• Share
  • Email
  • Embed
  • Like
  • Save
  • Private Content
Fundamentals Emc Records N Retention Mgt
 

Fundamentals Emc Records N Retention Mgt

on

  • 2,799 views

 

Statistics

Views

Total Views
2,799
Views on SlideShare
2,782
Embed Views
17

Actions

Likes
1
Downloads
154
Comments
0

1 Embed 17

http://www.slideshare.net 17

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

    Fundamentals Emc Records N Retention Mgt Fundamentals Emc Records N Retention Mgt Presentation Transcript

    • Fundamentals: EMC Records and Retention Management © Copyright 2009 EMC Corporation. All rights reserved. 1
    • Agenda – (Briefly) What are some of the issues driving:  RM solution adoption  RM solution development? – What’s the ideal?  What it is… hasn’t been… should be, and why – The EMC Documentum Records Management “Solution” – Key Benefits – Summary – Q&A © Copyright 2009 EMC Corporation. All rights reserved. 2
    • Information Challenges Managing growth Dramatic growth of information Increased infrastructure complexity Managing risk Protecting against information loss Securing against unauthorized access Complying with legal and corporate mandates Managing effectiveness Reducing capital and operational costs Improving flexibility and responsiveness Delivering service levels demanded by the business IDC report – by 2011: Creating new value • 1.773 zetabytes, ~60% CAGR Leveraging information in new ways Using infrastructure to drive the business • 70% created by individuals • 85% managed by organizations Source: IDC White Paper, "The Diverse and Exploding Digital Universe," Sponsored by EMC, March 2008 © Copyright 2009 EMC Corporation. All rights reserved. 2008 3
    • What is Driving the Adoption of ECM?  Q. Please rate the importance of each of the following business drivers for purchasing content management software for your company Providing a repository of record Governance Securing our intellectual property Governance Making it easy to reuse/repurpose content Ensuring content is managed in accordance with retention policies for compliance Governance Facilitating collab. around content authoring/ approval to streamline process Automating a specific document intensive business process © Copyright 2009 EMC Corporation. All rights reserved. 4
    • A Departmental Disaster… HR Legal IT/IS Records Executive Records Finance Management © Copyright 2009 EMC Corporation. All rights reserved. 5
    • The Enterprise Records Management Challenge Records Management is not a simple “out-of-the-box” solution  Fulfilling retention requirements… DoD 5015.2, MoReq2?  A unified solution  There is no “One” solution  Content types  Needs to be a solution “set” © Copyright 2009 EMC Corporation. All rights reserved. 6
    • The Ideal… A records management solution must be: Records Management: Comply with regulations, mitigate risk and secure your records regardless of where they live. Unified Solution Built on a common Documentum development stack Pervasive, not invasive Automation: less work, less frustration, fewer mistakes (we made it more) Comprehensive From content types to record type, scalability and extensibility. New modular approach Services Oriented Architecture… © Copyright 2009 EMC Corporation. All rights reserved. 7
    • Records and Retention Management EMC’s Modular Solution A Flexible and Customer-Centric Approach Core Records Manager Components Federated Records Services Security Access File Plan Report and Auditing Control Notification Storage Management Web Services for Physical Records Records Services Documentum Retention Policy Services WEB-BASED CLIENT CONTENT SECURITY UNIFIED ARCHITECTURE Documentum Platform © Copyright 2009 EMC Corporation. All rights reserved. 8
    • A Pervasive Solution Automation means less work, less frustration, fewer mistakes Zero-click management - End-users only need to know, what they need to know User friendly interface – What ever you are used to! WebTop, Microsoft Outlook, SharePoint! Technology allows organizations to know who is responsible for wrong doing © Copyright 2009 EMC Corporation. All rights reserved. 9
    • The (actual) Solution © Copyright 2009 EMC Corporation. All rights reserved. 10
    • What is Records Management? Records Management is … the field responsible for efficient and systematic … control of records, including processes for maintaining evidence of …business activities. - ISO 15489-1 Records management involves managing, and reducing the risks of, document retention and preservation. It includes people, processes and technology. Industry and government regulations have been early drivers for records management adoption, but discovery as well as risk mitigation are becoming more important drivers. - Gartner 2007 HR $$ © Copyright 2009 EMC Corporation. All rights reserved. 11
    • What is a Record? Supports the manual method of record declaration and aligns to the Any documents or content that is process, requirements and placed into a folder with applied metadata standards of the DoD policies (retention, conditions, 5015.2 Standard for records naming, etc.) management © Copyright 2009 EMC Corporation. All rights reserved. 12
    • Retention Policy Services Overview Key Points Retention Records Extends  Helps organizations comply with legal Policy Manager Out to and regulatory requirements Services – Apply and enforce retention and disposition policies automatically SharePoint – Deploys quickly to begin working EMC Centera immediately – Alleviates compliance burden on end users SourceOne – Provides auto-delete capabilities • File plan • File plan – Provides cost savings for storage, • Security • Security compliance, and eDiscovery • User declare • User declare • Shredding • Shredding  Built on the Documentum Platform • Paper (basic) • Paper (basic) – Integrates with Documentum content management applications • Records • Records • Records • Holds • Holds • Holds – Applies to legacy Documentum content • Audit trails • Audit trails • Audit trails – Enforces retention policies on external • Notifications • Notifications • Notifications content • Inheritance • Inheritance • Inheritance © Copyright 2009 EMC Corporation. All rights reserved. 13
    • Retention Policy Services In Action Retention Policy Services in Action Disposition © Copyright 2009 EMC Corporation. All rights reserved. 14
    • Records Manager Overview Key Points Retention Records Extends  Helps organizations comply with legal Policy Manager Out to and regulatory requirements Services SharePoint – Balanced approach leverages both automation and human judgment EMC Centera – Simplifies record declaration for paper, e- IRM mail, and electronic documents – Enables fast and accurate record retrieval TCS – Lowers discovery costs and the likelihood of penalties • File plan • File plan • Security • Security – Certified against DoD5015.2, Chapters 2 & 4 • User declare • User declare • Shredding • Shredding • Paper (basic) • Paper (basic)  Built on the Documentum Platform • Records • Records • Records – Integrates with Documentum content • Holds • Holds • Holds management applications • Audit trails • Audit trails • Audit trails – Applies to legacy Documentum content • Notifications • Notifications • Notifications – Enforces retention policies on external • Inheritance • Inheritance • Inheritance content © Copyright 2009 EMC Corporation. All rights reserved. 15
    • An introduction to Records Manager Records Manager in Action Records/Retention Management Corporate Policy  Corporate file plan  Unified retention policy engine  Retention enforcement  Freeze, hold, discovery & disposition  Auditing and reporting GLOBAL CONTENT REPOSITORY © Copyright 2009 EMC Corporation. All rights reserved. 16
    • Certifications  Records Manager 6.0 – Certified November 2007 – SharePoint 2007 certification in April 2007  New DoD certifications – Version 3 of the DoD 5015.2 testing:  Testing by JITC began early 2008 – Test Scripts:  Standard Records (formerly Chapter 2)  Classified Records (formerly Chapter 4)  FOIA - new DoD certification  Current Status  Testing to be done Q4 2008  14 Main areas of enhancements & changes for Version 3  MoReq/MoReq2 – Part of review group for MoReq2 – Final Specification was released Q1 2008 – Test Scripts were finalized and released March 2008 – Testing to begin Q3(??) of 2009 © Copyright 2009 EMC Corporation. All rights reserved. 17
    • Unified Physical Records Management © Copyright 2009 EMC Corporation. All rights reserved. 18
    • Today’s Reality - The Enterprise Contains a Variety of Disparate Systems These systems all have something in common… They contain valuable & discoverable corporate assets – of all types (both electronic and physical). © Copyright 2009 EMC Corporation. All rights reserved. 19
    • Federated Records Management Unmanaged Unstructured Content Unmanaged Unstructured Content Managed Unstructured Content Managed Unstructured Content ECM System Network File Shares Sharepoint Desktops Centralized Management Centralized Management Custom Custom Common Services • Classification • Disposition • Policy Enforcement • Search Page-Oriented Data Legacy Systems Database Content Third-party Systems Line-oriented Data Siloed Content ETL Structured Content © Copyright 2009 EMC Corporation. All rights reserved. 20
    • Redefining What We Truly Need: What’s enough? What’s too much?  Retention Management is what most organizations are capable of implementing today – Majority of organizations have retention rules – Rules may or may not be implemented across the board Two Themes Reduce costs (storage, management, legal) Improve the information handling within an organization Reduce content… Ensuring that we are applying retention Running disposition or deletion consistently When Retention is implemented, and disposition is run consistently it lowers eDiscovery, searching and improves all aspects of information management within an organization. © Copyright 2009 EMC Corporation. All rights reserved. 21
    • Next Steps or Where do we go next?  Getting your corporate information management house in order prior to implementation of an enterprise solution is critical – Who are the key team members  IT, RM, Legal, C Level Executives, Infrastructure, Desktop,  Ongoing senior management commitment is key – Do we have a sponsor  Where are we starting – Are we starting from scratch – Do we have legacy systems, what do we want to do with that legacy information – Pilot Groups  Ultimately this is about our end users – What is the impact to them , how will they use the system  Balance carefully getting it absolutely right and getting it done  Communication © Copyright 2009 EMC Corporation. All rights reserved. 22
    • Key Benefits of Records Manager 6.5 This is NOT “All or Nothing” Solution 1 • The “customer-centric” design allows customers to define solutions to suit their specific needs and grow (add functionality) when they require • Simple deployment: model negates the requirement for FULL implementation A Unified Solution is a Simple Solution 2 • “Leverage” assets of the broader ECM solution • “In Place” design means not having to worry about complex integrations between components Pervasive means productive and protective 3 • Empower end-users without overwhelming them • Protect your organization from corporate & individual wrong-doing Provides a solution for “Good Governance” 4 • Offers full compliance to legal and corporate regulations if required • Manages ALL the content (not just records!) with a lifecycle helping ensure information is where & how it should be and deleted when required. © Copyright 2009 EMC Corporation. All rights reserved. 23
    • Get Involved with EMC CMA Communities Why should you join?  Collaborate and share best practices  Shape the direction of future EMC products  Network with innovators across the globe, 24/7 Join now by going to: community.EMC.com/go/Documentum community.EMC.com/go/SourceOne developer.EMC.com/Documentum developer.EMC.com/XMLtech community.EMC.com/community/labs/d65 © Copyright 2009 EMC Corporation. All rights reserved. 24