Virtual Rentention N Reposition Mgt

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Virtual Retention and Repository Management – Managing Content in Disparate Repositories…


ProcessServicesTemplates

Best Practices

ProcessDiscovery

Modeling &Simulation

Analysis &Optimization

FormsDesign

QueueManagement

SystemsIntegration

ProcessExecution

ActivityMonitoring

EMC Documentum Platform

ContentServices Workflow

Relation & LinkManagement

Transformations& Renditions

XMLManagement

ContentPublishing

LibraryServices

ClassificationCategorization

Lifecycles ChangeControl

eSignatures

SAFECredentialing

Access Control& Encryption

Audit Trail

RepositoryServices

RecordsManagement

RetentionPolicies

StorageOptimization

Auditing &Reporting Archiving

InformationRights Mgt.

Security

CLIENT ACCESS POINTS


Retention Policy Services

Process Services

Content Services

Repository Services

Storage Area 1 Storage

Area “n”

DCTM Content Stores

Retention Services Built in.

Storage Area 2

But, Not invasive

Pervasive


Retention Policy Services Overview

Helps organizations comply with legal and regulatory requirements

– Apply and enforce retention and disposition policies automatically

– Deploys quickly to begin working immediately

– Alleviates compliance burden on end users– Provides auto-delete capabilities – Provides cost savings for storage,

compliance, and eDiscovery

Built into the Documentum Platform– Built into Repository Services– Integrates with Documentum content

management applications– Applies to legacy Documentum content– Enforces retention policies on external

content

Key PointsRecordsManager

ExtendsOut to

RetentionPolicy

Services

• Records• Holds• Audit trails• Notifications• Inheritance


• File plan• Security• User declare• Shredding• Reports



SourceOne

EMC Centera

SharePoint

DCM


Retention Policy Services

Process Services

Content Services

Repository Services


Area “n”

DCTM Content Stores

Storage Area 2

Retention Services Built in.

Records Manager

Core Records Manager ComponentsSecurity Access

Control

Notification

Report and AuditingFile Plan

Web Services for Records

Storage Management

Certified!


Records Manager Overview


– Balanced approach leverages both automation and human judgment

– Simplifies record declaration for paper, e- mail, and electronic documents

– Enables fast and accurate record retrieval– Lowers discovery costs and the likelihood of

penalties– Certified against DoD5015.2, Chapters 2 & 4

Built on the Documentum Platform– Integrates with Documentum content


content


ExtendsOut to

RetentionPolicy

Services






TCS

IRM

EMC Centera

SharePoint


Repository Services

Physical Records Services

Process Services

Content Services

Repository Services


Area “n”

DCTM Content Stores

Storage Area 2

One

way

Just MetadataRetention Services Built in.

Records Manager

Core Records Manager ComponentsSecurity Access

Control

Notification

Report and AuditingFile Plan

Web Services for Records

Storage Management

Physical Records Services


Physical Records Services Overview


– Balanced approach leverages both automation and human judgment

– Simplifies record declaration for paper, e- mail, and electronic documents

– Enables fast and accurate record retrieval– Lowers discovery costs and the likelihood of

penalties– Certified against DoD5015.2, Chapters 2 & 4

Built on the Documentum Platform– Integrates with Documentum content


content


RetentionPolicy

Services






Physical Record

Services

• Warehouse• Bar-Code• Charge-in/out• Pass-Along• Bulk Processing


The EMC Solution Analysts Rankings – We’re Number 1!

EMC’s Records Solution is currently the industry leader

Sources: Gartner, May 2008Datamonitor, August 2009, Decision Matrix: Selecting a Documents and Records Management Vendor, DMTC2247


These systems all have something in

common…

Companies need to take control of these assets…

Option 1 – Create one RM/RPS repository and migrate all content

Today’s Reality - The Enterprise Contains a Variety of Disparate Systems


Migrating Content Can be Expensive

Trouble is:

A typical migration can run from $50K - $100K, with some close to $1M.

In a high risk environment such as GxP, this can easily be double due to the stringent testing and validation involved

– Most of the cost is due to the analysis and subsequent mapping of the metadata

Migrating metadata for RM purposes is a small fraction, 5 – 10 % of the migration cost


Today’s Reality - The Enterprise Contains a Variety of Disparate Systems – ‘Local’ Solution


common…


Option 2 – Apply compliance

controls to content “in-place”

Effective on a Effective on a ““locallocal”” basis but:basis but:Does not scale across the enterprise.

Does not support enterprise-wide discovery

Does not support enterprise wide anything…

• Retention policy management

• Disposition

• Unified audit

• RM context

• etc…


Today’s Reality - The Enterprise Contains a Variety of Disparate Systems – Federated Solution


common…


Option 3 – Apply compliance

controls to content “in-place” but

federate using a master and push

out policies.

Better than disjointed retention Better than disjointed retention but:but:Significantly complex

Only scales somewhat

Dependent on local functionality for retention.

Policies must be pushed out and translated to local functionality

Does not support enterprise wide RM context


There is a better way, a virtual architecture

Select the best Records Management solution and make it the Master Records System.

Extend the functionality to control all repositories.


What’s in a name?

The bald eagle is not bald; it has a cap of white feathers on top of its head.

The koala is not a bear; it is a marsupial, which is a mammal with a pouch.

EMC Federated Records Services (FRS) is not federated at all, it is based on a virtual architecture.


Repository ServicesRepository Services

Virtual Retention (Federated Records) Services

Process Services

Content Services


Area “n”

DCTM Content StoresRetention Services

Built in.

Storage Area 2

StorageMgmt.StorageMgmt.

Reporting & Auditing

Reporting & Auditing

File PlanFile Plan

NotificationNotification

Security & AccessControl

Security & AccessControl

Web Services For Records

Physical/PaperPhysical/Paper

One

way

Just Metadata

File

Net

Shar

ePoi

nt

Othe

r DCT

M

File

Sha

res

FRS Adaptor

Federated RecordsServices

EMC Documentum RM/RPS Suite


1. Find content in remote system

2. Categorize Content

5. Create “Proxy Object” in master repository.

4. Disable conflicting functionality in remote system.

6. Manage retention from master repository.

7. Manage disposition from master repository.

3. Make remote content “as immutable as possible”.

FRS - Fundamentals


EMC’s Federated Records Management

Why do it?– Unified policy management across enterprise content– Unifies electronic, physical and federated in to one solution

Fully integrated into Documentum’s RPS – Unlimited event & time-based retention– Legal hold functionality– Permanent records– Periodic review

Automated creation of records

Proven development flexibility– Timely development support for POC and enterprise implementation– Pre-built adaptors OOTB and – adaptor framework and SDK for custom adaptors available

Domain expertise in both records management technology and business requirements


Examples of FRS – Adaptors

CONTENT TYPES

• Images• Flash• Sound• Video

Rich MediaRich Media

• Discussions• IM

• Notes• Projects

CollaborativeCollaborative

• Paper• Fax Images

• Reports• Scanned Images

FixedFixed

• Email Messages• IM Messages

• Chats

MessagingMessaging

• Documents• Spreadsheets• Presentations

• Notes

DocumentsDocuments

• HTML• SGML• WML• XML

WebWeb

FRS AdaptorsShared Shared

File File SystemSystem

EMC/EMC/DCTMDCTM

IBMIBM Oracle Oracle OpenTextOpenText SharePointSharePointERP/CRMERP/CRM


XML documents

Proxy ObjectsProxy Objects

Proxy Objects

Import Manager&

Import Adaptor

Create proxy objects

Adapter

Repository Adaptors

Objects to manage

•Creates XML representation of discovered objects

Discover objects

Extractor

Master Documentum

Repository

Managed Source Repository

FRS Framework Overview

Apply and ManageRetention

EMC Federated Records Services (FRS) is not federated at all, it is based on a virtual architecture.


FRS – Next Steps

Use of ECIS for search and creation of the proxy object

User process for creation of managed objects

CIS for auto classification & creation

Records Implementation

Record Policy & Formal Records support

Repository Services

Check-In /Check-Out

Versioning

Metadata Update

Synchronization of metadata between Master and Child

Security Synchronization

View Content

From Master

Metadata Mapping

Additional Adaptors


Vision Going Forward Today, Documentum Federated (Virtual) Records Services

Process Services

Content Services

Repository Services


Area “n”

Content Management

Full Text Indexes

DCTM Content Stores

One

way

Storage Area 2

XML ServicesDBMS Services

App Connector

Standard DCTM Sysobject Access

File

Net

Shar

ePoi

nt

Othe

r DCT

M

File

Sha

res

FRS Adaptor



Vision Going Forward Documentum Virtual Content Management

Process Services

Content Services

Repository Services


Area “n”

Content Management

Full Text Indexes

DCTM Content Stores

One

way

Storage Area 2

XML ServicesDBMS Services

App Connector


WebTop

Standard DCTM Sysobject Access

File

Net

Shar

ePoi

nt

Othe

r DCT

M

File

Sha

res

VCM Adaptor


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Virtual Rentention N Reposition Mgt

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