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Growth of Large Data and Archiving

and How it Benefits Compliance

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Teaming with Dolphin

 Focus: SAP Customer Only

 Proven, SAP-certified solutions for the SAP customer leveraging SAP technology

 Stature: 1/3 of all Fortune 100TM companies running SAP are Dolphin customers

 Stability: Private, employee owned; independent of other stakeholders

 Growing: Double-digit growth year over year for last 5 years

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Governance/Audit teams plays a large role in reducing risk

 Risk are higher due to the: explosion of data, retention time, policies and meeting legal/audit environment changes

 Compliance

– Regulatory and privacy compliance with PII, PCI DSS…(also includes data at rest or archived)

– Compliance audits – Tax, Sarbanes-Oxley, Financial

– Lawsuits

– Update Compliance Policies and procedures due to new data and tools

– All regulation have similar goal. A call for information and records to be

Why should Audit, Control & Governance Care about data growth, compliance and archiving

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SAP databases are inherently large

 With the buzz is on “Big Data” which includes analytics and other areas, as:

– Data needs to be kept for longer periods of time to support audit and compliance activities

– More data is being produced and business needs access to the data without effecting the system it is on in order for more efficient reporting

– ‘Large Data,’ is holistic to the system/business data and allows for an expanded view it can provides (can have PCI, PII… issues)

– Technologies are able to display larger grouping of data to wider audience (including those outside of your business)

Why should Audit, Control & Governance Care about data growth, compliance and archiving

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What is Large Data – Our definition

 Data Growth that affect performance as well as open up compliance risks

 Voluminous amount of unstructured and semi-structured data a company creates and gathers and the integration of data from

various sources, both traditional and non-traditional, in order to obtain better insights into customers, prospects, market opportunities, and corporate performance (wikipedia)

 With new technology (such as BI and HANA and others), companies are now able to use the data in new ways

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Why should Audit, Control & Governance Care about data growth, compliance and archiving (cont’d)

 Large data can cause performance problems and other issues for businesses and can open-up compliance risk.

 Increased dependency on GRC (governance, risk management and compliance) data and change management and audit tool sets, can lead to databases build up.

 The financial cost of large data

- Decreased performance can cause business slowdowns

- Lack of responsiveness to suppliers and vendors

- Missed opportunities to lower costs

- Increase in storage costs

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Data Consumption Outgrows Technology

ERP Volume / Year

Higher level of

control and automation

Increasing complexity

More regulations

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Impact for Customers

In-memory technologies like SAP HANA

will dramatically improve performance for

analytics of very large data sets.

They will also increase cost of ownership,

and can increase the risk for compliance

requirements so a careful consideration

of the value of information is key.

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What is SAP Data Archiving – Our definition

 Data Archiving is an SAP-defined process used to ‘move’ large

volumes of data, that are ‘business complete’ and no longer “active”, from a production database and stores the data in a format that

allows for data retrieval and analysis when needed.

 The emphasis here are on “moving” and “storing” SAP data. We know that if a database is left to grow unmaintained, there is a possibility of having performance bottlenecks and high database maintenance cost.

 One of the ways to maintain the database is to move static data yet keep it very accessible. For the archiving process to be complete, data has to be stored using a defined method. Also removing data when it has reach it end-of-life to meet with Compliance and policies

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What can be done and why

Have Governance, Audit and Controls have understand

of Archiving and Archiving projects

Add archiving software for retrieval of the archive data on

an SAP module by module basis

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Data available in its original format for audit and compliance

Data attaining end-of-life cycle can go through a

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Data Governance and Projects

 Too often Governance, Compliance and/or Audit may not be involved in projects and changes in companies, until after they have gone into effect or until these groups are affected

 Governance, Compliance and Audit should be involved in project to understand the effect of the project and risk associated with it

- New Tools and New Data (including new types and sources)

- New data and how it affects “Compliance Strategies and

Policies/Procedures”

- Risk with how Data will be used, stored and destroyed

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Archiving Supports Governance and Audit

 When data is “Archived” it is moved from the Database to another storage area – but is still available – but controlled

 When it is “Archived”

- It can no longer be changed

- Periods on financial data can no longer be opened to change data

- It can be controlled using security

- It is easier to manage for retention policies without affecting the database

- It is compressed and stored on lower cost storage so there is cost savings

 Compliance

- Archiving does not support PCI, PII and other compliance unless the same rules are placed for data at rest (such as encryption)

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Data Growth Challenge and Costs

Costs increase

Performance

decreases

Co

sts

/

TCO

Costs Performance

Performance

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Why don’t we see IT budgets coming down?

**Cost for Performance and Storage

vs Budgets

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 Secure long-term retention required audit and other business needs

 Transparent access to archived data

 Fast retrieval performance for business users (included Audit)

 Lower cost of storage

 Support of compliance constraints - Stronger policies

- Enforces procedures for data purges – with appropriate controls in place

(i.e. legal holds)

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Data Archiving Value Proposition

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Data Archiving Value Proposition

Savings in archive storage

through:

 Compression: ~ 10x

 Single Instance storage: 2x – 5x

 Less expensive hardware: 2x – 4x

Additional benefits

 Improved online performance

 Shorter backup/restore times

 Faster system refresh

more than 95% savings on

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Archiving Technology can solve compliance issues and deliver lower total cost of ownership (TCO)

 Key ingredients for an efficient archiving solution:

Component Benefit

Transparent access to archived information

Overcomes resistance with data owners as both business and audit/compliance data is available

Modern archive storage architecture

Fast access and retrieval, low total cost of ownership

Total Solution Support Data and Documents from all SAP systems in one system so compliance controls can be applied to data at rest in one location Automation of archiving and

purge process

Ensures archiving activities are performed in a timely manner, eliminates operator errors.

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Summary

 GRC groups are stakeholders in SAP archiving strategy

- GRC Groups and/or Governance usually in control of when data is “purged” and needs to sign off

- Are in control of compliance issue based on data either in database or at rest

 Governance, Audit and Compliance Groups have many things to consider with “Large Data” and new technology; archiving audit and compliance data is start

- Affect on current Governance and Compliance policy and procedures

- Cost of Large Data being produced by business as well as for audit and compliance purposes

- New policies and procedures many be need and old procedures should be enforced (i.e. purge of data)

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For more information:

contact@dolphin-corp.com www.dolphin-corp.com

888.305.9033

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How Archiving can support Audit

What is the health check

To provide clients with a Report Card of Key Performance

Indicators (KPI's) for their SAP Systems performance,

steady state design for managing capacity and specific

areas for cost management, reduction and avoidance and

to see if archiving procedures align with developed

archiving processes.

Figure

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References

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