1 electronic records management and preservation denis plude june 26, 2006
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1
Electronic Records Management and Preservation
Denis PludeJune 26, 2006
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Agenda
E-Records and Assured Records Management
Applications and Interfaces
Long Term E-Records Considerations and Best Practices
Q & A
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E-Records and Assured Records Management
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Unstructured content Does not fit into rows and
columns Content volume is growing
by over 200% per year (Forrester Research)
Types of unstructured content
Documents, Web pages, XML components, audio, video, medical images, scanned images, engineering drawings, enterprise reports, records, presentations, contracts…
The Problem: 80% Of Enterprise Content Is Unstructured, Yet It Needs to be Managed with Database Discipline
Structured
Unstructured
Evolution
Valu
e to
Cus
tom
er
Structured 1. Data2. Data management3. Transactive applications4. Suites of transactive
applications
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3
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Unstructured5. Unstructured content6. Content management7. Content-rich applications8. B2B, connected
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EvolutionEvolution
Valu
e to
Cus
tom
er
Structured 1. Data2. Data management3. Transactive applications4. Suites of transactive
applications
12
3
4
Structured 1. Data2. Data management3. Transactive applications4. Suites of transactive
applications
12
3
4
12
3
4
Unstructured5. Unstructured content6. Content management7. Content-rich applications8. B2B, connected
56
7
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Unstructured5. Unstructured content6. Content management7. Content-rich applications8. B2B, connected
56
7
8
56
7
8
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The most pervasive information type:
Unchanging data objects with long-term value
Monthly reportsMRIsNews clipsNewspapers
Genomic data Government records
TranscriptsVideo conferencesVideos
Voice to Web TranscriptionWhite papersX-rays
Letters ManualsMedical Records
DocumentsE-mail archivingEngineering Drawings
Check imagesClinical trial results
Biometric dataBlueprintsBooks
Seismic dataSpreadsheetsTraining materials
Historical documentsInsurance photos Legal documents
Clinical Instrumenta-tionCT scansContracts
Astronomic dataAudio conferenceBackups
PeriodicalsProteomic dataSatellite photos
Business recordsCAD/CAM originals
Fixed Digitized Content
The Best Solution for Fixed Content is an Enterprise Archive
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E-Records
Every electronic file has an intrinsic business value Not every electronic file is destined to become an e-record A file becomes an e-record when criteria for retention and/or
value is met Just because an e-record has value doesn’t mean it needs to
be kept forever Apply assured records management criteria to define e-
records
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Assured Records Management – Defining E-Records
Does the data have something to do with business functions?
Is the information subject to legal and/or regulatory authority?
Is there historical or future value?
If the any of the above are true, then that information should be considered an e-record
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Assured Records Management Isn’t Just Hardware
Saving everything to tape or disk isn’t ARM ARM is about applying a consistent methodology in order to
reduce cost, increase ROI, and manage risk of archived data Like Information Technology, it’s composed of people,
process and technology
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Assured Records Management - People
Document policies Train employees, including managers! Oversight reviews
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Assured Records Management - Process
Data classification If you take the time to do the above, it will pay off down the
road Blanket policies, while the easiest, are the most costly (e.g.,
keep everything forever) Involve legal, executive and senior management, and IT
professionals
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Assured Records Management - Technology
Lots of new and intriguing technology is available Tier data based on business value and availability
requirements TCO, TCO, TCO!! Hard to do with strained budgets and
political pressures. Whatever hardware and software platform is chosen must
provide the following:– Integrity – no alteration whatsoever since record creation– Accuracy – the record contains what it’s supposed to since creation– Authenticity – where, when and who created it, and/or changed it– Accessibility – is it available in a timely manner
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Applications and Interfaces
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Application Options
Lots of robust software for all kinds of data requirements Define business requirements Leverage vendor experience What are other cities, counties, municipalities, states doing?
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Hardware Options
SAN – fast, reliable, expensive, file system NAS – lots of flavors, perfect for collaboration, file system Tape – traditional archive and backup medium, viewed as
cheapest but that’s not always the case Optical – WORM, DVD, CD CAS – Object based, WORM on disk, designed to store lots
of data for long periods of time, no file system “Tiering” of application data – match the platform type to the
service level requirements of the data
The right storage at the right time at the right cost.
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Long Term E-Records Considerations and Best Practices
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What’s the biggest pain in keeping data a long time?
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Format impacts to a digital archive
Tape drives typically have a 5 – 7 year lifecycle– Throws TCO out the window– Ever try to recover data from a tape that’s 4 or 5 years old?
Optical has been used where speed is required– Expensive– Questionable reliability– Format changes and migrations
Separate archive storage subsystems systems for MF and Open environments
– VTL, Optical, Tape
File systems don’t efficiently scale as digital archive medium– Location dependent, management intensive, require backup
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Content Addressed Storage – The answer for digital archive
CAS gives benefits of optical (WORM) and speed of disk– Integrity, Accuracy, Authenticity, Accessibility
API integration provides flexibility – YOU choose the app! Retention policy enforcement Enables compliance Assured destruction Geographically independent and DR capable Eliminates need to change formats Concurrent support for MF and Open Systems Low TCO Self-managing, self-healing, self-configuring
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Summary
Explosive growth of unstructured dataDigital archiving and assured records management require
planningTier storage for maximum TCOUse your vendor partners and similar environments to
develop best practices specific to your application and data requirementsTape and optical are no longer appropriate mediums for
digital archivesContent Addressed Storage was designed from the ground
up for digital archive
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