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1 EMC CONFIDENTIALINTERNAL USE ONLY Integrated Information Governance with New Solutions for Archiving, eDiscovery and Compliance Ahmad Salama EMC Content.

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Presentation on theme: "1 EMC CONFIDENTIALINTERNAL USE ONLY Integrated Information Governance with New Solutions for Archiving, eDiscovery and Compliance Ahmad Salama EMC Content."— Presentation transcript:

1 1 EMC CONFIDENTIALINTERNAL USE ONLY Integrated Information Governance with New Solutions for Archiving, eDiscovery and Compliance Ahmad Salama EMC Content Management & Archiving CMA Sales Manager – Egypt, Libya and Gulf

2 2 EMC CONFIDENTIALINTERNAL USE ONLY Agenda EMC Documentum in Oil & Gas Oil & Gas Information Management Value Chain Oil & Gas Case Studies Sample Content Management Functional Requirements Management –Todays tough challenges –Approaches to Growth –EMC SourceOne Management –Case Studies

3 3 EMC CONFIDENTIALINTERNAL USE ONLY EMC Documentum in Oil & Gas

4 4 EMC CONFIDENTIALINTERNAL USE ONLY Energy Engineering, Procurement and Construction (EPC ) Utilities Documentum Middle East Sample Customers in: Energy, EPC and Utilities 90% Penetration

5 5 EMC CONFIDENTIALINTERNAL USE ONLY Content Management & Archiving Oil & Gas Case Studies

6 6 EMC CONFIDENTIALINTERNAL USE ONLY Oil & Gas Information Management Value Chain

7 7 EMC CONFIDENTIALINTERNAL USE ONLY Oil and Gas Information Management Value Chain Field Exploration & Development Field Data Collection & Management Electronic Well File (EWF) Engineering Standards and Procedures Quality Specification Management EH&S Standards & Procedures Project Document Management Marketing, Sales and Customer Service Corporate identify & Communications Management Website Management Customer Portal Call center Support Distributor Portal Refining, Supply, and Distribution Bid & Proposal Management Engineering, Plant & Facility Management Contract Management EH&S Standards & Procedures Manuals & Training Division Orders; Land Records Management Business Operations and Corporate Administration Correspondence System Contract Management Corporate Intranet AP/AR Processing Employee Records Management Financial Regulatory Compliance Management

8 8 EMC CONFIDENTIALINTERNAL USE ONLY 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 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 EWF Management Solution at Chevron

9 9 EMC CONFIDENTIALINTERNAL USE ONLY 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: Oil and Gas 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 Project Management Solution at ExxonMobil

10 10 EMC CONFIDENTIALINTERNAL USE ONLY 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) Saudi Aramco Improves Contract Management 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

11 11 EMC CONFIDENTIALINTERNAL USE ONLY 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 SAP Archiving with Documentum at BP 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

12 12 EMC CONFIDENTIALINTERNAL USE ONLY Oil & Gas Typical Functional Requirements

13 13 EMC CONFIDENTIALINTERNAL USE ONLY Functional Requirements Smart Capturing - Process Digitise paper, convert digital content, extract indexes from structured, semi-structured and unstructured documents, automatic delivery to content management system Store Extract Metadata YLNG Ref. Title Date From Subject… Capture Identify Validate

14 14 EMC CONFIDENTIALINTERNAL USE ONLY Windows alike functionalities EDMS User Functional Requirements Smart Capturing – End User Perspective

15 15 EMC CONFIDENTIALINTERNAL USE ONLY ISO 9001:2008 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 Functional Requirements Distribution & Control

16 16 EMC CONFIDENTIALINTERNAL USE ONLY IFR IFA IFC AS-BUILT EPC Phase Operation Phase …-TEMP Final AS-BUILT SUPERSEDED Functional Requirements Technical Documents (Review & Change Management)

17 17 EMC CONFIDENTIALINTERNAL USE ONLY AS-BUILT Functional Requirements Technical Documents (Review & Change Management) – Cont.

18 18 EMC CONFIDENTIALINTERNAL USE ONLY Storage Mgmt. Storage Mgmt. Reporting & Auditing Reporting & Auditing File Plan Notification Retention Policy Services Security & Access Control Security & Access Control Unified Repositry Unified Architecture Content Security Web Based Client Physical/ Paper Physical/ Paper Information Rights Management Services Information Rights Management Services Trusted Content Services Trusted Content Services Core Functional Requirements Archiving & Retention Management

19 19 EMC CONFIDENTIALINTERNAL USE ONLY Management

20 20 EMC CONFIDENTIALINTERNAL USE ONLY Challenges

21 21 EMC CONFIDENTIALINTERNAL USE ONLY Compliance and eDiscovery Responding cost-effectively to eDiscovery requests Collecting archive data efficiently during audits and investigations Enforcing information management policies for both and unstructured data throughout the enterprise Which of these challenges are you facing? Operational Challenges Escalating costs for primary storage Difficulty meeting backup and recovery windows Ensuring timely access to historical information for users *Global purchases of IT goods and services… will equal $1.66 trillion in 2009, declining by 3 percent after an 8 percent rise in Global IT Market Outlook: 2009, Forrester Research, January 12, 2009 While IT Budgets are flat or declining*

22 22 EMC CONFIDENTIALINTERNAL USE ONLY Approached to Growth

23 23 EMC CONFIDENTIALINTERNAL USE ONLY Addressing growth by adding capacity is a stop-gap measure –Not sustainable solution for long term management Approaches to Growth: Part 1 Adding Production Storage Larger Mailboxes mean: Slower performance Increase admin overhead Longer backup windows More data to replicate Restores take longer Duplicate copies Larger Mailboxes mean: Slower performance Increase admin overhead Longer backup windows More data to replicate Restores take longer Duplicate copies

24 24 EMC CONFIDENTIALINTERNAL USE ONLY Approaches to Growth: Part 2 Forcing 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 s 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 Enterprise SAN Mail Servers File servers

25 25 EMC CONFIDENTIALINTERNAL USE ONLY Solution: EMC SourceOne :: Management

26 26 EMC CONFIDENTIALINTERNAL USE ONLY Solution: Management Message Flow Organize and Classify Address Rules Retention and disposal policies Unique ID for single instancing Archive Messages Better than 2:1 compression Create container files Full Text Index Optional indexing of messages, attachments Includes embedded and Zip messages (20 layers deep) Ability to set indexing policy at folder level Store Container Files Copy containers to Management server storage Write to archive storage device on set schedule Messaging servers Management Server(s) EMC Centera EMC Celerra Collect Real-time Scheduled PST/NSF collection User Directed Archiving Centera sends back digital finger print content address Discovery Manager searches Search and collect content in archive for discovery searches Put on legal hold User/Admin searches Web-based search to access archive

27 27 EMC CONFIDENTIALINTERNAL USE ONLY Solution Phase 1 – Shortcut Process Remove restrictive mailbox quotas through proactive shortcut process Shortcut Management Server Messaging Server Users Inbox Message 1 Jan. 1, 2009 To: RickSubject: Question Attached: Message 2 Jan. 1, 2009 To: RonSubject: Update Attached: Message 3 Feb. 1, 2009 To: Bill Subject: Training Message 1 Jan. 1, 2009 To: RickSubject: Question Attached: Message 2 Jan. 1, 2009 To: RonSubject: Update Attached: Message 3 Feb. 1, 2009 To: Bill Subject: Training Archive Message 1 Jan. 1, 2009 To: RickSubject: Question Attached: Message 2 Jan. 1, 2009 To: RonSubject: Update Attached: Message 3 Feb. 1, 2009 To: Bill Subject: Training Message 1 Jan. 1, 2009 To: RickSubject: Question Attached: Message 2 Jan. 1, 2009 To: RonSubject: Update Attached: Message 3 Feb. 1, 2009 To: Bill Subject: Training Shortcut Reduce primary storage requirement by 60%

28 28 EMC CONFIDENTIALINTERNAL USE ONLY Shortcut Process - Before

29 29 EMC CONFIDENTIALINTERNAL USE ONLY Shortcut Process - After Preview pane unchanged

30 30 EMC CONFIDENTIALINTERNAL USE ONLY Solution Phase 2 – Deletion 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

31 31 EMC CONFIDENTIALINTERNAL USE ONLY EMC SourceOne Management Case Studies

32 32 EMC CONFIDENTIALINTERNAL USE ONLY Customer Success – EMC IT 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 hours to 2-3 hours SourceOne 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 400 sales offices Publicly traded NYSE - EMC Industry: Focus on information infrastructure with commitment to acting in a socially and environmentally responsible manner

33 33 EMC CONFIDENTIALINTERNAL USE ONLY 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 Xtender 2 x EMC Centera HP EVA SAN Storage We can be used as a reference for EMC Management Solutions!!!. -- Hani Naim, Messaging Senior Manager

34 34 EMC CONFIDENTIALINTERNAL USE ONLY xCelerated Composition Platform xCP

35 35 EMC CONFIDENTIALINTERNAL USE ONLY xCelerated Composition Platform Process Swim-Lane Diagram Simulation Results Enterprise Blueprints Process ModelingRapid UI Design e-FormsData MappingTask Screen

36 36 EMC CONFIDENTIALINTERNAL USE ONLY Business Activity Monitor Dashboard

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