IBM Content Manager CommonStore for Lotus Domino

E-mail Archiving

Confidential | 02/10/03 | CommonStore © 2002 IBM Corporation

IBM Content Manager CommonStore for Lotus Domino

Archiving For Lotus Domino Databases

Daniel LingIBM SW Solution

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Content Manager

CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation

Challenges for Email Administrators

Increasing e-mail traffic in daily business leads toContinuous growth of Email Systems

longer service intervals (backup times, recovery times)

Slows down system response time (such as replication)

reduced overall server performance

Ways of working with DominoAdministrators have to limit storage space for mailboxes

Also limit space for Domino databases

Users create Archive files which are stored locally

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Limiting storage space forces users to ...

store documents in local hard driveuser is responsible for keeping mail databases smalltime-consuming and inefficientopen security and backup issuescost for disk space just shifted to pc for end user

print out messages and file as paperinefficient, traditional filingslow document retrieval from file cabinetsbackward technology

delete valuable business informationloss of valuable informationfar away from knowledge managementCostly to reproduce

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IBM CommonStore for Lotus Domino

Solution offers offloads e-mail attachments and entire e-mail messages from the mailbox to IBM Archive System

stores it securely on external storage devices (optical disk, tape)

provides easy access with familiar Notes client without intervention from the IT Administrator

provides optional access via Archive System application

Increases User productivity and satisfaction

Makes important documents available for years to come

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How does this solution help

for IT Administratorsdecreases size of Domino Server databases (more than just email)

reduces scheduled/unscheduled downtimes: smaller databases reduce "Restore" times

improves system performance because of smaller mailboxes

reduces expenses for Domino Server hardware

reduces maintenance and administration efforts for Domino Servers

the Mailbox and other databases are again an important information source for the users

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How does this solution help

for each userThe mailbox or other database is a source for important business information

• no more lengthy searches for business information in huge database files

• Improves performance of replications and searches

increases productivity

• no more daily manual housekeeping of the mailbox or other databasesStudy’s say: "..users spend an average of 90 minutes per day on mailbox management. By end of 2003, users will spend an average of 2 hours per day maintaining their mailboxes..“That’s 25% daily maintenance of mailbox – cost averaging $12,500 per user per year

• winning time: 30 hours (per month/user)

makes important business information available even after years

Quick easy retrieval of archived information

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Analysis of Storage

achievable savings up to 22% within 12 monthsreduced storage costs, costs for operation

Basis for calculation: 500 users, 100 MB/user

• Storage costs for Domino per GB/year: US$ 2,300• Managed Archive Storage costs per GB/year: US$ 1,600

28 %25%22 %Achievable savings in %

$42,350$34,650$28,000Achievable savings in US$

100 %90 %80%Percent of potential savings achievable

$110,715$100,650$91,500Costs with IBM

CommonStore (in US$)

$153,065$139,150$126,500Costs without IBM CommonStore (in US$)

Year 3Year 2Year 1

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Content Manager


Analysis of user productivity impact

achievable savings up to 60% within 12 monthsreduced storage costs, costs for operation

Basis for calculation: 500 users, 100 MB/user

• Storage costs for Domino per GB/year: US$ 2,300• Managed Archive Storage costs per GB/year: US$ 1,600

75 %68 %60 %Achievable savings in %

$795,000$704,250$620,000Achievable savings in US$

100 %90 %80%Percent of potential savings achievable

$262,500$259,375$256,250Costs with IBM

CommonStore (in US$)

$1,057,500$1,041,875$1,031,250Costs without IBM CommonStore (in US$)

Year 3Year 2Year 1

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Content Manager


Comprehensive archiving

Archiving from the MailboxAttachments and/or body of mail messages in folders containing mail itemsSelect between

Fully automated (no user interaction necessary)User initiated (archiving from Notes)

Fully automatedbased on flexible archiving policiesPolicy Set defines the frequency of archiving, for a user's mailbox, size of documents, date of documents, condition on message properties, external storage deviceExample: Daily archiving to optical disk from the mailbox "Smith" from Domino-Server "Dallas", where messages older than 90 daysin addition message properties can be stored as additional index information (e.g. the e-mail subject)

A_csld_attachment.exe

B_csld_stub.exe

C_csld_folder.exe

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Content Manager


Comprehensive access

Retrieval and viewing from Notes 2000

Your options:

Option 1: for attachments: click on the link (URL) in the document to viewarchived attachments via web browser

Option 2: for full email, same as an attachment: click on the link (URL) to view message

Option 3: Reload (Retrieve) back to mailbox

Option 4: Search for archived attachments and messages

• with index (Sender, Subject, Date, ...)• using IBM Archive e-Client

1_csld_search.exe 2_csld_workbasket.exe 3_csld_tiff_cmclient.exe

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Content Manager


Solution details

Domino Databases

Content Management Repository ("Archive Server")

CommonStore Server ComponentsJob (Notes) DB: Core process of CommonStore

Archive Agents: Archive-API based process, responsible for communication with the Archive Server

CS Task: Uses Lotus Notes client API to communicate with Domino server

CommonStore Pro: Passes the requests

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Components

Application or User

DB

Lotus DominoEnvironment

IBM Content Manager CommonStorefor Lotus Domino (CSLD)

Archives

ContentManager

TSMNotes agent

Notes user

CommonStore Task

Job DB

CM Agent

TSM Agent

MS Windows NT

Com

mon

Stor

ePR

OCSLDTask

Notes API

TSM APIs

CM APIs

TCP/IP

Config. DB

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Content Manager


HighlightsBetter performance

smaller databases mean faster access

Less costsreduced investments in server hardware

less expensive storage media

No trainingaccess archive via Notes, web browser

Increased user productivityfast search and retrieval of information

assets

no responsibility for housekeeping the mailbox

Improved document securitycritical documents centrally stored

accessible even after years

Open for growthscalability on various levels (job folder,

archiving & retrieval tasks, servers, agents)

Archiving in the SAP environment

Content Management independent from Lotus Domino

Multiplatform support

Proven technologybased on proven IBM ECM

9000+ customers (60,000,000 users)

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Content Manager


Invoices,Statements,Reports

ScannedPaper & Fax

e-mail

ERP, SCM,CRM data

Office documentsand correspondence

Audio, Video, Photo

Web Content

Wireless & PDA

Kiosk

Portal /Browser

Call Center

BusinessContent

Deliver Personalized Content on Demand

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Content Manager


Operational Content

Statements, Invoices ReportsScanned ImagesFax

Web Content

HTMLGraphic ObjectsBusiness Content

Rich Media

Video Audio

Workgroup DocumentsWord ProcessingSpreadsheetPresentatione-mail

StorageIntegration

Versioning

Search

Access Control

Workflow

Elements of Enterprise Content Manager

www.ibm.com/software/data/commonstore