Understanding Your Options for Storing Archive Data to Meet Compliance Challenges

Tony Pearson, IBM sBR31

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This session will cover the IBM software and hardware solutions that your organization can use to store archive data, including features like immutability, Write-Once-Read-Many (WORM) technology and Non-Erasable, Non-Rewriteable (NENR) enforcement. The discussion will include high-level concepts like chronological and event-based retention, litigation hold and release, as well as an overview of the products and solutions from IBM that you can deploy today.

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Sessions -- Tony Pearson• Monday

– 1:00pm Storing Archive Data for Compliance Challenges– 4:15pm IBM Watson: What it Means for Society

• Tuesday – 4:15pm Using Social Media: Birds of a Feather (BOF)

• Wednesday – 9:00am Data Footprint Reduction: IBM Storage options– 2:30pm IBM's Storage Strategy in the Smarter Computing era– 4:15pm IBM SONAS and the Cloud Storage Taxonomy

• Thursday – 9:00am IBM Watson: What it Means for Society– 10:30am Tivoli Storage Productivity Center Overview– 5:30pm IBM Edge “Free for All” hosted by Scott Drummond

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DisclaimersIBM customers are responsible for ensuring their own compliance with legal requirements. It is the customer's sole responsibility to obtain advice of competent legal counsel as to the identification and interpretation of any relevant laws and regulatory requirements that may affect the customer's business and any actions the customer may need to take to comply with such laws.

IBM does not provide legal advice or represent or warrant that its services or products will ensure that the customer is in compliance with any law.

The information contained in this documentation is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information provided, it is provided “as is” without warranty of any kind, express or implied. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this documentation or any other documentation. Nothing contained in this documentation is intended to, nor shall have the effect of, creating any warranties or representations from IBM (or its suppliers or licensors), or altering the terms and conditions of the applicable license agreement governing the use of IBM software.

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Pharma

Telco

Government

Retail

Finance

…industries need to harness this data to deliver better and faster business insights

Digital Information is Driving Exponential Growth in Data

Churn100K records/sec 9B/day10 ms/decision

Drug, TreatmentMillions of SNPs1000’s patientsFrom weeks to days

Risk, StabilityPTBs of dataDeeper analysisNightly to hourly

Cyber Security600,000 docs/sec50B/day1-2 ms/decision

Consumer Insight100Ms documentsMillions of InfluencersDaily re-analysis

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Source: TheInfoPro Storage Study (Q4 2009), n=186. *Note that due to multiple responses per interview, total exceeds100%. This is a partial list of responses received, showing only the top 5 issues.

Managing Complexity

Backup Administration and Management

Managing Costs

Proper Capacity Forecasting and Storage Reporting

Managing Storage Growth

0% 20% 40% 60%

Top Issues for Storage Managers

Clients are Struggling to Keep Up

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The Information Challenge

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Archiving: Client Motivations

Compliance/Risk• Manage to regulations (SOX, HIPPA etc).• Penalties and brand damage.• Exposure by keeping data too long.• Litigation support.

Document/Process Automation• Go paperless in a process. • Integrate digitization to change/improve

business processes. • Store all documents/images online to improve

access/sharing.

Systems Efficiency• Reduce high cost storage.• Reduce backup & recovery resources.• Improve managed TB/Admin. ratio.• Improve server performance/longevity.

User Productivity• Improve application performance and

availability.• Reduce time to search for and access

historical/enterprise data.

Information Innovation• Mine information for unique value.• Enhance business for competitive advantage

or organizational improvement.

&

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What We are Finding in Customer Environments

Most companies, due to overprovisioning and poor visibility into their storage environment, have anywhere from 30% to 40% disk storage utilization

They have:– Overly complex storage management environments– Over provisioned storage– Limited transparency of the data value– Limited financial transparency– Limited use of tools & operational execution to reduce the amount of

wasted data

Over reliance on Tier 1 storage

Rarely revisit tiering structure for applications & data once deployed

Excessive replication which also has implications on archive, backup/recovery and disaster recovery

Hold excessive data on-line which negatively impacts application performance & availability

Tier 0

Tier 2

Tier 3

Tier 1

0-1%

40-60%

20-40%

10-20%

Current Storage Pyramid

Unnecessary Information Eclipses Your Necessary Information

Unnecessary InformationOver-Retained

IrrelevantDuplicated

Necessary Information

ValuedHigh RiskCompliant

How much of your information is over-retained, irrelevant or duplicated?

40% ... 50% ... 60% … How do you know?

Why would you want to archive any information that is not necessary to keep?

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Sources: 1. Information Week Survey, December 2009. 2. IDC Digital Universe Study, May 2010. 3. CGOC Benchmark Report on Information Governance, October 2010. 4 Source: Jon Toigo, CEO and Managing Principal, Toigo Partners International. 5. “Controlling Storage Cost Amid High Growth”, Forrester Research, Inc., February 2010

Companies that cite 

defensible disposal as 

key result of 

governance programs3

98%

Companies that can 

defensibly dispose 

today3

22%Of the planet’s 

data should be 

archived4

40%Amount of IT 

budget spent on 

storage1

17%

Projected 

information growth, 

2009‐20202

44x The vast majority of companies still 

use backups as 

archives5

Archive Requires a Smarter Strategy

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Definition of Backup vs. Archiving• Backup is for recovery from hardware failure and/or recent data corruption

• Archive is for space management and long term retention

– Archiving is an intelligent process for managing inactive or infrequently accessed data, that still has value, while providing the ability to preserve, search and retrieve the information during a specified retention period.

Shifting how Archive is Viewed• Keeping Too Much• Disorganized• Difficult to Find Items• Slow to Retrieve• Little Value Provided

• Keep Needed Data Only

– Has some organizational value/purpose

• Data is Indexed– Easy to Query/Find– Retrieval

• Low Cost to Maintain for Long-term

– Secured data.• New Value Generation

– Innovation / Analysis

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The two faces of Archiving

Space Managementmove old, inactive files to less expensive storage, resulting in reduced backup windows and reduced storage costs

File Systems

IBM Content Collector for File Systems, Tivoli Storage Manager (TSM) HSM for Windows and Space Management for Unix and Linux, TSM Archive Client, SSAM Client, Symantec/KVS Enterprise Vault, EMC DiskXtender

Databases

IBM Optim, IBM CommonStore for SAP, IBM FileNet Application Connector for SAP, Solix, EMC DatabaseXtender

e-mail

IBM Content Collector for Email, IBM CommonStore for Lotus Domino, IBM FileNet Email Manager, Symantec Enterprise Vault, Zantaz, AXS-One, EMC MailXtender

Enterprise Content Management

IBM Content Manager, CM OnDemand, IBM FileNet Image Manager, P8 Content Manager, IBM Content Collector Enterprise Bundle, Hyland OnBase, EMC Documentum

Data RetentionProtect your data for the long term with non- erasable, non-rewriteable storage solutions and demonstrate compliance to regulations

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Addressing IT Motivations

Systems Efficiency• Reduce high cost storage.• Reduce backup & recovery resources.• Improve managed TB/Admin ratio.• Improve server performance/longevity.

User Productivity• Improve application performance and

availability.• Reduce time to search for and access

historical/enterprise data.

Space Managementmove old, inactive files to less expensive storage, resulting in reduced backup windows and reduced storage costs

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Space Management

Policy-Driven Information Lifecycle

Management (ILM)

Older, infrequently accessed

information

Long-Term Retention

Archive

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Use policy-based automation to move data across storage tiers to reduce costs

Data: rate of change

Serv

ice-

leve

l agr

eem

ents

(SLA

s)

Collaborate Manage Archive RetireCreate/capture

Online Archival

CapacityOnline NAS

Offline Tape

Performance and FunctionalityR

equirements

DecadesYearsMonthsDaysTime

Set policies and automate the movement of data to the optimum environment over time

PerformanceOnline

SAN

SSD

A systematic approach to data lifecycle:

Online access with assured authenticity

Metadata-policy management

Higher service levels

Streamline management and lower total cost of ownership (TCO)

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Tape’s substantial cost advantage over disk is forecast to continue through 2015

02468

10121416

10 yr Archive(Clipper Gp)

5 yr Backup(ESG Study)

TCO Comparison

Disk Tape

$/GB for Storage Media

1.E-03

1.E-02

1.E-01

1.E+00

1.E+01

1.E+02

1.E+03

1.E+04

1.E+05

1990 1995 2000 2005 2010 2015Year

$/G

Byt

e

DRAM

NAND

HDD 2002 estimated CAGR

Tape

Credit Suisse 2008 Study

Grochowski 2003

IDC 08

HDD History

Tape

Tape’s cost advantage over disk also contributes to a signification TCO advantage

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• Lower costs primarily from:– Lower cost of media

– Minimal need for Power & Cooling

• Increased flexibility from ability to:– Add capacity by simply adding

tape cartridges

– Expand tape libraries over and around existing equipment in the data center

• Reliability: lower bit-error- rates, read verifications after writes.

Blended Solutions: Reducing Costs and Increasing Flexibility

Tape

$946,405

$7

$3.5

$0

Mill

ions

SATA Disk

$6,365,950

Blended Disk and Tape

$2,255,346

HardwareProd + DR CartsMaintenancePower & CoolingFloor space

Utilizing Tape Drastically Reduces TCO10 year TCO example. Assumes 250TB storage, 25% growth/yr

* TCO estimates based on IBM internal studies.

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Automate Data Placement and Migration IBM Active Cloud Engine™

Initial placement

SAS

NL-SAS

180 days

30 days

File creation

IBM SONAS andStorwize V7000 Unified

Optional TSM/HSMServer & Virtual or Physical Tape Pool

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Addressing Business Needs

Compliance/Risk• Manage to regulations (SOX, HIPPA etc).• Penalties and brand damage.• Exposure by keeping data too long.• Litigation support.

Document/Process Automation• Go paperless in a process. • Integrate digitization to change/improve

business processes. • Store all documents/images online to improve

access/sharing.

Information Innovation• Mine information for unique value.• Enhance business for competitive advantage

or organizational improvement.

Data RetentionProtect your data for the long term with non- erasable, non-rewriteable storage solutions and demonstrate compliance to regulations

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Non-Erasable, Non-Rewriteable (NENR) storageOptical Platters

The original write-once, read-many (WORM) media, including DVD and CD-ROM

Tape CartridgesIBM LTO and TS1100 drives support WORM media

Disk DrivesDisk media is not WORM, but we can add “software enforcement” against tampering

WORM

NENR

From U.S. SEC 17a-4If employing any electronic storage media other than optical disk technology (including CD-ROM), the member, broker,

or dealer must notify its designated examining authority at least 90 days prior to employing such storage media.

The electronic storage media must:

Preserve the records exclusively in a non-erasable, non-rewriteable, format;

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Comply with regulatory and security Requirements

Why? So you can confidently protect your strategic information assets

1. Use non-erasable, Non-rewriteable storage for data retention and regulatory compliance requirements• WORM tape media (LTO and 3592)• N series with SnapLock™ Compliance and

SnapLock™

2. Complementing Software

System Storage Archive Manager

IBM Optim, Content Collectors and eDiscovery tools

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WORM Tape• 3592 cartridge media

– 500 GB native capacity – Economy WORM Cartridge• Faster average retrieval time, lower cartridge price

– 4 TB native capacity – Advanced WORM Cartridge• LTO cartridge media

– LTO-3 400 GB native capacity WORM cartridge– LTO-4 800 GB native capacity WORM cartridge– LTO-5 1500 GB native capacity WORM cartridge

• Benefits– Supports long term data retention applications– Helps comply with requirements for non-rewriteable, non-erasable

media– Cost effective storage– Utilizes standard tape libraries and controllers

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IBM N series with SnapLock™

• Non-erasable, non-rewritable magnetic disk storage

– Add-on software license – Enabled at a volume level

• Fine-grained management– File-level retention policies– Reclaim space with file expiration

• Tamperproof ComplianceClock™

• Open protocol interfaces– Data access via CIFS and NFS– Easy application integration without

closed, proprietary APIs

• High performance—implemented on industry's fastest NAS platforms

• SnapLock Compliance version

• SnapLock Enterprise version

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Compliance Archive through Software Enforcement• System Storage Archive Manager (SSAM)

– Is a special “hardened-for-archive” TSM server– Is an archive/retrieve only solution

• Archive: copy data or file from client to preserve for later use– Facilitates compliance with regulatory requirements – Has special data retention protections– Accepts data from TSM client API or the SSAM client

• SSAM client = Archive only version of TSM B/A client

• SSAM performs storage management– Manages data placement based on policies– Manages migration of data within storage hierarchy

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IBM System Storage Archive Manager Overview• SSAM is licensed by data capacity rather than number of

processors – Primary storage pools only

• TSM support for Non-Erasable, Non-Rewriteable (NENR) media, including– SnapLock™ for IBM N series and NetApp storage

devices– EMC Centera– IBM 3592 WORM tape – LTO WORM tape

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SSAM Data Retention Protection

• SSAM includes the following capabilities–Archive object protection

• Archive object cannot be deleted until retention period is expired–Chronological (time) Based retention policies–Event Based retention policies

• Allows starting retention period of objects based on an event–Deletion Hold / Release

• Hold overrides retention time countdown• Hold & release controlled by API or SSAM/BA client

• Additional Data Retention Protection:–Decreasing retention time of archived objects is not possible–Deleting retention policies (management classes) is not possible–Administrator cannot delete nodes or objects

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X

Chronological Based

Event Based with Fixed Protection Periods

Fixed Period

MinimumFixed Period

XEvent

Dispose after fixed periodfrom creation date

Dispose after fixed periodfrom event date

Day 0

Day 0

Chronological and Event Based Retention

MinimumFixed Period

Event Based with no Fixed Protection Period

XEvent

Dispose after eventDay 0

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Deletion Hold and Release API Function

Day 0

Data stored in Archive

RETMIN

API ‘Event’ issued

Automated Expiration

Data deleted in Archive

RETVER

X

Day 0

Data stored in Archive

Automated Expiration

Data deleted in Archive

RETVER

X

API ‘Hold’ issued

API ‘Release’ issued

API ‘Release’ issued

API ‘Hold’ issued

Event-Based Retention Policy

Chronological Retention Policy

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TSM/SSAM Transparent encryption• TSM provides simple key management

– Available for TSM API applications; e.g. DP Exchange, DP SQL,…– TSM API Client generates a random encryption key password

• Per data object selected by “include. encrypt” and “exclude. encrypt” criteria– TSM API Client passes encrypted data object encryption key password to TSM Server

across “the wire”• TSM Client-Server “Session Key” used to encrypt/decrypt• AES128 encryption used if BOTH Client and Server support it

• HW Tape Drive Encryption ( IBM TS1120-TS1140, LTO4-LTO5)– Device Class specification– One encryption key for each tape volume/cartridge– TSM Server generates, encrypts, and stores the encryption key in the TSM database along with

other tape volume metadata– TSM supports HW provided encryption modes, Application, System and Library– TSM manages key in Application mode, other modes transparent to TSM

• Backup-Archive client simple key management support (TSM 5.5)

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IBM Optim™ Solution Focus

• Optim Data Growth Solution (Archiving)

– Improve performance– Control data growth, save storage– Support retention compliance– Enable application retirement– Streamline upgrades

• Optim Test Data Management Solution

– Create targeted, right sized test environments – Improve application quality– Speed iterative testing processes

• Optim Data Privacy Solution– Mask confidential data– Comply with privacy policies

Optim Archiving Architecture

Optim Services• Records / Retention• Complete Business Object• Process Execution / Audit / Monitoring• Provenance• Multi-tier Secure Access• Meta Data Capture and Retention• Data Lifecycle Management

Retention Policy EnforcementStorage Management

StorageManagementIntegration

Immutable Archives

LifecycleManagement

Archiving and Storage

Legal Control• Legal Hold & Discovery• Archive Management• Policy based Data Purge

Operational Control• Tiered Storage• SLA • Process Monitoring• Search• Federated DBMS Security

Analysis & Reporting• Search and Browsing• Business Intelligence

Access Models

Enterprise Structured Content

• Heterogeneous R-DBMS• Legacy Data Store• Related file system documents

Operational Processes• Archiving Process• Archive Catalog• Embedded Controls & ILM

Information

Simplified, Prescriptive, Easy To Deploy

VirtualArchive Collections

IBM Optim Archive Concepts

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Database Archiving Example

CurrentData

ActiveHistorical

Production Database

Archive

Online/OfflineArchive or Delete

Retrieve

Report Writer

XML ODBC / JDBC

Application

Open Access to Application Data

Archive FilesCompressedFile DirectorySAN

0-2 yrs. 3-4 yrs. 7+ yrs.

Archive

Database Delete

Keep Everything

Forever

Before: After:

Service Levels MissedBig databases run

slower

Operations RiskSQL accidently bulk

modify/delete

Multiplying IT costsGrowth for QA, Test,

Dev, Reporting, Backup/Recovery

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IBM’s innovative Smart Archive Make data easier to find while lowering total costs

Applications

CollectUnchanged

data

Months to Years

Years to Decades

Archive Policy Management

MigrateInfrequently

accessed data

DeleteExpired

data

Automate data migration over time to reduce cost and risk– Up to 70% of data is duplicate and hasn’t been accessed in over 90 days– “A well deployed archiving strategy can save up to 60% in backup costs and

reduce your backup times by up to 80%”

Sources: “Top 10 Strategies for Surviving Unconstrained Data Growth,” Gartner Symposium Presentation, October 2010

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IBM Content Collector Overview Modular and Extensible … Powered by Unique Task Routing

Source Connectors

Policy &Task Routing

Engine

Task Connectors

IBM NATIVE FileNet P8 CM8 FileNet Image Services Tivoli Storage Manager

CUSTOM / OTHER Microsoft File System

Target Connectors

* SAP available as specialized connector

** Lotus Quickr connector available today with ECM services

MESSAGING / EMAIL Microsoft Exchange / PST Lotus Domino / NSF Lotus iNotes / LotusLive Instant Messaging (3rd Party)

FILE SYSTEMS Microsoft File System Desktops (via Tivoli CDP) Data ONTAP (NetApp / IBM N series) Other File Systems

OTHER Optim Archive Files SAP Archive Files * Microsoft SharePoint Lotus Quickr ** IBM Content Integrator CMIS Tivoli Storage Manager

CUSTOM SOURCES API Support with SDK

INTERNAL TASKS Copy / Move / Delete / Stub De-Duplication Rules-Based Classification

EXTERNAL TASKS Records Declaration Advanced Context Classification Rendering (3rd Party)

CUSTOM TASKS API Support / Partner Apps Meta Data Enhancement / Cleansing Encryption System Lookups ILOG Rules Engine (or 3rd Party) Policy Management

Primary Messaging System Data Store

Domino Exchange

SearchAnalyzeRetrieveDisclose

Hold

Few Authorized Users

All Users

Links to access

HierarchyStorageArchive

ArchiveData Store

Content Collection for Email Reference Architecture

Source Connector

Target Connector

Task Connectors

Copy, Move, Delete, Stub, Classify etc

Content aware

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Archive Solution ArchitectureThree critical components are required to build a solution:1. Business application2. Content management application3. Storage Container: Rewriteable or Non-erasable / non-rewriteable (NENR) technology

BusinessApplication

content

Reports, Documents, Records, Customer Correspondence

IBM Content Manager IBM CM OnDemand

IBM FileNet Image Services

Storage Container Retention System

Content Management or Archiving application

SQL Server

DB2

IBM Content CollectorIBM CommonStore

IBM FileNet (Email Manager IS)

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Sources: 1 Litigation Cost Survey of Major Companies, 2010 (from Conference on Civil Ligitation, Duke Law School, May 2010). 2 Industry estimates

Average cost to collect, 

cull and review 

information per legal 

case1

$3M

Portion of information 

unnecessarily

retained2

70%

eDiscovery• In 2006, Federal Rules of Civil

Procedure (FRCP) made all electronic data legally admissible for discovery in U.S. civil courts

• Western Europe is catching up, such as the U.K. Bribery Act and Foreign Corrupt Practices Act (FCPA)

• Large corporations, especially those that deal with serial litigation and those in highly regulated industries, are having the most difficulty adopting eDiscovery

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Efficient litigation response enabled by proactive information managementIncrease agility, improve defensibility and lower the cost of eDiscovery response with targeted tools to collect, hold, manage, assess and intelligently cull collected electronic

information regardless of originating source

IBM eDiscovery Manager• Tool for authorized IT users to help respond

to discovery requests from legal• Create and manage cases; search, assign,

hold, preview, and export collected content• Built on and integrated with ECM platform

with full auditability for chain-of-custody

IBM eDiscovery Analyzer• Early case assessment and smart culling for legal

professionals and litigation support specialists• Smart refinement of case collections to help

dramatically reduce eDiscovery costs• Advanced conceptual search and content

analytics for rapid case insight

Superior eDiscovery Software

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IBM Archiving Solutions

Value is delivered to you by:

Providing offerings for all types of data (e-mail, database, unstructured).

Leveraging policy-based data automation software for data movement, replication, retention and deletion.

Lowering TCO by leveraging tiered storage and increasing storage efficiencies.

Disk systems, Tape Systems, Blended disk and tape

Delivering flexible Non-erasable, Non-rewritable (NENR) and encryption options for securing data.

“If it is worth saving, it is worth protecting”.

Integrating IBM hardware, software and services into proven solutions.

Packaged and custom configurations for organizations of all sizes.

#IBMEDGEIntel, the Intel logo, Xeon and Xeon Inside are trademarks or registered trademarks of Intel Corporation in the U.S. and /or other countries.

Thank You!

Session: sBR31Presenter: Tony Pearson

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For More Information

43

Email:tpearson@us.ibm.com

Twitter:http://twitter.com/az99Øtony

Blog: http://ibm.co/brAeZØ

Books:http://www.lulu.com/spotlight/99Ø_tony

IBM Expert Network:http://www.slideshare.net/az990tony

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