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Anatomy of a Archiving Project Basic Principles To Consider. Bruce Fischer, Princeton Softech. Princeton Softech. Proven leader in Enterprise Data Management Solving complex data management issues since 1989

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princeton softech
Princeton Softech
  • Proven leader in Enterprise Data Management
    • Solving complex data management issues since 1989
    • In-depth functional knowledge of mission-critical applications and the business rules that govern them
    • Over 2,400 customers worldwide, Including nearly half of the Fortune 500
  • At each level of the management organization (CIO, business executives), we appeal to the most universal, broadest business issues
    • Simplification of Infrastructure
    • Information Governance
    • Business Continuity
    • Business Value
addressing the challenges
Addressing The Challenges
  • Key challenges for sites with Custom Applications
    • Managing Application Performance
    • Controlling Costs

- Mitigating Risks Associated with Data Retention and E-Discovery Requirements

How can archiving help?

explosive database growth
Explosive Database Growth
  • Mergers & acquisitions
  • Organic business growth
    • eCommerce
    • ERP/CRM
  • Records retention:
    • Healthcare – HIPAA
    • Pharmaceutical – 21 CFR 11
    • Financial – IRS and SEC Rule 17a-4
  • Data multiplier effect
  • According to industry analysts, annual compound growth rates for databases will exceed 125%
the ongoing problem
The Ongoing Problem


Compliance $


IT Resources

How many copies?

data multiplier effect

The Data Multiplier Effect













200 GB

Quality Control

Data Multiplier Effect

Actual Data Burden = Size of production database + all replicated clones

who is impacted and how they benefit
Who is Impacted and how they benefit
  • Data Growth
  • Retention and Compliance
  • Portfolio Optimization
  • CEO
  • CIO
  • Applications
  • DBAs
  • Quality Assurance
  • Business Users
  • Capacity Planners
analysts projections
Analysts Projections
  • A new ESG report, "Digital Archiving: End User Survey and Market Forecast 2006-2010," regarding their purchasing intentions for archiving solutions.
    • 48% of organizations say they will purchase and deploy a database archiving application within the next 24 months
    • An additional 35% say they expect to purchase a database archiving application at some point beyond 24 months.
    • Database-resident information will be the fastest growing type of archived information between now and 2010, growing at a CAGR of 79%. Over 4000 Petabytes of database archives will exist in 2010.
  • The database archiving market will grow at a CAGR of 38.5 percent through 2009- Gartner
  • Determine application types
    • Mission critical
    • Business critical
    • Targeted for sunset
  • Decide where to locate the archive
    • Which storage devices
    • When to deploy each type
  • Determine access requirements
    • Who, what, how, when?
  • Identify “Business Objects” to archive
    • Historical reference snapshot
    • Examples: Activities, Service Requests
  • Determine retention requirements
    • Cross functional consensus
    • Time value of business object
    • Deletion requirements
  • Identify post-archive use cases
    • Customer service inquiries, audit, e-discovery, trend analysis
    • SLA for access
    • Retrieve from archive
    • Reload to temporary DBMS
  • Determine operational practices
    • Frequency of archive
    • Automated or manual operations
    • Online or offline
  • Define file management
    • Across storage tiers
    • Manual or integrated (Tivoli, Symantec, etc.)
evolving business value

Active Data

Inactive Data

Historical Data

Evolving Business Value


Access Frequency


define storage strategies

Active Data

Tier 1

Inactive Data

Historical Data

Tier 2

Define Storage Strategies



Historical Data

Tier 3


set migration policies


> 01-JAN-2005



< 31-DEC-2005

CLOSE_DATE < 31-DEC-2000

Set Migration Policies

Tier 1



Tier 2

Tier 3


  • Determine format of archives
    • Archive file system
  • Define hardware targets
    • Number of tiers
    • Types of devices
  • Establish security parameters
    • Integration with existing framework
      • Database, application, network
cost effective tiered storage
Cost-Effective Tiered Storage






Production Database



Production Database



Flat Files



  • Analyze use cases vs. cost of access
    • Goal: match SLA to value to cost
    • Application independent access
    • Native application access
  • Communicate access terms & conditions
    • SLAs
    • Resource provisioning
    • Training on access paths
  • Build cross-functional team
    • Business, legal, audit, IT
    • Business owns data, IT manages supporting infrastructure
  • Determine data deletion policies
    • Signoff by stakeholders
    • Which records to delete, and when
  • Ensure orderly disposal
    • Automated or manual delete
    • Audit trails
step 1 business policies drive archiving
Step 1: Business Policies Drive Archiving
  • Identify applications that manage regulated data
  • Build consensus among stakeholders on retention and retrieval:
    • Business owners, application developers, storage
    • Include CFO, legal, compliance, security
  • Document your business policies:
    • Types of data (Active, Inactive/Historical, Reference)
    • Processes for Archiving, Viewing, Retrieving Objects
    • Processes for Compliance and Disposal
step 2 define the storage architecture
Step 2: Define the Storage Architecture
  • Technical Safeguards (Security)
  • Data integrity safeguards
    • Access controls – authentication, authorization
    • Recording media (WORM media or subsystems)
    • Secure audit trails, duplicate copies, etc.
  • Data privacy safeguards
    • Access controls – authentication, authorization
    • Data encryption
    • Access logs, audits and reports

*Exact requirements depend on regulatory environment

storage goals and criteria
Storage Goals and Criteria


  • Cost effective
  • Easy to manage and scale
  • Ensure accessibility for many years

Selection Criteria:

  • Storage capacity
  • Availability
  • Manageability
  • Performance
  • Cost

Existing storage technology to be combined with new storage technology (e.g. ATA disk storage) to help reduce cost.

step 3 don t forget about process
Step 3: Don’t Forget About Process
  • Important regulatory requirements specify that the data must remain unaltered and accessed only by the proper individuals.
  • Accessibility, storage and audit policies each result in a specific set of processes that govern their maintenance and education.
  • Consistent, repeatable, controlled, documented archive and access methods and tools
possible alternatives to archiving
Possible Alternatives to Archiving
  • Tune or partition the database
  • Add capacity
    • Processors, storage
  • Back up the database
  • Purge data
  • Alleviate symptoms temporarily, but…
    • Inflate costs
    • Do not address underlying data growth
archiving solution technical requirements
Archiving Solution Technical Requirements
  • Basic Requirements
    • Support archive, purge and retrieve operations, including selective retrieve
    • Ensure referential integrity of archived data
    • Increase database performance and minimize batch windows
    • Ensure security and maintain access control of archived data
    • Archive data stored in database as well as the File System, and maintained linkage
  • Archival Definition
    • Allow scope of archive and cascading purge to be controlled
    • Maintain schema information in addition to archive data
    • Provide pre-defined archival configurations for key objects
    • Allow pre-defined archival configurations to be modified to reflect configurations made to applications
archiving solution technical requirements 2
Archiving Solution Technical Requirements (2)
  • Archive Data Storage and Access
    • Provide access to archived data from within the application
    • Allow data to be archived to another database and offline storage, and integrate with hierarchical storage management
      • Example – Archive to IBM DR550, long term retention
  • Archive Management
    • If there is an interruption in the archive, purge and retrieve processes, be able to recover from the point of the interruption
    • Report on what data is archived
    • Provide administrative tools to manage the archives
creating and managing archived data
Identify the data to archive

Define the data to delete

Select Archive File storage

Create the archive

Research, report, retrieve

Creating and Managing Archived Data
choosing the best access method
Choosing the Best Access Method
  • Native application access
    • Convenient for functional users
    • Can slow down online transaction processing
  • “Self-Help” access (Canned Reports, Query Tools)
    • Convenient for functional users
    • No IT services required
  • Application independent access
    • Preserves a complete view of historical business records regardless of originating application or version
    • Facilitates decommissioning, upgrade and migration paths
summary of advice
Summary of Advice
  • Recognize that IT owns Infrastructure, but the Business owns the data
  • Improve functional processes by tiering services by functional need
    • Higher service levels on current transactions
    • Lower-cost, lower service levels on historical transactions
  • Limit liability by ensuring real-time compliance controls are sustained and documented in your historical retention processes and tools
    • Respond quickly and accurately to audit requests
    • Reduce costs of discovery