Download - Virtual Rentention N Reposition Mgt
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Virtual Retention and Repository Management – Managing Content in Disparate Repositories…
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ProcessServicesTemplates
Best Practices
ProcessDiscovery
Modeling &Simulation
Analysis &Optimization
FormsDesign
QueueManagement
SystemsIntegration
ProcessExecution
ActivityMonitoring
EMC Documentum Platform
ContentServices Workflow
Relation & LinkManagement
Transformations& Renditions
XMLManagement
ContentPublishing
LibraryServices
ClassificationCategorization
Lifecycles ChangeControl
eSignatures
SAFECredentialing
Access Control& Encryption
Audit Trail
RepositoryServices
RecordsManagement
RetentionPolicies
StorageOptimization
Auditing &Reporting Archiving
InformationRights Mgt.
Security
CLIENT ACCESS POINTS
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Retention Policy Services
Process Services
Content Services
Repository Services
Storage Area 1 Storage
Area “n”
DCTM Content Stores
Retention Services Built in.
Storage Area 2
But, Not invasive
Pervasive
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Retention Policy Services Overview
Helps organizations comply with legal and regulatory requirements
– Apply and enforce retention and disposition policies automatically
– Deploys quickly to begin working immediately
– Alleviates compliance burden on end users– Provides auto-delete capabilities – Provides cost savings for storage,
compliance, and eDiscovery
Built into the Documentum Platform– Built into Repository Services– Integrates with Documentum content
management applications– Applies to legacy Documentum content– Enforces retention policies on external
content
Key PointsRecordsManager
ExtendsOut to
RetentionPolicy
Services
• Records• Holds• Audit trails• Notifications• Inheritance
• Records• Holds• Audit trails• Notifications• Inheritance
• File plan• Security• User declare• Shredding• Reports
• File plan• Security• User declare• Shredding• Reports
• Records• Holds• Audit trails• Notifications• Inheritance
SourceOne
EMC Centera
SharePoint
DCM
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Retention Policy Services
Process Services
Content Services
Repository Services
Storage Area 1 Storage
Area “n”
DCTM Content Stores
Storage Area 2
Retention Services Built in.
Records Manager
Core Records Manager ComponentsSecurity Access
Control
Notification
Report and AuditingFile Plan
Web Services for Records
Storage Management
Certified!
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Records Manager Overview
Helps organizations comply with legal and regulatory requirements
– Balanced approach leverages both automation and human judgment
– Simplifies record declaration for paper, e- mail, and electronic documents
– Enables fast and accurate record retrieval– Lowers discovery costs and the likelihood of
penalties– Certified against DoD5015.2, Chapters 2 & 4
Built on the Documentum Platform– Integrates with Documentum content
management applications– Applies to legacy Documentum content– Enforces retention policies on external
content
Key PointsRecordsManager
ExtendsOut to
RetentionPolicy
Services
• Records• Holds• Audit trails• Notifications• Inheritance
• Records• Holds• Audit trails• Notifications• Inheritance
• File plan• Security• User declare• Shredding• Reports
• File plan• Security• User declare• Shredding• Reports
• Records• Holds• Audit trails• Notifications• Inheritance
TCS
IRM
EMC Centera
SharePoint
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Repository Services
Physical Records Services
Process Services
Content Services
Repository Services
Storage Area 1 Storage
Area “n”
DCTM Content Stores
Storage Area 2
One
way
Just MetadataRetention Services Built in.
Records Manager
Core Records Manager ComponentsSecurity Access
Control
Notification
Report and AuditingFile Plan
Web Services for Records
Storage Management
Physical Records Services
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Physical Records Services Overview
Helps organizations comply with legal and regulatory requirements
– Balanced approach leverages both automation and human judgment
– Simplifies record declaration for paper, e- mail, and electronic documents
– Enables fast and accurate record retrieval– Lowers discovery costs and the likelihood of
penalties– Certified against DoD5015.2, Chapters 2 & 4
Built on the Documentum Platform– Integrates with Documentum content
management applications– Applies to legacy Documentum content– Enforces retention policies on external
content
Key PointsRecordsManager
RetentionPolicy
Services
• Records• Holds• Audit trails• Notifications• Inheritance
• Records• Holds• Audit trails• Notifications• Inheritance
• File plan• Security• User declare• Shredding• Reports
• File plan• Security• User declare• Shredding• Reports
• Records• Holds• Audit trails• Notifications• Inheritance
Physical Record
Services
• Warehouse• Bar-Code• Charge-in/out• Pass-Along• Bulk Processing
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The EMC Solution Analysts Rankings – We’re Number 1!
EMC’s Records Solution is currently the industry leader
Sources: Gartner, May 2008Datamonitor, August 2009, Decision Matrix: Selecting a Documents and Records Management Vendor, DMTC2247
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These systems all have something in
common…
Companies need to take control of these assets…
Option 1 – Create one RM/RPS repository and migrate all content
Today’s Reality - The Enterprise Contains a Variety of Disparate Systems
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Migrating Content Can be Expensive
Trouble is:
A typical migration can run from $50K - $100K, with some close to $1M.
In a high risk environment such as GxP, this can easily be double due to the stringent testing and validation involved
– Most of the cost is due to the analysis and subsequent mapping of the metadata
Migrating metadata for RM purposes is a small fraction, 5 – 10 % of the migration cost
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Today’s Reality - The Enterprise Contains a Variety of Disparate Systems – ‘Local’ Solution
These systems all have something in
common…
Companies need to take control of these assets…
Option 2 – Apply compliance
controls to content “in-place”
Effective on a Effective on a ““locallocal”” basis but:basis but:Does not scale across the enterprise.
Does not support enterprise-wide discovery
Does not support enterprise wide anything…
• Retention policy management
• Disposition
• Unified audit
• RM context
• etc…
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Today’s Reality - The Enterprise Contains a Variety of Disparate Systems – Federated Solution
These systems all have something in
common…
Companies need to take control of these assets…
Option 3 – Apply compliance
controls to content “in-place” but
federate using a master and push
out policies.
Better than disjointed retention Better than disjointed retention but:but:Significantly complex
Only scales somewhat
Dependent on local functionality for retention.
Policies must be pushed out and translated to local functionality
Does not support enterprise wide RM context
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There is a better way, a virtual architecture
Select the best Records Management solution and make it the Master Records System.
Extend the functionality to control all repositories.
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What’s in a name?
The bald eagle is not bald; it has a cap of white feathers on top of its head.
The koala is not a bear; it is a marsupial, which is a mammal with a pouch.
EMC Federated Records Services (FRS) is not federated at all, it is based on a virtual architecture.
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Repository ServicesRepository Services
Virtual Retention (Federated Records) Services
Process Services
Content Services
Storage Area 1 Storage
Area “n”
DCTM Content StoresRetention Services
Built in.
Storage Area 2
StorageMgmt.StorageMgmt.
Reporting & Auditing
Reporting & Auditing
File PlanFile Plan
NotificationNotification
Security & AccessControl
Security & AccessControl
Web Services For Records
Physical/PaperPhysical/Paper
One
way
Just Metadata
File
Net
Shar
ePoi
nt
Othe
r DCT
M
File
Sha
res
FRS Adaptor
Federated RecordsServices
EMC Documentum RM/RPS Suite
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1. Find content in remote system
2. Categorize Content
5. Create “Proxy Object” in master repository.
4. Disable conflicting functionality in remote system.
6. Manage retention from master repository.
7. Manage disposition from master repository.
3. Make remote content “as immutable as possible”.
FRS - Fundamentals
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EMC’s Federated Records Management
Why do it?– Unified policy management across enterprise content– Unifies electronic, physical and federated in to one solution
Fully integrated into Documentum’s RPS – Unlimited event & time-based retention– Legal hold functionality– Permanent records– Periodic review
Automated creation of records
Proven development flexibility– Timely development support for POC and enterprise implementation– Pre-built adaptors OOTB and – adaptor framework and SDK for custom adaptors available
Domain expertise in both records management technology and business requirements
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Examples of FRS – Adaptors
CONTENT TYPES
• Images• Flash• Sound• Video
Rich MediaRich Media
• Discussions• IM
• Notes• Projects
CollaborativeCollaborative
• Paper• Fax Images
• Reports• Scanned Images
FixedFixed
• Email Messages• IM Messages
• Chats
MessagingMessaging
• Documents• Spreadsheets• Presentations
• Notes
DocumentsDocuments
• HTML• SGML• WML• XML
WebWeb
FRS AdaptorsShared Shared
File File SystemSystem
EMC/EMC/DCTMDCTM
IBMIBM Oracle Oracle OpenTextOpenText SharePointSharePointERP/CRMERP/CRM
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XML documents
Proxy ObjectsProxy Objects
Proxy Objects
Import Manager&
Import Adaptor
Create proxy objects
Adapter
Repository Adaptors
Objects to manage
•Creates XML representation of discovered objects
Discover objects
Extractor
Master Documentum
Repository
Managed Source Repository
FRS Framework Overview
Apply and ManageRetention
EMC Federated Records Services (FRS) is not federated at all, it is based on a virtual architecture.
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FRS – Next Steps
Use of ECIS for search and creation of the proxy object
User process for creation of managed objects
CIS for auto classification & creation
Records Implementation
Record Policy & Formal Records support
Repository Services
Check-In /Check-Out
Versioning
Metadata Update
Synchronization of metadata between Master and Child
Security Synchronization
View Content
From Master
Metadata Mapping
Additional Adaptors
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Vision Going Forward Today, Documentum Federated (Virtual) Records Services
Process Services
Content Services
Repository Services
Storage Area 1 Storage
Area “n”
Content Management
Full Text Indexes
DCTM Content Stores
One
way
Storage Area 2
XML ServicesDBMS Services
App Connector
Standard DCTM Sysobject Access
File
Net
Shar
ePoi
nt
Othe
r DCT
M
File
Sha
res
FRS Adaptor
CLIENT ACCESS POINTS
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Vision Going Forward Documentum Virtual Content Management
Process Services
Content Services
Repository Services
Storage Area 1 Storage
Area “n”
Content Management
Full Text Indexes
DCTM Content Stores
One
way
Storage Area 2
XML ServicesDBMS Services
App Connector
CLIENT ACCESS POINTS
WebTop
Standard DCTM Sysobject Access
File
Net
Shar
ePoi
nt
Othe
r DCT
M
File
Sha
res
VCM Adaptor
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Get Involved with EMC CMA Communities
Why should you join?
Collaborate and share best practices
Shape the direction of future EMC products
Network with innovators across the globe, 24/7
Join now by going to: community.EMC.com/go/Documentumcommunity.EMC.com/go/SourceOnedeveloper.EMC.com/Documentumdeveloper.EMC.com/XMLtechcommunity.EMC.com/community/labs/d65
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