The IBM Archive Cloud Project: Compliant Archiving into the Cloud

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1 Christian Bolik, IBM Research & Development, November 2010 The IBM Archive Cloud Project: Compliant Archiving into the Cloud (...or in German: Revisionssichere Ablage in der Cloud)

2 Disclaimer Copyright IBM Corporation All rights reserved. U.S. Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp. THE INFORMATION CONTAINED IN THIS PRESENTATION IS PROVIDED FOR INFORMATIONAL PURPOSES ONLY. WHILE EFFORTS WERE MADE TO VERIFY THE COMPLETENESS AND ACCURACY OF THE INFORMATION CONTAINED IN THIS PRESENTATION, IT IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. IN ADDITION, THIS INFORMATION IS BASED ON IBM S CURRENT PRODUCT PLANS AND STRATEGY, WHICH ARE SUBJECT TO CHANGE BY IBM WITHOUT NOTICE. IBM SHALL NOT BE RESPONSIBLE FOR ANY DAMAGES ARISING OUT OF THE USE OF, OR OTHERWISE RELATED TO, THIS PRESENTATION OR ANY OTHER DOCUMENTATION. NOTHING CONTAINED IN THIS PRESENTATION IS INTENDED TO, NOR SHALL HAVE THE EFFECT OF, CREATING ANY WARRANTIES OR REPRESENTATIONS FROM IBM (OR ITS SUPPLIERS OR LICENSORS), OR ALTERING THE TERMS AND CONDITIONS OF ANY AGREEMENT OR LICENSE GOVERNING THE USE OF IBM PRODUCTS AND/OR SOFTWARE. IBM, the IBM logo, ibm.com, DB2, WebSphere, and FileNet P8 are trademarks or registered trademarks of International Business Machines Corporation in the United States, other countries, or both. If these and other IBM trademarked terms are marked on their first occurrence in this information with a trademark symbol ( or ), these symbols indicate U.S. registered or common law trademarks owned by IBM at the time this information was published. Such trademarks may also be registered or common law trademarks in other countries. A current list of IBM trademarks is available on the Web at Copyright and trademark information at 2 IBM Archive Cloud for Financial Services

3 Agenda Benefits of Cloud-based Archiving Introducing the IBM Archive Cloud (name subject to change) Architecture of the IBM Archive Cloud Usage of the IBM Archive Cloud What s next 3 IBM Archive Cloud for Financial Services

4 Advantages of a Cloud-Based Archive Traditional Point Solutions Repeated fixed cost to manage each system Backup, DR, etc. Multitude of user interfaces Independent silos make it difficult for users to find information Duplicated information Inconsistent retention and security policies No common way of doing ediscovery or legal hold Cloud-Based Archive Common taxonomy for all information Consistent and controlled users access Compliant retention management and security Full indexing and ediscovery of content Lower cost because of economies of scale Predictable expenditure thanks to the utility-price model 4 IBM Archive Cloud for Financial Services

5 The benefits and value of the Archive Cloud address the top three drivers for archiving within Financial Services Costs Enterprise de-layering Total OPEX reduction (10% to 20%) Stabilized Capital Improved energy efficiency and idle time Managed Service Core Information as an asset Utility Price Model Operations Improved business resiliency Improved Client Experience Improved access to timely information for accurate decision making Improved response time Document management enhancement Indexing Ease of access via portal Compliance Compliance with new regulations Improved corporate governance Improved transparency Enhanced data classification, retention and access for regulatory purposes ediscovery, Legal Hold Increased security, reduced risk 5 IBM Archive Cloud for Financial Services

6 The Archive Cloud is a secured, managed service for client specific content stored in a virtual private cloud hosted in IBM s data centres. Cloud Archive provides a secure, reliable and fast archiving solution, with the ability to effectively index, search, retrieve, and track client specific content in a digitized form. IBM Financial Archive Cloud Centralized Repository It delivers reduced overall archiving/retrieval TCO to the bank, adherence to privacy and archiving regulation, enables information to become a core asset, and is supported by comprehensive reporting on security and access of data. Disparate and diffused content IT IBM domain Business Users Litigation Support Corporate Legal Client domain 6 IBM Archive Cloud for Financial Services

7 Typical Use Cases for Archiving Long-term storage of artifacts from business processes Statements, customer correspondence, scanned documents and other content Archiving and indexing of file system content across the enterprise This can free-up space, reduce backup costs, reduce storage required through de-duplication Another key benefit of this is to take content from a business silo and make it broadly available within a company Archiving of statements, reports, confirms, transaction logs etc. This is a typical OnDemand product use case Bulk-loading of content from tapes that need to be recopied Storage-intensive archival such as images, taped phone conversations, etc. Archiving of and other collaborative content (future version) 7 IBM Archive Cloud for Financial Services

8 Types Of Content Supported By The Archive Cloud In-Scope for pilot release Statements, confirmations, external customer correspondence Office and business documents (PDF, Word, Excel, etc.) Scanned Images Check Images Other static content Potential for future inclusion Structured/database documents (e.g. SAP, Optim etc.) Collaboration documents (SharePoint and Notes) Desktop/Laptop archival (e.g. when a user leaves the company) Active Content (general ECM) 8 IBM Archive Cloud for Financial Services

9 Loading Content Into The Cloud Three Options A batch interface for bulk loading content normally used for reports, statements, batches of images, etc. A web-browser GUI for uploading ad-hoc content Custom options, which can be implemented through services, are also possible IBM Content Collector can be installed at the customer site to perform policy-driven archival from multiple sources File Servers Microsoft SharePoint Servers Lotus Databases (eventually, when this support is added to Archive Cloud) 9 IBM Archive Cloud for Financial Services

10 Managing Content in the Cloud Most content is stored in IBM FileNet Content Manager into a taxonomy (file plan) defined by, or jointly with, the customer All non-image content is full-text indexed to enable searching and ediscovery Document metadata is indexed for all types of content All content is declared as a record with IBM InfoSphere Enterprise Records Retention is controlled through the file plan An audit log of all operations is produced Statement, report and check-image content is stored into OnDemand This content is not declared as a record but is retention managed directly by OnDemand Security is provided through the customer s LDAP server High Availability and Offsite Disaster Recovery Content can be efficiently accessed by large numbers of users 10 IBM Archive Cloud for Financial Services

11 Administrative Portal A single Web- and Ajax-based GUI for all administrative tasks Classification and Taxonomy Document metadata and retention management Workload management & batch processing Systems Management, including access control, monitoring and reporting 11 IBM Archive Cloud for Financial Services

12 End User Access to The Cloud Via a Web-based GUI for accessing documents Provides search, folder navigation, retrieval and viewing of documents Can be used to upload selective documents Access to the cloud can also be enabled in customer applications or portals via custom services 12 IBM Archive Cloud for Financial Services

13 ediscovery and Legal Hold IBM s ediscovery Manager services are exposed from the Cloud enabling customers to: Perform sophisticated searching Manage documents by case Put documents on hold Export documents so they can be reviewed with IBM ediscovery Analyzer or third-party tools 13 IBM Archive Cloud for Financial Services

14 Cloud Service Delivery Models Enterprise Data Center Private Cloud Enterprise Data Center Managed Private Cloud IBM operated Enterprise Enterprise Hosted Private Cloud IBM owned and operated Enterprise A Enterprise B Enterprise C Shared Cloud Services User A User B User C User D User E Public Cloud Services Enterprise owned Either enterprise operation or 3 rd party Fixed price or time and materials services Internal network 3 rd party owned and operated Centralized, secure delivery center Fixed price, time and materials, or pay as you go Internal network Mix of shared and dedicated resources Shared facility and staff Pay as you go VPN access or public internet Shared resources Elastic scaling Pay as you go Public internet Dedicated assets Dedicated assets 14 IBM Archive Cloud for Financial Services

15 IBM Premise Customer Premise IBM Archive Cloud Architecture Docs Files images ediscovery GUI End User GUI Customer Admin Legal Discovery & Case Mgmt Interactive Doc Access Secure Batch Upload Virtualization used to separate tenants ediscovery Manager DB2 IBM ECM Web2.0 UI FileNet CM & RM IBM OnDemand Websphere Staging Area (SFTP) GPFS for Storage Virtualization Batch Load AC Admin Portal IBM Cloud Mgmt Platform SAN-attached Storage 15 Standard IBM Product IBM Archive Cloud for Financial Services New Software Components

16 Archive Cloud Multi-Tenancy Design 16 IBM Archive Cloud for Financial Services

17 Block Storage Consolidation and Virtualization * *IBM System Storage SAN Volume Controller 17 IBM Archive Cloud for Financial Services

18 Introducing IBM s General Parallel File System (GPFS) Data is striped accross shared local disks (e.g. SAN) or NSD servers Metadata is maintained by all servers in the cluster File locking is distributed accross the servers in the cluster Excellent performance and scalability for large amounts of data Very flexible configuration Proven and mature high availability concepts, even for site disaster GPFS cluster nodes Storage Area Network Block Storage 18 IBM Archive Cloud for Financial Services

19 Usage of the IBM Archive Cloud Client determines their archiving requirements (optionally jointly with IBM) Expressed as a set of SLOs (Service Level Objectives) Outlines retention management needs of content via a hierarchical file plan After agreement reached, client subscribes to the Archive Cloud service IBM instantiates this client s Archive Cloud service IBM sends the client an with a link to the service s Administrative Portal The client performs initial configuration of their Archive Cloud service via the Portal in 3 easy steps (see following slides) 19 IBM Archive Cloud for Financial Services

20 1. System Configuration Either configure the Archive Cloud to replicate a subset of the client s user directory into the Cloud s LDAP server Or create users and groups as needed directly in the Cloud s LDAP server Assign administrative roles to user and groups Configure notifications ( or SNMP) for specific events in the service s operation 20 IBM Archive Cloud for Financial Services

21 2. Configuration of the Service s Data Model Configure required retention policies Assign retention policies to record categories making up the file plan (taxonomy) Create document classes and properties to define the metadata of content archived into the cloud Associate a record category with each document class for default retention management Retention Policy Record Category Document Class 21 IBM Archive Cloud for Financial Services

22 3. Definition of Batch Loader Tasks The Batch Loader processes batch files uploaded by the user to the Cloud s SFTP server: Determines validity of the batch file Verifies references document classes, record categories, etc. Loads contained content into the repository, filing it under the specified document class and record category Optionally, Batch Loader tasks may be configured to execute on a regular schedule Reports of past Batch Loader runs are accessible from the Admin Portal 22 IBM Archive Cloud for Financial Services

23 Monitoring Batch Loader Tasks Users may upload batch files to the Cloud s SFTP server These will be processed by the Batch Loader, as specified in defined Batch Loader Tasks Currently executing Batch Loader tasks may be monitored using the Admin Portal s Dashboard The Dashboard will also be used to monitor capacity utilization, document statistics, and index statistics 23 IBM Archive Cloud for Financial Services

24 What s next? Partner with IBM on a pilot to demonstrate how the Archive Cloud could help you address the Archiving challenge IBM Investment + Your investment = Greater Value Development of ECM Archive and Records Management Cloud solution Domain expertise in ECM product solution Expertise in application of IT for Financial Services industry IBM s global delivery centers Access to IBM thought leadership for cloud computing and archiving Executive sponsor with ability to influence solution adoption Commitment of appropriate staff to support pilot Realistic archived static content for demonstration and testing Willingness to publicize pilot success and move to production quickly with greater volume Time to market: Get the Archive Cloud solution up and running quickly Address the top three Archiving challenges: cost savings operational efficiency, regulatory requirements Demonstrate the value of applying advanced IT and cloud computing to archived content 24 IBM Archive Cloud for Financial Services

25 THANK YOU! 25 IBM Archive Cloud for Financial Services

26 BACKUP 26 IBM Archive Cloud for Financial Services

27 High-Level Components of the Archive Cloud solution stack Customer End User GUI Customer Admin GUI Customer Applications Archival Services Admin Search/Retrieve ediscovery Upload Billing/Reporting Discovery Tool Repositories Database Storage 27 IBM Archive Cloud for Financial Services

28 Bulk Import Into the Archive Cloud IBM Premises Client DMS CIFS NFS FTP Staging Area Batch Loader: Preprocess, Ingest Archive Repository IBM Cloud 28 IBM Archive Cloud for Financial Services

29 Archive Cloud s GPFS-Based Storage Design 29 IBM Archive Cloud for Financial Services

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