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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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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

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7

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Unstructured5. Unstructured content6. Content management7. Content-rich applications8. B2B, connected

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7

8

56

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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