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Documentum Content Storage Services
Welcome…
Matthew CoblentzCSS Product Manager
September 21, 2004
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Agenda
Enterprise Content Management (ECM) and Information Lifecycle Management (ILM) – where this fitsCustomer challenges when matching the business value of content to the cost of storageIntroduce Documentum’s Content Storage Services (CSS)Usage scenarios
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Expectations
You will understand– Why CSS is so revolutionary– CSS intended usage scenarios– How policies are intended to be used and managed
Be able to identify possible areas in your organization where CSS can be useful
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But first…
Interactive Session – feel free to ask questionsQ&A / Review session at end of presentationOpportunity for follow-up questions at the PM dinner tonight or the Ask-the-PM session tomorrow
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Enterprise Content Management and Information Lifecycle Management
Integrated Protection & Recovery
Tiered Storage
Active Information ManagementClassification
Business RulesMetadata
ComplianceVersioning Auditing
Automated Policy-Based
Change ApproveRoute RetirePublishCreate/Capture
Content Lifecycle
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Challenges
Exponential growth of unstructured digital contentContent archival, retrieval, and distribution is a time consuming, manual, error prone processIT doesn’t have a way to effectively assign storage based on business value of contentLines of Business are paying for storage characteristics (speed,uptime) that are not neededStorage cannot be dynamically assigned based on the type of information being stored
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What If An Enterprise Could…
…Use business-driven policies to match the cost of the storage service level with the access and retention requirements of the information?…Manage the movement of content across storage service levels…Automate content archival, retrieval, and distribution?…Make it transparent to end users?
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Policy Statements Reflect Service Levels and Lifecycle Stages
Fixed Financial Documents
Corporate Policies
Plant & Facilities Documents
Destroy upon end of life
Moderate availabilitywhen retired
Fast access, high availability in first year
Destroy upon end of life
Moderate availability when retired
Fast access, high availability while in effect
Destroy upon end of life
Moderate availability while facilities in use
Low cost storage when facilities are retired
Destroy upon end of life…
Many types of content exist within enterprises
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Policies must be driven by the business needs
e-Mail Archive
Moderate availability for life
Fast access for litigation sensitive archives as needed
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Match the Service Level to the Business Value of the Content
InformationService level
Platinum Service Level
Gold Service Level
Silver Service Level Bronze
Service Level
$.05 Cents/MB
$.025 Cents/MB
$.01 Cents/MB
$.001 Cents/MB
Content Stored Across Service Levels based on ILM policies
Information automatically matched to the service level based on ILM Policies
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File and Disk Level Hierarchical Storage Management (HSM) is NotSufficient
HSM Solutions are limited to:– File Level Information
– Disk Level Information
Blackbox.doc 4,288KB 6/14/2002 3:42 PM
?20% Available
80% Full
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Announcing: Documentum Content Storage Services (CSS)
Enables policy-based information lifecycle management by providing customers the ability to define and automate the execution of content storage policies
Reduces the costs associated with managing storage infrastructure by automating the movement of content across storage service levels as the access and retention requirements change over time.
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What is Content Storage Services?
New policy engine in the Documentum Content Server enabling event-triggered, ad hoc, and batch execution of storage assignment andmigration policies.New policy creation and management tools for defining and altering content storage policiesNew audit events and migration logs allow for easy reporting and chargeback capabilities
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Optimize Content Storage According to Business Information
The BasicsNameSizeDate
OwnershipCreatorOwner(s)Last Updated ByDepartmentDivisionApplicationProject IDetc.
IdentificationFile FormatVersionRelated TransactionRelated Content ObjectsParent ObjectChild ObjectsBar Code Tracking IDRadio Frequency IDetc.
Access ControlSecurity ClearanceAccess Control ListBrowse PrivilegesRead PrivilegesWrite PrivilegesSharing Policyetc.
ComplianceRetention PolicyExpunge DateIndustry Regulation FlagCorp Governance FlagAttorney-Client Priv Flagetc.
Process ControlApproval StatusLifecycle PhaseWorkflow RoutingSend To RulesNext Approveretc.
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How Does It Work?
1. Storage Administrators designate service level tiers within the storage infrastructure
2. Line of business users work with storage administrators to define content-specific policies that specify:– Initial storage tier assignment for each content type– Content-specific migration rules for movement across storage tiers
during the content lifecycle
3. Administrators define the storage policies through the CSS module in Documentum Administrator
Policies execute automatically and on-demand depending on the business need
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Content Storage Services Policy Engine
Attributes– Default content attributes (title, subject, author, keywords)– Custom content attributes (invoice amount, loan number, etc)
Policies– Assignment Policies drive initial placement in storage infrastructure
• Ex. “If content_type = movie, store in Gold Level Array 1”– Migration Policies move content in response to business events
• Ex. “Move all items contained in a virtual loan file to Silver Level Array 3 when it reaches the ‘Approved’ lifecycle state
Execution Modes– Event-triggered– Batch– Ad-hoc
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Object property contains specific valueObject of a particular typeContent sizeObject is of a specific format
Policy-based AssignmentPlace content intelligently on the right storage device automatically based on business policies
Mid-Tier Array High End ArrayContent Addressed
Storage
Regular File System
Files Documentum Platform with CSS
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Content that has not been accessed/updated for a specified period Content is owned by a user and/or groupObject is made a recordObject in a particular location in the repository (e.g. cabinet or folder)Object property contains a specific value (e.g. type = “Artwork”)Content is part of the result set from a query
Policy-based Migration
Content Addressed
Storage
Regular File System
Mid-tier Array High End Array
(Distributed HSM)
Documentum Platform with CSS
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Change the Storage Location Based on Lifecycle States
Change ApproveRoute RetireArchiveCreate/Capture
Documentum will migrate content (current version or all versions) between storage devices based on object’s lifecycle and/or workflow & BPM tasks.
OfflineMid-tier Array High End Array Archival Device
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Policy Driven Storage – Versions of Content
Version 1.5Version 1.5Version 2.0Version 2.0
WIPWIP CurrentCurrent
Version OldVersion Old
RetiredRetired
WIP
REVIEW APPROVE
CURRENT
ARCHIVE
RETIRED
Process/Workflow
State/Lifecycle
Mid-tier Array High End Array Content Addressed Device
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Content Storage Services Architecture
Content Files Full-text IndexesAttribute TablesIn RDBMS
Content Server with CSS Policy Engine
Storage Area 1 Storage Area 2
Storage Area n…
Policies Drive Storage AssignmentContent migrates across storage areas throughout its lifecycle according to business needA unified repository with the advantages of an optimized content storage infrastructureWorks on all supported hardware platforms; not just EMC
CSS AdminConsole
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Administrators Can See All Storage Devices
Storage Devices are visible through Documentum
Administrator
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Administrators Manage Policies Via Web Interface
Policies are created and managed through
Documentum Administrator
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Administrators Define Policies in CSS Admin Console
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Quick Review
CSS is integral part of any ECM / ILM strategyAssignment Policies for new contentMigration Policies for existing contentCSS works on any hardware; not just EMC
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Technical Details
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Agenda
Introduction & Technology Background
Installation & Setup
Compatibility
Functionality
Troubleshooting
User Interface
Question & Answer
Documentum Proprietary and Confidential
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Introduction Goals
Automate storage assignment of new and existing content using policies
Make Life-cycle storage-aware
Expose ‘Set Retention Date’ functionality through UI
Introduce a formal mechanism to track content movement
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Introduction
Product/functionality– Name: Content Storage Services– Packaged: 5.2.5 SP2
Products impacted– DA, WebTop, DFC, DAB & Server
Target users– Assignment and Migration Policies: Sys Admins & Super users– DAB: Designer– Set Retention Date: WebTop Admins
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Content Server
File Store
Centera
WebTop DA
DFC
WDK
Media ServerARP
Policy Engine
Technology Background -- Architecture
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Agenda
Introduction & Technology Background
Installation & Setup
Compatibility
Functionality
Troubleshooting
User Interface
Question & Answer
Documentum Proprietary and Confidential
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Installation & Setup
CSS Installation– Packaged as 5.2.5 SP2– System Requirements
• No change from 5.2.5 SP1 or 5.2.5. Refer to Content server, DA & WebTop installation guides for details
– Install Process• Upgrade Path
– Content server -- 5.2.5 5.2.5 SP2 or 5.2.5 SP1 5.2.5 SP2– DA – uninstall older version and install 5.2.5 SP2– WebTop -- uninstall older version and install 5.2.5 SP2
Configuration Supported in 5.2.5 SP2– All existing platforms supported
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Installation & Setup
CSS License– Prompted by server installer when attempting to configure or
upgrade a docbase• Installer will always install CSS specific object types
– dm_ssa_policy– dm_relation_ssa_policy
– Attribute r_storage_mode on docbaseconfig manages license– Only DA enforces CSS license
• Controls access to Assignment Policy & Migration Policy
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Agenda
Introduction & Technology Background
Installation & Setup
Compatibility
Functionality
Troubleshooting
User Interface
Question & Answer
Documentum Proprietary and Confidential
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Compatibility
Backward compatibility– DFC tested against 5X server– DMCL tested against 5X server
Autorender – Needs to be enhanced to use DFC. Will be available in 5.3
Distributed Content – Not supported
Replication – Not supported
Dump & Load – Not supported
Refresh – Not supported
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Agenda
Introduction
Technology Background
Installation & Setup
Compatibility
Functionality
Troubleshooting
User Interface
Question & Answer
Documentum Proprietary and Confidential
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Functionality Overview
Version PublishManage RetireArchiveCreate/CaptureNew content Work-in-progress content Old/Existing content
•Use Assignment Policies to automate storage assignment
•Assignment policiesact only on newly created content
•Rules in an Assignment policy select content to migrate
•Use Move Contentprocedure to move content during document promotion
•Use Migration Policiesto automate migration of existing content
•Specify DQL predicate to select content to move
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Functionality Overview
Content Server
Centera
Set Retention Date
WebTop DA•Retention date can be set on sysobject & derived types from WebTop & DA•New sysobject attribute ‘i_retain_until’displays retention date
Centera
Move Content Audit Trial
File Store
•Event dm_move_content triggered when content is moved using Migration Policies or MIGRATE_CONTENT
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Functionality DetailsAssignment Policy
Policy is associated with object types:
Policy is triggered during Save and Checkin– setfile, setcontent, addrendition, appendfile, appendcontent,insertfile,
insertcontent
Policy A(dm_ssa_policy)
Rule 1Rule 2Rule 3
dm_sysobject
dm_foo
Dm_relation_ssa_policy
Dm_relation_ssa_policy
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Functionality Details Assignment Policy
Policy is made up of rules– Type of Rules
• Standard rules– Content size (content_size)– Format (full_format)
• Custom rules – Example: sysObj.getString(“<customAttr>”).equals(“Bar”) --> “Storage3”
– Rules stored as primary and secondary renditions• In text and binary format
– Rules execute in the order they are listed. If a rule is satisfied, remaining rules are ignored
Policies can be deactivatedPolicies are stored in /System/Storage Policies
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Functionality Details Assignment Policy – Determining Storage
If a_storage_type set, then store content where specified by application;
Else if policy exists for object, then run policy
Else if policy does not exist, check ancestors for policies and run first policy found
Else if default_storage for format set, then store content where specified by associated format object;
Else if default_storage for object type set, then store content where specified by object type;
Else store in turbo storage.
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Functionality Details Assignment Policies – Custom rules
Custom rules are written using Java & DFC
Custom rule examples:– sysObj.getString(“subject”).equals(“aaa”) --> filestore_03
• Other methods include getInt(), getLong(), getDouble(), getBoolean()– sysObj.findString(“authors”, “ash”) > -1 --> filestore_02
• Other methods include findInt(), findDouble(), findBoolean()– contentInfo.getContentSize()==5 &&
contentInfo.getContentFormat().equals("crtext") --> "Storage1"
Important Note– For assistance in creating , implementing, or debugging a custom rule customers should contact Documentum Professional
Services or Documentum Developer Support
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Functionality Details Assignment Policies – Customizing behavior
Configuration file: $DOCUMENTUM/Config/dfc.propertiesChange cache update frequency
– dfc.storagepolicy.validation.interval=n (seconds)– Default: 0 secs
Change exception behavior if incorrect rule encountered– dfc.storagepolicy.ignore.rule.errors=false (default)
• If incorrect attribute name encountered, save or checkin will fail– If set to true, fatal errors are not raised. Policy engine will continue to
process next rule
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Functionality DetailsAssignment Policies – Customizing behavior
Switching off Policy Engine– dfc.storagepolicy.diagnostics.enabled=false– Default: true
Deactivate a Policy from DA– Policy engine will treat deactivated policies as if they don’t exist for new
content– Policy management functions will continue to associate policy with object
type
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Functionality Details Storage-aware Life Cycle
Select Move Content action as part of promotionMove Content action migrates all content associated with page[0]Move Content is not an atomic operation
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Functionality Details Migration Policy
Migration Policies migrate existing content
Migration Policy is represented using dm_job type
Migration Policy made up of rules– Standard rules -- based on content size, format and date– Custom predicate – based on DQL predicate
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Functionality DetailsMigration Policy
Admin can create any number of Migration Policies– Out-of-the-box: dm_MoveContent policy available
Log and trace file are created using the Migration Policy name. Location of files – dba/log/…/sysadmin/
Migration Polices don’t work with distributed stores or components of distributed stores -- future release
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Functionality Details Set Retention Date
Set Retention Date from WebTop or DA– User must be a WebTop admin
Attribute i_retain_until displays most restrictive date
All content associated with page[0] of the sysobject is moved to CA store
Set Retention Date is an atomic operation
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Functionality Details Audit Trail
New event dm_move_contentcontent_id, dmr_content and dm_sysobject can be auditedAudit trail created only when content is moved using MIGRATE_CONTENT
– Audit trail is not created when a_storage_type is set – future release
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Agenda
Introduction & Technology Background
Installation & Setup
Compatibility
Functionality
Troubleshooting
User Interface
Question & Answer
Documentum Proprietary and Confidential
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TroubleshootingAssignment Policies
Initiate logging – Verify policy active/ policy engine turned on– Check rules – rule used in the log – rule not used not
listed; you will have to check manually
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TroubleshootingProblem Scenario (1)
1. Content did not go to the expected store– Reasons
• Maybe a_storage_type was set• Different rule fired or none of the rules fired• Policy is deactivated or policy engine switched off
2. Changed one or more rules but content is still saved on old store– Reason: Assignment Policy cache may be stale
3. Not all content associated with page[0] was moved during life-cycle promotion
– Reason: Save operation or MIGRATE_CONTENT failed
4. Unable to checkin or save documents when policy engine is enabled
– Reason: Default store for sysobject type is null or set to turbo store
5. Unable to save or checkin as same version– Reason: Maybe retention date is set
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Agenda
Introduction & Technology Background
Installation & Setup
Compatibility
Functionality
Troubleshooting
User Interface
Question & Answer
Documentum Proprietary and Confidential
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Storage Management
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Assignment Policies
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Assignment PolicyList
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User Interface Assignment policy - New
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Assignment PolicyCreating A New Policy
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Assignment PolicyCreating A New Policy
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Assignment PolicyCreating A New Policy
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Assignment PolicyDelete, SaveAs
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Assignment PolicyCreating Copy
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Assignment PolicyCreating Copy
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Checking Assignment Policies from Object Types
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Type ObjectAssociated Assignment Policy
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TypeView Assignment Policy Inheritance
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TypeAssignment Policy Inheritance
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Migration Policies
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Migration PolicyList
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Migration PolicyCreating A New Migration Policy
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Migration PolicyCreating A New Migration Policy
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Migration PolicyCreating A New Migration Policy
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Migration PolicyList
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Migration PolicyActions
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DA and Webtop Modifications in general
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FileStoreFriendly Description
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Content Addressable Store (Centera) Description
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Setting Retention Dates
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Setting Retention Date
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Viewing Retention Date
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Store Name for Renditions
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Review Goals
Automate storage management of new and existing content using policies– Use Assignment Policies to automate storage assignment– Assignment policies act only on newly created content– Rules in an Assignment policy select content to migrate– Use Migration Policies to automate migration of existing content– Specify DQL predicate to select content to move
Make Life-cycle and Workflow “Storage-Aware”– Use Move Content procedure to move content during document promotion
Expose “Set Retention Date” functionality through Webtop UI– Must be in Webtop Admin group for this capability
Introduce a formal mechanism to track content movement – Auditing
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© 2004 EMC Corporation. All rights reserved. 8383
Enterprise Content Management and Information Lifecycle Management
Integrated Protection & Recovery
Tiered Storage
Active Information ManagementClassification
Business RulesMetadata
ComplianceVersioning Auditing
Automated Policy-Based
Change ApproveRoute RetirePublishCreate/Capture
Content Lifecycle
© 2004 EMC Corporation. All rights reserved. 8484
Q & A
Are there any questions?
Anyone?Anyone?
Anyone?...
© 2004 EMC Corporation. All rights reserved. 8585
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