7_Information_Life_Cycle_Management

Shell Visit November 2008

Overview SAP NetWeaver ILMArchiving, Retention Management,System Decommissioning

Georg FischerDirector, Product ManagementPerformance, Data Management & ScalabilitySAP AG

© SAP 2008 / SAP TechEd 08 / LCM101

Disclaimer

This presentation outlines our general product direction and should not berelied on in making a purchase decision. This presentation is not subject toyour license agreement or any other agreement with SAP. SAP has noobligation to pursue any course of business outlined in this presentation or todevelop or release any functionality mentioned in this presentation. Thispresentation and SAP's strategy and possible future developments aresubject to change and may be changed by SAP at any time for any reasonwithout notice. This document is provided without a warranty of any kind,either express or implied, including but not limited to, the implied warrantiesof merchantability, fitness for a particular purpose, or non-infringement. SAPassumes no responsibility for errors or omissions in this document, except ifsuch damages were caused by SAP intentionally or grossly negligent.


Cornerstones of ILM: Archiving, RetentionManagement and Retention Warehouse

Analyze data volumes

Securely move data from thedatabase to the archiveComfortably access archiveddata

Archive SAP NW BI data(near-line storage)

Decommission legacysystems

Enforce retention policies ondata from shut-down system

Run reporting on data fromshut-down system using SAPBI

Use predefined BI taxcontent and reportinginterface

Benefit from independentlyunderstandable archive

Data Archiving Retention Management Retention Warehouse

Manage all retention policiesacross the enterprise

Manage the responsibledestruction of data based onpolicies

Enforce retention policies

Use secure ILM-awarestorage through partnerofferings

Perform e-Discoveryoperations and set legalholds

Manage Database Volume End-Of-Life Data End-Of-Life System

Information Lifecycle Management


Data Archiving

File System

Archive and Delete Store

Access

Display

Online

Database Storage System

Application Data Data Objects Data Objects


Structured and Unstructured Information in anSAP Environment

Incoming PaperInvoice

Link

Structured – SAP Offering

Unstructured – Partner Offering

FI BusinessObject + LinkInformation

Database

Storage(Optical,

WORM-like)

Arch

iveL

ink

SAP ERP

Attachment (TIF)

ArchiveLink

Data Archiving


ILM solution from SAP and Open Text*Use Cases

ArchiveLink

Primarily Unstructured

WORM or WORM-Like Storage

Form

sM

anag

emen

t

Imag

ing

Non

-SA

PLe

gacy

Sys

tem

Dec

omm

issi

onin

g

Doc

umen

tA

rchi

ving

OpenText

SAP Archiving &SAP Document Access

by Open Text

ArchiveLink Interface (Future WebDAV)

Virtu

alFo

lder

s

ILM from SAP

WORM-Like Storage

ILM-Enhanced WebDAV interface

Primarily Structured

Lega

l Hol

dM

anag

emen

t

Dat

a Vo

lum

eM

anag

emen

t

Ret

entio

nM

anag

emen

t

Storage PartnerSAP

Sys

tem

Dec

omm

issi

onin

gStorage layer

Use Cases

Interface

Data Category

Solution

e-di

scov

ery

Supp

ort

ILM-Enhanced WebDAV Interface

Both products provide benefits for customers, with complimentary areas of usage.SAP NW ILM deals with retention management of structured data and system decommissioning.Open Text deals with all aspects of managing unstructured data, including its storage.

*Open Text refers to the Open Text products under the SAP reseller agreement: SAP Archiving by Open Text and SAP Document Access by Open Text


Retention Policy Management

Manual Entry External Source

FinancialDocuments

Scannedinvoices

FinancialDocuments

ScannedInvoices

7

inherit

10

inherit

Min. RetentionTime

US_02

US_02

DE_02

DE_02

ArchiveStore

USA

USA

DE

DE

Country

-

Max.Retention

Time

Years

Years

Years

Years

Unit forRetent.Time

PaperDocuments 10USA Years

Information Retention Manager

DocumentsNon-SAP ContentBusiness Objects

Rules for SAP and non-SAP objects

Rules for structured and unstructured data

Rules can be inherited by subordinate objects

Central documentation of policies incl. change tracking and access management

Rules for electronic and paper documents

Import or manual entry of policies


Retention Policy and Data Retention ProcessInformation Retention Manager (IRM)

IRMIRM IRM

Create frameworkfor entering rules

Choose policy types(tax, product liability,new)

Enter rules perbusiness object

Example:FI_DOCUMNTCountry = USARetention time = 7 yrs.

Checkboxes:Policy completeRule live

Release policies forenforcement duringarchiving

Enter rulesSet up policy Verify completeness IRMCentral tool forsetting up andmanagingretention policies

Documentation Documentation Prep. for Enforcement


ILM-Aware Storage IntegrationStructured and Unstructured Data

ILM Store BrowserCentral tool forviewing hierarchy,properties, andselecting files forexport in RW scenario.

Structured Structured Unstructured

Archive files are savedin hierarchy based onIRM rules under node AD

ADK files

Storesnapshots

Storearchive files

StoreArchiveLink docs

print lists

Snapshots are savedin hierarchy undernode SN

ADK files

ArchiveLink refs.are saved in mirrorhierarchy based on IRMrules under node AL

Proxies

Print list refs.are saved in mirrorhierarchy based on IRMrules under node DL

Proxies

ILM Store Browser


ILM-Aware Storage Integration:Archive Hierarchy Based on IRM Rules

XM

L D

AS

wit

h IL

M-e

nhan

ced

Web

DA

V I

nter

face

XM

L D

AS

wit

h IL

M-e

nhan

ced

Web

DA

V I

nter

face

ArchiveLink Documents & Print ListsArchive Files & Snapshots

.adk

.adk

/Q45

…/000/

…/AD/

…/1997/

…/Germany/

FI-DOC_0003

FI-DOC_0004

…/FI_DOCUMNT/

…/SD_VBRK/

…/SN/

…/11031998/

…/Germany/

…/SN_FI/

…/11031998/

…/SN_META/

4711

4711

/Q45

…/000/

…/AL/

…/1997/

…/Germany/

Referenceinvoice 0003Referenceinvoice 0004

…/FI_DOCUMNT/

…/SD_VBRK/

…/DL/

…/11031998/

…/Germany/

…/Zdoclist

TOA tableinformation

TOA tableinformation

…/USA/

…/Jdoclist

Reference_01

Reference_02


Structured and Unstructured Information in anSAP Environment Using SAP NW ILM

FI BusinessObject + LinkInformation

DB

Retention Policies

…/1997/

/SysID

…/000/

…/AD/

…/Germany/

…/FI_DOCUMNT/

WORM-like storageILM

-enh

ance

d W

ebD

AV

/SysID

…/000/

…/AL/

…/1997/

…/Germany/

Referenceto invoicelocation

…/FI_DOCUMNT/

Storage(Optical,

WORM-like)

Structured – SAP Offering

Unstructured – Partner Offering


Legal Case Management:Legal Hold & Automated e-Discovery Support

WORM-Like Storage

/C01

…/2000/

…/000/

…/USA/

…/FI_DOCUMNT/

FI-DOC_0001

Legend: SAP ILM-enhanced WebDAV Interface ILM-enhanced WebDAV Interface

Legal hold on all information relevant to legal case and linked documents

Manage all information related to specific legal cases

Several cases per object possible

Manual or automatic collection of data related to a specific legal case

Relations to linked objects

Persistent storage of key fields for case relevant data

Major objects as start point for search

Manual Entry External Source

Information Retention Manager Legal Case Management


Legal Hold and E-Discovery Process

Documentation E-discovery Legal hold

Use basic casemanagement functionsto create legal case

Run reports to findall data for a businessobject

Set legal holdsautomatically on listof objects or manuallyon individual objects

Based on keyobject find all relatedstructured &unstructured data

LCMCentral tool forcreating legal cases,finding correspondingobjects and relatedinformation andSetting legal holds

LCMLCM LCM

Find related dataCreate Case Set legal hold


System Decommissioning: RetentionWarehouse

Reporting basedon archived data

in SAP NetWeaver BI

Central ILM RW System

Transfer archived data

Archive data including snapshots

Systems to be decommissioned


l

The New ILM Retention Warehouse Approach

…one central retentionwarehouse connected toILM-aware storage …

Multiple source systemsare decommissionedinto…

… and reports can begenerated on-demandusing SAP NW BI

0

1

2

3

4

5

/C01

…/2000/

…/000/

…/USA/

…/FI_DOCUMNT/

FI-DOC_0001

R/34.5R/3

4.0SAPERPR/3

4.7

R/33.1

R/34.6 c

ILM from SAPVersion 1.0

SRMCRM

Future Versions

Non-SAP

Partners +Customers

WORM-LikeStorage

DecommissioningEnhancedarchiving

objects, CDEAdmin datamigration

Audit and Reporting

IRM forretention policy

management

EnhancedWebDAV

interface forILM aware

storage

ILM StoreBrowser for

hierarchy viewof archived

data

RW generatorto prepare

structures foron-demandreporting

BI integrationwith individualor predefined

queries forreporting

Archiving Retention Rules Storage File Select BI Structures Audit


Data Dictionary

Decommissioning: Offered Archiving Functionsin Retention Warehouse

/Q45

…/000/

…/AD/

…/1997/

…/Germany/

FI-DOC_0003

FI-DOC_0004

…/FI_DOCUMNT/

…/SD_VBRK/

…/SN/

…/11031998/

…/Germany/

…/SN_FI/

…/11031998/

…/SN_META/

Classic archiving programs andSnapshots

Context Data Extractor



Information Retention Manager

XML

DA

S w

ith IL

M-e

nhan

ced

Web

DA

V In

terf

ace

ILM File ConverterExisting ADK Files

Online Database

Transactional Data

Master Data

Customizing


Data Extraction Approach

Strategy for System Decommissioning

Top Down StrategyBased on the reporting requirements and those tables that are requiredfor these reportsCharacteristics– Precise definition of required data– Time-consuming definition of reporting requirements needed as input– Relevant for validation of completeness of information transfer


Data Extraction Approach (cont.)

Strategy for System Decommissioning

Bottom Up StrategyBased on the content of the system to be decommissionedCharacteristics– Allows a quick system decommissioning– Reduction of data volume by eliminating data that obviously will not be

in scope for future use

Recommendation: For a complete solution combine both strategies


Auditing and Reporting: Extract Data fromArchive for Work Package

/Q45

…/000/

…/AD/

…/1997/

…/Germany/

FI-DOC_0003

FI-DOC_0004

…/FI_DOCUMNT/

…/SD_VBRK/

…/SN/

…/11031998/

…/Germany/

…/SN_FI/

…/11031998/

…/SN_META/

ILM Store Browser to selectdata from the archive for

extraction

Tax audit Financials BKPF Document HeaderBSEG Document Line Items…..

Fixed Asset ANEK Document HeaderANEP Document Line ItemsANLA Master Data

Product Liability …..

Select Settings Analyze Jobs Review

Work Package Monitor

Audit Area Folder Segment


Auditing and Reporting: Lifecycle ofGenerated Content in Retention Warehouse

Delete ObjectsTransfer DataGenerate Object Run Reporting

SAP NW BI

Generate info objectsand infoproviders

Write data from archivesto info objects andinfoproviders

Define new queriesbased on the generatedobjects

and/or

Use predefined queries

Delete the completecontent generated fora work package

Audit and Reporting

RW BI IntegrationMethod for allowingreporting and analysesin BI using data fromdecommissionedsystems

SAP NW BI SAP NW BI SAP NW BI


Deployment Scenario – Retention Management

SAP NW 7.0 EhP 1

JAVA ABAP

SAPNotesSAP ERP 6.0 EhP4

ILM implementation on the samesystem as the live SAP ERP system

Deployment Considerations

ILM solution from SAP – the “Engine” ispart of Enhancement Package 1 of SAPNetWeaver 7.0 (ILM tool)Engine serves application system and itscontent (first application SAP ERP)About 40 ILM-enhanced archiving objects(focus on tax) for SAP ERP and IRM objectregistration delivered

Go-Live based on SAP ERP 6.0 EhP4 andabove !


Deployment Scenario – Retention Warehouse

ILM Implementation on own systemindependent from the SAP ERP systemDeployment Considerations

Legacy system:Delivered to former SAP ERP releases viaSAP Notes:

Enhanced archiving objectsContext Data Extractor

SAP NW 7.0 EhP 1

JAVA ABAP

SAP NetWeaver

JAVA ABAP

SAP R/3,SAP R/3 Enterprise

SAP ERP

SAPNotes

SAPNotes

Retention Warehouse system:ILM solution from SAP – the “Engine” ispart of Enhancement Package 1 of SAPNetWeaver 7.0 (ILM tool)Content starts with SAP ERP 6.0 EhP4IRM object registration through SAP NotesUse of existing SAP NW BI system or setup of new SAP NW system including RMcomponents and SAP NW BI

SAP NW BISAP NW Portal

SAP ERP 6.0 EhP4


System Decommissioning: Multiple RetentionWarehouses


Step 1:Standard SAP Data Archiving

Use standard SAP data archiving

Transactional access to archived data directlyfrom ERP systemERP System

< 6.0 EhP4

Data Archiving

ArchiveArchiveFileFile

ArchiveArchiveFileFileArchiveArchive

FileFile


Step 2:Build Central Retention Warehouse

ERP System< 6.0 EhP4


FileFileArchiveArchiveFileFile RW-System

ERP 6.0 EhP4NW 7.0 EhP1

/Q45…/000/

…/AD/

…/1997/…/Germany/

FI-DOC_0003FI-DOC_0004

…/FI_DOCUMNT/

…/SD_VBRK/…/SN/

…/11031998/…/Germany/

…/SN_FI/

…/11031998/…/SN_META/

First step towards an ILM strategy

No DART necessary

Predefined content for tax reporting

Redundant archive file content (archive file originalsand converted files in WebDAV store)

Administration data has to be (continiously) migratedto RW

Retention Management „only“ for archived dataWebDAV Store

IRM

0

1

2

3

4

5

BI/Tax Reporting

Convert archive files

Migrate administration data

Data Archiving


Step 3:Upgrade ERP System to ERP 6.0 EhP4

ERP System>= 6.0 EhP4

RW-SystemERP 6.0 EhP4NW 7.0 EhP1

/Q45…/000/

…/AD/



…/FI_DOCUMNT/

…/SD_VBRK/…/SN/

…/11031998/…/Germany/

…/SN_FI/

…/11031998/…/SN_META/

No redundancies of archive files

Retention Management also for data in theERP system

Copy rules from RW IRM to ERP IRM

Migrate administration data from RW IRM toERP IRM WebDAV Store

0

1

2

3

4

5

BI/Tax ReportingIRM

IRM

Data Archiving

Migrate administration data


FileFileArchiveArchiveFileFile


Possible Next Step:Add Additional ERP Systems to ILM


/Q45…/000/

…/AD/



…/FI_DOCUMNT/

…/SD_VBRK/…/SN/

…/11031998/…/Germany/

…/SN_FI/

…/11031998/…/SN_META/WebDAV Store

0

1

2

3

4

5

BI/Tax Reporting

IRM

ERP system>= 6.0 EhP4

IRM

ERP system< 6.0 EhP4


IRM

…Data Archiving

Data Archiving


FileFileArchiveArchiveFileFile

Data Archiving


Possible Next Step:Decommission Legacy ERP System to ILM


/Q45…/000/

…/AD/



…/FI_DOCUMNT/

…/SD_VBRK/…/SN/

…/11031998/…/Germany/

…/SN_FI/

…/11031998/…/SN_META/WebDAV Store

0

1

2

3

4

5

BI/Tax Reporting

IRM


IRM

ERP System>=SAP ERP4.6C

ERP System>=SAP ERP4.6C

…

Data Archiving

Data Archiving


Benefits

1Data ArchivingHigher system availabilityand better performancewith shorter responsetimes. Also systemresources are used muchmore efficiently.

2Retention ManagementSupport the complete lifecycle:creation – preservation – destruction.Central retention management, highautomation and reduced litigationand e-Discovery costs.

3Retention WarehouseAvoid costs for maintaining legacysystems. Optimized investment byleveraging existing know-how andtechnology.


Benefits Data ArchivingManage Your Data Volume and Performance

System availability Use of resources System performance

Value Generation through Data Archiving

$42,000Infrastructure

$60,000Messaging

$300,000Database

$300,000BusinessApplication

$480,000E-Business

$480,000E-Commerce

$480,000CRM

$600,000ERP

$600,000Supply Chain

$2,400,000Financial/Trading

Typical HourlyLoss of

UnplannedDowntime (US$)

DowntimeLosses by

Application

DataRecords10 GB

Mirrors20 GB

Arc

hivi

ng

2 GB(Compression 20%)

System Copies80 GB

0

500

1000

1500

2000

2500

Month 1 Month 2 Month 3 Month 4

MB / msec

MSEG MB MB51 msec

Faster and easier upgrade tohigher software releases.Shorter runtime for backup andrecovery.

Reduced hardware costs forDisk, CPU, Memory as well asadministration costs.

Shorter response times indialog mode for all employees.


Benefits Retention Management:Responsible Destruction Is a Must

…e-discovery

Holding data beyond its retention period has no valueUse of resources, system availability, performance…IT and storage

…no penalties inlaw suits

“62% of large companies have at least one law suit filed against themwith $20 million or more at stake.”

Third Annual Litigation Trends Survey Findings,Fulbright & Jaworski 2006

Certain laws require you to destroy data after retention is upSarbanes-Oxley, HIPAA, FACTA, Gramm-Leach-Bliley (GLB), etc.Avoid penalties for not complying with the law

…legalcompliance

1 GB of data = $1,800 (Forrester Research)1 TB system = $1,800,000x 500 law suits at any given time (Fulbright & Jaworski 2006)

Audit TrailTransparent and comprehensive policy managementApproved by tax auditor and legal counselData securely erased beyond any type of forensic recovery

“[2006] for billion- dollar companies, the number of law suits soaredto 556 cases, with almost half facing 50 new laws suits per year.”

Third Annual Litigation Trends Survey Findings,Fulbright & Jaworski 2006

Appetite for Destruction,Information Week, June 2008

Data Destruction and DocumentLife Cycle Policies: Considerationsfor Compliance with FederalMandates and Acts, CyberScrub2006

““

“

“


Benefits Retention Management:Stop Maintaining Systems You Don't Use!

Parameters for ROI calculationILM license feesILM project and consulting servicescosts for the old systemcosts for the new retention warehousesystem

Considerations:The more systems to be decommissioned,the better the relative ILM license costsNew system installation + setups areonetime costsILM project costs will decrease after 1stdecommissioned system by approx. 50%

Conclusion:ROI will be reduced significantly with every additional systemAfter 5th system, the ROI is expected to be 6 months

24 Month

12 Month9 Month 8 Month 7 Month

1st System 2nd System 3rd System 4th System 5th System


Evolution, Integration, Open Platform:From Data Archiving to ILM

WORM-likestorage

ILM Retention Warehouse Partner Solutions(future deliveries)

ReportingSolutions

Landscape Harmonization

XNon-SAP

Partner

View Interface

ILM InterfaceLegal Cases

Retent. Policies

ILM Retention Warehouse

End-of-Life System

WORM-likestorage

X

SAP BI PredefinedTax Content

e.g. Rev.Proc 98-25

View Interface


Retent. Policies

SAP ERP

ILM Retention Management

End-of-Life Data

WORM-likestorage


Retent. Policies

SAP ERP

Data Archiving

Data Volume Management

storageSAP ERP


SAP White Paper on ILM – New Version

Source of Information:

SAP Service Marketplace

http://service.sap.com/ilm

SAP Developer Network

http://www.sdn.sap.com/irj/sdn/ilm

RKT – ILM Learning Map

http://service.sap.com/rkt-netweaver

White Paper

http://service.sap.com/ilm

http://www.sdn.sap.com/irj/sdn/ilm

http://service.sap.com/rkt-netweaver


ILM-Aware Storage Integration:Partner Involvement

WebDAV Storage Interface Certification for ILMSolution from SAP

BC-ILM 2.0 (SAP ILM - WebDAV Storage Interface 2.0)Storage system needs to accept and enforceproperties and metadata necessary for complete ILMscenarioFirst focus is on certifications from WORM-like storagepartnersAvailable at SAP Integration and Certification Center:[email protected]

https://www.sdn.sap.com/irj/sdn/interface-certifications

Discover partners who have already received BC-ILM 2.0 certification at:www.sap.com/usa/ecosystem/customers/directories/SearchSolution.epx

mailto:[email protected]

https://www.sdn.sap.com/irj/

http://www.sap.com/usa/ecosystem/customers/directories/SearchSolution.epx


Thank you!


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