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1 Electronic Records Management and Preservation Denis Plude June 26, 2006
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2 Agenda E-Records and Assured Records Management Applications and Interfaces Long Term E-Records Considerations and Best Practices Q & A
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3 E-Records and Assured Records Management
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4 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
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5 The most pervasive information type: Unchanging data objects with long-term value Monthly reports MRIs News clips Newspapers Genomic data Government records Transcripts Video conferences Videos Voice to Web Transcription White papers X-rays Letters Manuals Medical Records Documents E-mail archiving Engineering Drawings Check images Clinical trial results Biometric data Blueprints Books Seismic data Spreadsheets Training materials Historical documents Insurance photos Legal documents Clinical Instrumenta- tion CT scans Contracts Astronomic data Audio conference Backups Periodicals Proteomic data Satellite photos Business records CAD/CAM originals Fixed Digitized Content The Best Solution for Fixed Content is an Enterprise Archive
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6 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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7 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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8 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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9 Assured Records Management - People Document policies Train employees, including managers! Oversight reviews
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10 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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11 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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12 Applications and Interfaces
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13 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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14 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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15 Long Term E-Records Considerations and Best Practices
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16 What’s the biggest pain in keeping data a long time?
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17 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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18 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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19 Summary ü Explosive growth of unstructured data ü Digital archiving and assured records management require planning ü Tier storage for maximum TCO ü Use your vendor partners and similar environments to develop best practices specific to your application and data requirements ü Tape and optical are no longer appropriate mediums for digital archives ü Content Addressed Storage was designed from the ground up for digital archive
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