisdom, Interwoven, MDY FileSearch, Meridio
  (Industry focus, richest feature sets)
• Generic
• Archiving solutions, SharePoint 2007 with RM
  (in-place, general RM)
• Ad-hoc
• Exchange, Fileshares, Microsoft SharePoint Server
  2003, EDM systems (few RM features)

8
Properties of an ERM System

• Classification Scheme
• Retention Management
• Integrated with other UIs
• Access Controls
• Audit Trails
• Search on Meta-data and Content

9
An ideal archive solution should..

• Archive email, file systems, SharePoint
• Integrate seamlessly with desktop
• Respect existing access-controls
• Provide integrated content searching across all
  realms
• Provide policy-driven storage management,
  retention and disposition
• Put automated policy first and remove owners from
  retention decisions

10
ZANTAZ EAS Product Family
Files
EASStorage Management
Exchange
EASDiscovery
EASSearch
Policy Driven Archival Engine
Domino
IM
Archive withMetadata and Indexes Storage Agnostic
SharePoint
ERM
. . .
11
ZANTAZ EAS for SharePoint

• Transparent for users
• Reduces SQL storage, 300B shortcuts
• SIS with Exchange, Files
• Flexible Policy components

• SharePoint 2007 RM feature support
• Hold orders
• Expiration
• Labeling
• Records libraries
• Support for SharePoint offline libraries 

• Combination of
• Filename
• Folder or Site
• Filesize
• Creation Date
• Modified Date

12
ZANTAZ EAS to manage records

• Most ERM systems integrate to Outlook
• Archived items dragged across to a case folder
  within the ERM system
• Integrates with ERM on a records-in-place basis
• Integration benefits with RM systems
• Space savings
• Centralised record management
• Safety-net if items not put into ERM

13
EAS/ERM Integration Examples

• Mdy ERM references email in EAS
• Interwoven Outlook integration updates ERM with
  full item content
• Wisdom Integration designed, awaiting customer
  workshop
• Meridio In specification, driven by 12,000 user
  joint customer

14
Long-Term Storage Challenges

• Data volumes continue to grow at high rates
  (annual doubling typical)
• Traditional ILM fails to respect compliance
• Long-term retention requirements
• E.g. Child protection may require lifetime
  retention
• Maintaining accessibility
• ISO/BSI recommendations.

15
ISO/BSI Recommendations
ISO 158012004
ISO/IEC 177992005
ISO 154892001
Etc. etc.

• Trustworthiness reliability
• Physical security access controls
• Disaster prevention recovery
• Cope with organisational change
• Protection against obsolescence
• Audit all changes

16
EAS Storage Manager

• Comprehensive Retention Disposition Mgmt
• Multi-level, HSM - optimises formats for
  different storage devices
• Retrospective introduction of retention policies
• Extend/move storage without impacting
  accessibility
• Manage storage on desktop e.g. delete shortcuts
• Manage archive usage e.g. user quota based HSM
  chargeback
• Granular ability to delete e.g. meet DPA
  requirements
• Secure (no direct user access)
• All actions audited

17
eDiscovery a guaranteed cost

• 75 of intellectual property in mail and
  attachments (ESG)
• 75 of electronic discovery requests are for
  email (US figure)
• SARs or other information requests
• Cost of discovery
• E.g. with restoration, 47 weeks
• Other estimates 4,000 per item
• Discovery should not be an IT function

18
EAS Discovery

• Structured search, audit discovery
• Designed for non-technical user
• Single search across all repositories
• Cull, annotate, tag, Ring-fence etc
• Export items for external inspection or to meet
  SAR
• All actions audited

19
Case Study Northumberland CC

• 3,000 users
• Backups starting to encroach into core hours
• 15MB quotas led to PSTs, deletions inefficiency
• FoIA requirement
• 70 of users operational within 6 weeks

20
Summary

• Look for ability to archive all types of content
• Manage in-place to reduce risk, time and costs
• Use ILM to minimise storage and storage
  management costs over time
• Manage life-cycle according to e-Government
  policy
• Create best practice for deletion and show it is
  followed

21
The ZANTAZ Proposition
File Servers
ERM
EmailServers
Intranets Extranets
ZANTAZ EAS
See ZANTAZ EAS Demonstrated at the Coffee Break
22
The ZANTAZ Proposition
File Servers
ERM
EmailServers
Intranets Extranets
ZANTAZ EAS
See ZANTAZ EAS Demonstrated at the Coffee Break