The Solution for IT Archives A Guideline for Trusted long-term Storage with Fujitsu

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1 The Solution for IT Archives A Guideline for Trusted long-term Storage with Fujitsu

2 IT Archiving Trusted long-term Storage Archiving for compliance purposes These days, paper archives are kept in many companies to preserve documents for various purposes. Unfortunately, such paper archives are very costly. They require a lot of space and are difficult to administer. They also have to be protected against fire and water damage. Finding specific information in paper archives can also be a difficult and painstaking task. First you have to know if the information is indeed archived and then you have to know which specific document contains the information you need. The final challenge is to find this particular document. Fortunately, an increasing number of business processes are available in electronic form. This means you can use search functions, making it easier to find specific information. It also lowers costs throughout the information s archive lifecycle and permanently speeds up administration. Accordingly, electronic documents are increasingly replacing expensive-to-handle paper documents. A new challenge has now arisen: Regardless of whether the document is transferred from a paper version to an electronic document or if the document was originally created by digital means, electronic documents must have the same permanent value as documentary evidence as would have been the case with a paper version. Electronic documents must be trustworthy in order to legally safeguard business processes. When audits, assessments or legal issues arise, documents have to be provided quickly and completely. E-discovery (electronic discovery) and legal hold are of high importance in this context. What s more, it must be possible to prove the integrity and authenticity of the data at all times in some cases for a period of more than 100 years. Archiving based on the data lifecycle Another reason for thinking about archiving is the issue of how to handle the sheer volume of digital data, which is exploding almost everywhere. According to experts, about 70 % of data is no longer active, meaning that it will not be altered any more. Often it is only accessed infrequently; yet it still occupies valuable storage space on high-cost online storage systems. Furthermore, the backup process will be required to store this old data over and over again. This will become a very costly and time-consuming business, demanding a lot of storage capacity and administrative effort. It also requires larger backup and restore time windows. Much of this old or inactive data is not among the documents needed to fulfill legal standards and thus does not need to be stored in a compliant archive. Instead, the question arises about how to manage such second-tier data and how to store it in the most efficient way to relieve the backup and production systems. Fujitsu makes archiving easier Fujitsu has developed an end-to-end solution that meets the highest compliance standards, while also storing archived, old or inactive data in the most efficient way possible. Two hot IT Archive Topics Compliance: how to organize the preservation of digital data in such way that it is still legally usable even after years without difficult organizational procedures. Storage: how to store archive data and inactive data, following preservation rules, in the most efficient way possible. Dictated by budgetary constraints

3 Requirements and the efficient solution Legally compliant archiving Legal directives demand solid strategies that have to be followed to prevent data loss which could conceivably result in serious penalties. The evidentiary value of data also has to be sustained for many years to come. The trusted long-term preservation of data can be separated into two main aspects. Both aspects of trusted long-term storage need to be ensured: Preservation of evidentiary value Physical preservation of the data itself Preservation of evidence value There are two core elements to be considered under compliance. 1. The use of a digital format that is accepted TIFF PDF by most legal authorities, including internationally. After many discussions with various bodies around the world, two formats have been agreed: TIFF and PDF/A. This is key when it comes to compliant archiving. Fujitsu SecDocs SecDocs is the enterprise solution from Fujitsu for the long-term preservation and legally secure archiving of electronic documents. It combines a reliable archiving process for large numbers of documents with the creation and preservation of evidentiary value. It is flexible, costefficient and can be used across all SecDocs industries. Fujitsu Storage ETERNUS CS8000 ETERNUS CS8000 is a unified data protection application that radically simplifies backup and archiving procedures for open systems and mainframes. It consolidates disk and tape technology and automates the management of data between these storage layers. Because of its modular architecture, ETERNUS CS8000 can be used as an optimized backup or archiving target. Furthermore, ETERNUS CS8000 is the first data protection device on the market that consolidates backup and archives in one. 2. The next important step is to establish evidentiary value. Making sure that a document is valid before a court, e.g. to be able to prove in a legal context that the document is identical to the one produced years ago. This is the trickiest part of compliant archiving. Document Evidence record Physical preservation of the data itself To ensure its physical protection, the data has to be stored in such a way that it cannot be changed or deleted. Typically, WORM-type technologies are used. Due to the long lifetime of archived data, storage has to be reliable and long-lasting and must allow changes to be easily made to the media and technology on which the data is stored. (Disk) (Tape) The solution Fujitsu has developed a solution that can be easily integrated in heterogeneous infrastructures, enabling existing environments to be leveraged. Both aspects of trusted long-term storage are considered here: Fujitsu SecDocs covers evidentiary value preservation. Fujitsu Storage ETERNUS CS8000 deals with the physical preservation of the data itself. ETERNUS CS8000: satisfies demands for lower costs, simplicity and guaranteed data availability!

4 SecDocs Preserving evidentiary value Paper Archive Digital Archive Fujitsu CompliantArchiving-SecDocs SecDocs trustworthy long-term preservation of digital data Until now, solutions that solve the issues of evidentiary value preservation for digital data have been expensive and complex, as documents and evidentiary proof have had to be maintained and archived separately. When audits are required or legal issues arise, this documentation had to be provided rapidly and completely. Comprehensive knowledge of signatures was also needed to guarantee the maintenance of evidentiary value in the long term even after migration. It was also necessary to provide proof of integrity and authenticity for a long time, up to more than 100 years. SecDocs is a solution for the trustworthy preservation of electronic documents. It was developed on the basis of open standards in cooperation with the world s leading providers of certified software for electronic signatures and identities. SecDocs provides the highest level of proof of evidence at a permanently low recurring cost. A most important point is the simplicity of use, because evidentiary value is safeguarded by qualified electronic signatures which are sealed with the timestamps of authorized providers. Because signature renewal is an automated process, no knowledge of signatures is needed for the permanent and cost-efficient evidence preservation of evidentiary value. The solution has been certified to international Common Criteria level EAL4+. SecDocs also complies with EU directive 1999/93/EC, German guideline BSI-TR and the German E-Government Act (EGovG). Designed as a web service for seamless and easy integration in existing IT architectures, leading applications and processes, the solution enables the rapid deployment of legally compliant archiving. SecDocs complements DMS systems and offers independence in terms of application lifecycles, cryptographic algorithms and even infrastructures. As well as being used as an on-premises solution, SecDocs may also be used off-premises as a service hosted and operated in Fujitsu data centers. In this case, Fujitsu takes care of the operational tasks, such as on-demand availability and pay-per-use-billing, as well as systems and storage capacity management. Fujitsu Secure Mailroom (Scan2Archiv) from paper archives to trustworthy long-term digital archives The conversion of paper documents has been a long-established practice in public administration and industry for several years. However, electronic documents are usually regarded by the courts as copies and are thus unacceptable as evidence. Fujitsu s Secure Mailroom solution provides an end-to-end process for authenticating the electronic copies according to current regulations, thus securing their evidentiary value before the courts. The paper originals can be destroyed after the following process: Digitalization Fujitsu provides an extremely robust, high-quality product line from its own production from the fi-series scanner for personal use with a capacity of 3,000 pages per day right up to departmental scanners with a throughput of up to 100,000 pages per day. The digitized pages are automatically recognized, indexed and summarized as documents. The prointra system from our partners Scalaris provides the scanned images and index data before the latter is transferred to the following components in standard PDF/A format. Integrity assurance A BatchSign application is used in order to authenticate the correspondence of the images to the paper original, which provides each document with a qualified electronic signature or transfer stamp. The user loads a batch of documents into the application and performs a random test to determine the correspondence of the scanned image to the original. The batch is then signed in a single run and saved on request in the long-term archive SecDocs. Preservation of evidentiary value The evidentiary value of documents is preserved over long periods using the Fujitsu SecDocs long-term archiving system. This seals the documents with qualified timestamps, which are renewed on a regular basis. Document integrity is assured, irrespective of the type of storage technology used.

5 ETERNUS CS8000 Store and protect data Requirements for the archive infrastructure To allow reliable yet cost-efficient physical storage of archive data, the storage system has to provide: Extreme scalability to handle the ever growing amounts of data Integrated WORM functionality, ensuring that data is not altered Disaster recovery capabilities to protect the data pool Automated Hierarchical Storage Management (HSM) to ensure the cost-effectiveness of the archive infrastructure Flexibility to allow media changes, enabling future technologies to be introduced Automated data refresh to ensure data consistency over time ETERNUS CS8000 is an optimized storage solution that ticks all the boxes when it comes to storing archive data, including files with compliance demands, as well as old and inactive data. Optimized storage target for archive data The modular ETERNUS CS8000 grid architecture differs from other solutions as it consists of independent building blocks. High performance resources can be allocated on a just-enough and just-intime basis, speeding up archiving and retrieval processes. The internal disk storage is scalable with a maximum capacity of up to 22.2 PB. Two billion files can be supported, irrespective of their size. The direct and seamless integration of tape at the back-end of ETERNUS CS8000 is available as an option. The optional HSM service handles data migration between different storage tiers, such as disk and tape. Documents can be managed using retention times and migration policies and can be shifted from disk to tape if necessary. ETERNUS CS8000 can handle data on associated tape libraries measured in exabytes. The uniform management of disk and tape, combined with the HSM service, leads to far less administration effort and introduces extremely high flexibility in balancing speed, capacity and storage media costs. Archive Software (= Archive Application) Tape Disk Storage WORM Tape KPMG AG has confirmed that the appliance enables electronic documents to be stored and retrieved based on the Generally Accepted German Accounting Principles Integrated backup and disaster resiliency Quite often data that is stored in an archive is not part of the backup process, leaving it unprotected. ETERNUS CS8000 fills this gap by managing different levels of data availability. Data can be mirrored between two sites, replicated over very long distances and saved as multiple copies on disk and tape at local and remote locations. Furthermore the appliance provides an integrated, automated backup for the archive and second-tier file storage data stored on ETERNUS CS8000. These functions are user-defined and policy-based. Human administration errors are prevented, and there is almost zero management needed after setup, and yet different service levels for different applications will be supported at lowest possible cost per service. ETERNUS CS8000 brings robustness and resilience to the archive environment, at the same time it simplifies operations by avoiding complex policies and administration tasks. WORM support for compliant archiving The combination of ETERNUS CS8000 and SecDocs provides a simple, holistic and stress-free solution for compliant archiving. Also in environments without SecDocs, ETERNUS CS8000 provides a storage target that allows you to fulfill the principles of proper accounting for the storing and retrieval of electronic documents. It supports WORM functionality on the disk layer, and WORM tape at the back-end.

6 Unified Data Protection Appliance Consolidate backups and archives Relief backup operations and production systems Moving data that has become inactive or old from the production storage to an archive, or second-tier file storage, is an effective way to release a lot of online storage capacity. Furthermore, the amount of backup data is dramatically reduced. Besides the reduction in storage space, the advantages include faster backup, as well as a faster recovery process. To benefit from such savings you should avoid introducing further complexity into the IT infrastructure. Complexity in data centers These days, most data protection scenarios resemble a collection of individual storage islands that have little or no synergy among them. Besides the mix of different technologies like tape, disk and duplication systems, there is limited scalability in terms of the capacity or performance of the storage systems, leading to such islands. It is hardly surprising that process management and infrastructure maintenance are extremely complex, expensive and prone to error. The unified data protection Appliance ETERNUS CS8000 is the solution for consolidating complex and heterogeneous data protection environments on a large scale. It is the only solution capable of consolidating backup and archive infrastructures. To ensure full consolidation, the unified data protection appliance can connect to all well-known platforms at the front-end including Backup Software Open Systems Archive Software Mainframes Backup ETERNUS CS8000 Unified Data Protection Appliance (Disk) (Tape) Backup/Archive Software mainframes and open systems at the same time. ETERNUS CS8000 is the only system of its kind in the world that can do this. Management of the tape infrastructure The cheapest storage medium is tape, especially for archiving. It offers the lowest price per Terabyte and once data has arrived on tape, it does not consume any energy and does not have to be cooled. Unfortunately, the management of tape media can be complex and time-consuming. Therefore, ETERNUS CS8000 takes over the management of tape libraries and of all the other target systems. Similar to the openness at the front-end, ETERNUS CS8000 supports a wide range of tape libraries and tape drives at the back-end in order to consolidate the target systems. Even if the libraries or drives are different, the appliance can connect them in parallel. Consequently, ETERNUS CS8000 creates a virtualization layer for target systems. Tape reorganization and self-healing One purpose of the reorganization function of ETERNUS CS8000 is to make effective use of the available tape capacity. Furthermore, regular reorganization of tape media that have not been accessed for a long time refreshes the magnetization of the tapes and prevents age-related loss of data. This is especially important for archives with long retention times. Tape reorganization can be initiated by the administrator or may be defined as a regular automatic process. It can automatically perform quality checks of duplicate copies. If the data copy is corrupt or unavailable for some reason, an automated self-healing mechanism is initiated by ETERNUS CS8000 that will recover the failed copy. Of course, this requires that the data was at least written in a dual-copy service level. Thanks to this, the level of redundancy is achieved again. This guarantees the availability of the data with a self-healing copy that is always available even in the very long term. Automated Tape Migration Another significant big advantage of tape as an archive target is its long lifetime and durability. Experience shows that tape libraries may be in use for 8-10 years. Some archive data requires a lifetime of 100 years. To enable the necessary technology changes during such a time period, ETERNUS CS8000 provides automated tape migration functions. As the ETERNUS CS8000 completely decouples the tape libraries from the server and applications, it enables the migration of data without interrupting operations, e. g. if a library is phased out or replaced by a newer model. ETERNUS CS8000 ensures a data lifetime far beyond the technology lifecycles of the media with a great reduction in administration effort..

7 The Holistic and Efficient Archive Solution SecDocs and ETERNUS CS8000 An end-to-end solution for trusted long-term storage IT archives are easier to handle with SecDocs and ETERNUS CS8000. Existing archive applications as well as storage systems can be leveraged with the Fujitsu products. SecDocs does not replace an already applied archive software but complements it with functions for preserving evidentiary value. ETERNUS CS8000 can be integrated in existing environments for greater utilization of target systems and more efficient use of the overall data protection infrastructure. This protects investments and improves the ROI of existing environments. Fujitsu Efficient Archiving Fujitsu SecDocs The solution for long-term preservation and legally secure archiving of electronic documents: Generates and preserves digital evidence Supports an end-to-end process chain for converting paper files to electronic files Supports highest levels of evidence Based on open standards Uses open formats, readable for any amount of time Independent of applications and storage Can easily be integrated in archiving workflows Highest level of security, Common Criteria EAL 4+ Maintenance as part of the individual solution offering Fujitsu Storage ETERNUS CS8000 The unified data protection device with archive support: High scalability (up to 22.2 PB on disk) Supports up to 2 billion files Tape integration (handles data measured in exabytes) High performance (up to 34 TB/h for archive, more than 150TB/h for backup) Scalable architecture (up to 22 processor nodes and 16 storage nodes) High availability (of the device and data) Automated disaster recovery solution Supports multiple sites Integrated backup for archive and second-tier file storage data Hierarchical Storage Management (HSM) for the automated combination of disk and tape Consolidation of backup and archive with a single unified data protection appliance Tape reorganization and self-healing Automated tape migration KPMG certification Reliable service for solution availability The ETERNUS CS8000 SolutionContract provides proactive and reactive maintenance and support services tailored to customers needs. The proactive service elements are highly recommended as they enable the early identification of critical system conditions and the initiation of preventive measures. One example of a proactive service element is a System Health Check that ensures that the required performance level and high availability of the solution infrastructure are sustained. A dedicated Technical Account Manager (TAM) is responsible for ensuring the sustained service quality of the ETERNUS CS8000 infrastructure.

8 Published by Fujitsu Limited Copyright: 2014 Fujitsu Limited All rights reserved, including intellectual property rights. Technical data subject to modifications and delivery subject to availability. Any liability that the data and illustrations are complete, actual or correct is excluded. Designations may be trademarks and/or copyrights of the respective manufacturer, the use of which by third parties for their own purposes may infringe the rights of such owner.

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