Professional Archive Manager for Files

Advanced Disaster Recovery

and shorter backup times.

Improved performance

and compliance measures.

Archiveaccess directly

The new dimension

for your File Server Management:

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Why File Server Archiving?

3

How to keep your File Server slim.

4

Archivingmethods

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Professional Archive Manager for Files architecture..

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Professional Archive Manager for Files administration tools.

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Simply better for the user.

If 20 employees of a company create 10 Office documents per day, the central Microsoft File Server steadily fills up with approximately 50.000 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.

Administer files and

registers safely and economically

Professional Archive Manager

for Files

How to turn your file disposal

into a slim file server again.

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.

How does archiving with Professional Archive Manager

for Files work?

Archiving methods

for the Administrator

Organizations gain multi-faceted archiving possibilities with Professional Archive Manager for Files’s extensive stor-age 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.

FILE

FILE SERSERVERVER CCAPTUREAPTURE & PROCESS& PROCESS

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. 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.

EMC CELERRA

NetApp Filer

Microsoft Fileserver

ARCHIVING

ARCHIVING LIFECLIFECYYCLECLE MANAMANAGEMENTGEMENT

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. Archiving jobs can be set to store one document onto multiple storage media devices consequently suppor-ting 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.

Document lifecycle is defined by archiving rules, when and how the document is stored whether on-line, 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.

Manage multiple domains of Fileserver environments in different locations around the world. Create archi-ving 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.

GLOBAL

Professional Archive Manager

for Files

Lifecycle 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 legis-lative 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.

Professional Archive Manager

for Files

Restore Management

The task of restoring misplaced or deleted docu-ments is a time consuming process for every admin-istrator.

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 uninter-rupted by the restore process. The manual task of securing the backend is eradicated.

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.

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.

Professional Archive Manager

for Files

Compliance 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 delet-ed. 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.

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.

Professional Archive Manager

for Files

Admin Management

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.

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.

Professional Archive Manager for Files

has no effect on the end user.

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 Celerra File Mover

NetApp OnTap Filer

Storage Media Support

Storage Media: Magnetic RAID, HDD, EMC-Celerra Storage Media: Optical CD-R, CD/RW, DVD, MO, UDO

Storage Media: Magnetic with WORM functionality EMC Centera (CAS), NetApp (SnapLock), IBM DR550, HP FSE WORM Software IBM Tivoli Storage Management (ITSM) und HP RISS Jukebox Devices with PEGASUS, AMASS oder PoINT driver

Tape Devices with IBM TIVOLI support.

Database Support

HSM Library (Archive metadata) Microsoft SQL Server, ORACLE HSM Archiving

Administration HSM Admin Tools (HSMADMIN) for the easy management of HSM Archiving options and lifecycle.

Archive Engine HSM Archive Schema Manager (SM) for simple control and creation of enterprise wide archives.

Single Instance Storage HSM Single instance Storage (SIS) avoids multiple saved identical files. Using MD5 and bit-wise document comparison.

Multiple Saving HSM Multiple Saving allows for a single document to be stored parallel onto more than one storage media.

Encryption & Compression Method RC4, method zlib in the gzip format

Lifecycle Management Move, edit, delete archived documents through retention policy or manually by the administrator.

Archiving Limit Indefinite

Archiving Methods and Jobs

Archive Jobs Limit Indefinite

Archiving Scheduler or Manually

Archive by 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

Metalogix Software Corporation

Suite 604

55 East Cordova Street Vancouver, BC V6A 0A5

Canada Phone: 604 – 677 - 4636 Email: [email protected]

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