A CommVault White Paper CommVault Simpana 9 Information Governance A Step-Wise Approach to Better Information Access and Retention Simon Taylor Senior Director Information & Access Management
Contents Information Governance 3 Simpana 9 Information Governance Framework 3 Capabilities That Count 5 There s Something in it For Everyone 6 Divide and Conquer by Stealth 7 The Proof is Out There 8 Conclusion 8
Information Governance Understanding the value of your information is critical for modern organizations. Delivering incremental approaches that organize and relate information to real business problems and initiatives is the only way to keep pace with today s competitive landscape. The past 30 years have seen many different approaches to information management that ultimately end in the same way with separate silos of information created to suit different business purposes without a thought for cohesion or unification. These solutions were built on vendor product portfolios with little integration or insight into the whole picture. Traditional approaches are now set to change with the introduction of Information Governance. Information Governance is a concept that pulls together key capabilities that organizations need in order to manage risk, improve efficiency and ultimately improve the value of their information. It s about revolutionizing the way organizations build and implement an overall information management strategy, one that s focused on delivering incremental benefit without compromising end-user productivity and access. Enter CommVault Simpana 9 for Information Governance. Simpana 9 Information Governance Framework Information Governance is predicated on the need to better organize information for particular business outcomes. Simpana 9 software s Information Governance platform is no exception deriving management of information records from its industry leading approach to data acquisition. Simpana software s broad data management capabilities capture all copies of important business records, regardless of the source, to ensure that the foundation for good information management is unified from the outset. Simpana 9 Information Governance is built on an underpinning structure with truly integrated information management capabilities. The Governance Framework also enables flexible and agile Retention Lifecycle Management (RTM) from cradle to grave. Access to information is provided through industry leading index and search capabilities that span the enterprise to deliver content-driven mining of information in a non-invasive, bottom up approach. Information owners and knowledge workers are brought closer to information assets with Simpana 9 using automated workflow and collaboration tied to their roles and the way they classify records. Early warning and breach management is provided for private and sensitive assets using Simpana 9 entity intelligence. 3
The framework itself breaks down into 5 key solution pillars. Each pillar can be considered an essential step towards achieving true end-to-end Information Governance: I N T E L L I G E N T N A V I G A T I O N & M I N I N G C L A S S I F I C A T I O N & R E T E N T I O N P R E S E R V A T I O N & E X P O R T A U T H E N T I C A T I O N & E N C R Y P T I O N Retention Lifecycle Management Enterprise Search ediscovery and Compliance Workflow Privacy Violation Management Records Declaration U N I F I E D D A T A A C Q U I S I T I O N G L O B A L D E D U P L I C A T I O N BACKUP COPY ARCHIVE COPY REPLICA COPY INGEST COPY CLOUD COPY Figure 1: CommVault Simpana Information Governance Framework Enterprise Search. There are few search solutions today that can help you find information when you don t know what you re looking for. The nature of today s searches is often very speculative. Simpana 9, Enterprise Search and Information Mining not only deliver unparalleled speed and scalability of search but allow users to intelligently navigate and mine into unstructured search data sets. Users can search based on meaning and the characteristics of the information itself, including frequently used keywords and phrases, distributions of content across date ranges and use of files and attachments. The mining techniques in Simpana 9 have been uniquely designed to improve end-user efficiency when searching and as a result significantly reduce the amount of time it takes to find information. Searches usually occur against defined criteria within a restricted time period that results in fines or damages for non-responsiveness. Information workflow. Aligned specifically to the needs of ediscovery workers and compliance officers in regulated industries, Simpana 9 moves unstructured information based on automated and manual rules to review, classify, and supervise to reduce overall risk and significantly improve efficiency. At the same time, Simpana 9 delivers key capabilities for single-click, automated legal preservation and data export in relation to ediscovery. 4
Privacy Breach Management. Simpana 9 provides early warning of privacy issues by identifying and supervising key information entities. Entities include the use of Social Security numbers, credit card numbers and a whole host of other predefined patterns that are immediately recognized, and managed with workflow to key security and compliance individuals to reduced information risk. Records Declaration. This ensures that important business records finally have a long-term home. Supporting both ingestion ( in ) and placement ( out ) as well as Simpana software s own records virtualization and retention capabilities, records can now be consumed from third party sources including leading ERP systems to be efficiently managed and retained for their lifetime. They can be brokered to integrated service and information cloud providers, including Iron Mountain and Microsoft Windows Azure. Assets indentified by Simpana software as previously unknown but valuable business records can be automatically mapped and placed into records taxonomies within systems including Microsoft SharePoint Records Center for easy collaboration and information sharing. All this means a flexible and adaptable approach that can easily change as your business requirements change. Retention Lifecycle Management. Simpana RTM is a modern development of traditional values of Information Lifecycle Management. Simpana 9 delivers on RTM by providing policy driven approaches to the granular deduplicated retention of records. In other words, Simpana 9 can preserve records of business, deduplicate them from the source, classify and align them to retention policies. Records are managed from a single source across all locations, media and public or private clouds from the cradle to grave. Capabilities That Count To shelter Simpana software s strong foundation and five pillars of solution from the turmoil and storms of the modern information management world, core capabilities are required to deflect the challenges of information governance. The Simpana Information Governance Framework incorporates 4 key layers of shielding that provide purpose built capabilities for information retention and access management. The layers are structured in collections that provide the most impact when governing information as follows: Authentication and Encryption ensures every record object managed by Simpana 9 has a number or is uniquely identified and authenticated using specific algorithms. Security is enhanced whether stored onpremise or pushed across to the cloud by five levels of encryption that is certified and authenticated to worldwide standards, including US FIPs compliance. Preservation and Export is provided to ensure the secure management of responsive records for data preservation holds in connection with legal discovery as well as management in relation to a privacy breach. Support for standard industry data download formats ensures seamless integration with external information targets as well definitions for information interchange include the EDRM XML. 5
Classification and Retention organizes, tags and aligns records to a meaning driven collection that provides the virtual management of information that can be navigated and accessed by appropriate business units. Specific groupings of records identified by classification tags or metadata ascertained from the method of acquisition are aligned to flexible policies for retention and disposition. Intelligent Navigation and Mining is enabled through a unified web portal, customizable to the needs of different users with specific capabilities that encourage the mining of information from feedback given about the distribution of content in search results. The results of information searches, common classification schemas and information collections can be intuitively shared amongst peers and related information stakeholders virtually across the enterprise. There s Something in it For Everyone With the Simpana 9 Information Governance Framework there literally is a benefit for every person that interacts with information across the Enterprise. In fact, organizations usually have many projects on the go that relate to information governance. However, many of these projects are managed and delivered in isolation of each other even though they have common goals in mind. The Simpana 9 platform unifies these objectives to deliver a range of measurable benefits including cost reduction, improved less risky processes and compliance with industry specific directives, legal procedures, and legislation. The following chart highlights some of the key stakeholders in managing information and what they can expect in terms of benefits from Simpana 9 including: CIO Reduced long-term cost of retaining information with improved business access. Records Manager Compliance with company polices and improved records organization. General Counsel/Legal Single-click legal preservation for reduced litigation risk and customizable evidence management to suit company specific legal processes. IT Manager Excellence in infrastructure and resource operational efficiency with flexibility in storage management today and for the future. Human Resources Improved employee & company records retention, with ease of corporate access in cases of dispute resolution. Compliance Officer Conformity with industry regulations on records retention with adaptable supervision and monitoring of exposure events. Application Admin Ease of application management reducing the burden of business access and retrieval of key information records. Knowledge/Search Worker Intuitive role based access to information through a virtualization of information records across the enterprise enabling improved sharing of workgroup content. 6
Divide and Conquer by Stealth CommVault Simpana software s strategy to Information Governance is designed from the outset to deliver maximum benefit in simple steps without introducing complex process change or invasive software in production environments. Put simply it relates, organizes and retains information assets across the enterprise through a simple bottom up approach. It s different from other solutions for two main reasons. Firstly it governs information from a stealth approach to information ownership rather than a top down approach that just considers visibility to information assets. The top down method simply doesn t cut it because while it provides access and collaboration, to effectively align and retain records you still need to acquire to control. In short to govern information you need to own information. That s why many records management solutions have in the past focused on encouraging the workflow of records to a new records repository. There is also a problem here as well since as the user is the main part of the workflow there is no guarantee that all records find their way to the destination. What makes CommVault Simpana 9 revolutionary is that it is already managing the records via one of its unified forms of acquisition or even through records promoted directly to it via its new service connectors. The result records ownership without relying on the end user. Secondly, and probably the biggest consideration with the CommVault Information Governance Framework is that it is specifically focused on a subset of the broader requirements of Information Management. We chose to do this because of the amount of change that has to occur in organizations to implement complete Information Management strategy. Think GRC, DLP, Rights Management or KM and you re head will soon start spinning. Simpana 9 Information Governance in contrast is more real and can be delivered in incremental steps that deliver a fast track approach to measurable benefit. The process above is a good example; pick a form of acquisition, switch on index and classification, access, mine & manage in Simpana 9 or declare and deliver to a information records to appropriate destinations or extend to the cloud. Problem solved. 7
The Proof is Out There A key component of any information governance solution is the ability to adapt to changing compliance requirements and policies over time. InfoReliance Corporation is now able to keep pace with these everchanging requirements using Simpana [software]. The single platform architecture for the management and access of all active and passive data has helped us control costs, reduce our labor footprint, and mitigate information risk. InfoReliance Corporation, Washington DC Here at the Department of Public Safety, CommVault is protecting mission critical data. Having real-time access to that data allows the Department to make informed decisions that help protect Colorado and its roads. With CommVault, we re not only able to reduce our IT overhead and save tax dollars, we are also able to save lives. Colorado Department of Public Safety, Denver, CO Conclusion All together the Simpana 9 Information Governance Framework delivers a step-by-step approach that enables organizations to move steadily and measurably to a unified information management solution focused on retention and access. All of this is achieved without invasive or restrictive processes and traditional procedures for the that subsequently prohibit essential access to business information by individuals. Simpana 9 offers the following Information Governance benefits: n Retain unstructured records aligned to flexible policies n Manage ediscovery, preservation, and workflow n Reduce privacy breaches and exposure events across the enterprise n Keep down the cost of information retention and access n Conform to legal and industry directions on information retention and process Or perhaps you just simply want to give users intuitive access to information across the enterprise, then Simpana 9 is for you. Ask yourself the question what s in it for me and you will see Simpana 9 is both revolutionizing and defining the way organizations quickly and efficiently adopt better Information Governance. www.commvault.com n 888.746.3849 n E-mail: info@commvault.com CommVault Worldwide Headquarters n 2 Crescent Place n Oceanport, NJ 07757 n 888-746-3849 n Fax: 732-870-4525 CommVault Regional Offices: United States n Europe n Middle East & Africa n Asia-Pacific n Latin America & Caribbean n Canada n India n Oceania 1999-2010 CommVault Systems, Inc. All rights reserved. CommVault, CommVault and logo, the CV logo, CommVault Systems, Solving Forward, SIM, Singular Information Management, Simpana, CommVault Galaxy, Unified Data Management, QiNetix, Quick Recovery, QR, CommNet, GridStor, Vault Tracker, InnerVault, QuickSnap, QSnap, Recovery Director, CommServe, CommCell, SnapProtect, ROMS, and CommValue, are trademarks or registered trademarks of CommVault Systems, Inc. All other third party brands, products, service names, trademarks, or registered service marks are the property of and used to identify the products or services of their respective owners. All specifications are subject to change without notice. 8