Integrated Information Governance with New Solutions for Archiving, eDiscovery and Compliance

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Integrated Information Governance with New
Solutions for Archiving, eDiscovery and
Compliance 
Ahmad Salama EMC Content Management Archiving
CMA Sales Manager Egypt, Libya and
Gulf salama_ahmad_at_emc.com
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Agenda

• EMC Documentum in Oil Gas
• Oil Gas Information Management Value Chain
• Oil Gas Case Studies
• Sample Content Management Functional Requirements
• Email Management
• Todays tough Email challenges
• Approaches to Email Growth
• EMC SourceOne Email Management
• Case Studies

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EMC Documentum in Oil Gas
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Documentum Middle East Sample Customers
inEnergy, EPC and Utilities ? 90 Penetration
Energy
Engineering, Procurement and Construction (EPC)
Utilities
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Content Management ArchivingOil Gas Case
Studies
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Oil GasInformation Management Value Chain
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Oil and GasInformation Management Value Chain
Marketing, Sales and Customer Service
Refining, Supply, and Distribution
Business Operations and Corporate Administration
Field Exploration Development
Field Data Collection Management Electronic
Well File (EWF) Engineering Standards and
Procedures Quality Specification Management EHS
Standards Procedures Project Document Management
Corporate identify Communications
Management Website Management Customer
Portal Call center Support Distributor Portal
Bid Proposal Management Engineering, Plant
Facility Management Contract Management EHS
Standards Procedures Manuals
Training Division Orders Land Records Management
Correspondence System Contract Management Corporat
e Intranet AP/AR Processing Employee Records
Management Financial Regulatory Compliance Email
Management
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EWF Management Solution at Chevron

• Business Drivers
• Needed improved well file access and security
• Reduction for on-site file space requirements
• Physical degradation/loss of key well data.
• Solution
• Landmark system integration and overall project
  management services. Core technology - Documentum
  Enterprise Content Management.
• Business Results
• 35,000 linear feet of shelving replaced by 500 GB
  of storage
• File Room Staff reassigned to other duties
• Misfiling eliminated
• Created Disaster Recovery assurance and ensures
  business continuity
• Historical data degradation problem eliminated
• Data retrieval time reduced from 24 hours to 1
  minute
• Web access to same data/files

Company Profile Chevron is an integrated energy
company - ranked second largest in the US and
fifth largest worldwide. It conducts business in
180 countries. Around two thirds of the oil
production comes from 20 countries outside the US
a truly global enterprise. Headquartered in
San Ramon, CA, USA. Industry Oil and Gas
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Project Management Solution at ExxonMobil

• Business Drivers
• Need to manage all project documentation
  including drawings, correspondence, contracts,
  and SOPs
• Must scale - anticipated tens of millions of
  documents to manage
• Collaboration is a must with many organizations
  involved in the project, etc.
• Enforce consistent, auditable business rules and
  processes
• Solution
• Core technology - Documentum Enterprise Content
  Management.
• Business Results
• Document retrieval time reduced from days to
  minutes
• Documents now accessible in a secure Documentum
  repository
• Established collaboration environment
• Optimized regulatory compliance processes

Company Profile Exxon is the worlds largest
integrated energy company - ranked 1 in the
Fortune Global 500. Exxon Mobil's 45 refineries
in 25 countries have a capacity of producing 6.4
million barrels per day. The company supplies
refined products to more than 35,000 service
stations in about 100 countries that operate
under the Exxon, Esso, and Mobil brands.
Headquartered in Irving, TX, USA. Industry Oi
l and Gas
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Saudi Aramco Improves Contract Management

• Business Drivers
• Process of creating new contracts is slow,
  tedious, and inefficient with many departments
  involved in the creation and review process. Huge
  economic stake - from millions to billions.
• Law obligation to securely keep contracts for 15
  years
• Difficult to search and access contracts in a
  secure environment
• Solution
• Documentum Enterprise Content Management solution
  with workflows
• Business Results
• Contracts Department now creates and audits
  contracts using automated process with
  significant reduction of contract processing time
• Contracts are now securely stored in a Documentum
  repository and are accessible on line by
  authorized Users
• Users can now access contract information within
  seconds (from days without the ECM system)

Company Profile Saudi Aramco is the worlds
largest fully integrated petroleum company, with
the world's largest oil reserves - over one
quarter of the global total. Headquartered in
Dhahran, Saudi Arabia. Reserves of 262B
barrels. Production of 11M bpd. Industry Oil
and Gas
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SAP Archiving with Documentum at BP

• Decision Process
• In June 06, a Documentum and Captiva solution
  selected as the global SAP archiving standard at
  BP
• A 6 month decision cycle including head to head
  competition with the top 6 SAP archiving vendors
• The Solution
• Enterprise wide Documentum product suite
  including Captiva for scanning/imaging.
• 15K Users expected to be deployed
• Deployment Scenarios
• Raw Data Archiving for SAP
• Data Archiving and Viewpoint
• Data Archiving, scanning and A/P workflow
• Data Archiving with scanning

Company Profile BP is the third largest
integrated energy company - ranked 4 in the
Fortune Global 500. BP operates 19 refineries in
26 countries. The company supplies refined
products to more than 28,500 service stations.
Headquartered in London, UK. Industry Oil
and Gas
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Oil GasTypical Functional Requirements
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Functional RequirementsSmart Capturing - Process

• Digitise paper, convert digital content, extract
  indexes from
• structured, semi-structured and unstructured
  documents,
• automatic delivery to content management system

Store
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Functional RequirementsSmart Capturing End
User Perspective
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Functional RequirementsDistribution Control
ISO 90012008 Requirement

• Approve documents for adequacy prior to issue
• Availability at point of use
• Review and update as necessary and re-approve
  documents
• Ensure that changes and the current revision
  status of documents are identified
• Monitor, measure and analyse quality management
  processes

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Functional RequirementsTechnical Documents
(Review Change Management)
-TEMP
Final
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Functional RequirementsTechnical Documents
(Review Change Management) Cont.
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Functional RequirementsArchiving Retention
Management
Core
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Email Management
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Email Challenges
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Which of these challenges are you facing?

• Compliance and eDiscovery
• Responding cost-effectively to eDiscovery
  requests
• Collecting archive data efficiently during audits
  and investigations
• Enforcing information management policies for
  both e-mail and unstructured data throughout the
  enterprise

• Operational Challenges
• Escalating costs for primary storage
• Difficulty meeting backup and recovery windows
• Ensuring timely access to historical information
  for users

While IT Budgets are flat or declining
Global purchases of IT goods and services will
equal 1.66 trillion in 2009, declining by 3
percent after an 8 percent rise in 2008. Global
IT Market Outlook 2009, Forrester Research,
January 12, 2009
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Approached to Email Growth
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Approaches to Email Growth Part 1Adding
Production Storage

• Addressing growth by adding capacity is a
  stop-gap measure
• Not sustainable solution for long term email
  management

• Larger Mailboxes mean
• Slower performance
• Increase admin overhead
• Longer backup windows
• More data to replicate
• Restores take longer
• Duplicate copies

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Approaches to Email Growth Part 2Forcing
Mailbox Limits

• Consequences of mailbox quotas
• Users creating personal archives (.PST and Notes
  local archives) to get below quota
• Mobile devices (e.g. Blackberry) users can be
  locked out when quota is reached cant send or
  receive any emails
• Risks of PST files
• Unmanaged by corporate retention
• Operational waste of backup and disk resources
  (e.g. file servers)
• Security risk if PC stolen
• Backup not consistent against PCs may lose all
  of the content

User Desktops
EnterpriseSAN
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SolutionEMC SourceOne Email Management
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Solution Email Management Message Flow

• Organize and Classify
• Address Rules
• Retention and disposal policies
• Unique ID for single instancing

• Collect
• Real-time
• Scheduled
• PST/NSF collection
• User Directed Archiving

• User/Admin searches
• Web-based search to access archive

• Full Text Index
• Optional indexing of messages, attachments
• Includes embedded and Zip messages (20 layers
  deep)
• Ability to set indexing policy at folder level

Email Management Server(s)

• Centera sends back digital finger print content
  address

• Archive Messages
• Better than 21 compression
• Create container files

Messaging servers
EMC Centera EMC Celerra

• Store Container Files
• Copy containers to Email Management server
  storage
• Write to archive storage device on set schedule

• Discovery Manager searches
• Search and collect content in archive for
  discovery searches
• Put on legal hold

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Solution Phase 1 Shortcut Process
Shortcut
Remove restrictive mailbox quotas through
proactive shortcut process
Message 1 Jan. 1, 2009 To Rick Subject
Question Attached Message 2 Jan. 1, 2009 To
Ron Subject Update Attached Message 3 Feb. 1,
2009 To Bill Subject Training
Message 1 Jan. 1, 2009 To Rick Subject
Question Attached Message 2 Jan. 1, 2009 To
Ron Subject Update Attached Message 3 Feb. 1,
2009 To Bill Subject Training
Users Inbox
E-mail Archive
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Shortcut Process - Before
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Shortcut Process - After
Preview pane unchanged
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Solution Phase 2 Deletion

• Email Management offers two phased approach to
  managing mailbox sizes as content ages
• Delete from user inbox on production mail server
• Content remains access in the archive via
  Web-based search client until retention period
  expires

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EMC SourceOne Email Management Case Studies
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Customer Success EMC IT

• Email Archiving Results
• Lifted restrictive mailbox quotas
• Eliminated .PST file creation
• Reduced production storage by 60
• Cut discovery time from days to hours
• Reduced backup times from 10-12 hours to 2-3
  hours
• SourceOne Email Management Enhancements
• Improve scalability and performance
• Centralize management
• Provide users with Web-based search
• Support multi-byte character sets

Company Profile Microsoft Exchange about 40K
mailboxes 40 of Employees outside of US _at_ 400
sales offices Publicly traded NYSE -
EMC Industry Focus on information
infrastructure with commitment to acting in a
socially and environmentally responsible manner
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Customer Success Orascom Telecom Holding OTH

• Challenges
• Large attachments Quotas
• PST!!!
• Aged content on production storage
• Archive Policies
• 60-day shortcut policy
• 2 year deletion from Exchange
• Results
• Reduced mailbox sizes by 60
• Backup window reduced by over 70

• Company Profile
• A global Telecom, Media and Entertainment player,
  with operation in four continents and number of
  subscribers approaching 100 Million.
• Environment
• Clustered MS Exchange 2007
• Clustered EMC EmailXtender
• 2 x EMC Centera
• HP EVA SAN Storage

We can be used as a reference for EMC Email
Management Solutions!!!. -- Hani Naim,
Messaging Senior Manager
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xCelerated Composition PlatformxCP
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xCelerated Composition Platform
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Business Activity Monitor Dashboard
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