1 emc confidentialinternal use only integrated information governance with new solutions for...

1EMC CONFIDENTIAL—INTERNAL USE ONLY

Integrated Information Governance with New Solutions for Archiving, eDiscovery and Compliance

Ahmad SalamaEMC Content Management & Archiving “CMA”Sales Manager – Egypt, Libya and [email protected]

Ahmad SalamaEMC Content Management & Archiving “CMA”Sales Manager – Egypt, Libya and [email protected]

mailto:[email protected]

mailto:[email protected]


Agenda

EMC Documentum in Oil & Gas

Oil & Gas Information Management Value Chain

Oil & Gas Case Studies

Sample Content Management Functional Requirements

Email Management– Today’s tough Email challenges– Approaches to Email Growth– EMC SourceOne Email Management– Case Studies


EMC Documentum in Oil & Gas


EnergyEnergy

Engineering, Procurement and Construction (EPCEngineering, Procurement and Construction (EPC))

UtilitiesUtilities

Documentum Middle East Sample Customers in:Energy, EPC and Utilities 90% Penetration


Content Management & ArchivingOil & Gas Case Studies


Oil & GasInformation Management Value Chain


Oil and GasInformation 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

Email Management


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


Company Profile:Exxon is the world’s 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.


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


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 world’s 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.



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.



Oil & GasTypical Functional Requirements


Functional RequirementsSmart Capturing - Process

Digitise paper, convert digital content, extract indexes fromstructured, semi-structured and unstructured documents,automatic delivery to content management system

StoreExtract

MetadataYLNG Ref.TitleDateFromSubject…

Capture Identify Validate


Win

do

ws

alik

e fu

nct

ion

alit

ies

EDMS User

Functional RequirementsSmart Capturing – End User Perspective


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 RequirementsDistribution & Control


IFR IFA IFC

AS-BUILT

EPC Phase Operation Phase

…-TEMPFinal

AS-BUILT

SUPERSEDED

Functional RequirementsTechnical Documents (Review & Change Management)


AS-BUILT

Functional RequirementsTechnical Documents (Review & Change Management) – Cont.


StorageMgmt.StorageMgmt.

Reporting & AuditingReporting & Auditing

File PlanFile Plan

NotificationNotification

Retention Policy ServicesRetention Policy Services

Security & AccessControl

Security & AccessControl

UnifiedRepositryUnifiedRepositry

Unified Architecture

Content Security

Web Based Client

Physical/PaperPhysical/Paper

Information RightsManagement Services

Information RightsManagement Services

Trusted ContentServices

Trusted ContentServices

Co

reFunctional RequirementsArchiving & Retention Management


Email Management


Email Challenges


Compliance and eDiscovery

Responding cost-effectively to eDiscovery requests

Collecting archive data efficiently during audits and investigations

Enforcing information management policies for both e-mail 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 2008.”

Global IT Market Outlook: 2009, Forrester Research, January 12, 2009

While IT Budgets are flat or declining*


Approached to Email Growth


Addressing growth by adding capacity is a stop-gap measure – Not sustainable solution for long term email management

Approaches to Email Growth: Part 1Adding Production Storage

Larger Mailboxes mean: Slower performanceIncrease admin overheadLonger backup windowsMore data to replicateRestores take longerDuplicate copies

Larger Mailboxes mean: Slower performanceIncrease admin overheadLonger backup windowsMore data to replicateRestores take longerDuplicate copies


Approaches to Email Growth: Part 2Forcing 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 – can’t send or receive any emails

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

EnterpriseSAN

Mail Servers

Fileservers


Solution:EMC SourceOne :: Email Management


Solution: Email 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 Email

Management server storage• Write to archive storage

device on set schedule

Messaging servers

Email Management Server(s)

EMC CenteraEMC 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


Solution Phase 1 – Shortcut Process

Remove restrictive mailbox quotas through proactive shortcut process

Shortcut

Email Management Server

MessagingServer

User’s Inbox

Message 1 Jan. 1, 2009To: Rick Subject: QuestionAttached:

Message 2 Jan. 1, 2009To: Ron Subject: UpdateAttached:

Message 3 Feb. 1, 2009To: Bill Subject: Training




E-mail Archive







Shortcut

Shortcut

Reduce primary storage requirement by 60%


Shortcut Process - Before


Shortcut Process - After

Preview pane unchanged


Solution Phase 2 – Deletion

Email 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


EMC SourceOne Email Management Case Studies


Customer Success – EMC IT

Email 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 10-12 hours to

2-3 hours

SourceOne Email 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 mailboxes40% of Employees outside of US @ 400 sales officesPublicly traded NYSE - EMC

Industry:Focus on information infrastructurewith commitment to acting in a socially and environmentally responsible manner


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 EmailXtender•2 x EMC Centera•HP EVA SAN Storage

“We can be used as a reference for EMC Email Management Solutions!!!.” -- Hani Naim, Messaging Senior Manager


xCelerated Composition Platform“xCP”


xCelerated Composition Platform

Process Swim-Lane Diagram

Simulation Results

Enterprise Blueprints

Process Modeling Rapid UI Design

e-Forms Data Mapping Task Screen


Business Activity Monitor Dashboard

1 emc confidentialinternal use only integrated information governance with new solutions for...

Documents

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