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Storing Archive Data to meet Compliance Challenges


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sBR31 presented at IBM Edge 2012

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Storing Archive Data to meet Compliance Challenges

  1. 1. Understanding Your Options forStoring Archive Data to MeetCompliance ChallengesTony Pearson, IBMsBR31#IBMEDGE
  2. 2. This session will cover the IBM software and hardware solutions that your organization can use to store archive data, including features like immutability, Write-Once-Read-Many (WORM) technology and Non-Erasable, Non-Rewriteable (NENR) enforcement. The discussion will include high-level concepts like chronological and event-based retention, litigation hold and release, as well as an overview of the products and solutions from IBM that you can deploy today.#IBMEDGE
  3. 3. Sessions -- Tony Pearson • Monday – 1:00pm Storing Archive Data for Compliance Challenges – 4:15pm IBM Watson: What it Means for Society • Tuesday – 4:15pm Using Social Media: Birds of a Feather (BOF) • Wednesday – 9:00am Data Footprint Reduction: IBM Storage options – 2:30pm IBMs Storage Strategy in the Smarter Computing era – 4:15pm IBM SONAS and the Cloud Storage Taxonomy • Thursday – 9:00am IBM Watson: What it Means for Society – 10:30am Tivoli Storage Productivity Center Overview – 5:30pm IBM Edge “Free for All” hosted by Scott Drummond#IBMEDGE
  4. 4. DisclaimersIBM customers are responsible for ensuring their own compliancewith legal requirements. It is the customers sole responsibility toobtain advice of competent legal counsel as to the identification andinterpretation of any relevant laws and regulatory requirements thatmay affect the customers business and any actions the customermay need to take to comply with such laws. IBM does not provide legal advice or represent or warrant that its services or products will ensure that the customer is in compliance with any law.The information contained in this documentation is provided forinformational purposes only. While efforts were made to verify thecompleteness and accuracy of the information provided, it is provided“as is” without warranty of any kind, express or implied. IBM shall notbe responsible for any damages arising out of the use of, or otherwiserelated to, this documentation or any other documentation. Nothingcontained in this documentation is intended to, nor shall have theeffect of, creating any warranties or representations from IBM (or itssuppliers or licensors), or altering the terms and conditions of theapplicable license agreement governing the use of IBM software.#IBMEDGE
  5. 5. Digital Information is DrivingExponential Growth in Data Risk, Stability Finance PTBs of data Deeper analysis Nightly to hourly Consumer Insight Churn 100Ms documents 100K records/secRetail Millions of Influencers Telco 9B/day Daily re-analysis 10 ms/decision Drug, Treatment Cyber Security Millions of SNPs 600,000 docs/sec Pharma 1000’s patientsGovernment 50B/day From weeks to days 1-2 ms/decision …industries need to harness this data to deliver better and faster business insights#IBMEDGE
  6. 6. Clients are Struggling to Keep Up Top Issues for Storage Managers Managing Storage Growth Proper Capacity Forecasting and Storage Reporting Managing Costs Backup Administration and Management Managing Complexity 0% 20% 40% 60%Source: TheInfoPro Storage Study (Q4 2009), n=186. *Note that due to multiple responses per interview,total exceeds100%. This is a partial list of responses received, showing only the top 5 issues.#IBMEDGE
  7. 7. The Information Challenge#IBMEDGE
  8. 8. Archiving: Client Motivations Compliance/Risk Systems Efficiency • Manage to regulations (SOX, HIPPA etc). • Reduce high cost storage. • Penalties and brand damage. • Reduce backup & recovery resources. • Exposure by keeping data too long. • Improve managed TB/Admin. ratio. • Litigation support. • Improve server performance/longevity. Document/Process Automation User Productivity • Go paperless in a process. • Improve application performance and • Integrate digitization to change/improve business processes. & availability. • Reduce time to search for and access • Store all documents/images online to improve historical/enterprise data. access/sharing. Information Innovation • Mine information for unique value. • Enhance business for competitive advantage or organizational improvement.#IBMEDGE
  9. 9. What We are Finding in Customer Environments Current Storage Pyramid  Most companies, due to overprovisioning and poor visibility into their storage environment, have anywhere from 30% to 0-1% Tier 0 40% disk storage utilization 40-60% Tier 1  They have: – Overly complex storage management environments 20-40% Tier 2 – Over provisioned storage – Limited transparency of the data value Tier 3 10-20% – Limited financial transparency – Limited use of tools & operational execution to reduce the amount of wasted data  Over reliance on Tier 1 storage  Rarely revisit tiering structure for applications & data once deployed  Excessive replication which also has implications on archive, backup/recovery and disaster recovery  Hold excessive data on-line which negatively impacts application performance & availability#IBMEDGE
  10. 10. Unnecessary Information EclipsesYour Necessary Information Unnecessary Necessary Information Information Over-Retained Valued Irrelevant High Risk Duplicated Compliant How much of your information is over-retained, irrelevant or duplicated? 40% ... 50% ... 60% … How do you know? Why would you want to archive any information that is not necessary to keep?#IBMEDGE
  11. 11. Archive Requires aSmarter Strategy 17% 22% 40% Amount of IT  Companies that can  Of the planet’s  budget spent on  defensibly dispose  data should be  storage1 today3 archived4 44x 98% Companies that cite  The vast majority Projected  defensible disposal as  of companies still  information growth,  key result of  use backups as  2009‐20202 governance programs3 archives5Sources: 1. Information Week Survey, December 2009. 2. IDC Digital Universe Study, May 2010. 3. CGOC Benchmark Report on Information Governance,October 2010. 4 Source: Jon Toigo, CEO and Managing Principal, Toigo Partners International. 5. “Controlling Storage Cost Amid High Growth”, ForresterResearch, Inc., February 2010#IBMEDGE
  12. 12. Definition of Backup vs. Archiving • Backup is for recovery from hardware failure and/or recent data corruption • Archive is for space management and long term retention – Archiving is an intelligent process for managing inactive or infrequently accessed data, that still has value, while providing the ability to preserve, search and retrieve the information during a specified retention period.#IBMEDGE
  13. 13. Shifting how Archive is Viewed• Keeping Too Much • Keep Needed Data• Disorganized Only – Has some• Difficult to Find Items organizational• Slow to Retrieve value/purpose• Little Value Provided • Data is Indexed – Easy to Query/Find – Retrieval • Low Cost to Maintain for Long-term – Secured data. • New Value Generation – Innovation / Analysis
  14. 14. The two faces of Archiving Space Management Enterprise Content Management  IBM Content Manager, CM OnDemand, IBM FileNet Image move old, inactive files Manager, P8 Content Manager, IBM Content Collector to less expensive Enterprise Bundle, Hyland OnBase, EMC Documentum storage, resulting in reduced backup e-mail windows and reduced  IBM Content Collector for Email, IBM CommonStore for storage costs Lotus Domino, IBM FileNet Email Manager, Symantec Enterprise Vault, Zantaz, AXS-One, EMC MailXtender Databases  IBM Optim, IBM CommonStore for SAP, Data Retention IBM FileNet Application Connector for SAP, Solix, EMC Protect your data for the DatabaseXtender long term with non- erasable, non-rewriteable File Systems storage solutions and  IBM Content Collector for File Systems, Tivoli Storage demonstrate compliance Manager (TSM) HSM for Windows and Space Management for Unix and Linux, TSM Archive Client, SSAM Client, to regulations Symantec/KVS Enterprise Vault, EMC DiskXtender14 #IBMEDGE
  15. 15. Addressing IT Motivations Space Management move old, inactive files to less expensive storage, resulting in Systems Efficiency reduced backup • Reduce high cost storage. windows and reduced • Reduce backup & recovery resources. • Improve managed TB/Admin ratio. storage costs • Improve server performance/longevity. User Productivity • Improve application performance and availability. • Reduce time to search for and access historical/enterprise data.#IBMEDGE
  16. 16. Space Management Policy-Driven Information Lifecycle Management (ILM) Older, infrequently accessed information Long-Term Retention Archive#IBMEDGE
  17. 17. Use policy-based automation tomove data across storage tiers toreduce costs A systematic approach to Create/ Collaborate Manage Archive Retire capture data lifecycle:Service-level agreements (SLAs) Set policies and automate the movement of data to the optimum Online access with Performance and Functionality environment over time SSD assured authenticity Metadata-policy Requirements management Capacity Online Higher service levels NAS Streamline management and Performance lower total cost of Online ownership (TCO) SAN Online Archival Offline Tape Time Days Months Years Decades Data: rate of change #IBMEDGE
  18. 18. Tape’s substantial cost advantage overdisk is forecast to continue through 2015 $/GB for Storage Media DRAM 1.E+05 NAND HDD 2002 estimated CAGR Tape Tape’s cost advantage over 1.E+04 Credit Suisse 2008 Study Grochowski 2003 disk also contributes to a IDC 08 signification TCO advantage HDD History 1.E+03 TCO Comparison 16 1.E+02 Disk Tape 14 $/GByte 12 1.E+01 10 8 1.E+00 6 4 1.E-01 2 0 10 yr Archive 5 yr Backup 1.E-02 Tape (Clipper Gp) (ESG Study) 1.E-03 1990 1995 2000 2005 2010 2015 Year #IBMEDGE
  19. 19. Blended Solutions: Reducing Costs and Increasing Flexibility • Lower costs primarily from:Utilizing Tape Drastically Reduces TCO – Lower cost of media10 year TCO example. Assumes 250TB storage, 25% growth/yr – Minimal need for Power & Cooling $7 $6,365,950 • Increased flexibility from ability Floor space Power & Cooling to: Maintenance – Add capacity by simply adding Prod + DR Carts tape cartridgesMillions Hardware $3.5 – Expand tape libraries over and around existing equipment in the $2,255,346 data center $946,405 • Reliability: lower bit-error- rates, read verifications after $0 writes. SATA Disk Tape Blended Disk and Tape * TCO estimates based on IBM internal studies. #IBMEDGE
  20. 20. Automate Data Placement and Migration IBM Active Cloud Engine™ File creation 30 days Optional TSM/HSM Initial Server & Virtual or Physical Tape Pool placement SAS 180 days NL-SAS IBM SONAS and Storwize V7000 Unified#IBMEDGE
  21. 21. Addressing Business Needs Compliance/Risk • Manage to regulations (SOX, HIPPA etc). • Penalties and brand damage. • Exposure by keeping data too long. • Litigation support. Document/Process Automation • Go paperless in a process. • Integrate digitization to change/improve Data Retention business processes. Protect your data for the • Store all documents/images online to improve long term with non- access/sharing. erasable, non-rewriteable storage solutions and Information Innovation demonstrate compliance • Mine information for unique value. • Enhance business for competitive advantage to regulations or organizational improvement.#IBMEDGE
  22. 22. Non-Erasable, Non-Rewriteable(NENR) storage WORM Optical Platters Tape Cartridges Disk Drives The original IBM LTO and Disk media is write-once, TS1100 drives not WORM, but read-many support WORM we can add (WORM) media, media “software including DVD enforcement” and CD-ROM against tampering NENR From U.S. SEC 17a-4 If employing any electronic storage media other than optical disk technology (including CD-ROM), the member, broker, or dealer must notify its designated examining authority at least 90 days prior to employing such storage media. The electronic storage media must: Preserve the records exclusively in a non-erasable, non-rewriteable, format;#IBMEDGE
  23. 23. Comply with regulatory and security Requirements Why? So you can confidently protect your strategic information assets 1. Use non-erasable, Non-rewriteable storage for data retention and regulatory compliance requirements • WORM tape media (LTO and 3592) • N series with SnapLock™ Compliance and SnapLock™ 2. Complementing Software  System Storage Archive Manager  IBM Optim, Content Collectors and eDiscovery tools#IBMEDGE
  24. 24. WORM Tape • 3592 cartridge media – 500 GB native capacity – Economy WORM Cartridge • Faster average retrieval time, lower cartridge price – 4 TB native capacity – Advanced WORM Cartridge • LTO cartridge media – LTO-3 400 GB native capacity WORM cartridge – LTO-4 800 GB native capacity WORM cartridge – LTO-5 1500 GB native capacity WORM cartridge • Benefits – Supports long term data retention applications – Helps comply with requirements for non-rewriteable, non-erasable media – Cost effective storage – Utilizes standard tape libraries and controllers#IBMEDGE
  25. 25. IBM N series with SnapLock™ • Non-erasable, non-rewritable magnetic disk storage – Add-on software license – Enabled at a volume level • Fine-grained management – File-level retention policies – Reclaim space with file expiration • Tamperproof ComplianceClock™ • Open protocol interfaces – Data access via CIFS and NFS – Easy application integration without closed, proprietary APIs • High performance—implemented on industrys fastest NAS platforms • SnapLock Compliance version • SnapLock Enterprise version#IBMEDGE
  26. 26. Compliance Archive through SoftwareEnforcement• System Storage Archive Manager (SSAM) – Is a special “hardened-for-archive” TSM server – Is an archive/retrieve only solution • Archive: copy data or file from client to preserve for later use – Facilitates compliance with regulatory requirements – Has special data retention protections – Accepts data from TSM client API or the SSAM client • SSAM client = Archive only version of TSM B/A client• SSAM performs storage management – Manages data placement based on policies – Manages migration of data within storage hierarchy#IBMEDGE
  27. 27. IBM System Storage ArchiveManager Overview• SSAM is licensed by data capacity rather than number of processors – Primary storage pools only• TSM support for Non-Erasable, Non-Rewriteable (NENR) media, including – SnapLock™ for IBM N series and NetApp storage devices – EMC Centera – IBM 3592 WORM tape – LTO WORM tape#IBMEDGE
  28. 28. SSAM Data Retention Protection• SSAM includes the following capabilities –Archive object protection • Archive object cannot be deleted until retention period is expired –Chronological (time) Based retention policies –Event Based retention policies • Allows starting retention period of objects based on an event –Deletion Hold / Release • Hold overrides retention time countdown • Hold & release controlled by API or SSAM/BA client• Additional Data Retention Protection: –Decreasing retention time of archived objects is not possible –Deleting retention policies (management classes) is not possible –Administrator cannot delete nodes or objects#IBMEDGE
  29. 29. Chronological and Event BasedRetention Chronological Based Minimum Fixed Period X Day 0 Dispose after fixed period from creation date Event Based with Fixed Protection Periods Minimum Event X Fixed Period Fixed Period Day 0 Dispose after fixed period from event date Event Based with no Fixed Protection Period Event X Day 0 Dispose after event#IBMEDGE
  30. 30. Deletion Hold and Release APIFunction Event-Based Retention Policy API ‘Hold’ issued API ‘Release’ issued X RETMIN RETVER Day 0 API ‘Event’ Automated issued Expiration Data stored in Archive Data deleted in Archive Chronological Retention Policy API ‘Release’ issued X RETVER Day 0 API ‘Hold’ Automated issued Expiration Data stored in Archive Data deleted in Archive#IBMEDGE
  31. 31. TSM/SSAM Transparent encryption • TSM provides simple key management – Available for TSM API applications; e.g. DP Exchange, DP SQL,… – TSM API Client generates a random encryption key password • Per data object selected by “include. encrypt” and “exclude. encrypt” criteria – TSM API Client passes encrypted data object encryption key password to TSM Server across “the wire” • TSM Client-Server “Session Key” used to encrypt/decrypt • AES128 encryption used if BOTH Client and Server support it • HW Tape Drive Encryption ( IBM TS1120-TS1140, LTO4-LTO5) – Device Class specification – One encryption key for each tape volume/cartridge – TSM Server generates, encrypts, and stores the encryption key in the TSM database along with other tape volume metadata – TSM supports HW provided encryption modes, Application, System and Library – TSM manages key in Application mode, other modes transparent to TSM • Backup-Archive client simple key management support (TSM 5.5)#IBMEDGE
  32. 32. IBM Optim™ Solution Focus • Optim Data Growth Solution (Archiving) – Improve performance – Control data growth, save storage – Support retention compliance – Enable application retirement – Streamline upgrades • Optim Test Data Management Solution – Create targeted, right sized test environments – Improve application quality – Speed iterative testing processes • Optim Data Privacy Solution – Mask confidential data – Comply with privacy policies#IBMEDGE
  33. 33. IBM Optim Archive Concepts Information Archiving and Storage Access Models Optim Archiving Architecture Legal Control • Legal Hold & Discovery Enterprise Structured • Archive Management Optim Services Content • Records / Retention • Policy based Data Purge • Heterogeneous R-DBMS • Complete Business Object • Legacy Data Store • Process Execution / Audit / Monitoring • Related file system documents Operational Control • Provenance • Tiered Storage • Multi-tier Secure Access • SLA • Meta Data Capture and Retention • Process Monitoring • Data Lifecycle Management • Search Retention Policy Enforcement • Federated DBMS Security Storage Management Operational Processes • Archiving Process • Archive Catalog Immutable Lifecycle Analysis & Reporting • Embedded Controls & ILM Archives Management • Search and Browsing • Business Intelligence Storage Virtual Management Archive Collections Integration Simplified, Prescriptive, Easy To Deploy#IBMEDGE
  34. 34. Database Archiving ExampleBefore: After: Current Active Online/Offline Data Historical Archive or Delete 0-2 yrs. 3-4 yrs. 7+ yrs. Keep Everything Forever Archive Files Archive Compressed Archive Production File DirectoryService Levels Missed Database Database SAN Delete Retrieve Big databases run slowerOperations Risk Open Access to Application Data SQL accidently bulk modify/deleteMultiplying IT costs Growth for QA, Test, Dev, Reporting, Report XML ODBC / Application Backup/Recovery Writer JDBC#IBMEDGE
  35. 35. IBM’s innovative Smart ArchiveMake data easier to find while lowering total costs Archive Policy Management Collect Migrate Delete Unchanged Infrequently Expired data accessed data data Months to Years to Applications Years Decades Automate data migration over time to reduce cost and risk – Up to 70% of data is duplicate and hasn’t been accessed in over 90 days – “A well deployed archiving strategy can save up to 60% in backup costs and reduce your backup times by up to 80%”Sources: “Top 10 Strategies for Surviving Unconstrained Data Growth,”Gartner Symposium Presentation, October 2010#IBMEDGE
  36. 36. IBM Content Collector OverviewModular and Extensible … Powered by Unique Task Routing Policy & Source Connectors Task Routing Target Connectors MESSAGING / EMAIL Engine IBM NATIVE  Microsoft Exchange / PST  FileNet P8  Lotus Domino / NSF  CM8  Lotus iNotes / LotusLive  FileNet Image Services  Instant Messaging (3rd Party)  Tivoli Storage Manager Task Connectors FILE SYSTEMS  Microsoft File System INTERNAL TASKS CUSTOM / OTHER  Desktops (via Tivoli CDP)  Copy / Move / Delete / Stub  Microsoft File System  Data ONTAP (NetApp / IBM N series)  De-Duplication  Other File Systems  Rules-Based Classification OTHER EXTERNAL TASKS  Optim Archive Files  Records Declaration  SAP Archive Files *  Advanced Context Classification  Microsoft SharePoint  Rendering (3rd Party)  Lotus Quickr **  IBM Content Integrator CUSTOM TASKS  CMIS  API Support / Partner Apps  Tivoli Storage Manager  Meta Data Enhancement / Cleansing * SAP available as specialized  Encryption connector CUSTOM SOURCES  System Lookups ** Lotus Quickr connector available  API Support with SDK  ILOG Rules Engine (or 3rd Party) today with ECM services  Policy Management#IBMEDGE
  37. 37. Content Collection for Email ReferenceArchitecture Domino Exchange Primary Messaging System Data Store All Users Source Connector Content aware Search Few Copy, Move, Authorized Delete, Stub, Task Analyze Connectors Retrieve Users Classify etc Disclose Links to Hold Target access Connector Archive Archive Storage Data Store Hierarchy#IBMEDGE
  38. 38. Archive Solution Architecture Three critical components are required to build a solution: 1. Business application 2. Content management application 3. Storage Container: Rewriteable or Non-erasable / non-rewriteable (NENR) technology Business Application Content Management or Storage Container content Archiving application Retention System DB2 SQL ServerReports, Documents, IBM Content ManagerRecords, Customer IBM CM OnDemandCorrespondence IBM FileNet Image Services IBM Content Collector IBM CommonStore IBM FileNet (Email Manager IS)#IBMEDGE
  39. 39. eDiscovery • In 2006, Federal Rules of Civil $3M Procedure (FRCP) made all electronic data legally admissible for discovery in U.S. civil courts Average cost to collect,  cull and review  information per legal  case1 • Western Europe is catching up, such as the U.K. Bribery Act and Foreign Corrupt Practices Act (FCPA) 70% • Large corporations, especially those that deal with serial litigation and Portion of information  unnecessarily retained2 those in highly regulated industries, are having the most difficulty adopting eDiscoverySources: 1 Litigation Cost Survey of Major Companies, 2010 (fromConference on Civil Ligitation, Duke Law School, May 2010). 2Industry estimates#IBMEDGE
  40. 40. Superior eDiscovery Software Efficient litigation improve defensibility and lower the cost of eDiscovery response with Increase agility, response enabled by proactive information management targeted tools to collect, hold, manage, assess and intelligently cull collected electronic information regardless of originating source IBM eDiscovery Manager IBM eDiscovery Analyzer • Tool for authorized IT users to help respond • Early case assessment and smart culling for legal to discovery requests from legal professionals and litigation support specialists • Create and manage cases; search, assign, • Smart refinement of case collections to help hold, preview, and export collected content dramatically reduce eDiscovery costs • Built on and integrated with ECM platform • Advanced conceptual search and content with full auditability for chain-of-custody analytics for rapid case insight#IBMEDGE
  41. 41. IBM Archiving Solutions Value is delivered to you by:  Providing offerings for all types of data (e-mail, database, unstructured).  Leveraging policy-based data automation software for data movement, replication, retention and deletion.  Lowering TCO by leveraging tiered storage and increasing storage efficiencies.  Disk systems, Tape Systems, Blended disk and tape  Delivering flexible Non-erasable, Non-rewritable (NENR) and encryption options for securing data.  “If it is worth saving, it is worth protecting”.  Integrating IBM hardware, software and services into proven solutions.  Packaged and custom configurations for organizations of all sizes.#IBMEDGE
  42. 42. Thank You! Session: sBR31 Presenter: Tony Pearson#IBMEDGEIntel, the Intel logo, Xeon and Xeon Inside are trademarks or registeredtrademarks of Intel Corporation in the U.S. and /or other countries.
  43. 43. For More Information Email: Twitter:Øtony Blog:Ø Books:Ø_tony IBM Expert Network: #IBMEDGE
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