© 2007 Princeton Softech, Inc. Anatomy of a Archiving Project Basic Principles To Consider Eric Offenberg, Product Marketing Manager Tim Smith, Technical

© 2007 Princeton Softech, Inc.

Anatomy of a Archiving Project

Basic Principles To Consider

Eric Offenberg, Product Marketing ManagerTim Smith, Technical Product Manager

Princeton Softech

2© 2007 Princeton Softech, Inc.

Addressing The Challenges

Key challenges for sites with Custom Applications

- Managing Application Performance

- Controlling Costs- Mitigating Risks Associated with

Data Retention and E-Discovery Requirements

How can archiving help?


Mergers & acquisitions Organic business growth

- eCommerce - ERP/CRM

Records retention:- Healthcare – HIPAA- Pharmaceutical – 21 CFR 11 - Financial – IRS and SEC Rule 17a-4

Data multiplier effect According to industry analysts, annual compound growth rates for

databases will exceed 125%

Explosive Database Growth


The Ongoing Problem

IT Resources

Downtime

Risk

Compliance $

How many copies?


200 GB Production

200GB Backup

Actual Data Burden = Size of production database + all replicated clones

DisasterRecovery

200GB

200GB Test

200GB Development

200GB Quality Control

1200GBTotal

Data Multiplier Effect

The Data Multiplier Effect


Who is Impacted and how they benefit

Data Growth Retention and

Compliance Portfolio Optimization

•CEO

•CIO

•Applications

•DBAs

•Quality Assurance

•Business Users

•Capacity Planners


Analysts Projections

A new ESG report, "Digital Archiving: End User Survey and Market Forecast 2006-2010," regarding their purchasing intentions for archiving solutions.

- 48% of organizations say they will purchase and deploy a database archiving application within the next 24 months

- An additional 35% say they expect to purchase a database archiving application at some point beyond 24 months.

- Database-resident information will be the fastest growing type of archived information between now and 2010, growing at a CAGR of 79%. Over 4000 Petabytes of database archives will exist in 2010.

The database archiving market will grow at a CAGR of 38.5 percent through 2009- Gartner


Basic Principles for Archiving Data


Components


Assess

Determine application types- Mission critical- Business critical- Targeted for sunset

Decide where to locate the archive- Which storage devices- When to deploy each type

Determine access requirements- Who, what, how, when?


Classify Identify “Business Objects” to archive

- Historical reference snapshot- Examples: Activities, Service Requests

Determine retention requirements- Cross functional consensus - Time value of business object- Deletion requirements

Identify post-archive use cases- Customer service inquiries, audit, e-discovery,

trend analysis- SLA for access- Retrieve from archive- Reload to temporary DBMS


Functional Requirements for Archive

Application Retention (Years)

Archiving Recovery / Access Requirements

Lead Time

Type of Data to Archive

GL 3 Yearly Audit; Trend analysis Y Ledgers, Journals, fully posted

AP 3 Yearly Audit; Trend analysis Y Vouchers, Payments, fully paid and posted

AR 3 Yearly Audit; Trend analysis Y Invoices, items

Billing 3 Yearly Audit; Trend analysis Y Invoices

Billing Interface

1 Quarterly Troubleshooting Y Billing input

AM 3 Yearly Audit; Trend analysis Y Retired assets

AM Interface 1 Quarterly Troubleshooting Y Asset input, GL interface

Payroll 2 Yearly Audit Y Paycheck processing data and balances


Archive

Determine operational practices- Frequency of archive- Automated or manual operations- Online or offline

Define file management - Across storage tiers- Manual or integrated (Tivoli,

Symantec, etc.)


Evolving Business Value

Val

ue

Time

Inactive Data

Historical Data

Active Data

Acc

ess

Fre

quen

cy


Define Storage Strategies

Val

ue

Time

Historical Data

Acc

ess

Tier 1

Tier 2

Tier 3

Active Data

Inactive Data

Historical Data


Set Migration Policies

Val

ue

Time

CLOSE_DATE > 01-JAN-2005

Acc

ess

CLOSE_DATE < 31-DEC-2000

CLOSE_DATE > 01-JAN-2001&< 31-DEC-2005

Tier 1

Tier 2

Tier 3


Ledgers

Archiving a Complete Business Object


Store

Determine format of archives- Archive file system

Define hardware targets- Number of tiers- Types of devices

Establish security parameters- Integration with existing framework

Database, application, network


Cost-Effective Tiered Storage

Off-LineArchiveCurrent History/Reporting

Online Archive

Production Database

Flat Files

Time

Production Database Archive

Database

TapeWORM

SAN / NAS

Files


Access

Analyze use cases vs. cost of access- Goal: match SLA to value to cost- Application independent access- Native application access

Communicate access terms & conditions- SLAs- Resource provisioning- Training on access paths


Dispose

Build cross-functional team- Business, legal, audit, IT- Business owns data, IT manages

supporting infrastructure Determine data deletion policies

- Signoff by stakeholders- Which records to delete, and when

Ensure orderly disposal- Automated or manual delete- Audit trails


Getting Started with Archiving Data


Step 1: Business Policies Drive Archiving Identify applications that manage regulated data Build consensus among stakeholders on retention and

retrieval:- Business owners, application developers, storage- Include CFO, legal, compliance, security

Document your business policies:- Types of data (Active, Inactive/Historical, Reference)- Processes for Archiving, Viewing, Retrieving Objects- Processes for Compliance and Disposal


Define Retention Policies at Business Layer

Order Management

Archive Orders for any Order Type, Order Category, Customer, Order Numbers, Order Dates, Creation Date values

Purchase Order Archive Blanket Agreements and Purchase Orders by a specified Last Activity Date

Work in Process Archive Discrete Jobs and Repetitive Schedules for any Accounting Period

Accounts Receivable

Archive Transactions (other than transactions applied to commitments) posted to General Ledger or prior to a Cut Off Date value


Step 2: Define the Storage Architecture

Technical Safeguards (Security) Data integrity safeguards

- Access controls – authentication, authorization- Recording media (WORM media or subsystems)- Secure audit trails, duplicate copies, etc.

Data privacy safeguards- Access controls – authentication, authorization- Data encryption- Access logs, audits and reports

*Exact requirements depend on regulatory environment


Storage Goals and Criteria

Goals: Cost effective Easy to manage and scale Ensure accessibility for many yearsSelection Criteria: Storage capacity Availability Manageability Performance Cost

Existing storage technology to be combined with new storage technology (e.g. ATA disk storage) to help reduce cost.


Step 3: Don’t Forget About Process

Important regulatory requirements specify that the data must remain unaltered and accessed only by the proper individuals.

Accessibility, storage and audit policies each result in a specific set of processes that govern their maintenance and education.

Consistent, repeatable, controlled, documented archive and access methods and tools


Possible Alternatives to Archiving

Tune or partition the database Add capacity

- Processors, storage Back up the database Purge data Alleviate symptoms temporarily,

but…- Inflate costs- Do not address underlying

data growth


Archiving Solution Technical Requirements

Basic Requirements- Support archive, purge and retrieve operations, including selective retrieve- Ensure referential integrity of archived data- Increase database performance and minimize batch windows- Ensure security and maintain access control of archived data- Archive data stored in database as well as the File System, and maintained linkage

Archival Definition- Allow scope of archive and cascading purge to be controlled- Maintain schema information in addition to archive data- Provide pre-defined archival configurations for key objects- Allow pre-defined archival configurations to be modified to reflect configurations made

to applications


Archiving Solution Technical Requirements (2)

Archive Data Storage and Access- Provide access to archived data from within the application- Allow data to be archived to another database and offline

storage, and integrate with hierarchical storage management

Example – Archive to IBM DR550, long term retention

Archive Management- If there is an interruption in the archive, purge and retrieve

processes, be able to recover from the point of the interruption- Report on what data is archived- Provide administrative tools to manage the archives


Creating and Managing Archived Data

1. Identify the data to archive

2. Define the data to delete

3. Select Archive File storage

4. Create the archive

5. Research, report, retrieve


Choosing the Best Access Method

Native application access - Convenient for functional users- Can slow down online transaction processing

“Self-Help” access (Canned Reports, Query Tools)- Convenient for functional users- No IT services required

Application independent access- Preserves a complete view of historical business records

regardless of originating application or version- Facilitates decommissioning, upgrade and migration paths


Summary of Advice

Recognize that IT owns Infrastructure, but the Business owns the data

Improve functional processes by tiering services by functional need

- Higher service levels on current transactions- Lower-cost, lower service levels on historical transactions

Limit liability by ensuring real-time compliance controls are sustained and documented in your historical retention processes and tools

- Respond quickly and accurately to audit requests- Reduce costs of discovery


Introducing Princeton Softech Optim™


Princeton Softech Optim™

Single solution for managing enterprise application data throughout the information lifecycle

Applies business rules to assess, classify, archive, subset, de-identify, store, retain and access enterprise application data

Supports and scales across applications, databases, operating systems and hardware platforms

Optimizes the business value of your IT infrastructure


Princeton Softech Optim

Current

Report Writer

XMLODBC / JDBC

Open Access to Application Data

Production

Historical Archive

Archives

Reporting Data

Reference Data

Historical Data

Retrieve

Retrieved

Application


Relationship Engine

Oracle SQL Server Sybase Informix

DB2 UDB DB2 Legacy

Optim™ - The Enterprise Data Management Solution

Enterprise Data Management Functions

Custom & Pkgd Apps

Oracle E-Biz Suite

People-Soft

Enterprise

JD Edwards

E1Siebel

Amdocs CRM

IMS VSAM AdabasAS400 Seq. Flat Files


Active Data120 GB

Optim Controls Data Growth

Reverse Multiplier

Inactive Data80 GB

80 GB ArchiveX 6 Environments

480 GB Reclaimed

Archive80 GB


Success: Data Growth Management

Finlay Fine Jewelry, $900mm fine jewelry retailer 55% data growth in key retail management applications

- Slow response time impaired inventory replenishment; threatened sales during peak periods

- Exhausting DBA resources with intensive tuning; increasing storage capacity

Optim Enterprise Data Management yields success- 60% response time improvements - Increased “open for business” hours ensured

inventory stocking levels, supported sales during holiday shopping season

- Reclaimed 100 GB storage capacity at first pass; $1.8mm 5-year savings


Princeton Softech, the Leader in Enterprise Data Management


Princeton Softech

Proven leader in Enterprise Data Management- Solving complex data management issues since 1989- In-depth functional knowledge of mission-critical

applications and the business rules that govern them- Over 2,400 customers worldwide

Including nearly half of the Fortune 500

- Only true enterprise solution: across applications, databases, hardware platforms and operating systems


Support that Scales the Enterprise

Custom & packaged applications ERP & CRM applications

- Oracle® E-Business Suite- PeopleSoft® Enterprise- JD Edwards® EnterpriseOne- Siebel®- Amdocs® CRM

Databases: Oracle, DB2, UDB, Sybase, SQL Server, Informix, Legacy

Platforms: Windows, Unix, Linux, z/OS All storage environments


Princeton Softech: Customers


Documents

© 2007 Princeton Softech, Inc. Anatomy of a Archiving Project Basic Principles To Consider Eric Offenberg, Product Marketing Manager Tim Smith, Technical