CommVault Simpana 9 Information Governance · CommVault® Simpana® 9 Information Governance A Step-Wise Approach to Better Information Access and Retention A CommVault® White Paper

CommVault® Simpana® 9 Information Governance

A Step-Wise Approach to Better Information Access and Retention

A CommVault® White Paper

Simon Taylor Senior DirectorInformation & Access Management

Contents

Information Governance 3

Simpana® 9 Information Governance Framework 3

Capabilities That Count 5

There’s Something in it For Everyone 6

Divide and Conquer by Stealth 7

The Proof is Out There 8

Conclusion 8


3Copyright ®2010. CommVault Systems, Inc. All rights reserved.

Information Governance

Understanding the value of your information is critical for modern organizations. Delivering incremental approaches

that organize and relate information to real business problems and initiatives is the only way to keep pace with

today’s competitive landscape. The past 30 years have seen many different approaches to information management

that ultimately end in the same way—with separate silos of information created to suit different business purposes

without a thought for cohesion or unification. These solutions were built on vendor product portfolios with little

integration or insight into the “whole picture.”

Traditional approaches are now set to change with the introduction of Information Governance. Information

Governance is a concept that pulls together key capabilities that organizations need in order to manage risk, improve

efficiency and ultimately improve the value of their information. It’s about revolutionizing the way organizations build

and implement an overall information management strategy, one that’s focused on delivering incremental benefit

without compromising end-user productivity and access.

Enter CommVault® Simpana® 9 for Information Governance.

Simpana® 9 Information Governance Framework

Information Governance is predicated on the need to better organize information for particular business outcomes.

Simpana 9 software’s Information Governance platform is no exception—deriving management of information

records from its industry leading approach to data acquisition. Simpana software’s broad data management

capabilities capture all copies of important business records, regardless of the source, to ensure that the foundation

for good information management is unified from the outset. Simpana 9 Information Governance is built on an

underpinning structure with truly integrated information management capabilities. The Governance Framework

also enables flexible and agile Retention Lifecycle Management (RTM) from cradle to grave.

Access to information is provided through industry leading index and search capabilities that span the enterprise

to deliver content-driven mining of information in a non-invasive, bottom up approach. Information owners and

knowledge workers are brought closer to information assets with Simpana 9 using automated workflow and

collaboration tied to their roles and the way they classify records. Early warning and breach management is

provided for private and sensitive assets using Simpana 9 entity intelligence.



The framework itself breaks down into 5 key solution pillars. Each pillar can be considered an essential step

towards achieving true end-to-end Information Governance:

Enterprise Search. There are few search solutions today that can help you find information when you don’t

know what you’re looking for. The nature of today’s searches is often very speculative. Simpana 9, Enterprise

Search and Information Mining not only deliver unparalleled speed and scalability of search but allow users to

intelligently navigate and mine into unstructured search data sets. Users can search based on meaning and the

characteristics of the information itself, including frequently used keywords and phrases, distributions of content

across date ranges and use of files and attachments. The mining techniques in Simpana 9 have been uniquely

designed to improve end-user efficiency when searching and as a result significantly reduce the amount of time

it takes to find information. Searches usually occur against defined criteria within a restricted time period that

results in fines or damages for non-responsiveness.

Information workflow. Aligned specifically to the needs of eDiscovery workers and compliance officers in

regulated industries, Simpana 9 moves unstructured information based on automated and manual rules to review,

classify, and supervise to reduce overall risk and significantly improve efficiency. At the same time, Simpana 9

delivers key capabilities for single-click, automated legal preservation and data export in relation to eDiscovery.

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I N T E L L I G E N T N A V I G A T I O N & M I N I N G

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P R E S E R VA T I O N & E X P O R T

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Figure 1: CommVault® Simpana® Information Governance Framework



Privacy Breach Management. Simpana 9 provides early warning of privacy issues by identifying and supervising

key information entities. Entities include the use of Social Security numbers, credit card numbers and a whole host

of other predefined patterns that are immediately recognized, and managed with workflow to key security and

compliance individuals to reduced information risk.

Records Declaration. This ensures that important business records finally have a long-term home. Supporting

both ingestion (“in”) and placement (“out”) as well as Simpana software’s own records virtualization and retention

capabilities, records can now be consumed from third party sources including leading ERP systems to be efficiently

managed and retained for their lifetime. They can be brokered to integrated service and information cloud provid-

ers, including Iron Mountain and Microsoft Windows Azure. Assets indentified by Simpana software as previously

unknown but valuable business records can be automatically mapped and placed into records taxonomies within

systems including Microsoft SharePoint Records Center for easy collaboration and information sharing. All this

means a flexible and adaptable approach that can easily change as your business requirements change.

Retention Lifecycle Management. Simpana RTM is a modern development of traditional values of Information

Lifecycle Management. Simpana 9 delivers on RTM by providing policy driven approaches to the granular

deduplicated retention of records. In other words, Simpana 9 can preserve records of business, deduplicate

them from the source, classify and align them to retention policies. Records are managed from a single source

across all locations, media and public or private clouds from the cradle to grave.

Capabilities That Count

To shelter Simpana software’s strong foundation and five pillars of solution from the turmoil and storms of the

modern information management world, core capabilities are required to deflect the challenges of information

governance. The Simpana Information Governance Framework incorporates 4 key layers of shielding that provide

purpose built capabilities for information retention and access management. The layers are structured in collections

that provide the most impact when governing information as follows:

Authentication and Encryption ensures every record object managed by Simpana 9 has a number or is

uniquely identified and authenticated using specific algorithms. Security is enhanced whether stored on-

premise or pushed across to the cloud by five levels of encryption that is certified and authenticated to

worldwide standards, including US FIPs compliance.

Preservation and Export is provided to ensure the secure management of responsive records for data

preservation holds in connection with legal discovery as well as management in relation to a privacy breach.

Support for standard industry data download formats ensures seamless integration with external information

targets as well definitions for information interchange include the EDRM XML.



Classification and Retention organizes, tags and aligns records to a meaning driven collection that

provides the virtual management of information that can be navigated and accessed by appropriate

business units. Specific groupings of records identified by classification tags or metadata ascertained

from the method of acquisition are aligned to flexible policies for retention and disposition.

Intelligent Navigation and Mining is enabled through a unified web portal, customizable to the needs

of different users with specific capabilities that encourage the mining of information from feedback given

about the distribution of content in search results. The results of information searches, common classification

schemas and information collections can be intuitively shared amongst peers and related information

stakeholders virtually across the enterprise.

There’s Something in it For Everyone

With the Simpana 9 Information Governance Framework there literally is a benefit for every person that interacts

with information across the Enterprise. In fact, organizations usually have many projects on the go that relate to

information governance. However, many of these projects are managed and delivered in isolation of each other

even though they have common goals in mind. The Simpana 9 platform unifies these objectives to deliver a

range of measurable benefits including cost reduction, improved less risky processes and compliance with

industry specific directives, legal procedures, and legislation. The following chart highlights some of the key

stakeholders in managing information and what they can expect in terms of benefits from Simpana 9 including:

CIO—Reduced long-term cost of retaining information with improved business access.

Records Manager—Compliance with company polices

and improved records organization.

General Counsel/Legal—Single-click legal preservation

for reduced litigation risk and customizable evidence

management to suit company specific legal processes.

IT Manager—Excellence in infrastructure and resource

operational efficiency with flexibility in storage manage-

ment today and for the future.

Human Resources—Improved employee & company

records retention, with ease of corporate access in

cases of dispute resolution.

Compliance Officer—Conformity with industry regula-

tions on records retention with adaptable supervision

and monitoring of exposure events.

Application Admin—Ease of application management reducing the burden of business access and retrieval

of key information records.

Knowledge/Search Worker—Intuitive role based access to information through a virtualization of information

records across the enterprise enabling improved sharing of workgroup content.



Divide and Conquer by Stealth

CommVault Simpana software’s strategy to Information Governance is designed from the outset to deliver

maximum benefit in simple steps without introducing complex process change or invasive software in

production environments. Put simply it relates, organizes and retains information assets across the

enterprise through a simple bottom up approach.

It’s different from other solutions for two main reasons. Firstly it governs information from a “stealth” approach

to information ownership rather than a top down approach that just considers visibility to information assets.

The top down method simply doesn’t cut it because while it provides access and collaboration, to effectively

align and retain records you still need to acquire to control. In short to govern information you need to own

information. That’s why many records management solutions have in the past focused on encouraging the

workflow of records to a new records repository. There is also a problem here as well since as the user is

the main part of the workflow there is no guarantee that all records find their way to the destination.

What makes CommVault Simpana 9 revolutionary is that it is already managing the records via one of its

unified forms of acquisition or even through records promoted directly to it via its new service connectors.

The result records ownership without relying on the end user.

Secondly, and probably the biggest

consideration with the CommVault

Information Governance Framework is

that it is specifically focused on a subset

of the broader requirements of Information

Management. We chose to do this because

of the amount of change that has to occur

in organizations to implement complete In-

formation Management strategy. Think GRC,

DLP, Rights Management or KM and you’re

head will soon start spinning. Simpana 9

Information Governance in contrast is more real and can be delivered in incremental steps that deliver a fast

track approach to measurable benefit. The process above is a good example; pick a form of acquisition, switch

on index and classification, access, mine & manage in Simpana 9 or declare and deliver to a information records

to appropriate destinations or extend to the cloud. Problem solved.



The Proof is Out There

A key component of any information governance solution is the ability to adapt to changing compliance

requirements and policies over time. InfoReliance Corporation is now able to keep pace with these ever-

changing requirements using Simpana [software]. The single platform architecture for the management

and access of all active and passive data has helped us control costs, reduce our labor footprint, and

mitigate information risk.”

InfoReliance Corporation, Washington DC

Here at the Department of Public Safety, CommVault is protecting mission critical data. Having real-time

access to that data allows the Department to make informed decisions that help protect Colorado and its

roads. With CommVault, we’re not only able to reduce our IT overhead and save tax dollars, we are also

able to save lives.”

Colorado Department of Public Safety, Denver, CO

Conclusion

All together the Simpana 9 Information Governance Framework delivers a step-by-step approach that enables

organizations to move steadily and measurably to a unified information management solution focused on

retention and access. All of this is achieved without invasive or restrictive processes and traditional

procedures for the that subsequently prohibit essential access to business information by individuals.

Simpana 9 offers the following Information Governance benefits:

n Retain unstructured records aligned to flexible policies

n Manage eDiscovery, preservation, and workflow

n Reduce privacy breaches and exposure events across the enterprise

n Keep down the cost of information retention and access

n Conform to legal and industry directions on information retention and process

Or perhaps you just simply want to give users intuitive access to information across the enterprise, then

Simpana 9 is for you. Ask yourself the question what’s in it for me and you will see Simpana 9 is both

revolutionizing and defining the way organizations quickly and efficiently adopt better Information Governance.

“

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CommVault Simpana 9 Information Governance · CommVault® Simpana® 9 Information Governance A Step-Wise Approach to Better Information Access and Retention A CommVault® White Paper