IBM Content Manager Compliance Solution with IBM System Storage N Series SnapLock devices

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1 IBM Content Manager Compliance Solution with IBM System Storage N Series SnapLock devices Author: Raghuram Tadipatri Senior Manager, IBM tadipatr@us.ibm.com Dated: 5/20/2013 Copyright IBM (2013). This information contained within this document is the property of IBM. The above notice and this paragraph must be included on all copies of this document that are made.

2 Objectives of the solution The objective of this solution is to archive data into IBM Content Manager (CM8) for a defined period of retention and dispose of the data once all regulatory and compliance requirements are met. You can accomplish this solution by using IBM Content Collector (ICC) and an IBM System Storage N Series SnapLock device. Definitions Retention period is the minimum period of time that a document must be preserved for legal or regulatory purposes. Regulations such as SEC 17.a.4 will specify a retention period for certain types of . Normally the retention value also needs to be set on the compliance storage device. Expiration Date is the date on which the document can be deleted, as long as it is not being held as a declared record or for litigation This value is set in the ICC task route. Expiration Date is calculated in the following ways: o o By ICC as received date + Retention period By IBM Content Manager as Document creation date + Retention period (in Itemtype Definition) Key requirements Capture and archive that is stored in Exchange PST files or Notes NSF files Capture and archive going-forward from the mailboxes, SMTP forwarded , or the journal. Capture and archive data from various sources, such as the file system, Microsoft SharePoint, IBM Datacap Capture, IBM Content Manager Clients, etc. This data could be s or documents of any other type. Write s to Write Once Read Many (WORM) compliance storage that is delete-protected. Index s (both metadata and full-text) to enable efficient searching and ediscovery. Preserve s subject to litigation through a legal-hold capability. Dispose of s once Retention and Expiration periods are met, assuming the is not held. Solution design The IBM solution for archival and discovery is based on five major components: IBM Content Collector (ICC) is the product that interfaces with the server to collect, deduplicate, classify (if necessary) and archive the s into a Content Manager repository. IBM Content Manager Version 8 (CM8) is the repository used to index, store, and manage large volumes of s. The metadata and full-text indexing are provided by IBM Content Manager. FileNet P8 Content Manager is also an option for a repository, but this document is focused on IBM Content Manager.

3 IBM ediscovery Manager (edm) provides a robust solution for searching s through a web interface, organizing them into case folders, putting s on legal hold, and exporting s into a review tool. IBM ediscovery Analyzer (eda) provides a powerful analytics tool for advanced culling and early case assessment and is designed to reduce the number of s that require review. IBM N-series SnapLock storage is required for storing s subject to compliance. This storage option is an extension of general IBM Content Manager functionality. IMPORTANT: As noted earlier, this document refers to as the content to be stored in the repository, but it also applies to any type of storable data. Retention management IBM Content Manager acts as the control center for that is stored into the system because it is responsible for the retention and expiration dates of the . However, it shares the management responsibilities of retention and expiration with SnapLock, which handles the compliance retention. By using the IBM Content Manager System Administration Client, you can set or view the item type retention period on the Definition tab. However, the Item retention period setting in the Itemtype definition is for use with ICC or any other custom applications. IBM Content Manager does not manage this attribute and does not set retention on the storage device. Retention period must be set directly in the SnapLock device at the volume level by defining the Maximum, Minimum, and Default Retention periods. With the integration of the IBM Content Manager, ICC and IBM ediscovery features, you can achieve the following expiration process: During archival with ICC, the expiration date of an is calculated and the expiration date is set in IBM Content Manager. To delete expired , the ICC expiration manager process must be run. This process searches for s that have an expiration date that is less than or equal to the current date, are not records, and are not held. Any matches are immediately deleted from IBM Content Manager. IBM Content Manager text-index information for the deleted is removed during the next index update cycle. IBM Content Manager deletes metadata from the library server regardless of the System Storage Archive Manager or SnapLock retention status. The metadata of an is removed from the library server. However, depending on the retention parameters that are set on the SnapLock device volume, the or physical object is still protected from deletion. The retention period on the Definition tab is not used by Content Manager itself for content deletion. Application processes such as expiration manager use this information for identifying deletion candidates. ICC expiration manager process determines when the content can be deleted and has no direct relationship to the SnapLock volume Retention period. When you use the ICC setup tool to create Content Manager Item types, two triggers are created that prevent from being deleted prior to the ICC expiration setting. The first trigger prevents a user from changing the expiration date to be earlier than its original setting. The second trigger prevents content

4 that is stored in the item type from being deleted if it has not reached its expiration date or is on hold. These triggers, in conjunction with appropriate Content Manager access control lists, can prevent users, super users, and administrators from maliciously or accidentally deleing content. System setup for IBM Content Manager configured directly with SnapLock IMPORTANT: The instructions that follow cover IBM Content Manager only. To meet regulatory requirements regarding the storage of , SnapLock storage device provides a WORM environment for archival. At this layer, retention is determined through settings applied to the SnapLock device. Incoming Exchange/Domino Search IBM Content Collector IBM Content Manager library server IBM Content Manager resource manager SnapLock storage device Logical layout of key components IBM Content Manager provides support for network attached storage (NAS) devices, such as an IBM System Storage N Series SnapLock device as a storage repository. The NAS volumes on Windows are mounted by using Common Internet File System (CIFS) protocol. CIFS is a native file-sharing protocol in Windows. The NAS device must support CIFS to connect storage volumes to the Windows system that contains the resource manager. Because a SnapLock device can support CIFS protocol, it can be configured as a NAS volume. On UNIX systems, the NAS volumes must be mounted by using Network File System (NFS) protocol. The NAS device that is used as storage repository must be reliable, redundant, and always available. The system that contains the resource manager should be connected to the NAS device by using a network connection that is suitable for the estimated workload. You must manually verify that NAS volumes are available before you start the resource manager by mapping a drive letter to the UNC path. Content Manager EE does not automatically connect to, or reconnect to, a NAS volume. If the network connection is lost, the resource manager is not able to store objects. You can verify the availability of a NAS volume by viewing a directory listing or by navigating to the mapped drive. Microsoft Windows Explorer displays an icon if a connection has been lost. For resource manager, you must change its associated WebSphere Application Server profile so that the profile is not started as a Windows service but rather through a command prompt. This requirement ensures that the Windows login user who has mapped the UNC path to the NAS volume is the same user that starts the WebSphere Application Server profile and has access to the NAS volume. This requirement also ensures that the value of the ICMRM_USER in RMCONFIGURATION table of the IBM

5 Content Manager resource manager database (rmdb) matches the Windows login user that was used to start the associated WebSphere Application Server profile. After ICC archives an , the first destination is IBM Content Manager (library server and resource manager). Metadata about the is stored in the library server, and the associated content or is stored by the resource manager directly onto the SnapLock device for deletion protection and retention management. In this configuration, the retention period is determined through settings applied to the SnapLock device storage volume. SnapLock provides 3 settings (Maximum, Minimum and Default) that can be set per volume to define retention periods. SnapLock device manages retention by updating the last accessed date for a file to a future date, as calculated based on the retention period defined. It is highly recommended to not configure SnapLock device to do an automatic delete after the retention period expires. IMPORTANT: In Content Manager V8.4.3 Fix Pack 2 or later, the mode parameter has an additional value, retention, that is available for use with SnapLock devices only: You must set the mode parameter to retention when you enable the CIFS device manager. Setting this parameter enables the resource manager to access the last access date for a file on the storage device in case of a failed attempt to delete or update a file the first time. If the last access date is found to be a future date, resource manager updates the OBJ_REFERENCEDDATE column in the RMOBJECTS table for that item to defer the deletion of that object until that date. If this parameter is not set, resource manager fails a delete request for content on SnapLock device configured for retention and consume resources. The asynchronous delete requests that cannot be processed continue to consume resources at each delete cycle (the default behavior is to keep trying to delete every 30 minutes until successful). In addition, client updates to existing content are prevented. Restricting client updates is problematic because the original content cannot be deleted and replaced as expected when versioning is not applicable, as is the case with SnapLock devices. TIP: An alternate configuration option can be used depending on your business requirements. You can leverage Tivoli Storage Manager(TSM) functionality to set up Content Manager with a SnapLock device by using System Storage Access Manager (SSAM) to coordinate the retention management. For details see the IBM developworks article "IBM Content Manager, System Storage Archive Manager, and SnapLock Integrations -- Retention and Expiration Management". Operational considerations You should carefully consider the following operational issues when you set up a direct connection between Content Manager and a SnapLock device. IMPORTANT: These particular considerations do not necessarily apply if you are using the SSAM alternative for coordinating retention management. Coordinating retention and expiration periods Retention typically measures the required legal, business, or regulatory amount of time that a content item must to be retained.

6 Expiration relates to the business value of the content and can be calculated based upon different criteria. Expiration date is the date on which a document can be deleted unless it specifically designated as a hold item. Deleting content Asynchronous or uncoordinated expiration/retention mismatch IBM Content Manager deletion prior to SnapLock retention: Given the lack of formal retention support between IBM Content Manager and the SnapLock storage device, it is possible for an ICC expiration date to occur before a retention date in the SnapLock device. In this instance, the document metadata (not the document itself) can be deleted from IBM Content Manager. The physical document is not deleted from SnapLock. The document is no longer accessible or discoverable from IBM Content Manager, but continues to be stored on the SnapLock device. The deletion request is added to a delete queue in IBM Content Manager. Once the appropriate retention period passes, the document is deleted from the storage device. IBM Content Manager deletion post SnapLock retention: The document is deleted from both CM and SnapLock in one transaction. Managing file system growth File system size should be managed by creating multiple volumes on the SnapLock device and configuring IBM Content Manager storage options. For example, you might create a SnapLock volume and an associated Content Manager storage collection for each year: SnapLock Volume (Agent 2009) CM8 Itemtype (Agent_PST_2009) SnapLock Volume (Agent 2009) CM8 Itemtype (Agent_PST_Attachments_2009) SnapLock Volume (Agent 2010) CM8 Itemtype (Agent_PST_2010) SnapLock Volume (Agent 2010) CM8 Itemtype (Agent_PST_Attachments_2010) Setting SnapLock retention date Dedicated SnapLock storage volumes: To properly manage retention in SnapLock, a volume, or set of volumes, must be created for the use cases of day forward archiving and back file conversion. Retention will be managed individually across these volumes. IBM Content Manager item types for these use cases must be mapped to the associated SnapLock volumes. Day forward archiving: Retention must be set on the SnapLock volumes to the desired value and do not require adjustment unless business requirements change. For example, on the day forward volumes, you might set the retention period to 5 years. Migration of existing To minimize over retention, must be extracted in date order starting with the oldest content. This should be done by setting the date range in the Received Date parameter in the SnapLock volume in batches that meet requirements for retention (monthly, quarterly, etc.). Once to be migrated is extracted, SnapLock retention must be calculated to ensure retention meets legal requirements.

7 For example, for a five-year retention requirement, you might configure the following settings: Received Date January January 31, Years (Current Date - January 31, 2009) = number of retention days required Define retention in the SnapLock storage volume of number of retention days required Ingest content and repeat process for each batch Setting ICC expiration date The ICC expiration date can be set as a literal date or as a calculated date ( Received Date + some_designated_number). You should set this value based on your retention requirements and apply it to all ICC task routes. ICC expiration does not need to be altered for back file archiving or day forward archiving, but you should take into account the following options: Option 1 - Set the exact deletion date as the retention value in Content Manager and ICC: In this option, if the retention period in the SnapLock volume has been set to 5 years, then you would set the comparable value in Content Manager and ICC to an exact date, Received Date + 5 years. On that date, the ICC expiration manager deletes the content from Content Manager. In turn, Content Manager requests that the associated content be queued for deletion from the SnapLock volume. Content will not be searchable or retrievable via IBM Content Manager but could be discovered in the SnapLock storage file system. With millions of objects in the file system, they would be extremely difficult to locate. Assuming a monthly batch, items are deleted over the course of the month, with items being over retained in the SnapLock between 0 and 31 days depending on the day of the month the was received. In this configuration, no content that is over retained in SnapLock is searchable and discoverable through IBM Content Manager tools such as edm. Option 2 - Set the deletion date as the retention value in Content Manager and ICC as the deletion date plus 1 month longer: In this option, if the SnapLock volume has been set to 5 years (60 months), then you would set the comparable value in Content Manager and ICC to an Received Date + 61 months. This setting ensures that all content in the SnapLock volume has passed its required retention date prior to a IBM Content Manager deletion request. ICC expiration deletes all content from IBM Content Manager and SnapLock. Assuming a monthly batch setting, items are deleted after the 61 st month with items being over retained in the SnapLock between 0 and 31 days, depending on the day of the month the was received. In this configuration, all content that is over retained will be searchable and discoverable through IBM Content Manager tools such as edm.