1 Delivering information on demand IBM DB2 CommonStore for Lotus Domino, Version 8.3 Highlights Controls long-term growth Delivers records management and performance of your integration, supporting corporate messaging system compliance with regulatory, with automatic policy-driven legal and corporate or user-initiated archiving standards for long-term information retention Archives s, attachments and documents from any Shortens backup/restore, IBM Lotus Domino application recovery and migration time, externally in back-end increasing operational and repositories with retrieval administrative efficiency on request Manages its life cycle and reduces storage costs on your choice of devices Manage the growth of your messaging system In today s on demand world, it s no surprise that people rely heavily on and associated attachments to conduct transactions. Little did companies know how much space and other business documents would consume on desktop computers, servers and networks. Some organizations might assume that moving from paper-based to electronic transactions would ease their record-keeping burdens. But they still face the same legal and other regulatory information retention requirements as before. Unable to delete space-consuming s and documents, many businesses end up struggling to manage an increasing number of servers and storage devices. What s more, information overload can hurt the performance of business-critical applications hindering your responsiveness to customers, partners and employees. For easier deployment, IBM DB2 CommonStore for Lotus Domino comes with a configuration wizard.
2 Information management and archiving for the on demand world To address these challenges, IBM delivers a robust messaging archival and retention management solution, IBM DB2 CommonStore for Lotus Domino. With this powerful, easy-touse archive solution, your organization can control the growth of IBM Lotus Domino messaging systems while managing content life cycle from creation to destruction. All archived content, including s, attachments and documents, is available for detailed search inquiries and retrieval as if they resided in the messaging system, reducing time-wasting searches across disparate sources and enabling your organization to be more responsive to customer concerns and queries. Industry-leading archive management software DB2 CommonStore for Lotus Domino enables you to archive millions of s, attachments or folder content from your Lotus Domino systems to scalable and secure back-end archive management repositories. The solution offers virtually unlimited growth and supports the most cost-effective and expansive range of storage options. The features and capabilities of DB2 CommonStore are implemented via template modification so that they appear to end users as Lotus Domino functions. Thus all the benefits of DB2 CommonStore for Lotus Domino apply to nearly any Lotus environment you may have. Adhere to information retention rules and automate recordkeeping Even though s and electronic attachments mean freedom from paper, businesses still must demonstrate accountability for their actions. These days, electronic records have become just as important as paper trails. For example, some government regulations may require firms to retain copies of all customer on nonchangeable media for specific periods of time. DB2 CommonStore for Lotus Domino can help businesses adhere to these and other legal requirements, without worrying about the burden of longterm storage on their messaging system servers. You can determine the archiving policies that automatically copy required documents into the appropriate repositories, cutting down on administrative costs. With DB2 CommonStore, Version 8.3, IBM delivers new integration with DB2 Records Manager, enabling you to declare messages and attachments as records while archiving them, either with end user-based selection, drag-and-drop activity or fully automated without end user involvement. With this built-in integration, you can manage, retain and dispose of s as records based on regulatory, legal and corporate requirements, improving operational efficiency while addressing compliance needs. Tight and seamless integration with Lotus Domino With its seamless integration with Lotus Domino, you can view, retrieve or restore the content from the archive with the Lotus Notes client, Web browser or Lotus Domino Web Access (formerly inotes ) interfaces. You can also access information from the DB2 Content Manager archive repository client, enabling other content applications to leverage the information.
3 Some of the major capabilities delivered with DB2 CommonStore for Lotus Domino include: Tight integration with Lotus Domino 6, 6.5 native archiving interfaces enables you to trigger DB2 CommonStore archiving policies through Domino 6, 6.5 archiving requests. Archival can be initiated by individual end users on any message or document they select or can be driven by automated pre-scheduled policies without end-user involvement. Lotus Notes Client provides full text indexing capability on the attributes and body of messages, with support for all types of attachments. More granular options for archiving support record management, including the abilities to archive just the attachments, archive both attachments together with the message body, archive each component as an individual item or archive just a single item. End users can continue to use their favorite client interface: Lotus Notes, Domino Web Access, Web browser or archive client. Mobile users can save a local copy of archived documents, so they can access the local archive without being connected to the corporate network. Reduce storage requirement by having the same messages archived once in the central archive repository with Single Instance Store and compressing the content before storing them. DB2 CommonStore can fully exploit the security features of Lotus Domino, as well as its own features, to further refine archive security. The secure hypertext transfer protocol (HTTPS) can be used to communicate with the DB2 CommonStore server, preventing unauthorized users from accessing critical data while it is sent to or received from the server. Leveraging Tivoli Storage Manager, DB2 CommonStore delivers enhanced storage support with more than 600- plus IBM or non-ibm devices to choose from, including IBM TotalStorage Data Retention 550 system, providing flexibility to deploy the most appropriate device, depending on the lifecycle value of the content. New options for systems performance optimization enhance response time and availability. A configuration wizard with recommended default values makes deployment easier. Extend existing Lotus Domino applications DB2 CommonStore for Lotus Domino supports storage of Notes documents in Notes native format, a unique feature that enables you to transfer an entire document to the archive, then restore it back into your database as a Notes document. Since your document is completely restored to its original form, document fidelity is totally preserved. As you move older, inactive documents to an external archive, the size of your Lotus Domino database is trimmed, enhancing the performance of Lotus Domino servers and decreasing the time and effort required for backup/restore of Lotus Domino databases and for upgrading the messaging system to a newer version release or for consolidating the servers. The solution also supports Domino XML (DXL) format during the archival process. Content archived in DXL format can be viewed in an external viewer like a Web browser, shared by other content management applications and retrieved by a standard Lotus Notes client.
4 DB2 CommonStore for Lotus Domino encompasses more than archiving. In fact, it can be used for practically any other Lotus Domino application. A Lotus script library, which comes with the product, can easily be added to an existing Lotus Domino application in just a few clicks. With DB2 CommonStore for Lotus Domino, you can leverage and protect your valuable business information, extending its benefits more widely. This can help you lower operating costs, raise employee productivity, meet regulatory compliance demands, improve customer service and enhance your organization s overall responsiveness to fast-changing market conditions. Integrated content management infrastructure DB2 CommonStore for Lotus Domino is part of the IBM content management portfolio. With its support for open standards, and combined with any of the IBM repository choices such as IBM DB2 Content Manager, IBM DB2 Content Manager OnDemand and IBM Tivoli Storage Manager this function-rich tool empowers you to manage the full spectrum of digital information generated in today s on demand world. Used with other solutions in the family, DB2 CommonStore for Lotus Domino can be part of an information integration and management strategy that fosters more effective use of your enterprise content. A similar solution, IBM DB2 CommonStore for SAP, provides SAP Data and Document archival capabilities. Those using DB2 CommonStore for Lotus Domino and SAP can access Lotus Notes and SAP archives from the SAP graphical user interface. Similarly, IBM Server provides an integrated electronic archiving solution for users of Microsoft Exchange 2003, 2000 and 5.5 Servers. By combining the advantages of electronic archiving and other resources from the IBM content management portfolio, you can better manage your Lotus Domino environment and unleash and repurpose the messaging system content. With DB2 CommonStore for Lotus Domino, your organization s valuable information is quickly and readily accessible, enabling you to respond to the dynamic demands of your employees, customers, partners and suppliers. Copyright IBM Corporation 2005 IBM Corporation Silicon Valley Laboratory 555 Bailey Avenue San Jose, CA U.S.A. Printed in the United States of America All Rights Reserved DB2, Domino, IBM, the IBM logo, inotes, Lotus, Lotus Notes, Notes, the On Demand Business logo, TotalStorage and Tivoli are trademarks of International Business Machines Corporation in the United States, other countries or both. SAP is a trademark of SAP AG in the United States, other countries or both. Other company, product or service names may be trademarks or service marks of others. References in this publication to IBM products or services do not imply that IBM intends to make them available in all countries in which IBM operates. Printed in the United States on recycled paper containing 10% recovered post-consumer fiber. For more information Please contact your IBM marketing representative or an IBM Business Partner, or visit: ibm.com/software/data/ commonstore/lotus GC
5 Delivering information on demand IBM Server, Version 8.3 Highlights Controls growth of your Provides easier migration corporate messaging system from Microsoft Exchange 5.5 with automatic policy-driven or to Microsoft Exchange 2000 user-initiated archiving and 2003 Servers Manages s, attachments, Manages its lifecycle and public folder and personal folder reduces costs with storage file (PST) content in back-end on your choice of devices highly scalable archive management system Shortens backup/restore and recovery windows, Delivers records management increasing operational and integration, supporting administrative efficiency compliance with regulatory, legal and corporate standards for long-term information retention Manage the growth of your messaging system With business increasingly transacted around the clock and in multiple locations, corporate traffic grows heavier every year. However, the more information employees keep in their folders, the more time they must spend searching for a particular message or attached document. IT administrators, in turn, face constant demands for more disk space and associated overhead for backing up servers. In response, some companies set arbitrary storage limits, or ask users to store content locally, in PST files. However, such limits or local storage may result in the loss of valuable information, excessive file duplication and challenges in meeting compliance requirements. IBM DB2 CommonStore for Exchange Server, Version 8.3 helps you solve these challenges with an integrated, electronic archiving solution for Microsoft Exchange 5.5, Microsoft Exchange 2000 and 2003 Servers. IBM Server system manager brings ease of administration and use.
6 Information management and archiving for the on demand world Server seamlessly integrates with these messaging systems to offload messages, attachments and public folder content from the server or local PST files to a highly scalable IBM content management repository. It also provides easier migration from Exchange 5.5 to Exchange 2000 or 2003 Servers. Once messages are archived, users can continue to easily and securely retrieve their s and attachments directly from the Microsoft Outlook client or Outlook Web Access client even years later. Locating pertinent details about past business transactions or answers to customers questions requires only a few keystrokes. Protect your valuable business information Without archiving, the volume of s and attachments on your Exchange Server would become unmanageable. To keep within electronic storage limits, users would have to save messages on local disks in scattered PST files or else delete potentially useful business information. If storage limits aren t enforced, your company s storage costs escalate. In addition, with an ever-expanding Exchange Server, you face extended service intervals for backup/restore and recovery, increased replication time, and greater efforts for system administration, maintenance and system upgrades or consolidations. Server archives and associated attachments externally and transparently to the end user for secure, long-term storage. Archived Server enabled Standard Life to implement lifecycle management that meets the need to keep historical data while containing infrastructure growth and cost. The seamless automatic archiving to secondary storage provides employees with easy access to messages and attachments. Louis Rodrigue, IT Architecture and Core Technology, Standard Life Group messages can be viewed or restored, and their associated attachments can be called up through links embedded in the message. Millions of s, attachments, public folder documents and PST file content can be stored on scalable and secure back-end archive management repositories that offer virtually unlimited growth and support the broadest range of storage options. Because you can move older, inactive documents to an external archive, the size of your Exchange Server storage is reduced while providing virtually unlimited mailbox space to the end users, lowering system backup/restore and recovery times and associated maintenance costs and efforts. Server allows convenient automated, rule-based archiving for example, to store useful collections of shared information from Exchange public folders. It also lets users archive their s interactively, which provides flexibility. These and other intelligent management functions within DB2 CommonStore for Exchange Server help improve employee productivity and customer service. They enable immediate access to essential documents, regardless of their location in your network, so you can answer questions quickly and efficiently.
7 Server also adapts smoothly to heterogeneous content management environments. For centralized archive storage and administration, you can choose IBM DB2 Content Manager, DB2 Content Manager OnDemand or IBM Tivoli Storage Manager supporting several robust, scalable and secure platforms. Adhere to information retention rules and automate record-keeping Even though s and electronic attachments mean freedom from paper, businesses still must demonstrate accountability for their actions. Therefore, electronic records have become just as important as paper trails. For example, some government regulations may require firms to retain copies of all customer on nonchangeable media for specific periods of time. Server can help businesses adhere to these and other legal requirements, without worrying about the burden of long-term storage on their messaging system servers. You can determine the archiving policies that automatically copy required documents into the appropriate repositories, cutting down on administrative costs. With DB2 Commonstore, Version 8.3, IBM delivers new integration with IBM DB2 Records Manager, enabling you to declare messages and attachments as records while archiving them, either with end user based selection, drag and drop activity or fully automated without end user involvement. With this built-in integration, you can manage, retain and dispose of s as records based on regulatory, legal and corporate requirements, improving operational efficiency while addressing compliance needs. Tight and seamless integration with Microsoft Exchange Server Some of the major capabilities delivered with DB2 CommonStore for Exchange Server include: Exchange 5.5, 2000, 2003 Server support can be leveraged for easier migration from Exchange 5.5 to Exchange 2000 or 2003 Server. More flexible archiving and retrieval functions, including automatic archiving of messages by age (delivery date as well as time of last modification), by mailbox size and by user groups and the ability to view or retrieve messages from an archive using a standard Web browser. Full text indexing capability from the Outlook client on attributes and the body of messages, with support for all types of attachments. Space-saving new deletion options, including moving the entire message from the mailbox to archival without leaving a retrieval stub behind, or deleting only a space-wasting attachment and replacing it with a retrieval URL. Leveraging Tivoli Storage Manager, DB2 CommonStore delivers enhanced storage support with more than 600-plus IBM or non-ibm devices to choose from, including IBM TotalStorage Data Retention 550 systems, providing flexibility to deploy the most appropriate device, depending on the lifecycle value of the content. Support for Outlook client platforms, including Outlook 2000, 2002 and Use of Microsoft Windows services to automate tasks such as automatic start, lowering management costs. Enhanced security by using HTTPS protocol for secure transmission, by preventing browser caching that would otherwise retain and display proprietary company information to subsequent, unauthorized users. Reduced storage requirement by having the same messages archived once in the central archive repository with Single Instance Store and compressing the s before storing them. With its open infrastructure, customers and business partners can develop custom code for specific additional archive requirements.
8 Part of a complete enterprise content management infrastructure Server is part of the IBM content management portfolio. With support for open standards and the ability to leverage any of the IBM repositories IBM DB2 Content Manager, IBM DB2 Content Manager OnDemand or IBM Tivoli Storage Manager this function-rich tool empowers you to manage the full spectrum of digital information generated in today s on demand world. Used with other offerings in the IBM content management portfolio, Server can be part of an information integration and management strategy that fosters smart usage of your organization s content. Combined with DB2 Content Manager or DB2 Content Manager OnDemand, Server is the ideal solution for archive management where access to archived content is required by applications other than the messaging system. The DB2 CommonStore archive for messages and documents can be accessed through Microsoft Exchange as well as through the DB2 Content Manager client or any other integrated application, thus making the archive available to any user or application. The many Microsoft Exchange customers who are also SAP users will find that DB2 CommonStore for Exchange Server has an ideal partner with IBM DB2 CommonStore for SAP. A complementary solution for SAP Data and Document archival and management. DB2 CommonStore for SAP makes business documents available to users anywhere on your network. A similar solution, IBM DB2 CommonStore for Lotus Domino, supports Lotus Notes users. By combining the advantages of the Microsoft Outlook client with electronic archiving and other resources from the IBM content management portfolio, you can better manage your Microsoft Exchange Server environment. With Server, your enterprise s valuable information is quickly and readily accessible, enabling you to respond to the dynamic demands of your employees, customers, partners and suppliers. For more information Please contact your IBM marketing representative or an IBM Business Partner, or call IBM CALL within the U.S. Also, visit our Web site at: ibm.com/software/data/ commonstore/exchange Copyright IBM Corporation 2005 IBM Corporation Silicon Valley Laboratory 555 Bailey Avenue San Jose, CA U.S.A. Printed in the United States of America All Rights Reserved DB2, Domino, IBM, the IBM logo, Lotus, Lotus Notes, Notes, the On Demand Business logo, Tivoli and TotalStorage are trademarks of International Business Machines Corporation in the United States, other countries or both. Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States, other countries or both. SAP is a trademark of SAP AG in the United States, other countries or both. Other company, product or service names may be trademarks or service marks of others. References in this publication to IBM products or services do not imply that IBM intends to make them available in all countries in which IBM operates. Printed in the United States on recycled paper containing 10% recovered post-consumer fiber. GC
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