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Information Govenance Webinar 17 Nov09
 

Information Govenance Webinar 17 Nov09

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RSD partner webinar outlining records management with RSD and Alfresco

RSD partner webinar outlining records management with RSD and Alfresco

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    Information Govenance Webinar 17 Nov09 Information Govenance Webinar 17 Nov09 Presentation Transcript

    • 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.