Professional Archive Manager for Files

Transcription

1 Professional Archive Manager for Files Advanced Disaster Recovery and shorter backup times. Improved performance and compliance measures. Archiveaccess directly from the usual application.

2 Restoration of files without Restore. Up to 70% time- gain at the File Server Administration. Up to 80% more storage space on the source server. The new dimension for your File Server Management: 2 Why File Server Archiving? 3 How to keep your File Server slim. 4 Archivingmethods 5 Professional Archive Manager for Files architecture.. 7 Professional Archive Manager for Files administration tools. 9 Simply better for the user. 10 Technical data 1

3 Metalogix Software Corporation Administer files and registers safely and economically with Professional Archive Manager for Files. If 20 employees of a company create 10 Office documents per day, the central Microsoft File Server steadily fills up with approximately single documents in one year. A shared storage which cannot be maintained as it is unclear as to who is allowed to delete what and when.write once- Never delete? Why do you make such an effort to save files which actually nobody needs anymore? Approximately 80-85% of all saved files are older than six months and are normally not needed anymore. Nevertheless these files are saved by using different strategies and considerable technical effort which is both time-consuming and expensive.. Also the Restore of individual files is always a thrilling experience: Is the required file still available on a backup file? Can the storage mediumstill be read? Many companies do not realise what legal risks they take every day. While paper-based filing systems are stored in archives periodically to make room for new files, the electronic storage systems fill up with data. The data processing manager and administrator does not know how important individual files are and thus the file and register maintenance is handed over to the user. In many companies this necessary self-organisation results in documents which would have to be stored being deleted by mistake. This is a permanent risk if evidence has to be provided on demand. With Professional Archive Manager for Files your company is in a position to build up a reliable, high level File Security System which prevents all company relevant business documents from getting lost. 2

4 Professional Archive Manager for Files Professional Archive Manager for Files How to turn your file disposal into a slim file server again. How does archiving with Professional Archive Manager for Files work? With Professional Archive Manager for Files we provide you with an archiving solution for relocating files from the file server to inexpensive storage media. According to specific rules defined by the administrator Professional Archive Manager for Files scans the entered file servers and relocates archivable files to inexpensive storage media. Only a link remains on the original file server. In addition, the archived data can be stored on the archive medium in a compressed form which in turn optimizes the use of resources. Professional Archive Manager for Files supports Source- Filesystems: Microsoft Fileserver Workstation Harddisks EMC Celerra NetApp File Mover System When archiving a file on a new medium, an entry is made in a relational data base (Microsoft MSDE, MS-SQL 2000, Oracle) which serves as referencing for later access to the archived document. After the archival storage the memory requirements of a file in the MS File Server are reduced to 4 single Kilobyte!. Archiving process The storage itself is carried out by the HSM (Hierarchic Storage Management) Engine integrated in Professional Archive Manager for Files which accesses the designated storage media. Media such as: RAID, HDD, Jukeboxsystems, EMC Centera, HP RISS, NetApp, DVD, CD-ROM and SAN are supported. The archiving is carried out in simple, multiple or synchronous ways on different storage media. SIS Single Instance Store Often several employees save one and the same file (e.g. an MS-Power Point presentation) in different registers. In order not to archive file duplicates, Professional Archive Manager for Files checks whether identical files have already been saved by means of the Single Instance Method (MD5 check sum logic) and thus avoids multiple versions. Of course every employee can open and edit the document as usual if required. Automatic versioning If an already archived file is opened and edited by user, Professional Archive Manager for Files recognizes this and stores it as a new version in the next archiving process. Naturally old versions remain in the archive and can be opened by a user at any timevia an Add-In for MS File Explorer. 3

5 Metalogix Software Corporation Archiving methods for the Administrator Professional Archive Manager for Files is easily configured allowing the auto-mation of the archiving process and relieving the administrator of time consuming tasks. Organizations gain multi-faceted archiving possibilities with Professional Archive Manager for Files s extensive storage and retrieval preferences. Archiving methods include: General archiving conditions: Specify source medium Specify archive medium Data deletion protection in the archive for n-time Scheduled archiving Immediate archiving Compress files larger than n-kb Specify the maximum number of versions of a file Specify shortcut creation Additional archiving methods: Data that is marked as Archive, Read only, Hidden can be excluded from the archiving process. All document types OR only specific types can be included or excluded *.doc, *.jpg, *.xls, etc. Documents larger than n-kb Document last accessed more than n-days ago. Multiple archiving jobs can be applied to reduce administrative tasks even further. General settings and archiving exclusion criteria: In order for archiving jobs to run smoothly and efficiently, the general settings in Professional Archive Manager for Files are configured for storage optimization: General settings, reliability: To ensure the operational safety of the IT infrastructure, system files, user programs and security files should not be archived. Therefore, with general settings in the Professional Archive Manager for Files manager the Administrator can restrict certain file types and lists from entering the archive. When Professional Archive Manager for Files is installed, default settings are configured to disregard important system files from archiving such as *.exe and *.dll file types. If the Administartor wishes, they have access to change these settings and archive all files freely. General settings, file compression: Some files need not or cannot be compressed as they are already in a compressed format such as ZIP, RAR or JPG. Files such as these are not compressed in the course of the archiving process which accelerates the overall procedure. 4

6 Professional Archive Manager for Files FILE SERVER CAPTURE & PROCESS Professional Archive Manager for Files archives data directly from the corporate file server. Archiving jobs can be set-up and files can be archived from MS File server, EMC Celerra or NetApp File Mover storage systems onto one central archive. Files are archived in their original format onto the relevant storage media and replaced with a HTML link that refers to the centrally archived file. To improve high availability on the file server, multiple files can be archived onto several storage mediums simultaneously. The Professional Archive Manager for Files business logic service constantly monitors the file server to ensure the correct files are archived and applied through the relevant rule. Files and documents are directed to the HSM Service along with archive schema details (compression, retention times, storage media etc.). After the file is archived and a 4 KB archive link is left behind, it is stored in a relational database and is a reference that locates the archived file. EMC CELERRA NetApp Filer Microsoft Fileserver 5

7 Metalogix Software Corporation ARCHIVING LIFECYCLE CLE MANAGEMENT The HSM Archive service uses MD5 check sum to confirm whether there is already an instance of a file in the archive. This single instance storage technology prevents multiple documents saving in the archive. If pre-defined by the administrator, encoding (RC4 method) and compression can be applied to the document before the HSM Media service takes over. Document lifecycle is defined by archiving rules, when and how the document is stored whether online, nearline or off-line and when it is deleted. Integrated compliance logic ensures a document cannot be deleted from the archive until the retention time has expired. Archiving jobs can be set to store one document onto multiple storage media devices consequently supporting both high availability and disaster recovery policies. The HSM Media service manages the hardware connection between Professional Archive Manager for Files and storage systems. All current Windows and UNIX storage systems are supported by Professional Archive Manager for Files. GLOBAL FILE MANAGEMENT Manage multiple domains of Fileserver environments in different locations around the world. Create archiving jobs from remote servers and replace stored files using HTML shortcuts. Network flexibility and off site systems improve the adaptability of file archiving infrastructures. Via the web portal, archived files are easily accessible from worldwide locations. 6

8 Professional Archive Manager for Files Professional Archive Manager for Files Lifecycle Management Professional Archive Manager for Files Restore Management Every business record has a lifecycle. When a document is used infrequently in everyday business practice then it only needs to be stored on legislative grounds. Economical media management is required. In the lifecycle of a document two chief conditions are prevalent; either the document is stored short term for dynamic quick access and high availability or it is stored on cost effective compliant based long term storage units. The Hierarchical Storage Management (HSM) engine controls the document lifecycle process. Lifecycle jobs can predetermine when the document will transfer from online to nearline or offline media devices. Professional Archive Manager for Files standardizes the process. The task of restoring misplaced or deleted documents is a time consuming process for every administrator. Administrators are constantly required to restore data that have been misplaced. This is normally carried out by an expert, with the necessary knowledge and tools. The added expenditure from these unnecessary back-up tasks ensures the system is functioning well. When an administrator restores a document with Professional Archive Manager for Files, the archive link is immediately deleted and the original document takes its place. The production server remains in use and is uninterrupted by the restore process. The manual task of securing the backend is eradicated. 7 Archiving jobs can be configured in just a few minutes using the Professional Archive Manager for Files Admin tool. In just a few mouse clicks, Professional Archive Manager for Files can find and restore lost, deleted or misplaced documents.

9 Metalogix Software Corporation Professional Archive Manager for Files Compliance Management Professional Archive Manager for Files Admin Management The increased regulations and requirement to inspect corporate documents is becoming more and more common. Files archived from the Professional Archive Manager for Files application are protected from unauthorized manipulation. Using retention times, they can be stored for a set amount of time before being copied to other storage media or deleted. The deletion of the file is only possible by the system administrator and when the retention time has expired. Professional Archive Manager for Files accurately configures and supports all storage media types including WORM, UDO, EMC Centera and NetApp Snaplock. Straight forward control of the archiving process with the simple interface and of the Professional Archive Manager for Files Manager. The management tool displays detailed information of all archived files and documents. The start and end date, current state and activity as well as versions of each document are viewable from inside the application. The administrator has the authority to give user rights to access and edit the archive. These sub administrators or super users can have varying access rights with archiving functionality but they cannot delete rules. If a document is updated or edited, Professional Archive Manager for Files recognizes this and automatically creates a new version of the document to ensure any discrepancies are recorded. Traceability and transparency of significant business records is essential. Critical documents archived through Professional Archive Manager for Files are protected from loss and manipulation. Legal management and monitoring tools reduce the operations expenditure on maintaining the archive. 8

10 Professional Archive Manager for Files Professional Archive Manager for Files has no effect on the end user. There is no user training for the end user. They retrieve archived files and documents in the same way as non archived ones. The only changes are how the user recognizes that a file is archived in their file explorer. There are two ways: The file information is displayed in blue. The file icon is slightly altered. Documents are opened by simply double clicking. As soon as the document is accessed by a user the file is instantly located and retrieved. 9

11 Metalogix Software Corporation Operating Environment Professional Archive Manager for Files Server platforms MS-WIN 2000, 2003 Storage Operating Systems (Metadata and files) MS-WIN 2000, 2003, UNIX via SAMBA, HP-UX, IBM AIX, SUN Supported Storage Network Technologies SAN, NAS, CIFS Supported Source File Server Systems Microsoft Fileserver Systeme EMC NetApp Celerra File Mover OnTap Filer Storage Media Support Storage Media: Magnetic Storage Media: Optical Storage Media: Magnetic with WORM functionality WORM Software Jukebox Tape RAID, HDD, EMC-Celerra CD-R, CD/RW, DVD, MO, UDO EMC Centera (CAS), NetApp (SnapLock), IBM DR550, HP FSE IBM Tivoli Storage Management (ITSM) und HP RISS Devices with PEGASUS, AMASS oder PoINT driver Devices with IBM TIVOLI support. Database Support HSM Library (Archive metadata) Microsoft SQL Server, ORACLE HSM Archiving Administration Archive Engine Single Instance Storage Multiple Saving Encryption & Compression Lifecycle Management Archiving Limit HSM Admin Tools (HSMADMIN) for the easy management of HSM Archiving options and lifecycle. HSM Archive Schema Manager (SM) for simple control and creation of enterprise wide archives. HSM Single instance Storage (SIS) avoids multiple saved identical files. Using MD5 and bit-wise document comparison. HSM Multiple Saving allows for a single document to be stored parallel onto more than one storage media. Method RC4, method zlib in the gzip format Move, edit, delete archived documents through retention policy or manually by the administrator. Indefinite Archiving Methods and Jobs Archive Jobs Limit Archiving Archive by Indefinite Scheduler or Manually All or certain file types *.doc, *.jpeg,.., Archiv, Read only, Hidden and/or all files bigger than n-kb and/or all files older than a certain date and/or all files in a specific folder Exceptions Fileextension (*.exe, *.dll, *.bin, *sys, *.com,...) and Files Server x, Folder y Retention Time Specified time limit for stored files (Compliancy) 10

12 Metalogix Software Corporation Suite East Cordova Street Vancouver, BC V6A 0A5 Canada Phone: All Rights Reserved, including all rights concerning reproduction, copying or any other use or transmission of this document and its contents or parts of it. No part of this publication may, no matter in what form, be reproduced without written permission by Metalogix Software Corporation, passed on to third parties, edited by electronic retrieval systems, copied, distributed or used for public presentations. Metalogix Software Corporation reserves the right to change and update the content at any time. All data shown on screenshots is solely for demonstration purposes of the software. Metalogix Software Corporation is not responsible for this content. Microsoft, Microsoft Windows and the names of other Microsoft products are registered trademarks of Microsoft Corporation. All Rights Reserved. Other product names are being used for identification purposes of products and can be registered trademarks of the according manufacturers.