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Application and Mail Archiving for IBM® Lotus Notes® & Domino®
EASY NOTES
Frank Schoeneberg
EASY NOTES
04/10/2023
Identifying the Pain
| Slide 2
» Database Growth
» Index Size
» Server Proliferation
» Server Processing Overload
» Downtime Window Shrinkage
» Users Resistence to Change
» Solution Migration
» Archive Solutions are ???
ADMINISTRATORS
» Mailbox Size Limitations
» Performance – Searches, Views, Folders
» No Time for Change
» Training & Learning Curve Issues
» Archive Solutions are Kludgey
USERS
Frank Schoeneberg
EASY NOTES
04/10/2023
The Pain Relief
| Slide 3
Frank Schoeneberg
EASY NOTES
04/10/2023
The Solution
| Slide 4
» Database Size Reduction Up To 90%
» Only References Kept Inside Mailbox
» Reduced Hardware Costs
» Better Server Performance
» Downtime Window Availability
» Transparent Integration
» Facilitates Migration Process
» Moves Data Into Low Cost Storage
» Fully Integrated, Compliant ECM Solution
ADMINISTRATORS
» Mailbox Size Not An Issue
» Better Performance
» Truly Seamless Integration
» Enhanced Retrieval Function
» One Solution to Access All Corporate Content
» Less than 5% Footprint on Client
» Zero Client Installation
USERS
Frank Schoeneberg
EASY NOTES
04/10/2023
Search, Find and Change» The content of the application / email, including all attachments, is
indexed and full text searchable» Simultaneous search in active and archived documents» Search, Change and Create archived documents directly out of IBM
Lotus Notes interface» EASY NOTES Workspace lets you conveniently manage Notes
documents along with information from non-Notes sources (e.g. documents from SAP systems) in customer and transaction files
» Search Plugin and Toolbar available from IBM® Lotus Notes® 8.5
| Slide 5
Frank Schoeneberg
EASY NOTES
Frank Schoeneberg
EASY NOTES
Mobility through EASY NOTES» Considering the company‘s replication policy EASY NOTES offline
synchronization allows the user to synchronize archived e-mail messages regarding to his needs
» Direct access to the archived documents using IBM Lotus iNotes
04/10/2023 | Slide 7
Frank Schoeneberg
EASY NOTES
Frank Schoeneberg
EASY NOTES
Archiving» Revision-proof storage in the archive system» Transfer to cost-efficent storage media» Archiving ensures legal requirements» Versatile archiving using either rule-based or free defined processes » Option to convert the documents into Industry-standard compliant
formats such as PDF, PDF/a, TIFF
04/10/2023 | Slide 9
Frank Schoeneberg
EASY NOTES
Compression» Storage saving compression in the archive‘s back-end » Documents including all attachments are being compressed » Single instance storage technology » Supports “Domino Attachment and Object Service“ (DAOS) available
from IBM Lotus Domino 8.5 onwards
04/10/2023 | Slide 10
Frank Schoeneberg
EASY NOTES
Referencing» EASY NOTES only leaves a stub reference (Size: 1 byte) on the IBM
Lotus Domino Server» Ensures high usability for the end user» Automated or manual restore of the complete document» Reduces BackUp and Restore periods
04/10/2023 | Slide 11
Frank Schoeneberg
EASY NOTES
Create your own solution» The included Software Development Kit (SDK) gives you even more
possibilities when integrating archiving functionalities with your own applications
» Requirements that go beyond the comprehensive EASY NOTES functionalities can be developed through the SDK
» Object based IBM LotusScript library» Usage of Standard Notes Object for data (eg. NotesStream,
NotesDateTime)» Integrating in existing third party applications
04/10/2023 | Slide 12
Frank Schoeneberg
EASY NOTES
Frank Schoeneberg
EASY NOTES
04/10/2023
Search in one’s own mail databaseAuthentication by Lotus Notes username
| Slide 14
Archive_09
Archive_08
Archive_07
PersonalMail File
Frank Schoeneberg
EASY NOTES
04/10/2023
OtherMail File
Archive_09
Archive_08
Archive_07
PersonalMail File
Search in other mail databasesPermission via mail preferences (Access & Delegation)/ACL
Authentication via username of owner of the mail database
| Slide 15
Frank Schoeneberg
EASY NOTES
04/10/2023
Archive_09
Archive_08
Archive_07
Search by a non Lotus Notes clientPermission via Domino Directory/EASY ENTERPRISE.x Domino Delegate
Login via any Lotus Notes username
At least one username of the active user must be contains in the notes.acl attribute
| Slide 16
DominoDirectory
Frank Schoeneberg
EASY NOTES
04/10/2023 | Slide 17
Access
A r c h i v i n gC o m p r e s s i o nR e f e r e n c i n g
Frank Schoeneberg
EASY NOTES
04/10/2023
EASY NOTES Components
| Slide 18
Mail Workspace PlugIn
USER INTERFACE
Domino Gateway
BUSINESS LOGIC AND CONFIGURATION
Business Gateway MultiRenderer
PROCESSING
Frank Schoeneberg
EASY NOTES
04/10/2023
LOTUS DOMINO SERVER
EASY NOTES Gateways
| Slide 19
Domino Gateway as JAVA Server Addin
JAVA APPLICATION SERVER
Business Gateway
EASY ENTERPRISE
ECM SERVER
R M I
J A V A
Frank Schoeneberg
EASY NOTES
04/10/2023 | Slide 20
» Application Archiving
» Respects Notes Security Model
» 90% Database Size Reduction
» Supports Distributed Archive (Replication)
» Truly Seamless, Transparent Integration
» Full Audit Trail Capabilities
» Provides Technical Base for Meeting Compliance Standards
» Simple Application Development Integration (SDK & API)
» Zero Client Install
FEATURES
» Archive Mission Critical Applications, In Addition to Email
» All Information is Secure, According to Notes Model
» Faster Response Time
» Provides User Mobility
» Happy Users, Zero Impact on Users
» Happy Auditors
» Happy Compliance Officers
» Easy Application Development Integration
» Easy Administration
BENEFITS
Frank Schoeneberg
EASY NOTES
04/10/2023 | Slide 21
Application and Mail Archiving for IBM® Lotus Notes® & Domino®
THANK YOU
Frank SchoenebergKey Account Manager
Mail: [email protected]: +49 163 84 50 438