IBM Archiving Solution DB2 CommonStore for Lotus Domino

Transcription

1 IBM Software Group IBM Archiving Solution DB2 CommonStore for Lotus Domino Anthony Tang Advisory Sales Specialist Information Management Software Group

2 Challenges for Notes Administrators Increasing traffic in daily business leads to Continuous growth of Mail System Longer service intervals (backup times, recovery times) Slows down system response time (replication) Reduced overall server performance Ways of working with Domino Administrators have to limit storage space for mailboxes (small quota) Also limit space for Domino databases Users create Archive files which are stored locally

3 Limiting storage space forces users to... Store documents in local hard drive User responsibility for keeping mail databases small Time-consuming and inefficient Open security and backup issues Cost for disk space just shifted to user s workstation or another server database Print out messages and file as paper Inefficient, traditional filing Slow document retrieval from file cabinets Backward technology Delete valuable business information Loss of valuable information Far away from knowledge management Costly to reproduce

4 What is archiving? Extract s from the messaging system Option: together with meta data (like subject, sender, date, ) and store them in an electronic archive system (repository) On hard drive, tape, or optical disks (WORM) For many years Access archived s (retrieval) Through the Notes client Through the client of the electronic archive Client Retrieve Messaging system Archive Retrieve Electronic archive system (repository)

5 What drives archiving today? Growth of the messaging system More users Larger mail boxes More expensive operation Requirement Reduce the growth of the messaging system Offload old s from production messaging system Keep old s in near online access Legal requirements or industry regulations s treated as business records (based on procedures) Provide s on demand during audit or investigation Example 1 User selects s that should be business records Example 2 All s of a certain user group have to be captured and retained for a certain number of years Example: Securities Exchange Commission (SEC), regulations for broker and dealers

6 IBM CommonStore for Archiving Solution offers offloads from the mailbox to IBM Archive System stores it securely on external storage devices (SAN, NAS, optical disk, tape) complies with legal issues by better retention policies provides easy archive 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

7 Archiving options Entire messages Mail header (To, From, Subject,...) can be kept as a placeholder ( stub ) in Notes views or folders Mail becomes very small or is removed completely Attachments only Only the attachments are archived, Text in mail body remains unmodified Convert format of message Line data, Richtext Any other format (like TIFF, PDF) through program exit

8 Archiving options cont d Message attributes stored in archive (option) To, From, Subject, Creation Date,... Also additional attributes (like customer number, ) Stored as meta data in archive User driven or automatic archiving User selection (manually) Rule-based All mails

9 Archiving entire messages Highlights 100 % document fidelity (no format conversion) Includes Notes specific Rich text elements Database links, buttons, sections, Works for messages in Notes Richtext and MIME format Works for signed and encrypted messages Several options for mail placeholder 1. Text only (configurable) 2. Retrieval hotspot 3. Intelligent abstract of message

10 Example: Archived message with retrieval hotspot Retrieval hotspot

11 Archiving entire messages cont d Intelligent abstracting (optional) A short summary of the mail is inserted in the mail body Intelligent text analysis based on IBM s Text Analysis Framework (TAF) identifies most relevant sentences (special training for s) Length (number of phrases) can be configured Mail placeholder remains small (around 3 KB) Benefit Better search results for user since the abstract is included in the Domino full-text index No additional license cost for intelligent text analysis

12 Example: Archived message in inotes with abstract Intelligent abstract

13 Attachment archiving Highlights Archives only the attachment Works for messages in Notes Richtext and MIME format Works even for attachments outside of mail body Works for signed messages Mail body remains intact Can save % of entire message storage space Attachment placeholder In the exact location (not at end of message) Option 1: Text with hidden URL for Web retrieval Option 2: Text only (no URL)

14 Example: Attachment archiving Attachment placeholders

15 Automatic archiving Rules (policies) Size of documents Age of documents (absolute or relative) Size of mail database Notes formula (maximum flexibility)

16 Automatic archiving cont d Scheduling Frequency of archiving (hourly, daily, weekly) Archiving options (entire message, attachment archiving, ) Storage location and document retention Assigning users to policies 1. Within CSLD configuration: Based on mail directories and database files 2. Within CSLD configuration: Based on users and groups in Domino Directory

17 Examples: User-driven archiving Archive action in Notes folder (Notes Client) Archive action in open document (Web Mail)

18 Retrieval options Simple click on a button for reload on Domino server No Client code installed on user work station 1. Retrieval button added as action to mail template or 2. Retrieval hotspot inserted in mail body Temporary restoration of message Periodic clean-up of reloaded messages For reply or forward to external recipients Works for both entire message and attachment archiving CommonStore web viewing Simple click on web link (URL) created during archiving Attachments can be viewed individually No reload on Domino server Works for attachment archiving only

19 Example: Reload on Domino Server Notes Client - Retrieval button - Retrieval hotspot Web Mail - Retrieval button - Retrieval hotspot

20 Example: Web retrieval of an archived attachment 1. Click on CommonStore Web link (URL) 2. View archived attachment in Web Browser

21 Single-instance store Feature Identical messages are automatically recognized and archived just once (based on intelligent hash code algorithm) Example: 1 is sent to 50 recipients 51 copies in Domino, only 1 copy archived by CommonStore Optional setting Benefit Minimizes storage space in archive Removal from Notes in archive supported

22 DB2 CommonStore Infrastructure Applications CommonStore Server Notes Client Lotus Lotus Domino Domino Database Database Archiving Retrieving IBM ECM Repository Content Manager or Tivoli Storage Manager A R C H II V E Access from any other application

23 Highlights Better performance smaller databases mean faster access Less costs reduced investments in server hardware less expensive storage media No training access archive via Notes Client/Outlook, web browser Increased user productivity fast search and retrieval of information assets no responsibility for housekeeping the mailbox Improved document security critical documents centrally stored accessible even after years Open for growth scalability on various levels (job folder, archiving & retrieval tasks, servers, agents) Archiving in the SAP environment Multiplatform support Proven technology based on proven IBM ECM customers

24 IBM Software Group Demonstration