© 2009 ibm corporation 1 just archiving email? get the inside story on how to get more from your...
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1 © 2009 IBM Corporation
Just Archiving Email?
Get the inside story on how to get more from your archiving investment
Greg YoungProgram Manager, Content Collection & Archiving
2 © 2009 IBM Corporation
Agenda
• Remember when archiving was easy
• Return On Investment (ROI)
• How it works
• But wait, there’s more
• Next Steps
3 © 2009 IBM Corporation
Information Chaos
InformationExplosion and Silos
Volume - Formats - Locations
Retention and Disposition Policies
Not Enforced
Increasing Criticality of Producing Trustworthy
Information
Increased Burden on Business Users Who
Already “Opt Out”
Un-managed and disorganized
Un-traceable
Un-indexed
Numerous copies
Un-locatable
Multiple silos
Email, documents, images … paper too
Destroyed too soon …kept forever
Increasing litigation risks and costs
Un-locatable
Informationnot re-usable
Not complete, authentic or admissible
Information leakage
Not trustworthy
Loss of context
No Control. High Operational Costs. High Information Risk. No Visibility.
4 © 2009 IBM Corporation
It’s No Longer Good Enough to Just Archive
Archive e-mail and content for storage
spacemanagement
Manage e-mail and content for legal
obligations
Connect e-mail and disconnected content
to other managed content
Manage e-mail and content as part of a business process
To reduce operational problems introduced
by the growing size of e-mail and other content sources
To comply with new eDiscovery
requirements and produce authentic and
trustworthy records when required
To control, protect and leverage e-mail
and casually created content
To optimize business processes involving e-mail and
other content
ITStorage / Mail
LOBLegal / Records
ITECM
LOB
5 © 2009 IBM Corporation
CEO
CFOFinance
(High ROI)
CFOFinance
(High ROI)
VP Finance(COSO / Risk)0
VP Finance(COSO / Risk)0
Director(SOX, Basel II, etc)
Director(SOX, Basel II, etc)
CIOIT
(Support Biz Growth)
CIOIT
(Support Biz Growth)
VP IT(CobiT … Add Value)
VP IT(CobiT … Add Value)
Director IT(Storage)
Director IT(Storage)
Director IT(Messaging)Director IT
(Messaging)
COOOperations
(Support LOB Strategy)
COOOperations
(Support LOB Strategy)
VP LOB(LOB Business Results)
VP LOB(LOB Business Results)
Director LOB(Support Processes)
Director LOB(Support Processes)
Director LOB(Support Processes)
Director LOB(Support Processes)
VP LOB(LOB Business Results)
VP LOB(LOB Business Results)
Director LOB(Support Processes)
Director LOB(Support Processes)
Director LOB(Support Processes)
Director LOB(Support Processes)
CLOLegal
(Protect Enterprise)
CLOLegal
(Protect Enterprise)
General Counsel(Litigation Strategy
& Support)
General Counsel(Litigation Strategy
& Support)
Litigation Support(eDiscovery& Contracts)
Litigation Support(eDiscovery& Contracts)
Records Mgt(Holds, Retention, Physical)
Records Mgt(Holds, Retention, Physical)
Director IT(ECM Services)
Director IT(ECM Services)
Director(ERP)
Director(ERP)
Different Stakeholders Making Siloed Decisions Today …
E-mail Archiving & StorageeDiscoveryRecords ManagementSharePoint Users / AdminLOB Process OwnersC Level Risk IssueSAP Users / Admin
Should Be A Strategic Decision
6 © 2009 IBM Corporation
Stop just archiving.Start using your information.Stop just archiving.Start using your information.
More than e-mailMonitor, identify, and collect virtually all content types from all locations including casually created content and existing “archive” silo systems
More than archivingEnhance by tasking, filtering, transforming, extracting meta data, customizing and more, including multiple classification options
More than an isolated solutionManage content as part of ECM platform (not a silo) and information infrastructure to unlock value while leveraging existing investments
More than e-mailMonitor, identify, and collect virtually all content types from all locations including casually created content and existing “archive” silo systems
More than archivingEnhance by tasking, filtering, transforming, extracting meta data, customizing and more, including multiple classification options
More than an isolated solutionManage content as part of ECM platform (not a silo) and information infrastructure to unlock value while leveraging existing investments
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7 © 2009 IBM Corporation
Agenda
• Remember when archiving was easy
• Return On Investment (ROI)
• How it works
• But wait, there’s more
• Next Steps
8 © 2009 IBM Corporation
The Reality of Today’s Economy
• ROI / TCO• How to take costs out of current operations: improve performance,
reduce storage costs, decommission applications
• How to manage structured, unstructured, physical information with a unified approach
• How to take advantage of green technology initiatives
• Risk Mitigation• How to proactively manage electronically stored information to mitigate
legal risk
• Content Re-use• How to leverage investments across the enterprise and avoid putting
information into a disconnected silo
9 © 2009 IBM Corporation
Analysts Agree That Information Collection & Archiving Can Drive Significant Cost Savings
“Organizations deploy message archiving software to kill multiple birds with one stone and achieve:• Storage cost savings. Given the huge volume of email and instant
message communications, many organizations find it easy to make the business case for message archiving on storage cost savings alone.
• Lower-cost eDiscovery.”
(1)
“The demand for content archiving continues to expand, as enterprises struggle to keep pace with the growth of unstructured content and strive to provide a more cost-effective way to manage it.”
(2)
“… a large enterprise facing challenges with an SAP instance recently calculated that it had achieved more than a 7 terabyte reduction in tier-one storage over the previous year, and that it had improved backup processes by 30% through implementing an SAP archiving solution.”(3)
10 © 2009 IBM Corporation
Everything Has a Lifecycle
• Information Management• Electronic• Paper• Electronic to Paper and vise versa
• How you manage the lifecycle determines cost savings• Created• Used• Stored• Retained• Searched
• There are key points in the lifecycle which provide the best ROI
11 © 2009 IBM Corporation
Frequency of Access and Use
Time
Born DigitalOver 90% of information is born digital … and the rest should become digital
ExpirationRoughly 95% has a retention policy … very little should be kept forever
85% of enterprise information
is unstructured
Key Points in the Lifecycle to Improve ROI
Control Growth, remove duplicate
data – reduce storage costs by
50%-80%
Automate decisions, clean up legacy data –
save up to 17 cents per document
Optimize eDiscovery decisions to reduce costs by up to 80%
Enforce records retention to reduce
eDiscovery and storage costs by
50-80%
12 © 2009 IBM Corporation
Compliant Information Management (CIM) Enables Major Opportunities for Cost Reduction in the Lifecycle
13 © 2009 IBM Corporation
Customer Experiences
“In the 18 months since the client implemented the CommonStore for Lotus Domino solution, it has saved more than £110,000 in storage costs.”
“Reduced SAP database space usage by 10 percent. Pipelife also expects its euro conversion will take less time.”
“The dissemination of Engineering change information to worldwide locations was cut from 15-30 days to 1 day”
14 © 2009 IBM Corporation14
• Government Accountability Office (GAO) Report: Survey of 4 federal agencies revealed non-compliance with NARA regulations, specifically with respect to email
• “Factors contributing to noncompliance included insufficient training and oversight as well as the difficulties of managing large volumes of e-mail.”*
• Training 1.2 million of users:
• Logistical impossibility, given the scale of the organization
• Poorly aligned to users’ skills and inefficient use of their time
“As a records manager with a 25-year background in federal and civilian records management, I believe the automatic
categorization of information is the next logical evolution in managing the records of an organization.”
-- Records Manager involved in pilot
• Utilize IBM Classification Module in IBM’s email archiving and records management solution to automate record categorization without burdening users
U.S. ArmyChallenge
Solution
Business Benefits• 85% automation after Phase 1
• 99% automation after Phase 2
• Each phase tested on approximately 600,000 email messages (different corpus each phase)
• ROI Projections:
• 900 TB of disk savings, annually
• $1.8 M in hardware savings alone, independent of human costs and consistency of classification
• Very high satisfaction with each pass when reviewed manually by a Records Manager for accuracy
15 © 2009 IBM Corporation15
• Quickly adapt to industry and government regulations
• Reduce cost and risk of responding to legal discovery requests for email and files
• Reduce, consolidate and share information to produce better customer outcomes
• Flexibility to quickly scale and expand to meet future business needs
“IBM’s approach is simple and straight forward. We now have a solution model that meets our immediate business needs for archiving, retention and compliance and provides a lower cost, lower risk method to expand and integrate key capabilities to
meet our future plans.”
ECM and Collaboration Lead Architect
• IBM Content Collector to ingest and dedup Microsoft Exchange and File System content
• IBM eDiscovery Manager to search, cull, and export case-relevant content for eDiscovery
• Future growth options for seamless integration of IBM Classification Module to determine which content has business value and Records Manager for proper retention/disposition of corporate records
• IBM ECM platform for consolidating, sharing and activating information
Large Healthcare ProviderChallenge
Solution
Business Benefits• Automated workflows aligned to business
needs
• Archived content is accessible from other applications resulting in better business outcomes and eliminating silo’d information
• Improved control over content prior to it being archived
• Consistent rules and policies across multiple content types
• Over 400,000 daily e-mails and attachments are archived and indexed for rapid search and retrieval
16 © 2009 IBM Corporation
Agenda
• Remember when archiving was easy
• Return On Investment (ROI)
• How it works
• But wait, there’s more
• Next Steps
17 © 2009 IBM Corporation
ECM Compliance & Discovery Strategy
On-Ramps to Compliant Information Management
Content Collection & Archiving
Advanced Classification
Records Management & Federation
eDiscovery Search & Analytics
IBM Compliance Warehouse is the End-to-End Solution with
Hardware and Services
Leverage Strategic Partners to Extend the Value or Meet Industry and Geopolitical Specific Needs
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18 © 2009 IBM Corporation
IBM ECM
RecordsManagement
ElectronicDiscovery
AdvancedClassification
ContentCollection
1
3
2 4
Enterprise Compliance VisionIntegrated Agile ECM Platform for Compliant Information Management
19 © 2009 IBM Corporation
Source Connectors
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Policy &
Task Routing
Engine
Task Connectors
IBM NATIVE• FileNet P8• CM8• FileNet Image Services• NSeries/NetApp• Optim• CMOD• Tivoli Storage Manager
CUSTOM / OTHER• Microsoft File System• IBM Content Integrator• CMIS
Target Connectors
MESSAGING / E-MAIL• Microsoft Exchange• Lotus Domino• NSeries/NetApp• PST content• Instant Messaging (3rd party)• Novell GroupWise• NSF content
FILE SYSTEMS• Microsoft File System• Desktops• Other File Systems
OTHER• Microsoft SharePoint• IBM Content Integrator• CMIS• Tivoli Storage Manager• Backup Tapes
CUSTOM • API Support
INTERNAL TASKS• Copy / Move / Delete / Stub• De-Duplication• Rules-Based Classification
EXTERNAL TASKS• Records Declaration • Advanced Classification• Rendering (3rd party)
CUSTOM TASKS• API Support / Partner Apps• Encryption• System Lookups• 3rd Party Rules / Policy Mgt
Available nowFuture options
IBM Content Collection and Archiving ArchitectureModular and Extensible … Powered By New Task Routing
20 © 2009 IBM Corporation
21 © 2009 IBM Corporation
22 © 2009 IBM Corporation
Outlook and Content Collector Integration
23 © 2009 IBM Corporation
Advanced Classification
Blast away barriers to adoption, accelerate deployment, and manage information consistently and proactively for compliance by replacing manual decisions with automated
classification and eliminating rules setup and maintenance
Leverages ZeroClick technology to reduce compliance risk with consistent, automated retention / classification and drives down costs by as much as 17x while ensuring 100%
user participation and increased accuracy
IBM Classification Module
Sophisticated context-based classification
Adapts automatically to learn your organization’s policies and proposes new taxonomies
Integrated with Content Collector, Records Manager and FileNet P8
Provides suggestions for semi-automated “assisted classification”
Flexible automation with confidence-based thresholds Learns from feedback to
adapt rapidly to change
24 © 2009 IBM Corporation
Records Management & Federation
IBM FileNet Records Manager
• Simplified records administration interface to manage all aspects of the electronic and physical records lifecycle
Advanced file plan, classification and metadata management
Complex lifecycle event and records process management including intelligent retention and disposition management
Patent-pending dynamic legal hold capability
Best practice process templates pre-integrated with RM lifecycle
Physical records support with real-time records process tracking
• DoD 5015.2 v3 certified offering
Records Federation Services
• Support for all IBM ECM repositories
• Support for non-IBM repositories
• DOMEA and MoReq certification in process via partners
New federation and advanced classification capabilities take records and retention management to the next level
Leverage ZeroClick and process driven lifecycle management to deliver significant ROI and records process optimization … cornerstone component of the No Paper Weight
initiative
IBM Records Manager (engine) available for zOS, CM8 or embedded applications
25 © 2009 IBM Corporation
eDiscovery Search & Analytics Efficient Litigation Response Enabled by Proactive Management
Increase agility, improve defensibility and lower cost of eDiscovery response with targeted integrated tools to collect, hold, manage, assess and intelligently cull collected electronic
information regardless of originating source
IBM eDiscovery Manager Tool for authorized IT users to help
respond to discovery requests from legal Create and manage cases; search, assign,
hold, preview, and export collected content Built on and integrated with ECM platform
with full auditability for chain-of-custody
IBM eDiscovery Analyzer Early case assessment and smart culling for legal
professionals and litigation support specialists Smart refinement of case collections to help
dramatically reduce eDiscovery costs Advanced conceptual search and content
analytics for rapid case insight
26 © 2009 IBM Corporation
27 © 2009 IBM Corporation
Agenda
• Remember when archiving was easy
• Return On Investment (ROI)
• How it works
• But wait, there’s more
• Next Steps
28 © 2009 IBM Corporation
Expanded Storage Options with NSeries Data ONTAP• What
• IBM NSeries / NetApp: A very popular storage option for pooling storage resources by creating virtualized storage volumes
• Why• Easier method to manage your data, not your hardware
• How• IBM Content Collector for Files now supports IBM N3700 Network Attached Storage that uses
Data ONTAP v7.1.1.1 • ICC for Files crawls the CIFS/NTFS file system configuration and can apply post-processing
options such as changing file security, marking files as processed, and replacing files with shortcuts.
NSeries / NetApp Data ONTAP
Collect from Store to
NSeries / NetApp Data ONTAP
29 © 2009 IBM Corporation
Tivoli CDP for Files- On-Demand Collection From Desktops / Laptops
• What
• Collecting desktop / laptop content
• Why
• eDiscovery file collection on demand from identified custodian machines
• How
• CDP pushes content to NTFS share for ICC to ingest
30 © 2009 IBM Corporation
Content Collection is Enhanced with Content Federation
Manage In PlaceRemote Policy Override
IBM & Non-IBM ECM Repositories
Reports, Images, etc
Content Federation
Only IBM has proven ability to
offer both approaches
File Systems, SharePoint, Desktop,
E-mail Archives, Messaging Systems …
Content Collection
Content Collection … collecting, enhancing and managing all types of content, regardless of creation type and storage location
Generally for content sources that are not scalable, lack security, proper controls or do not support lockdown
Content Federation … managing e-mail and content in place through federated control and remote policy management
For content sources that are well suited for federated control … typically ECM repositories
Both approaches may be required for environments with multiple content sources and types
31 © 2009 IBM Corporation
Manage In PlaceRemote Policy Override
IBM & Non-IBM ECM Repositories
Reports, Images, etc
Content Federation
File Systems, SharePoint, Desktop,
E-mail Archives, Messaging Systems …
Content Collection
Content Collection is Extended with Paper Capture, Data and Application Archiving
Optim
• Oracle eBusiness• PeopleSoft• JD Edwards• Siebel• Amdocs• Custom / Legacy
Structured Data
ArchiveDatabase
XMLXMLXML
Compressed Archives
Extract
RestoreProductionDatabase
FileNet CaptureFileNet Capture Professional
FileNet Capture ADR
SAPArchiving
CommonStore for SAPFileNet ACSAP
Application& Data Archiving
Paper Conversion
32 © 2009 IBM Corporation
ReRe ++
33 © 2009 IBM Corporation
IBM Content Collection and Archiving is part of a comprehensive platform approach for Compliant Information Management
Integrated Platform
“Enterprises need consistent content management approaches to contend with the explosive volume
and diversity of content… Working with ECM infrastructures and ecosystems helps avoid
technology silo chaos.”– “The Impact of Convergence On Content Management, Archiving, And
Retention Policies”, Forrester Research, Inc., October 15, 2008
IBM Content Collection and Archiving:
More than e-mail More than archiving More than an isolated solution
One ECM-based platform to Collect, Enhance and Manage
Visit the IBM Content Collection and Archiving website
CM8
P8
+
34 © 2009 IBM Corporation
IBM is the Leader for All of Your Archiving Needs
Growth Management Control growth, reduce storage costs
Support retention compliance and litigation readiness
Enable application / content retirement
Improve performance
Streamline upgrades
Purpose Built Solutions Structured (Oracle, PeopleSoft, JD Edwards . . .)
Unstructrued (email, files, SharePoint . . .)
Leverage Information for Smarter Business Outcomes
Activate your information vs. storing in a disconnected silo
SharePoint
Production
Apps
Reports
Files
Images
Paper
Rich Media
Unified
Archiving
35 © 2009 IBM Corporation
Agenda
• Remember when archiving was easy
• Return On Investment (ROI)
• How it works
• But wait, there’s more
• Next Steps
36 © 2009 IBM Corporation
Think Big – Start Small – Scale Fast
• Choose an On Ramp
• eMail Archiving
• Business Partner
• IBM Lab Services
• IBM Business Solution Assessment
• Assessment specific to your environment
• Written assessment of ROI analysis
37 © 2009 IBM Corporation
How To Find Out How Much You Could Be Saving
• IBM Business Solution Assessment
• Assesses your business requirements, environment and costs
• Deliverable includes a written ROI analysis
• Quicklook cost analysis available for
• Information Collection and Archiving
• Records Management
• No Paper Weight
Contact Your IBM Specialist and ask about a CIM workshop
38 © 2009 IBM Corporation
Paper Archiving (Conversion)
Data & Application Archiving
SAP Archiving
Content Collection & Archiving
Classification
Records Retention & Management
Level 0Chaotic
Level 1Reactive
Level 2Proactive
Level 3Integrated
Level 4Optimized
CIM Maturity Model
eDiscovery Search & Analytics
Storage Strategies
CIM
Dis
cip
lin
es
Example: CIM Roadmap Workshop
Assess current state Determine future stateIdentify required capabilities and initiatives
Develop roadmaps
Enterprise Business Initiatives
39 © 2009 IBM Corporation
Questions