1 © Copyright 2009 EMC Corporation. All rights reserved. Information Archiving in the Public Sector...

1© Copyright 2009 EMC Corporation. All rights reserved.

Information Archiving in the Public Sector

Jean-Pierre [email protected]


Agenda

Trends and drivers

Information archiving challenge

Archive storage options

EMC Solutions– Architecture– Improve operational efficiency

Summary


Top Business Imperatives in Public Sector

Improve delivery of citizen services

Create a more efficient government

Protect citizen information

Ensure government preparedness

Provide for public safety


The Digital Universe: 2009 Update

About the only growth rate that hasn’t gone negative since the recession began is the creation of new digital information

The Digital Universe continues to double every 18 months; it is safe to say that the challenges for enterprise IT will more than double every year

Source: IDC Digital Universe White Paper, Sponsored by EMC, May 2009


“My information is growing >50% per year. But my IT budget is 14% less than last year.”

Information Storage Dilemma

VideoSurveillance

Imaging

Call CenterVoice RecordingHistorical Data

Inventory Data

E-mail DataControl Data

Real Time Data

Web Data

Financial Data

Employee Data


The Digital Universe, IT Budgets, and IT Staff:Growth Over Four Years

CAGR (2008 thru 2012)

Source: IDC Digital Universe White Paper, Sponsored by EMC, May 2009

DigitalUniverse

WW ITSpending

WW ITStaffing

0%

40%

80%


Information Protection Challenges Continue

Performance Not meeting backup windows Cannot provide adequate restore levels Backup speed versus recovery SLAs Reliability of tape infrastructure Inability to back up remote offices

Costs Media purchases Offsite tape handling Tape and library upgrades Media migrations Requirements to keep more information longer

Management and security Losing offsite tape Constant troubleshooting eDiscovery for litigation Limited oversight at remote offices

7

As the Economy Contracts, the Digital Universe Expands !

3,892,179,868,480,350,000,000 more than prior 2008 projection.

Digital Universe expected to double in size each 18 months !

May 2009 Update

Growth of the “digital universe” to 988

exabytes by the year 2010

— IDC

6xMarch 2008


50%-70% of E-mail Messages More than

Four Months Old

Over 60%-80% of Files More than Six Months

Old

What data is out there ?

Message Age BreakdownFile Age Breakdown


START 1.1 MB

E-mail with Attachment

Document1 MB

RedundantBackup

E-mail Server/Desktop Backup

Tape Back-up

E-mail withdoc 1.1 MB

1.1 MB1.0 MB2.1 MB

2.1 MB

SENT TO FOURCOLLEAGUES

Backup

Tape Back-up

Exponential Growth in Backup & Archive

Source: IDC White Paper, "The Diverse and Exploding Digital Universe," Sponsored by EMC, March 2008

4.2 MB4.2 MB 8.8 MB8.8 MB

2.2 MB

2.2 MB

2.2 MB

2.2 MBE-mail withdoc 1.1 MB




2% 10%

16%72%

Primary

Primary Copies

Backup

Backup Copies


Current Methodology

Traditional production issues– Data growth in tier 1 costly and difficult to manage– Constant tuning to maintain performance – Continually adding expensive tier 1 resources

Traditional backup issues– Backup windows not being met, some jobs don’t finish– Too many copies of same data in backup environment– SLAs met through adding hardware and software– Recoveries take too long, or fail altogether– Too much time spent troubleshooting

Traditional archiving issues– Duplicate data from backup environment saved in archive– Accessing archived data takes too long and is difficult– Humans handling tapes introduces risk– No investment protection for long term retention requirements

A new approach is neededArchive

Backup

Primary


Backup Archive

Secondary copy of information Primary copy of information

Used for recovery operations Available for information retrieval

Improves availability by enabling application to be restored to a specific point in time

Adds operational efficiencies by moving fixed/unstructured data out of the operational environment

Typically short-term (weeks or months) Typically long-term (months, years, even decades)

Data overwritten on periodic basis (monthly) Data retained for analysis or compliance

Not useful for compliance Useful for compliance

ArchiveBackup

Backup and Archiving are Fundamentally Different and Complementary


Backing up too much data

51% of open system data is unnecessary,

duplicate, or non-business related*

70% of data on Windows has not been accessed for 90 days or

more

55% of unplanned server outages occur

from disk space consumption

*Source: SNIA

10 copies - 10 MB 10 x 12 = 120 copies120 MB

Keep 3 months of full backups

Saved by 10 employees

1 copie - 1 MB

Initial e-mail attachement

One 1 MB e-mail 120 MB of copies


How Do You Manage Growth—By Adding Storage Capacity?

Larger mailboxes mean…

Slower performance

Increased administration overhead

Longer backup windows

More data to replicate

Longer restores

Duplicate copies

Cap

aci

ty R

equ

irem

ents

(T

B)

Year 1 Year 3 Year 5

120

100

80

60

40

20

0

Production capacity requirements

Source: EMC ROI/TCO Analyst estimates


How Do You Manage Growth—By Restricting Mailbox Sizes?

Strict mailbox quotas…

Delegate management to users !

Force the creation of personal archives (e.g., PST, Notes local archives)

Pose security and eDiscovery risks

User desktops

Mail servers

File servers

EnterpriseSAN


Archive First !

Backup/Recovery Process

PrimaryApplication

2

3

1

3

ArchiveProcess

Archive valuable information to tiered infrastructure– Improves TCO through use of tiered storage– Recovers capacity on primary resources

Backup to disk active production information– Much less content to backup, greater likelihood of full

backups– Backup to disk offers large increase in performance, reliability

Retrieve from archive or recover from backup– Backups focused on recovery—no longer force-fit for

retention– Archive information is now available for new business uses


Archive First – The Effect

-500.00

0.00

500.00

1000.00

1500.00

2000.00

2500.00

3000.00

2002 2003 2004 2005 2006 2007

Year

GB

BuRA Eff ect Storage Growth

Current Storage Growth

Projected CURRENT Storage Growth through 2010

Projected BuRA EFFECT Storage Growth through 2010

The Value: Do more With Less


What drives archiving?

Experience operational benefits– Cost savings– Streamline operational systems– Improve backup/restore times

and ...

Sometimes you have to– Legal reasons, compliance, corporate governance/audit

Sometimes you want to– Keep valuable information for future reference


Network

Copies all documentsto other site(s)

What should an ideal digital archive look like?

Never fills, ever

Self Manages & Self heals

Stores just 1 copyOf any document

Finds what you wantWhen you want it, wherever you are

Helps you comply withregulatory needs

Continuously checkthe integrity

of data

Doesn’t Need Backup

Never loses anything. Doesn’t allow deletes until a specified date.

Cannot be broken in to


Tape and optical Too labor intensive (management and repair) Too many technology turns, migrations ! Prone to media damage Slow response times Information is inaccessible when offsite

SAN/NAS ATA arrays Provides online access Too labor intensive, provisioning tasks ! No intelligence to:

– Simplify management

– Reduce the quantity of storage consumed

– Assure information authenticity

– Improve TCO beyond acquisition price

Archiving Options


Centera4-Node

Centera

ContentAuthenticity

Easy toManage

LowTCO

EMC Centera for Archiving

Proven, “purpose-built” archiving platform– >5,000 customers– >11,000 systems shipped– Integrated with >270 ISVs– >370 PBs installed

Designed to store billions of data objects for decades

Guaranteed content authenticity and online access

Content-addressed storage – Decouple ‘address’ of an item from the storage structure

Highly available, high performance – Five-9s: no single point of failure– Linear performance scaling


Centera stores data and metadata

Make the archive self-describing

Make the content self-identifying

Make information more portable

Excellent for long-term archiving

Centera Object based Storage Enabling the power of meta data


No complex storage area networking management

No LUN/RAID Group carving or allocation

No file systemmanagement

Centera: Low TCO

Investment protection—multi-generation hardware support

One addressable pool—ingestion machine for content

Constant validation of content objects and structures

Only one copy of an object is stored


Application stores Content Address for future reference

EMC Centera performs Content Address

calculation and sends address back to

application

Application server sends object to EMC Centera over IP network

Object is created and sent to application server

LANCA

CA

Content Address

10001010 Digital

fingerprint

Globally unique

Location- independent

ContentAddressalgorithm

Content Addressalgorithm

10111011

How EMC Centera Works: Application Example

24EMC CONFIDENTIAL—INTERNAL USE ONLY

EMC SourceONE : Email Management Message Flow

Organize and Classify• Address Rules• Retention and disposal policies• Unique ID for single instancing

Archive Messages• Better than 2:1

compression• Create container files

Full Text Index• Optional indexing of

messages, attachments• Includes embedded and Zip

messages (20 layers deep)• Ability to set indexing policy at

folder level

Store Container Files • Copy containers to Email

Management server storage

• Write to archive storage device on set schedule

Messaging servers

Email Management

Server(s)

EMC CenteraEMC Celerra

Collect• Real-time• Scheduled • PST/NSF

collection• User

Directed Archiving

• Centera sends back digital finger print “content address”

Discovery Manager searches• Search and collect content in archive

for discovery searches• Put on legal hold

User/Admin searches • Web-based search to

access archive

© Copyright 2009 EMC Corporation. All rights reserved. EMC SourceOne :: Email Management


Standardization: What is XAM?

eXtensible Access Method (XAM) is:

An industry-standard interface definition (e.g., API)

Between “consumers” (application and management software) and “providers” (storage systems) of fixed content storage services

XAM specification is controlled by Storage Networking Industry Association (SNIA)

XAM feature highlights

XAM decouples the software application from the storage platform– Applications write to XAM; don’t need knowledge of the storage device

An unlimited number of objects can be stored – The object is independent of the platform– Not subject to limitations of file systems

Metadata is bundled with objects– The archive can be searched without involving applications– Record retention and disposition for governance/compliance

ILM Framework for classification, policy, and implementation

XAM


Remember : What drives archiving?

Experience operational benefits– Cost savings– Streamline operational systems– Improve backup/restore times

and ...

Sometimes you have to– Legal reasons, compliance, corporate governance/audit

Sometimes you want to– Keep valuable information for future reference

Make sure you go for a solution that can be used in all use-cases.Compliancy archiving will be mandatory sooner or later !


Thank You

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