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1 IBM Software Group and Document Archiving Solution for Lotus Domino Andrew CK Lau

2 genda Introduction What drives archiving today? Why does the messaging system growth? How do we work with s? Archiving Automatic Offload Archiving Options Easy Retrieval from Lotus Notes Benefits Document Archiving IBM Enterprise Content Management Demonstration

3 hat drives archiving today? Growth of the messaging system More users Larger mail boxes More expensive operation Requirement Reduce the growth of the messaging system Offload old s from production messaging system Keep old s in near online access Legal requirements or industry regulations All s of a certain user group have to be captured and retained for a certain number of years Requirement s treated as business records Provide s on demand during audit or investigation

4 hy does your messaging system grow? Mail boxes Mail is not just a communication tool Mail box is used for managing business information (customer folder, project folder,...) Mixture of important business data, informal communication, even private mails No retention policy in place Current industry data Average mail box size: 120 MB Annual growth: 45 MB Average number of s that are kept: 10 daily per user (going up) Average mail size: 50 KB (growing) There is no end to growth!

5 hat is in the mail box? 90% of all s have no attachments 10% have attachments Occupy about 75% of the entire mail box Created by applications, including graphics,... Growing with every application release Old s Little access Are kept for possible later look-up Deletion is no option for user Attachments Mail body

6 ow do we work with s? Number of kept s Multiple access, active processing (reply, delete,...) Single access and fast processing (read, forward) Infrequent access through search (read, forward) Age in months

7 elief for your messaging system: CommonStore Efficient and automatic offload Moves data from personal mail boxes in expensive production environment to inexpensive storage environment (electronic archive) Usually without meta data Usually without format conversion Storage in electronic archive system (repository) Significant compression Storage on tape Easy retrieval through the messaging client Fully integrated No education needed

8 ule-based, automatic offload with CommonStore Step 1 Finding the mails to offload Going through thousands of mails Typical criteria for rules Document age (modification date, access date) Document size Mail box size Can be also customer specific Step 2 Offloading through CommonStore for Lotus Domino Usually timeslot after business hours Example: 7 PM - 11 PM Very high archiving throughput Largest installation with mails per day! Very powerful and fast policy engine

9 rchiving options Attachment archiving Mail body remains within Domino Significant offload Stub archiving Entire document Leaves the mail header ("stub") in Domino as a placeholder Archiving by user User selects one or more documents User interaction Archive repository Choice of server platform Windows, AIX, Sun, HP-UX, iseries, zos (/390) Removing the entire document Requires entering a search later

10 mall mail box for operation, large for user! Number of kept s Multiple access, active processing (reply, delete,...) Archive Infrequent access, retrieval from archive Age in months Archiving policy (rule): all attachments older than 90 days

11 asy retrieval with Lotus Notes

12 omino.doc Archiving with Commonstore Domino.Doc Mail Other Workflow CommonStore Enabler for Domino.Doc CommonStore for Lotus Domino Electronic Archive IBM Content Manager or IBM Content Manager OnDemand or Tivoli Storage Manager

13 asy, automatic, and efficient: Policy-driven archival Available policies and criteria Time Document age Last modification data All old versions Only the most recent is kept in the Domino.Doc database Any Notes formula Flexible choice Simple setup Through Domino.Doc administrator Can activate each Domino.Doc document type separately for archiving/retrieval Automatic processing

14 Simple Indication After Archival

15 enefits Server backup Less time needed Enough time for other maintenance task Network Less load due to data reduction Avoids investing in additional bandwidth Workstations No local archives Data security and maintenance Operational costs Better manageable High availability and disaster recovery Becomes simpler and less expensive Performance System remains performant without additional investment Server environment Less new disks Less new CPUs User satisfaction Easy access, good performance Less worries about mail box size/quota

16 nterprise content management (ECM) Invoices, statements, reports Scanned Paper and fax Wireless & PDA ERP, SCM, CRM data -mail ffice ocuments & orrespondence Business Content in a Central Repository Portal / Browser Kiosk Audio, Video, Photo Web Content Call Center

17 BM key components for Enterprise content management DB2 Content Manager Central repository Client or Web access Link for Siebel and Peoplesoft DB2 Content Manager OnDemand Print file (spool file) archiving DB2 Records Manager Managing document retention and deletion DB2 CommonStore for SAP SAP ArchiveLink certified Data and document archiving DB2 CommonStore for Lotus Domino Link from Lotus Domino to DB2 Content Manager (OnDemand) Mail and applications DB2 CommonStore for MS Exchange Link from MS Exchange to DB2 Content Manager (OnDemand) Mail and public folders

18 hanks for your attention Further information at End

19 Commonstore for Lotus Domino Demonstration

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