Anatomy of a Archiving Project Basic Principles To

Addressing The Challenges § Key challenges for sites with Custom Applications - Managing Application Performance Controlling Costs Mitigating Risks Associated with Data Retention and EDiscovery Requirements How can archiving help? © 2007 Princeton Softech, 2

Explosive Database Growth § Mergers & acquisitions § Organic business growth - e. Commerce - ERP/CRM § Records retention: - Healthcare – HIPAA - Pharmaceutical – 21 CFR 11 - Financial – IRS and SEC Rule 17 a-4 § Data multiplier effect § According to industry analysts, annual compound growth rates for databases will exceed 125% © 2007 Princeton Softech, 3

The Ongoing Problem Risk Compliance $ Downtime IT Resources How many copies? © 2007

The Data Multiplier Effect Actual Data Burden = Size of production database + all replicated clones 200 GB Test 200 GB Production 1200 GB Total 200 GB Backup 200 GB Disaster 200 GB Development Recovery © 2007 Princeton Softech, 200 GB Quality Control 5

Who is Impacted and how they benefit • CEO § Data Growth § Retention and Compliance § Portfolio Optimization • CIO • Applications • DBAs • Quality Assurance • Business Users • Capacity Planners © 2007 Princeton Softech, 6

Analysts Projections § A new ESG report, "Digital Archiving: End User Survey and Market Forecast 2006 -2010, " regarding their purchasing intentions for archiving solutions. - 48% of organizations say they will purchase and deploy a database archiving application within the next 24 months - An additional 35% say they expect to purchase a database archiving application at some point beyond 24 months. - Database-resident information will be the fastest growing type of archived information between now and 2010, growing at a CAGR of 79%. Over 4000 Petabytes of database archives will exist in 2010. § The database archiving market will grow at a CAGR of 38. 5 percent through 2009 - Gartner © 2007 Princeton Softech, 7

Basic Principles for Archiving Data © 2007 Princeton Softech,

Assess § Determine application types - Mission critical - Business critical - Targeted for sunset § Decide where to locate the archive - Which storage devices - When to deploy each type § Determine access requirements - Who, what, how, when? © 2007 Princeton Softech, 10

Classify © 2007 Princeton Softech, § Identify “Business Objects” to archive - Historical reference snapshot - Examples: Activities, Service Requests § Determine retention requirements - Cross functional consensus - Time value of business object - Deletion requirements § Identify post-archive use cases - Customer service inquiries, audit, ediscovery, trend analysis - SLA for access - Retrieve from archive - Reload to temporary DBMS 11

Functional Requirements for Archive Applicatio n Retention (Years) Archiving GL 3 Yearly Audit; Trend analysis Y Ledgers, Journals, fully posted AP 3 Yearly Audit; Trend analysis Y Vouchers, Payments, fully paid and posted AR 3 Yearly Audit; Trend analysis Y Invoices, items Billing 3 Yearly Audit; Trend analysis Y Invoices Billing Interface 1 Quarterly Troubleshooting Y Billing input AM 3 Yearly Audit; Trend analysis Y Retired assets AM Interface 1 Quarterly Troubleshooting Y Asset input, GL interface Payroll 2 Yearly Audit Y Paycheck processing data and balances © 2007 Princeton Softech, Recovery / Access Requirements Lea d Tim e Type of Data to Archive 12

Archive § Determine operational practices - Frequency of archive - Automated or manual operations - Online or offline § Define file management - Across storage tiers - Manual or integrated (Tivoli, Symantec, etc. ) © 2007 Princeton Softech, 13

Evolving Business Value Inactive Data Value Access Frequency Active Data Historical Data Time ©

Define Storage Strategies Active Data Inactive Data Value Access Tier 1 Historical Data Tier

Set Migration Policies CLOSE_DATE > 01 -JAN-2005 Access Tier 1 Tier 2 Value CLOSE_DATE

Archiving a Complete Business Object Ledgers © 2007 Princeton Softech, 17

Store § Determine format of archives - Archive file system § Define hardware targets - Number of tiers - Types of devices § Establish security parameters - Integration with existing framework § Database, application, network © 2007 Princeton Softech, 18

Cost-Effective Tiered Storage Current Production Productio Database n Database History/Reporting Online Archive Off-Line Archive SAN / NAS Archive Database Flat Files Tape WOR M Time © 2007 Princeton Softech, 19

Access § Analyze use cases vs. cost of access - Goal: match SLA to value to cost - Application independent access - Native application access § Communicate access terms & conditions - SLAs - Resource provisioning - Training on access paths © 2007 Princeton Softech, 20

Dispose § Build cross-functional team - Business, legal, audit, IT - Business owns data, IT manages supporting infrastructure § Determine data deletion policies - Signoff by stakeholders - Which records to delete, and when § Ensure orderly disposal - Automated or manual delete - Audit trails © 2007 Princeton Softech, 21

Getting Started with Archiving Data © 2007 Princeton Softech,

Step 1: Business Policies Drive Archiving § Identify applications that manage regulated data § Build consensus among stakeholders on retention and retrieval: - Business owners, application developers, storage - Include CFO, legal, compliance, security § Document your business policies: - Types of data (Active, Inactive/Historical, Reference) - Processes for Archiving, Viewing, Retrieving Objects - Processes for Compliance and Disposal © 2007 Princeton Softech, 23

Define Retention Policies at Business Layer Order Management Archive Orders for any Order Type, Order Category, Customer, Order Numbers, Order Dates, Creation Date values Purchase Order Archive Blanket Agreements and Purchase Orders by a specified Last Activity Date Work in Process Archive Discrete Jobs and Repetitive Schedules for any Accounting Period Accounts Receivable Archive Transactions (other than transactions applied to commitments) posted to General Ledger or prior to a Cut Off Date value © 2007 Princeton Softech, 24

Step 2: Define the Storage Architecture § Technical Safeguards (Security) § Data integrity safeguards - Access controls – authentication, authorization - Recording media (WORM media or subsystems) - Secure audit trails, duplicate copies, etc. § Data privacy safeguards - Access controls – authentication, authorization - Data encryption - Access logs, audits and reports *Exact requirements depend on regulatory environment © 2007 Princeton Softech, 25

Storage Goals and Criteria Goals: § Cost effective § Easy to manage and scale § Ensure accessibility for many years Selection Criteria: § Storage capacity § Availability § Manageability § Performance § Cost Existing storage technology to be combined with new storage technology (e. g. ATA disk storage) to help reduce cost. © 2007 Princeton Softech, 26

Step 3: Don’t Forget About Process § Important regulatory requirements specify that the data must remain unaltered and accessed only by the proper individuals. § Accessibility, storage and audit policies each result in a specific set of processes that govern their maintenance and education. § Consistent, repeatable, controlled, documented archive and access methods and tools © 2007 Princeton Softech, 27

Possible Alternatives to Archiving § Tune or partition the database § Add capacity - Processors, storage § Back up the database § Purge data § Alleviate symptoms temporarily, but… - Inflate costs - Do not address underlying data growth © 2007 Princeton Softech, 28

Archiving Solution Technical Requirements § Basic Requirements - Support archive, purge and retrieve operations, including selective retrieve - Ensure referential integrity of archived data - Increase database performance and minimize batch windows - Ensure security and maintain access control of archived data - Archive data stored in database as well as the File System, and maintained linkage § Archival Definition - Allow scope of archive and cascading purge to be controlled - Maintain schema information in addition to archive data - Provide pre-defined archival configurations for key objects - Allow pre-defined archival configurations to be modified to reflect configurations made to applications © 2007 Princeton Softech, 29

Archiving Solution Technical Requirements (2) § Archive Data Storage and Access - Provide access to archived data from within the application - Allow data to be archived to another database and offline storage, and integrate with hierarchical storage management § Example – Archive to IBM DR 550, long term retention § Archive Management - If there is an interruption in the archive, purge and retrieve processes, be able to recover from the point of the interruption - Report on what data is archived - Provide administrative tools to manage the archives © 2007 Princeton Softech, 30

Creating and Managing Archived Data 1. Identify the data to archive 2. Define the data to delete 3. Select Archive File storage 4. Create the archive 5. Research, report, retrieve © 2007 Princeton Softech, 31

Choosing the Best Access Method § Native application access - Convenient for functional users - Can slow down online transaction processing § “Self-Help” access (Canned Reports, Query Tools) - Convenient for functional users - No IT services required § Application independent access - Preserves a complete view of historical business records regardless of originating application or version - Facilitates decommissioning, upgrade and migration paths © 2007 Princeton Softech, 32

Summary of Advice § Recognize that IT owns Infrastructure, but the Business owns the data § Improve functional processes by tiering services by functional need - Higher service levels on current transactions - Lower-cost, lower service levels on historical transactions § Limit liability by ensuring real-time compliance controls are sustained and documented in your historical retention processes and tools - Respond quickly and accurately to audit requests - Reduce costs of discovery © 2007 Princeton Softech, 33

Introducing Princeton Softech Optim™ © 2007 Princeton Softech,

Princeton Softech Optim™ § Single solution for managing enterprise application data throughout the information lifecycle § Applies business rules to assess, classify, archive, subset, de-identify, store, retain and access enterprise application data § Supports and scales across applications, databases, operating systems and hardware platforms § Optimizes the business value of your IT infrastructure © 2007 Princeton Softech, 35

Princeton Softech Optim Production Historical Retrieve d Current Archives Archive Retrieve Reference Data Historica l Data Reporting Data Open Access to Application Data Application © 2007 Princeton Softech, ODBC / JDBC XML Report Writer 36

Optim™ - The Enterprise Data Management Solution Custom & Pkgd Apps Oracle E People. Soft -Biz Suite Enterprise JD Edwards E 1 Siebel Amdocs CRM Enterprise Data Management Functions Relationship Engine Oracle SQL Server AS 400 © 2007 Princeton Softech, Sybase IMS Informix VSAM DB 2 UDB Adabas DB 2 Legacy Seq. Flat Files 37

Optim Controls Data Growth Reverse Multiplier 80 GB Archive X 6 Environments Active Data

Success: Data Growth Management § Finlay Fine Jewelry, $900 mm fine jewelry retailer § 55% data growth in key retail management applications - Slow response time impaired inventory replenishment; threatened sales during peak periods - Exhausting DBA resources with intensive tuning; increasing storage capacity § Optim Enterprise Data Management yields success - 60% response time improvements - Increased “open for business” hours ensured inventory stocking levels, supported sales during holiday shopping © 2007 Princeton Softech, 39

Princeton Softech, the Leader in Enterprise Data Management © 2007 Princeton Softech,

Princeton Softech § Proven leader in Enterprise Data Management - Solving complex data management issues since 1989 - In-depth functional knowledge of missioncritical applications and the business rules that govern them - Over 2, 400 customers worldwide § Including nearly half of the Fortune 500 - Only true enterprise solution: across applications, databases, hardware platforms and operating systems © 2007 Princeton Softech, 41

Support that Scales the Enterprise § Custom & packaged applications § ERP & CRM applications - Oracle® E-Business Suite - People. Soft® Enterprise - JD Edwards® Enterprise. One - Siebel® - Amdocs® CRM § Databases: Oracle, DB 2, UDB, Sybase, SQL Server, Informix, Legacy § Platforms: Windows, Unix, Linux, z/OS © 2007 Princeton Softech, 42