IBM Atlas Suite Users Guide: Data Source Definition. for IBM Atlas Suite v6.0

IBM Atlas Suite Users Guide: Data Source Definition for IBM Atlas Suite v6.0

IBM Atlas Suite Users Guide: Data Source Definition This edition applies to version 6.0 of IBM Atlas Suite (product numbers 5725-D75, 5725-D76, 5725-D77) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2004, 2011. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

Contents 1 Introduction... 4 1.1 General Layout and Configuration... 4 1.2 Catalog... 5 1.3 Categories... 5 1.4 Location Types (the Types tab)... 6 1.5 Catalog Management... 6 1.6 Data Governance Metrics... 8 2 The Data Source Catalog... 9 2.1 The Catalog... 11 2.2 Data Source Details... 12 2.3 History... 12 2.4 Related Data Sources... 13 2.5 Schedules... 13 2.6 Holds & Collections... 14 2.7 All Holds & Collections... 15 2.8 Plan Templates... 15 2.9 Policy Distribution... 15 3 Data Source Categories... 16 4 Data Source Types... 17 5 Data Source Attributes... 19 5.1 Data Source Details... 19 5.2 Organizations... 20 5.3 Staff... 21 5.4 Discovery... 21 5.5 Data Management... 22 5.6 Location... 23 5.7 Attachments... 24

1 Introduction A Data Source is an object that represents a repository of data, such as an email archive, fileshare, or filing cabinet. This book lists and describes the configurable attributes of Data Sources. It s intended for IT users who have access to Map > Data Sources. This chapter gives a brief tour of the tabs that you ll find in the Data Sources module. Subsequent chapters provide detailed information about the attributes you ll find in these tabs. In addition to this book, you should also see the Data Source Maintenance Users Guides; there are two Guides, one for systems that use IIM (Information Inventory Management), and another for those that don t. The Data Source Maintenance Users Guides describe the Data Source workflow. 1.1 General Layout and Configuration When you go to Map > Data Sources, you see five tabs: Catalog is a list of the Data Sources to which you have access. Categories lets you define labels that you can use to categorize your Data Sources. Types lets you identify a Data Source s geographic and management attributes street address, state, building number, contact name, and so on. Catalog Management lists the Data Sources modifications that are pending approval. Data Governance Metrics provides an overview of the legal and regulatory obligations associated with your Data Sources. The rest of this chapter takes a closer look at these tabs.

IBM Atlas Suite Users Guide: Data Source Definition Introduction 1.2 Catalog The Data Source Catalog is a list of the Data Sources to which you have access. You can filter the list through the (configurable) fields in the upper part of the window; the Data Sources that fit the search criteria are displayed in the lower part of the window: More information about the Catalog is given in The Data Source Catalog. 1.3 Categories A Data Source Category is a label that you can use to categorize your Data Sources. You can create and use Categories however you like; they re particularly useful in helping you narrow a search in the Data Source Catalog. Categories are explained in Categories. 5

Introduction IBM Atlas Suite Users Guide: Data Source Definition 1.4 Location Types (the Types tab) A Data Source Location Type comprises a set of geographic and managerial attributes street address, state, building number, contact name, and so on that are pertinent to the Data Sources that are in a particular location. For each Type, you get to choose which of these attributes is displayed and which are required. For more information, see Types. 1.5 Catalog Management The Catalog Management tab contains two subtabs, Change Requests and Templates. 1.5.1 Change Requests The Change Requests subtab lists the current Data Source Change Requests. A Change Request describes the potential creation, modification, or deactivation of a Data Source. As with the Data Source Catalog, you can filter the list through the fields in the upper part of the window; the Change Requests that fit the search criteria are displayed in the lower part of the window: Change Requests and the Catalog Management subtab are described in the Data Source Maintenance Users Guides. 6

IBM Atlas Suite Users Guide: Data Source Definition Introduction 1.5.2 Templates The Templates subtab lists the Data Source Templates that have been defined for your system: A Data Source Template is a prototype you can use as a basis for creating new Data Sources. When you click on a Template name, you re taken to its Details page, which looks much like the Details page for a real Data Source. The one important difference is that the Template page has a Create Data Source button: When you click Create Data Source, a new Change Request is created and the Template s values are copied into it. A Template can be half-formed : It doesn t have to contain all of the attributes that are required when you create, edit, and approve a real Data Source. Data Source Templates aren t subject to the approval workflow. When you create a Template, it s immediately active. To delete a Data Source Template, click the Deactivate button. This completely erases the Template it can t be reactivated later. For descriptions of the attributes on the Template Details page, see Data Source Attributes. 7

Introduction IBM Atlas Suite Users Guide: Data Source Definition 1.6 Data Governance Metrics The graphs and tables on the Data Governance Metrics page depict the number of Data Sources that have the least-togreatest legal and regulatory obligations. These tools help IT organizations defensibly dispose of data, link legal obligations to information assets, and reduce the cost and burden of ediscovery. For more information about Data Governance Metrics, see the Disposal and Governance Management for IT users guide. 8

2 The Data Source Catalog The Data Source Catalog is the first thing you see when you go to Map > Data Sources. By default, the Catalog lists all of the active Data Sources in your system (we ll look at the list in a moment). You can filter the list by using the search parameters at the top of the page: The upper section contains these elements: Element Status Meaning The state of the Data Source, one of: Active. Only active Data Sources are displayed. This is the default. Inactive. Only inactive Data Sources are displayed. All. Both active and inactive Data Sources are displayed. Involvement This refers to the Data Source s participation in the scope of a Legal Request. The options are: All. The Data Source s participation is ignored. Collections. Only those Data Sources that are in the Scope of a Legal Request that has an active Collection Notice or Plan are displayed. Holds. The Data Source is in the Scope of a Legal Request. Holds and Collections. A combination of the Collections and Holds options. Modified from/to Only those Data Sources that were modified within the given date range are displayed.

The Data Source Catalog IBM Atlas Suite Users Guide: Data Source Definition The lower part of the panel, Data Source Details, lets you customize the set of attributes that you want to use in your search. You define the set of attributes that you want to include (or exclude) by clicking the More button and selecting from the Select Parameters window: After you dismiss the Select Parameters window by clicking Save, the attributes will appear in the Data Source Details list. You can rearrange the layout by dragging an attribute name to a new position. The other attributes will automatically move out of the way: 10

IBM Atlas Suite Users Guide: Data Source Definition The Data Source Catalog When you drop the attribute, it snaps into place: Every user has his or her own Data Source Details layout. The changes that you make to the page won t affect the layout that other users see. 2.1 The Catalog After you ve filled in the search criteria and clicked Search, the page displays the Data Sources were found: The Data Sources are initially sorted by name. You can sort by some other attribute by clicking on a column head; a second click reverses the sort order. The icons that appear in the Name column are: means that the Data Source has a Change Request associated with it. means that it doesn t have a Change Request associated with it. means the Data Source is the target of a Collection. means the Data Source is in the Scope of a Request. When you click on a Data Source name, you re taken to its Details page, described in the next chapter. IMPORTANT The Data Source Catalog only lists those Data Sources that have been assigned to an Organization that the logged-in user is part of it. If a Data Source hasn t been assigned to an Organization, it s assumed to be part of Corporate (the head of the Organization hierarchy). 11

The Data Source Catalog IBM Atlas Suite Users Guide: Data Source Definition 2.2 Data Source Details When you click on a Data Source name in the Catalog, you re taken to the Data Source s Details page: The page lists the Data Source s primary attributes. The attributes are described in the Data Source Attributes chapter. 2.3 History The History tab shows you a list of approved changes to the Data Source, in reverse chronological order: 12

IBM Atlas Suite Users Guide: Data Source Definition The Data Source Catalog 2.4 Related Data Sources A Data Source can be related to other Data Sources. This relationship is purely informational it doesn t have any technical significance. As an example, if you add a Data Source to the Scope of a Request, its related Data Sources aren t also added to the Scope of that Request. The Related Data Sources tab lists the Data Sources that are related to this Data Source: To add to the list, click the Edit button and select the desired Data Sources from the Resource Chooser. You can add a comment directly in the Comment column. 2.5 Schedules The Schedules tab lists the Local Schedules that are mapped to the Data Source (through the Local Schedules > Record to Repository Matrix module): Clicking the name of the Schedule takes you to its Details page. In order to be a candidate for Schedule mapping, the Data Source must be assigned to an Organization that acts as the Schedule s Admin Organization. If the Data Source s Organization assignment includes sub-organizations, then the Data Source can be mapped to all Schedules that have Admin Organizations that are lower in the Organization hierarchy. 13

The Data Source Catalog IBM Atlas Suite Users Guide: Data Source Definition 2.6 Holds & Collections The Holds & Collections tab lists the Matters that the Data Source is actively involved with. Only those Matters to which you have access are listed. The Legal Holds section lists the Matters that have Requests whose Scope includes the Data Source. It doesn t matter whether or not the Matter actually has any Holds. (You should think of this panel as In the Scope of a Request.) The Incomplete Collections section lists the active Collection Plans in which the Data Source is a target. The Complete Collections section lists the completed Collection Plans in which the Data Source is a target. Clicking the various links takes you to the named Matter, Request, or Plan. 14

IBM Atlas Suite Users Guide: Data Source Definition The Data Source Catalog 2.7 All Holds & Collections The All Holds & Collections tab also provides a list of the Matters the Data Sources is involved with, but it doesn t provide detailed information about the Matters Requests and Plans. Instead, it gives the Matter s ID and then indicates, with a checkmark or a go to link ( ), whether the Data Source is in the Scope of a Request (the Holds column) or is the target of a Collection Plan (Collections). The go to link means that you are the owner of a Preservation or Collection Plan within the Matter. When you click the link, you re taken to the My Holds or My Tasks module so you can complete your responsibilities with regard to the Preservation or Collection. This tab, which is designed for IT staff, offers limited information about the Matter you can even configure the system so the Matter ID isn t displayed. Unlike Holds & Collections, the list isn t limited to those Matters to which you have access. The purpose of the tab is to provide visibility into a Data Source s legal discovery involvement so that an IT member doesn t prematurely retire or otherwise alter the storage device that the Data Source reprsents. 2.8 Plan Templates The Plan Templates tab lists the Manual and Automated Preservation and Collection Plan Templates that are associated with the Data Source. In order to be used in a Preservation or Collection Plan, a Data Source must have a Template associated with it. For more information on this subject, see the Preservation and Collection Plans users guide [forthcoming]. 2.9 Policy Distribution A Data Source can contain an application, or Connector, that accepts and applies Retention Schedules to the data that s stored on the physical device. The Policy Distribution tab lets you configure the Connector. For more information on this subject, see the Policy Distribution users guide [forthcoming]. 15

3 Data Source Categories The Map > Data Sources > Categories module lists the Data Source Categories that have been defined in your system. A Category, which comprises a name and description, is simply a means to categorize your Data Sources (to assist in searching, for example). You can create and use Categories however you like. To create a new Category, click the New button. This will bring up a panel where you can name and describe your Category: You can delete a Category by clicking the in the far left column. However, you can t delete any Categories that are currently being used. If you make the attempt, you ll see this error: Categories are assigned to Data Sources and Data Source Templates through their respective edit pages.

4 Data Source Types The Map > Data Sources > Types module lists the Data Source Location Types that have been defined in your system: A Location Type defines the set of attributes that describe the Data Source s location, and that are displayed in the Location section on the Data Source s Details tab. For each Type, you get to choose which of these attributes is displayed and which are required. To create a new Type, click the New button. This will bring up the Create Data Source Type editor: Name and Description identify and describe the Location Type.

Data Source Types IBM Atlas Suite Users Guide: Data Source Definition You use the Field Visibility table to define the set of attributes that you want to include. Check the Visible checkbox if the attribute isn t required for approval and Required if it is (Required automatically checks Visible). You must also set the position in which the attribute will be displayed on the Data Source Details page. You assign a Location Type to a Data Source through the Type menu in the Location section of the Data Source Details page: When you select a Location Type, the Location section is automatically populated with that Type s attributes. 18

5 Data Source Attributes This chapter provides a look at the attributes that make up a Data Source as presented in the Data Source Details, Data Source Change Request, and Templates pages. The attributes that you ll see may differ from those presented here: Whether or not an attribute is displayed depends on how your system is configured and what your role is. Also, the layout of the attributes how they re arranged on the page can be modified by a System Administrator. N O T E A System Administrator configures the inclusion and layout of the Data Source attributes through the Admin > Data Source Maintenance module. Each of the collapsible panels in the Details tab (Data Source Details, Organizations, etc) is described in its own section. Each section provides a screen shot followed by a description of the attributes. 5.1 Data Source Details Data Source Details provides general information about the Data Source. The attributes in the section are: Name ID Mapped to Category Always include in scope Description The name of the Data Source. The name can be 250 characters long and must be unique. An additional string that identifies the Data Source. Like the name, the ID must be unique. 2000 characters. The Category is simply a means to categorize your Data Sources (to assist in searching, for example). You can create and use Categories however you like. A Category comprises a name and description; Categories are created through the Map > Data Sources > Categories module. If Yes, the Data Source is automatically added to the Scope of all subsequently-created Legal Requests. If No, the Data Source has to be added manually, through the Matters > Requests > Data Sources in Scope page. A prosaic description of the Data Source. 2000 characters.

Data Source Attributes Manage Policy Distribution Online From Through Custody IBM Atlas Suite Users Guide: Data Source Definition If Yes, the Data Source can accommodate an application, or Connector, that accepts and applies Retention Schedules to the data that s stored on the physical device. For more information on this subject, see the Policy Distribution users guide [forthcoming]. The date range across which the Data Source is online. This is purely for information purposes and has no technical implications. For example, the Data Source isn t automatically deactivated when the Through date is met. Identifies the Data Source s custody type, one of these values: Custodial System means it stores data it s an actual storage device. Controller means it controls access to a storage device. Version Status Data Source Comments Custom Fields The current revision of the Data Source. When the Data Source is created, the Version value is 1; when it s edited (and approved), the Version is bumped to 2, and so on. The state of the Data Source, either Active or Inactive. Additional information about the Data Source. 2000 characters. As many as five additional fields (the illustration shows two, Collection Cost and Official Technology) can be added to the general definition of a Data Source by a System Administrator. 5.2 Organizations Each of the entries in the Organizations table gives the name of an Organization that the Data Source has been assigned to. If the Include Sub-Orgs column is checked, the Data Source is also assigned to the Organization s sub- Organizations. The Organization assignment has two technical implications: You re only allowed to view, edit, and (potentially) approve those Data Sources that have been assigned to an Organization that you re part of (including sub-organizations, regardless of the Include Sub-Orgs setting). A Data Source can only be mapped to a Local Schedule if the Data Source has been assigned to the Local Schedule s Administration Organization. Here, Include Sub-Orgs does have a meaning: If the column is checked, then the Data Source s Organization need only be higher in the hierarchy (along the same branch) than the Local Schedule s Administration Organization. 20

IBM Atlas Suite Users Guide: Data Source Definition Data Source Attributes 5.3 Staff The Staff section lists the people who are responsible for managing the Data Source. Stewards are assumed to be responsible for maintaining the Data Source as a device, and may also be responsible for fulfilling Hold and Collection requests. Discovery Delegates are additional users who are responsible for fulfilling Holds and Collections. When a Data Source is added to the Scope of a Request, its Stewards and Discovery Delegates are added, as well. 5.4 Discovery The Discovery section contains information about Legal Discovery. The settings in this section have no technical implications how you interpret them is up to you. Accessibility The ease with which the Data Source s data can be accessed. The default choices are: Easily Accessible Archive Disaster Recovery N O T E A System Administrator can configure the Accessibility choices through the ACCESSIBILITY Component. Fixed Cost Collection Comments The overhead cost that s incurred when data is collected from the Data Source. The quanta and currency for the cost value is undefined; for example, 4.25 can mean four dollars and twenty-five cents, or four-thousand-two-hundred-and-fifty Euros, or whatever else you want it to mean. This attribute has no technical significance; in particular, it doesn t affect IBM Atlas ediscovery Cost Forecasting and Management. Further comments about the Data Source s discovery characteristics. 4000 characters. 21

Data Source Attributes IBM Atlas Suite Users Guide: Data Source Definition 5.5 Data Management The Data Managemen t section contains information about the type of data that s stored on the Data Source. The settings in this section have no technical implications how you interpret them is up to you. Media Type The type of media that the Data Source contains or controls. The default choices are: Electronic Paper/Physical Electronic and Paper/Physical. NOTE A System Administrator can configure the Media Type choices through the MEDIATYPE Component. Security Level This is a set of values that describe the sensitivity of the data that the Data contains. There s a corresponding set of security levels that are associated with the Records that are represented by a Local Schedule. Through intelligent use of these attributes, you can easily find security mismatches. For example, a Record that s marked as Internal shouldn t be mapped to a Data Source that s marked as Public. You can add more than one security level setting by shift-clicking within the menu. The default choices are: Confidential Internal Personally Identifiable Information Public Restricted NOTE A System Administrator can configure the Security Level choices through the SECURITYLEVEL Component. 22

IBM Atlas Suite Users Guide: Data Source Definition Data Source Attributes Information Type The type of information that the Data Source contains or controls. The default choices are: Records Records and Transient Transient N O T E A System Administrator can configure the Information Type choices through the INFORMATIONTYPE Component. Data Structure The structure or form of the data that the Data Source contains or controls. The default choices are: Email Structured UnStructured N O T E A System Administrator can configure the Data Structure choices through the DATASTRUCTURE Component. Comments Further comments about the Data Source s data management characteristics. 4000 characters. 5.6 Location The Location section provides geographic and contact information for the Data Source. There are three attributes that are always displayed: Country The country in which the Data Source is located. 23

Data Source Attributes Managed By Indicates how the Data Source is managed. The default choices are: Component; the default set is: IBM Atlas Suite Users Guide: Data Source Definition Vendor Internal NOTE A System Administrator can configure the Managed By choices through the MANAGEDBY Component. Type The Type value determines the makeup of the rest of the Location section. The choices in the Type menu are taken from the Location Types that you define through the Map > Data Sources > Types page, as described in Types. N O T E A System Administrator can configure the Information Type choices through the INFORMATIONTYPE Component. 5.7 Attachments The Attachments section lists and (optionally) describes the files that have been attached to the Data Source. The fileattachment feature is provided for information purposes. To view information about a file, click the icon. This will take you to the View Document Information page: 24

IBM Atlas Suite Users Guide: Data Source Definition Data Source Attributes To then download and view the file, click on its name. The file will open in the appropriate viewer application. 25