1. Copyright © 2002 VERITAS Software Corporation. All Rights Reserved
Copyright © 2002 VERITAS Software Corporation. All Rights Reserved. VERITAS, VERITAS Software, the VERITAS logo, and all other VERITAS product names and slogans are trademarks or registered trademarks of VERITAS Software Corporation in the US and/or other countries. Other product names and/or slogans mentioned herein may be trademarks or registered trademarks of their respective companies.

2. VERITAS™ Data Lifecycle Manager 5.0
Mark Thomason
Sr. Product Manager Data Lifecycle Manager

3. Data Lifecycle Management
Why it is Needed…

4. The Data Management Challenge
Perpetual Data Growth
Uncontrollable cost of data management
Inefficient storage utilization
Regulations require companies to keep more, specific data for longer periods & selectively retrieve it on request
Unorganized, undiscoverable/hidden data
Cost of e-discovery
Independent point products for Backup, Replication, Recovery, Migration and Archiving
Significant media usage, cost, and management overhead
Limited to no backup window with high demands on Recovery Time Objectives
The drivers for Data Lifecycle Management center around data growth. Though storage is “cheap” there are significant costs outside of the basic acquisition. Management, power, floor space and so on all add up very quickly. This problem is compounded by a lack of organization of the data and leads to very inefficient utilization of storage capacity.
Not only is there more data to manage, but the criticality of almost all data continues to go up which increases data protection and availability needs.
Recent regulations and more strict enforcement of older regulations force companies to keep more data, for longer periods and in very specific ways. Previous lack of organization around their data can make this very difficult for a lot of companies.
And finally, these pressures require different pieces of technology. If these come from different vendors, companies expose themselves to redundant media usage and cost.

5. Complex, Heterogeneous Environment
IT, as it Emerged from The Bubble A Cost Center and a Target for Complaints
Governance
Legal Risk
Compliance
CEO & CFO
Spend Less
Stop The Complaints IT
Business
Better Availability
Better Performance
Storage
Server
Application
Database
Web Server
Complex, Heterogeneous Environment
Taking a look at the current IT environment, we have what we call “The CIO Squeeze” … the CIO caught between competing demands to provide more and better service at less cost within a complex, heterogeneous environment.
On the service side, if anything goes wrong, the CIO hears about it ( down, long hold time on the call center, etc.)
Nobody notices when everything is running perfectly, but they always remember the outages and slow performance
Meanwhile, cost pressures come from the CEO & CFO, who want fewer data centers, less hardware, fewer people, fewer suppliers
And its got to be done with existing systems – often a mess of web servers, app servers, databases, hardware and software storage from different vendors
Plus, grey clouds of tighter government regulations, legal risk, and compliance with corporate governance and document retention requirements loom overhead

6. What is Mandated? Retention Requirements
Over 15,000 State and Federal regulations in the US alone
Thousands more worldwide

7. What is Mandated? Discovery, Legibility, Auditability, Authenticity
Record Retention and Retrieval
A safe place to store your data…for as long as required
Timely discovery and retrieval of electronic records
Guaranteed data integrity
Auditable Process
Demonstrate internal controls and process
Indexing and journaling of all archive activity
Reporting in Real Time
Information always available for review
Ability to produce reports that reflect origin of data and activity
Across server, end-user, database, and backup data
Record Retention and Retrieval:
A safe place to store data…for as long as required (tie to Legibility – resilience over time, compatibility with legacy and future media formats and technologies)
Data must be stored for fixed periods of time and, in some cases, on a storage medium with specific properties such as WORM. Once the retention requirement is met, data can be deleted; but if the retention requirement is not met, it can be used against you.
Timely discover and retrieval of electronic records (tie to Discovery – efficient accessibility of information & consistent availability)
You must be able to produce the requested data (often in as little as 48 hours) or risk a more in-depth audit.
Guarantee data integrity (tie to Authenticity – protection against alteration, verification of originality)
You must ensure that the data is original and has not been altered in any way. (Including newer application versions)
You need to be able to store original content, unalterable media, as well as new “unstructured” file types including: memoranda, , IM, digital information, etc.
Auditable
Demonstrate internal controls and process (tie to: Auditability – ability for an objective 3rd party review)
You must be able to document what you do and how you do it as well as demonstrate adherence
Indexing and journaling of all archived activity
In the event of an audit, you need to be able to show who had access to the data, when, and what actions were performed.
Reporting in Real Time
Information always available for review (tie to Discovery – efficient accessibility of information, consistent availability; tie to Legibility – resilience over time, compatibility with legacy and future media formats and technologies)
A system failure or lack of visibility into the system is not an excuse for non-compliance
Ability to produce reports that reflect origin of data and activity
Reports must be available for auditor review

8. What is Mandated? Typical Retention Requirements
650,000 brokers under 17a Part 3 & 4

9. Failure to Comply
In June of 2002, Schering-Plough paid $500 million to the FDA and US Treasury
By December of 2002, $8.25 Million was paid out by 5 brokerages for destruction of
HIPAA and other health care regulations carry penalties of up to $250,000 and 10 years in prison.

10. Data Lifecycle Manager Key compliance provisions
Record Retention and Retrieval
Support for unalterable (WORM) disk, tape, & optical media
Automated management of data retention and expiration
Enterprise-wide content index & search
Auditable, Repeatable Process
Demonstrate internal controls and process
Tracking and journaling of all archive activity
Reporting in Real Time
Ability to produce reports that reflect origin of data and activity
Interoperability with CommandCentral Service, VERITAS SRM

11. Compliance Considerations
Dropping in an archive product will not make your firm complaint
Configuration of the tool for your environment is key
No such thing as a SOX or FDA certified archiver
Create Auditable & Automated Processes
Leverage Existing Investments In People & Processes
Throwing Away Is As Important As Keeping!
Purpose of this slide:
There are thousands of regulations – not just Sarbanes-Oxley – and the number of regulations and their requirements are growing every day. It is estimated that there are between 10,000 – 15,000 federal, state, and local regulations that exist in the US alone today. It is critical that your compliance investment is one that is flexible enough to grow as the compliance requirements develop over time.
Because of the changing nature of regulations, you should also be wary of investing in point solutions for compliance. Keep in mind that compliance is about all of your data – not just . For this reason, you need to look for a compliance solution that can protect all of your data. Analysts anticipate that companies that are implementing point solutions (i.e. archiving) today will circle back in 12 – 18 months because they find that their strategic objectives weren’t met with a point solution (Giga Research). Vthe VERITAS Integrated Compliance Solution addresses this.
Get proactive about compliance – manage it, rather than reacting to it. Reacting to compliance (rather than planning for compliance) can be extremely resource and $$ intensive. You need to implement an auditable, automated solution that allows you to respond to audits, and at the same time, ensure consistency of compliance operations.
You don’t want compliance to become a major time and money sink for your business –address compliance and get back to your core business.

12. The Data Lifecycle Managing business criticality of data
Source Files
Finance Reports
Time
Data Criticality
Primary Array
Mirrored, remote replicated
Snapshots
Nearline storage
Raid 5 protection
Tape backup
All data is not created equally and the criticality of data changes over time. is often most useful when received and quickly loses value, whereas financial data may have more cyclical criticality. DLM enables companies to automatically move data to appropriate resources as these changes take place. i.e. When a file has not been accessed in 90 days, it moves from the online disk to near line storage; then after 1 year of no access, it moves from nearline to tape.
Tape/optical libraries
Media copies
Offsite/vaulted

13. Tiered Storage (QOSS)
Different types of hardware have different costs and attributes
Different types of data have different needs that change over time
Data life cycle management automates the relocation of data among storage resources from creation to deletion.
Reduces cost
Increases efficiency
Controls data growth
By automating otherwise overwhelming tasks, organizations can realize significant efficiency improvements in both hardware and “human-ware”. With NetBackup Storage Migrator IT departments can delay purchases of additional storage hardware by making better use of the resources they already have.
Analyst research indicates that anywhere from 50-80% of existing storage in unused, NSM helps organizations tap into this unused free space.
Integrating NSM with VRTS backup products also allows for dramatic improvements in backup and restore times (proof point on next slide) as only the placeholder, not the migrated data, needs to be copied during backup/restore operations. So rather than backing up a 5 meg file that has not changed, they need only back up the, say, 2K placeholder to preserve the directory structure and maintain access to the alternate media. Not only do these operations complete sooner, but they require less media in the process.
Administrative staff also reap great benefits from deploying NSM. By automating complex processes, workload is significantly reduced as is the risk of operator error. This is especially important for regulatory purposed as a single misplaced file could lead to serious legal ramifications including fines and imprisonment! Administrators will also spend less time worrying about free space for their users and applications as the software will monitor disk utilization and react to critical storage conditions by moving data to free up space. All of which means more time for administrators to work on more important tasks and projects.

14. Media usage for compliance
Disk-based storage solutions are the fastest growing media segment.
The WW capacity of compliant records in stored on disk-based solutions will increase from 17PB in 2003 to 353PB in 2006, a CAGR of 172%.
Tape-based storage solutions represent the most popular media segment.
The WW % share of compliant records stored on tape-based solutions will decrease from 75% in 2003 to 64% in 2006
Disk based solutions fastest growing by %, but tape media growing fastest in absolute numbers.
Key point is that a comprehensive compliance solution requires support for all types of media: disk, tape, WORM-disk, WORM-tape, optical, etc.
Source: ESG 2003

15. Two archival models Regulatory Archiving Long Term Preservation
Create + Archive
Dispose
Retention
Read/Write
Read
Inactive
Regulatory Archiving
Copy data object into archive upon creation
Capture all new versions for duration
Long Term Preservation
Move data object into archive later
Extension of backup
Retention period can be defined by Corporate and/or Government policies/regulations. Most (well-known) Government regulations (FDA CFR21-part 11, SEC 17(a)-4, HIPPA1/2) require specific data to be preserved & retained from creation onwards. Such regulated data is typically copied into an archive upon creation, whereby accesses&updates are tracked throughout the lifecycle. Other corporate data (e.g. project, program and other initiatives related) may remain online until a) no longer needed or b) storage needs to be freed-up. Organizations can choose to delete or preserve in longer term archive storage (on a project by project basis).
Create
Archive
Dispose
Retention
Read/Write
Read
Inactive

16. Data Lifecycle Management Summary: Key aspects of any solution
Data Management
Protection Recovery
Archiving Retention & LT preservation
Tiered Storage QOSS & Data Growth management
Discovery Search & Retrieval
Automation
Data relocation, expiration
Federated, policy-based management
Audit and event logging
Transparency
Uniform data access
Common Management
Data Management
As previously discussed, DLM manages data to: deliver desired levels of data protection, archive and retain data for business or regulatory purposes, store data on the most appropriate resource, control data growth and help organize unstructured data.
Automation As mentioned before, the current and future TCO of a uniform storage infrastructure is an inhibitor to successful management of vast amounts of electronic data. Automation of the key data management tasks across non uniform media/infrastructure is a pre-condition to a workable DLM solution:
Data classification: Heuristic determination of the value of the data with respect to business criticality
Federated policy based management: Utilizing a data value schema, policies define the rules by which the data is managed in terms of data copying, migration and disposal,
Business process workflow management: Automation of business process steps around IT and business unit specific data management tasks.
Levels of version control (none to full version control; SCM style): Automation of data version creation and tracking with or without explicit data (document) check-in and check-out.
Transparency Where uniform storage infrastructure cannot be achieved economically, transparency is key to the deployment of a fully automated DLM process. Transparency is provided in areas:
Uniform data access for end-users and applications
Across data management solutions
Across media types (disk, tape, optical)
Across “versions” or instances of data: primary online copy, offline backup copies, archive copies, etc.
Common Management infrastructure
Common, web-based console
Common management paradigm
Optional single point of control

17. Data Lifecycle Manager 5.0
Product Overview

18. Data Lifecycle Manager 5.0 Part of an Integrated Compliance Solution
VERITAS CommandCentral™ Service
VERITAS Data Lifecycle Manager
VERITAS Desktop and Laptop Option
VERITAS NetBackup™ and VERITAS Backup Exec™
This is an automatic build slide.
These are the products we’re announcing today and this shows how they build on one another to form a complete, integrated solution.
The first build is the core of this EDP Integrated Solution, NetBackup and Backup Exec.
As the slide builds, the circles build from inside to outside, showing how DLO is part of NBU and BE, DLM is critical and complements NBU and BE, and CCS is the management that encircles all these products.
At the end of the build, the illustration shows a complete Enterprise Data Protection solution.

19. DLM 5.0 Core Functionality
Manage data from creation until disposal
Message & File Archiving
Capture/extract data and store in DLM Archive Store
Mixed Exchange mailbox & journal and NTFS archiving
End-user & Admin recovery/restore from archive
Storage Capacity & QOSS Management
End-users have seamless access to their data
Policy based management
Named policies, customizable templates
Regulatory compliance
Data expiration and disposal
Manage data quality, retention and media refreshment
VERITAS Data Lifecycle Manager is designed to deliver “out-of-the-box” archiving functionality for messaging and file system data with policy templates enabling the rapid implementation of compliant data storage practices with minimal planning or configuration. These templates can be tweaked and tuned and the policy changes easily disseminated without the need to administer each machine separately.
Essential to any archiving solution is the ability to locate and retrieve desired data. Data Lifecycle Manager creates a content index of archived data with full-text search capabilities. This enables users, administrators and auditors to search the archive for the data they need.

20. DLM’s Scalable Architecture
Offline Storage NBU Media Server/ Backup Exec/Optical
Nearline Storage Disk, Optical, SnapLock, Centera
Direct Attach/FC
Content Index DB
Nearline Storage Disk, Optical, SnapLock, Centera
File Server(s) DLM File System Agent
Exchange Server(s) DLM Exchange Agent
NetApp CIFS
Meta Database (SQL)
Can Share Policies Across Multiple DLM Servers
DLM Server
DLM Server(s)
Can Share Storage Across Multiple DLM Servers
File Server DLM File System Agent
Exchange Server DLM Exchange Agent
NetApp CIFS

21. Archive & Offline Store
DLM 5.0 Data model
End-User View
Application Store
Archive & Offline Store
Backup 1 A A
Required B
Not required 2
Copy
Stub Candidate
Copy + Purge C 3
Stub C C
Stub
Not required
Move D 4
Deleted D
Not required
Restore Deleted Data via Store Explorer Console
The advanced architecture also pulls in removable media such as tape or optical allowing for multiple tiers or hierarchies of storage. As data is used less frequently or loses value, move it to a slower, less expensive media type. If data needs to go to a certain type of media for compliance reasons, say for example WORD DVD, simply create the index on disk for performance and keep the data on DVD for long term retention.
Common Archive/Offline DataStore Shared Media Infrastructure
Primary Data-Store
Secondary / Nearline
Nearline / Removable Media

22. Data Storage Profile Typical file or messaging server
Only 20% active data
New/Current data
80% of Data is Inactive
Old messages, presentations, financial summaries, etc.
Every full backup must backup this 80% inactive data!
Excessive media usage.
Unnecessarily long restore times.
20%
80%

23. Reduce Backup Workload!
Optimize backup & restore operations
Server Backup
Online
Unmanaged
All Data
Server Backup
Disk Storage Backup
Media Copies Offsite Storage
Online
Near-Line
Offline
Managing data in this manner can have a tremendous impact on data protection and disaster recovery times. During a full backup, if all data is online, it is all copied, no matter how old and unchanged the file may be. By using Storage Migrator to spread the storage load among various resources, server backups copy far less data, and near-line and offline data is protected without impacting the critical, online data. The same is true for restores. If a server crashes, only the critical online data and the placeholders need to be copied back to the machine. Many Storage Migrator customers experience 60, 70, even 80% improvements in the time required to backup or restore a server managed by NetBackup Storage Migrator, and a dramatic reduction in backup media consumption.
Data Lifecycle Management
New, Often Used Data
Infrequently Used Data
Unused, Regulated Data

24. Data Analyzer Utility Scans File Systems and/or Exchange Server
Shows Age and Size of Data in Graphs
WhatIF tool helps with defining DLM Policies

25. VERITAS™ Data Lifecycle Management
Product Offering & Solutions

26. Features Overview Enterprise wide keyword based search & index
Advanced search & index; full text index across messages&files
Auditor/Administrator file & message extraction
Outlook or Explorer client extensions
“Archive in a box”
Consider DLM as a WORM Repository
Departmental; zero/one-step configuration
Enterprise wide, multi-server scalable solution
Many-to-one, Many-to-many, Distributed catalog & index

27. Features Overview Messaging MMC Snap-in management console
Maintain full message access; eliminate local “archives”
Manage mailboxes selectively
Move users among servers, Un-manage selected users
PST management (v5.1)
MMC Snap-in management console
High Availability Features
VERITAS Cluster Server & Microsoft Cluster Support
Server and Agents are clusterable
Shared Media Sets

28. Features Overview Media support Multiple storage tiers Disk Support
Supports local and network disk
Tape Support
Media Manager integration with NetBackup & Backup Exec
Can leverage Shared Storage Option (SSO)
Windows 200x Removable Storage Manager (RSM)
Optical Support
Pegasus Archive File System
Broad optical media support
Media reclamation
Storage media verification

29. Advantages to using BE/NetBackup with DLM
Leverage existing Tape Hardware via BE/NBU
Potentially save lots of $$ by not buying separate hardware for archiving purposes
Leverage management resources
Automatic base DLM Configuration
If NBU or Backup Exec Installation is detected on the DLM Server
DLM automatically creates a Volume Pool on NBU Media Server or Backup Exec Installation
DLM automatically creates a Tape Media Set on the DLM Server
Admin then…
Creates DLM Data Store utilizing Tape Media Set
Directs/Creates a Policy which utilizes the Tape based Data Store

30. How does Archiving affect Backup?
Reduces backup (and restore!) size and time
Replace files and Exchange attachments with tiny Stub files
Delete old data on primary storage, but keep in archive
Reduces Exchange Store size
Backup is mainly a protection from total loss (disaster recovery)
But can also restore individual data and meta data structure.
Archive is for long term preservation of object data
Files and messages
However, archives are not a replacement for backups
Recalls of objects do not restore full file structure
Archive is not optimized for DR operations

31. Benefit Summary Rapid Return on Investment Hardware efficiency
Reduce the need for additional disk devices
Better utilization of existing storage resources
Reduce consumption of backup media
Reduce backup and restore times
Administrative efficiency
Automate the data lifecycle
Reduce backup/recovery times and media consumption
File systems don’t run out of disk space
Give administrators time to do other functions
Users have seamless access to ALL their data
By automating otherwise overwhelming tasks, organizations can realize significant efficiency improvements in both hardware and “human-ware”. With NetBackup Storage Migrator IT departments can delay purchases of additional storage hardware by making better use of the resources they already have.
Analyst research indicates that anywhere from 50-80% of existing storage in unused, NSM helps organizations tap into this unused free space.
Integrating NSM with VRTS backup products also allows for dramatic improvements in backup and restore times (proof point on next slide) as only the placeholder, not the migrated data, needs to be copied during backup/restore operations. So rather than backing up a 5 meg file that has not changed, they need only back up the, say, 2K placeholder to preserve the directory structure and maintain access to the alternate media. Not only do these operations complete sooner, but they require less media in the process.
Administrative staff also reap great benefits from deploying NSM. By automating complex processes, workload is significantly reduced as is the risk of operator error. This is especially important for regulatory purposed as a single misplaced file could lead to serious legal ramifications including fines and imprisonment! Administrators will also spend less time worrying about free space for their users and applications as the software will monitor disk utilization and react to critical storage conditions by moving data to free up space. All of which means more time for administrators to work on more important tasks and projects.

32. What’s the best use of your time?
Scenario: It's 4PM on Friday and a bunch of lawyers walk into your office with a subpoena, asking for all finance documents and with a list of keywords in them.  Do you...
Choice A
Hope like heck you can find someone in the finance department that knows where they keep that data and knows what the files are called, AND
Perform keyword searches across all file servers and NAS filers that you think might contain the data, AND
Perform keyword searches on each user's (esp. Exec Staffs) laptop/desktop for the file data, AND
Perform keyword searches on each users mailbox for the data, AND
Search backup catalogs looking for files that might contain the data (recalling offsite tapes if need be), AND
Then restore or copy the data you need using multiple tools to a directory (where you can burn a CD to hand to the lawyers).
...OR...
Choice B
Conduct one keyword search for both files and message data (even backup data!) in VERITAS Data Lifecycle Manager
Export the data
Your choice...

33. VERITAS™ Data Lifecycle Manager
What’s under the Hood?

34. DLM’s Scalable Architecture
Offline Storage NBU Media Server/ Backup Exec/Optical
Nearline Storage Disk, Optical, SnapLock, Centera
Direct Attach/FC
Content Index DB
Nearline Storage Disk, Optical, SnapLock, Centera
File Server(s) DLM File System Agent
Exchange Server(s) DLM Exchange Agent
NetApp CIFS
Meta Database (SQL)
Can Share Policies Across Multiple DLM Servers
DLM Server
DLM Server(s)
Can Share Storage Across Multiple DLM Servers
File Server DLM File System Agent
Exchange Server DLM Exchange Agent
NetApp CIFS

35. DLM Console

36. Message & File Archiving/Migration
Capture/extract data and store in common DLM Archive Store
DLM as WORM repository + unalterable media support
Digital signatures on data and metadata
Data object versioning, track multiple versions
Capture & maintain message & file specific metadata
Mixed Exchange mailbox & journal and NTFS archiving
End-user & Admin recovery/restore from archive
Manage complete message + attachment
Manage mailboxes, (public) folders, Exchange Journal selectively

37. Policy Based Management
Named policies, customizable templates
Messaging management
File management
Retention management
Data source & object selection through inclusion & exclusion
Data expiration and disposition
Manage data quality, retention and media refreshment
Scheduled and unscheduled “job” execution

38. Messaging policies

39. File System policies

40. Retention policies

41. Compliance & e-Discovery features
Enterprise wide content search & index across messages & files
Embedded Autonomy IDOL engine
Keyword + parametric search
Auditor/Administrator file & message extraction
Restore to original or alternate share
Rules-based administration with automated data expiration
Documented, repeatable processes
Reporting and auditing

42. Store Explorer: Server View

43. Store Explorer: Media View

44. Search
VERITAS CONFIDENTIAL

45. End-User features Outlook and/or Explorer client extensions
Storage Capacity & QOSS Management
Provide End-users with seamless access to all their data
End-user archive/retrieval
End-user search and access
PST management (v5.1)
Eliminate and ingest into DLM archive
Support & protect through DLO
Desktop data retention management in DLM 5.1

46. New! Snapped in Properties item
Select a directory then right click the mouse

47. Directory Properties
List’s Non/Copied/Freed number and size of files. Also allows tells you if any are pending Deferred Management or Retrievals.

48. Select a file then right click the mouse
Note: gray overlay icon, it indicates cached file back on disk
Status, when it was copied, and last retrieved, and how many times it’s been retrieved! Also lists what media it’s on.

49. Media Management Multiple storage tiers
Supports disk, nearline storage, tape & optical
WORM disk
NetApp Rx00 with SnapLock, Centera
NetBackup, Backup Exec support,
Supports Shared Storage Option (SSO)
Supports Windows 2000 Removable Storage Manager
Support for Pegasus Archive File System
Broad optical media support
Media reclamation
Storage media verification

50. DLM Operational Details
1KB Metadata in SQL-server per archived object
Object equals: message objects (calendar, tasks, etc.), files, etc.
Single Instance Store (SIS) provided across msg attachment
SIS for files in v5.1
Custom reporting can be provided through SQL queries to the catalog
Max. throughput for 2-CPU SQL server based solution is ~20 objects/sec
This translates into 1.7M objects/day or 340M per yr (200 biz.days).
At an avg. object size of 250KB (mail and file mixed) this would imply approx. 80 TB of data ingestion "capacity" (with <10% recall rate).
A 250KB avg. object size implies a total of 5MB/sec I/O throughput requirement.
Scalability of DLM depends mostly on ingest rate of new objects

51. Supported Platforms

52. &
QUESTIONS
ANSWERS