Virtual Rentention N Reposition Mgt

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Information about Virtual Rentention N Reposition Mgt

Published on July 15, 2009

Author: EMCsoftware

Source: slideshare.net

Virtual Retention and Repository Management – Managing Content in Disparate Repositories… © Copyright 2009 EMC Corporation. All rights reserved. 1

EMC Documentum Platform CLIENT ACCESS POINTS Templates Modeling & Process Process Activity Best Practices Simulation Services Execution Monitoring Process Analysis & Forms Systems Queue Discovery Optimization Design Integration Management Library Classification Content Access Control Transformations Services eSignatures Categorization Services & Encryption & Renditions Workflow SAFE Content Relation & Link XML Change Lifecycles Audit Trail Credentialing Publishing Management Management Control Information Repository Retention Rights Mgt. Services Policies Records Auditing & Storage Security Archiving Management Reporting Optimization © Copyright 2009 EMC Corporation. All rights reserved. 2

Retention Policy Services Pervasive But, Not invasive Process Services Content Services Repository Services Retention Services Built in. DCTM Content Stores Storage Area 1 Storage Storage Area “n” Area 2 © Copyright 2009 EMC Corporation. All rights reserved. 3

Retention Policy Services Overview Key Points Retention Records Extends Policy  Helps organizations comply with legal Manager Out to Services and regulatory requirements DCM – Apply and enforce retention and disposition SharePoint policies automatically – Deploys quickly to begin working EMC Centera immediately SourceOne – Alleviates compliance burden on end users – Provides auto-delete capabilities • File plan • File plan • Security • Security – Provides cost savings for storage, • User declare • User declare compliance, and eDiscovery • Shredding • Shredding • Reports • Reports  Built into the Documentum Platform – Built into Repository Services • Records • Records • Records – Integrates with Documentum content • Holds • Holds • Holds • Audit trails • Audit trails • Audit trails management applications • Notifications • Notifications • Notifications – Applies to legacy Documentum content • Inheritance • Inheritance • Inheritance – Enforces retention policies on external content © Copyright 2009 EMC Corporation. All rights reserved. 4

Records Manager Retention Policy Services Core Records Manager Components Security Access File Plan Report and Auditing Control Cer tifie d! Notification Storage Management Web Services for Records Process Services Content Services Repository Services Retention Services DCTM Content Stores Built in. Storage Area 1 Storage Storage Area “n” Area 2 © Copyright 2009 EMC Corporation. All rights reserved. 5

Records Manager Overview Key Points Retention Records Extends Policy  Helps organizations comply with legal Manager Out to Services and regulatory requirements SharePoint – Balanced approach leverages both EMC Centera automation and human judgment – Simplifies record declaration for paper, e- IRM mail, and electronic documents TCS – Enables fast and accurate record retrieval – Lowers discovery costs and the likelihood of • File plan • File plan penalties • Security • Security • User declare • User declare – Certified against DoD5015.2, Chapters 2 & 4 • Shredding • Shredding • Reports • Reports  Built on the Documentum Platform • Records • Records • Records • Holds • Holds • Holds – Integrates with Documentum content • Audit trails • Audit trails • Audit trails management applications • Notifications • Notifications • Notifications – Applies to legacy Documentum content • Inheritance • Inheritance • Inheritance – Enforces retention policies on external content © Copyright 2009 EMC Corporation. All rights reserved. 6

Physical Records Manager Records Services Core Records Manager Components Physical Records Security Access File Plan Report and Auditing Services Control Notification Storage Management Web Services for Records Process Services Content Services Repository Services One way Retention Services Just Metadata DCTM Content Stores Built in. Storage Area 1 Storage Storage Area “n” Area 2 © Copyright 2009 EMC Corporation. All rights reserved. 7

Physical Records Services Overview Key Points Physical Retention Records Record Policy  Helps organizations comply with legal Manager Services Services and regulatory requirements – Balanced approach leverages both • Warehouse automation and human judgment • Bar-Code • Charge-in/out – Simplifies record declaration for paper, e- • Pass-Along mail, and electronic documents • Bulk Processing – Enables fast and accurate record retrieval – Lowers discovery costs and the likelihood of • File plan • File plan penalties • Security • Security • User declare • User declare – Certified against DoD5015.2, Chapters 2 & 4 • Shredding • Shredding • Reports • Reports  Built on the Documentum Platform • Records • Records • Records • Holds • Holds • Holds – Integrates with Documentum content • Audit trails • Audit trails • Audit trails management applications • Notifications • Notifications • Notifications – Applies to legacy Documentum content • Inheritance • Inheritance • Inheritance – Enforces retention policies on external content © Copyright 2009 EMC Corporation. All rights reserved. 8

The EMC Solution Analysts Rankings – We’re Number 1! EMC’s Records Solution is currently the industry leader Sources: Gartner, May 2008 Datamonitor, August 2009, Decision Matrix: Selecting a Documents and Records Management Vendor, DMTC2247 © Copyright 2009 EMC Corporation. All rights reserved. 9

Today’s Reality - The Enterprise Contains a Variety of Disparate Systems Companies need These systems all tohave somethingof take control in common… these assets… Option 1 – Create one RM/RPS repository and migrate all content © Copyright 2009 EMC Corporation. All rights reserved. 10

Migrating Content Can be Expensive Trouble is:  A typical migration can run from $50K - $100K, with some close to $1M.  In a high risk environment such as GxP, this can easily be double due to the stringent testing and validation involved – Most of the cost is due to the analysis and subsequent mapping of the metadata  Migrating metadata for RM purposes is a small fraction, 5 – 10 % of the migration cost © Copyright 2009 EMC Corporation. All rights reserved. 11

Today’s Reality - The Enterprise Contains a Variety of Disparate Systems – ‘Local’ Solution Companies need These systems all to take control in have something of Effective on a “local” basis but: common… these assets… Does not scale across the enterprise. Does not support enterprise-wide discovery Option 2 – Apply Does not support enterprise wide compliance anything… controls to content • Retention policy management “in-place” • Disposition • Unified audit • RM context • etc… © Copyright 2009 EMC Corporation. All rights reserved. 12

Today’s Reality - The Enterprise Contains a Variety of Disparate Systems – Federated Solution Companies need These systems all to take control in have something of Better than disjointed retention common… these assets… but: Significantly complex Only scales somewhat Option 3 – Apply Dependent on local functionality for retention. compliance controls to content Policies must be pushed out and translated to local “in-place” but functionality federate using a Does not support enterprise wide master and push RM context out policies. © Copyright 2009 EMC Corporation. All rights reserved. 13

There is a better way, a virtual architecture Select the best Records Management solution and make it the Master Records System. Extend the functionality to control all repositories. © Copyright 2009 EMC Corporation. All rights reserved. 14

What’s in a name? The koala is not a bear; it is a marsupial, which is a mammal with a pouch. The bald eagle is not bald; it has a cap of white feathers on top of its head. EMC Federated Records Services (FRS) is not federated at all, it is based on a virtual architecture. © Copyright 2009 EMC Corporation. All rights reserved. 15

Virtual Retention (Federated Records) EMC Documentum RM/RPS Suite Services Security & Security & File Plan File Plan Reporting & Reporting & Physical/ Physical/ Access Access Auditing Auditing Paper Paper Control Control Notification Notification Storage Storage Web Services Federated Mgmt. Mgmt. For Records Records Services Process Services Content Services Repository Services FRS Adaptor One way Retention Services DCTM Content Stores Built in. Just Metadata M res int CT Net Po Sha rD Storage are File Area 1 Storage Storage he File Area “n” Area 2 Sh Ot © Copyright 2009 EMC Corporation. All rights reserved. 16

FRS - Fundamentals 1. Find content in remote system 2. Categorize Content 3. Make remote content “as immutable as possible”. 4. Disable conflicting functionality in remote system. 5. Create “Proxy Object” in master repository. 6. Manage retention from master repository. 7. Manage disposition from master repository. © Copyright 2009 EMC Corporation. All rights reserved. 17

EMC’s Federated Records Management  Why do it? – Unified policy management across enterprise content – Unifies electronic, physical and federated in to one solution  Fully integrated into Documentum’s RPS – Unlimited event & time-based retention – Legal hold functionality – Permanent records – Periodic review  Automated creation of records  Proven development flexibility – Timely development support for POC and enterprise implementation – Pre-built adaptors OOTB and – adaptor framework and SDK for custom adaptors available  Domain expertise in both records management technology and business requirements © Copyright 2009 EMC Corporation. All rights reserved. 18

Examples of FRS – Adaptors CONTENT TYPES Documents Web Rich Media Fixed Messaging Collaborative • Documents • HTML • Images • Paper • Email Messages • Discussions • Spreadsheets • SGML • Flash • Fax Images • IM Messages • IM • Presentations • WML • Sound • Reports • Chats • Notes • Notes • XML • Video • Scanned Images • Projects FRS Adaptors Shared SharePoint File ERP/CRM IBM Oracle EMC/ OpenText DCTM System © Copyright 2009 EMC Corporation. All rights reserved. 19

FRS Framework Overview Managed Source Master Repository Documentum Repository Repository Adaptors Adapter Proxy Objects Apply and Manage Objects to manage Retention Proxy Objects Discover Create proxy objects objects Extractor EMC Federated Records Services (FRS) is not federated •Creates XML representation of at all, it is based on a virtual architecture. discovered objects Import Manager & Import Adaptor XML documents © Copyright 2009 EMC Corporation. All rights reserved. 20

FRS – Next Steps  Use of ECIS for search and creation of the proxy object  User process for creation of managed objects  CIS for auto classification & creation  Records Implementation  Record Policy & Formal Records support  Repository Services  Check-In /Check-Out  Versioning  Metadata Update  Synchronization of metadata between Master and Child  Security Synchronization  View Content  From Master  Metadata Mapping  Additional Adaptors © Copyright 2009 EMC Corporation. All rights reserved. 21

Vision Going Forward Today, Documentum Federated (Virtual) Records Services CLIENT ACCESS POINTS App Connector Process Services Content Services Content Management DBMS Services XML Services Repository Services One way Standard DCTM Full Text Indexes Sysobject Access FRS Adaptor DCTM Content Stores M res int CT Net Storage Po Sha Area 1 Storage Storage rD are File Area “n” Area 2 he File Sh Ot © Copyright 2009 EMC Corporation. All rights reserved. 22

Vision Going Forward Documentum Virtual Content Management CLIENT ACCESS POINTS Top Web App Connector Process Services Content Services Content Management DBMS Services XML Services Repository Services Standard DCTM Full Text Indexes Sysobject Access VCM Adaptor DCTM Content Stores M res int CT Net Storage Po Area 1 Storage Storage Sha rD are File Area “n” Area 2 he File Sh Ot © 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

© Copyright 2009 EMC Corporation. All rights reserved. 25

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