More than 60% of BI content is not used in the past 13 months, impacting storage and upgrade costs. Over 30% of content is shared without governance, lacking protection. Effective archiving of BI content can reduce these costs while ensuring integrity, availability and confidentiality through pseud-archiving or moving content to secure external storage in accessible formats like PDF or Excel. A successful archiving process involves determining unused reports, tagging, automated archiving to external locations, and bursting reports to destinations like SharePoint while applying security measures like passwords and encryption.

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Archiving, Sharing and Security
BI Content Beyond Borders

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Facts
>60% of content is not used in the past 13 Months
● Impact on storage costs
● Impact on Upgrades and migrations
>30% is shared in ungoverned content
● Most ungoverned content is not protected
● Ungoverned content is a challenge to track
Limitations
● Access to metadata is restricted, hindering effective archiving efforts
● Automation capabilities for archiving are limited, slowing down the
process and increasing manual intervention
● Monitoring external analytics flows is challenging, making it difficult
to track content usage and identify potential issues

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Benefits of archiving BI content
● Costs: Reduce storage costs and infrastructure costs
● Upgrades and migrations: Reduce amount of reports to be tested
● Sunset: Analytics solution is no longer used
● Decommissioning for another BI solution such as SAC
● Documentation
● Regulatory: HIPAA, SOX, GDPR, E-Gov act (FISMA), etc...

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3 pillars for a successful archiving
● Confidentiality
○ Security
○ Access
● Integrity
○ Non-repudiation
○ Authenticity
○ Modification
○ Destruction
● Availability
○ Reliable access
All information should be assessed on the sensitivity of information
archived, retention policy and easily it need to be retrieved.

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Archiving
Archiving can be done in 2 steps:
● Pseudo Archival: Hide content from users while it remains
in original folder.
○ Original format such as .wid can be maintained
○ Content can easily be restored
○ Content remains in SAP BusinessObjects. No storage
saved.
● Archive: Move content outside of environment.
○ move documents & instances from FRS to outside of
BOBJ and take advantage of cheaper storage
○ Format can be original format or formats that can
easily be retrieved such as xls. or .pdf
○ Secure long term storage
Pro tip. Consider archiving at least in .pdf for format and .xls to
easily retrieve data.

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Bursting
● Real-time external delivery
○ Integrate delivery of content to the business and archive copies
for audit purposes into a single process
○ Delivery to secured environments (e.g. SharePoint, SFTP)
○ Secure content through the use of passwords on delivered files
○ Encrypt content
○ Tag additional information that can be included with delivered
document
○ Include metadata in delivered documents (PDF)
Pro tip. Leverage naming convention to easily organize content and
leverage WORM locations (Write Once Read Many)

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Determine
reports for
archiving
(non-usage)
Bulk tag
assignment -
universe
objects
Automated
archival of
documents to
external
storage
Overall Process
Expose
‘tags’ for
reporting
analysis
‘Logical’
report
archiving
Report
Bursting and
archive
delivery
Secure Delivery
Password
Protection
1 2 3 4

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360Suite
Archiving & Bursting
DEMO

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Resources
Naming convention:
https://libguides.princeton.edu/c.php?g=102546&p=930626
Azure Blog:
https://docs.microsoft.com/en-us/azure/storage/blobs/immutable-storage-overview
National Archives Standards for Long-Term Storage of Electronic Records:
https://www.archives.gov/preservation/technical/storage-strategy.html
FIPS 199 Convention re sensitivity of content:
https://nvlpubs.nist.gov/nistpubs/fips/nist.fips.199.pdf
NIST TN 1745 DHS Arching and configuration:
https://www.govinfo.gov/content/pkg/GOVPUB-C13-ebc61d7d99aa22aedc245bceee
4eb02f/pdf/GOVPUB-C13-ebc61d7d99aa22aedc245bceee4eb02f.pdf

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