The IBM Archive Cloud Project: Compliant Archiving into the Cloud

The IBM Archive Cloud Project:

Compliant Archiving into the Cloud

(...or in German: Revisionssichere Ablage in der Cloud)

Disclaimer

© Copyright IBM Corporation 2010. 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.

Agenda

 Benefits of Cloud-based Archiving

 Introducing the IBM Archive Cloud (name subject to change)  Architecture of the IBM Archive Cloud

Advantages of a Cloud-Based Archive

 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

 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

Cloud-Based

Archive

Traditional

Compliance

Operations

Costs

The benefits and value of the Archive Cloud address the top

three drivers for archiving within Financial Services

Stabilized Capital

Improved Client Experience

Total OPEX reduction (10% to 20%)

Improved business resiliency Enterprise de-layering

Compliance with new regulations Improved corporate governance Improved transparency

Managed Service

Core Information as an asset

Utility Price Model

eDiscovery, Legal Hold Increased security, Document management enhancement Indexing

Ease of access via portal Improved access to timely information

for accurate decision making Improved response time

The Archive Cloud is a secured, managed service for client specific content stored in

a virtual private cloud hosted in IBM‟s data centres.

Disparate

and

diffused

content

IBM Financial

Archive Cloud

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.

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.

IBM domain

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

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

–Email

–Structured/database documents (e.g. SAP, Optim etc.)

–Collaboration documents (SharePoint and Notes)

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

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

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

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

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

Cloud Service Delivery Models

IBM owned and operated

Hosted Private Cloud

User A User B User C User D User E Public Cloud Services Enterprise A Enterprise B Enterprise C Shared Cloud Services 1 2 3 4 5 • Enterprise owned • Either enterprise operation or 3rd party • Fixed price or time and materials services • Internal network • Dedicated assets • 3rd _{party owned} and operated • Centralized, secure delivery center

• Fixed price, time and materials, or pay as you go • Internal network

• Dedicated assets

IBM Archive Cloud Architecture

Secure Batch Upload End User GUI

IBM Cloud Mgmt Platform eDiscovery GUI DB2 Batch Load Staging Area (SFTP) IBM ECM Web2.0 UI

Block Storage Consolidation and Virtualization

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

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 email with a link to the service„s Administrative Portal

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

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

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

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

 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

 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

 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

What‟s next? Partner with IBM on a pilot to demonstrate how the

Archive Cloud could help you address the Archiving challenge

Greater Value

+

High-Level Components of the Archive Cloud solution stack

Archival Services

Repositories _Database

Storage

Customer End User GUI