Extreme Archiving Powers the Digital Enterprise Achieve maximum value from data and content by freeing it from application silos

WORKERS, DATA SCIENTISTS AND LAWYERS, IT PROS RETHINKING SUPPLIERS, DECISION MAKERS AUDITORS, THEIR APPLICATION CUSTOMERS REGULATORS PORTFOLIO PRODUCTIVE DATA USE BY EVERYONE G H I J ACCORDING TO ROLES

Easy data access Business eDiscovery, Legacy Active applications from inside or Intelligence, regulatory access, applications you’d A outside of BIG DATA analytics audit trails like to demolish of all kinds applications

Compute Layer

Application-Siloed Working Storage

Omnivorous ingestion, F with metadata Backup/Disaster IMMEDIATE, Recovery ETL TOOLS: IN CONTEXT, ETL TOOLS: ACTIVE APPLICATION COMPLIANT LEGACY APPLICATION OPTIMIZATION RETIREMENT A backup is not an archive. DATA ACCESS Backup tools work only for Disaster Recovery, as data is in proprietary, Extract, Transform, Load Data preservation, non-compliant, hard-to-search with original application formats, tied to changeable context intact applications. B As are for Everything Else: immutable preservation, data consolidation, app retirement, eDiscovery, etc.

C The archiving platform has emerged as the true heart of the digital enterprise, ensuring that both active and ArchivingArchiving PlatformPlatform historical data is extracted from applications, compliantly preserved, then made quickly and easily accessible

D Compliant Archive Data Pool

E Defensible Deletion Defensible K Compliant Data Set Compliant Unstructured Data Lake

ABCs of Extreme Archiving

Clever ETL software like Print Stream Archiving can pull With backup, periodic copies of ALL application data is taken A APPLICATION SILOS CAN BE BROKEN customer correspondence, statements, reports, and similar docs at a point in time and stored for Disaster Recovery (DR). JUST GET RID OF THOSE through your application’s print function and store them just the With archiving, data is actively stored in a meaningful, J OLD APPLICATIONS! way your customers received them in the first place. Other ETL structured, immutable, and accessible way with retention and You need a lot of production applications, but they store data in so tools can quickly transform your existing structured or unstructured security policies related to each object. Old data is deleted. IT Managers have strong incentives to decommission legacy many different ways, that it’s hard to get at it for other content into standardized formats , such as PDFs. applications, modernize their application portfolio, and purposes. Worse, a user with detailed application knowledge is Backup is not a viable archive because: manage data and content in a single compliant archive usually needed to extract anything useful. That is why it is best These are not “data dumps.” Good ETL applications preserve • Multiple backups of each application are held. This makes platform. to maintain a consolidated, accessible archive even for active all the original context and metadata from the application, it impossible to define which copy of the data is the formal application content. The result is not just greater IT efficiency, and often transform information before loading—for record to be used for a legal discovery or audit. • Reduce application portfolio count, IT cost, and IT but reduced IT costs. example, account numbers can be updated, and • To access data, the backup must be restored to complexity metadata can be added in ways impossible through the application. Not only is this process time But how do you archive different data and content • Secure all data and content for access and value- the source application itself. consuming and costly, it is very likely that a backup types? Applications may use structured or unstructured added reuse taken three or four years earlier will fail to restore to an information storage techniques, and sometimes more than • Extend access to new users or applications application because it has been updated or retired. one. But with the right archiving software platform, you can C CHOOSE AN OPEN, COMPLIANT • Integrate data siloed in different applications use any of the below options to archive any active ARCHIVING PLATFORM to a consolidated repository for improved access and There are many examples of companies that have used application and decommission any legacy application: • Use Controlled exposure of data to data lakes or backup as an archive being unable to access backed up data, The whole point of Extreme Archiving is to free your data from Apache™ Hadoop® analytics environments resulting in heavy fines from regulators. the silos of its source applications and enable digital transformation throughout the organization—so it’s crucial In fact, the majority of new enterprise application that you don’t tie yourself to a point solution for, GET AT YOUR DATA QUICKLY AND EASILY implementations never really address the problem of the say, “document storage.” Use an open archiving platform G applications that are being replaced. Usually, IT keeps the old that can handle any application, any kind of ETL tool and applications running just to access the historical data. Instead of keeping old applications or migrating the data any kind of data structure: a true “platform.” Data should be Data that has been properly archived locally or in the cloud to new applications, consider simply archiving it with stored in XML to make sure it’s future-proofed and always is usually much easier to access and view than it was in an application retirement ETL tool, which will preserve the accessible. This has become central to overall data the source application or file system. Just as importantly, context of the data, and make it accessible to everyone. and document management. people who want to view the data are now subject to truly consistent security and compliance controls. Modern archiving software is not slow (unless you try to use your backup software to create an archive!). A good archive It is likely a user can view archived data through any K KEEP DATA COMPLIANTLY platform will provide search times of about two seconds for business application – by way of the archive platform. In LAKE-ACCESSIBLE tens of billions of data objects, across multiple data sets. That this case, however, the archived data will be viewed includes archived email, documents, video, voice recordings, separately from live data. The development of huge and unstructured “data lakes” using images, xml data, print streams and all other kinds of tools like Hadoop have made the widest possible range of data structured and unstructured information. Workers, partners, suppliers, and customers can see their available for analysis and use. But a data lake is not a secure historical data transformed into usable, immutable formats or structured archive. How do you ensure your active and not dependent on the original applications. Customer historical data is compliantly and meaningfully exposed to D DATA SHOULD LIVE FREE BUT SAFE presentment of archived statements and correspondence in wider use? PDF format becomes easy. In the archived data pool, information lives free from A good archiving platform will have a friendly but secure relationship with tools like Hadoop, allowing you detailed, application silos. But it is fully controlled by the archiving HELP YOUR EXECS AND DATA platform, which should automatically impose compliance with H single-dashboard control over how and when information is security, data immutability, retention policies, defensible SCIENTISTS FINDH THAT BIG DATA allowed to swim more freely. deletion, and the whole list of regulatory requirements. Your data scientists will suddenly find big data projects, The right archiving platform will reduce IT complexity and processing, analysis, and integration much more possible. costs, improve data accessibility, as well as optimize overall Why? Because they will find the information all in one place, in infrastructure. As an example of cost savings: a Compliant consistent formats, and in the original context. Archive Data Pool requires no backup, because it can store data immutably in a safe off-site location. Business information for decision making will no longer depend on detailed knowledge of individual applications, finding content on backup tapes, or using Brought to you by open, compliant, EMPTY YOUR DATA TRASH an obsolete electronic records management system. The TM E WHENEVER POSSIBLE right BI tools will combine compliant archived data with the multi-application OpenText even bigger picture available in unregulated cloud InfoArchive and its partners One of the biggest failings in the Digital Enterprise is the repositories or your own “data lake.” inability to delete old data after proper retention times have expired. Just ask your lawyers. Only a modern archiving platform can automatically impose compliant retention INFORMATION FASTER AND Note: With active archiving, you may use all of the options documentum.opentext.com/ policies according to regional and local regulations. In fact, it’s I except Table Archiving. When information aggregation, CHEAPER FOR LEGALITIES kind of ironic that only Extreme Archiving allows you to perform infoarchive document storage, transformation, and reuse is key, then Data defensible deletion in any meaningful way. Record, File and Compound Record archiving options should Lawyers, Accountants, and Government Regulators will be be considered. happier people once you move data records to Extreme Archiving. Copyright© 2017 Open Text Corporation OpenText is a trademark or FORGET ABOUT USING BACKUP registered trademark of Open Text SA and/or Open Text ULC. The list of F AS ARCHIVE trademarks is not exhaustive of other trademarks, registered trademarks, B BREAK SILOS WITH ETL TOOLS Auditors and regulators will be able to easily and inexpensively product names, company names, brands and service names mentioned track data across applications, because a good archive can herein are property of Open Text SA or other respective owners. Even pros seem to get confused about the relationship consolidate all that information in context. Required All rights reserved. between archiving and its not-so-close cousin, backup. A wide variety of Extract, Transform, Load (ETL) tools government records will be quickly found. are available as the interface between working applications and Together, backup and archiving are best practices for ensuring (05/2017)07043EN information security and compliance, but the toolset is the archiving platform. Some of these are specific to the Your legal and regulatory teams will spend millions less on ® ® completely different, and each focuses on very different application – say SAP or Microsoft Exchange—and others are eDiscovery. They also won’t be surprised by old data hiding in business needs. generic. Their job is to ingest data of all kinds “omnivorously.” backup tapes. Many fewer hours will be expending on hunts to find, say, that email that proves conclusively that the crucial meeting occurred after the event in question.