7 Information Life Cycle Management

Overview SAP NetWeaver ILM
Archiving, Retention Management, System Decommissioning
Georg Fischer Director, Product Management Performance, Data Management & Scalability SAP AG
Shell Visit November 2008
Disclaimer
This presentation outlines our general product direction and should not be relied on in making a purchase decision. This presentation is not subject to your license agreement or any other agreement with SAP. SAP has no obligation to pursue any course of business outlined in this presentation or to develop or release any functionality mentioned in this presentation. This presentation and SAP's strategy and possible future developments are subject to change and may be changed by SAP at any time for any reason without notice. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. SAP assumes no responsibility for errors or omissions in this document, except if such damages were caused by SAP intentionally or grossly negligent.
SAP 2008 / SAP TechEd 08 / LCM101 Page 2
Cornerstones of ILM: Archiving, Retention Management and Retention Warehouse
Information Lifecycle Management

Data Archiving
Analyze data volumes Securely move data from the database to the archive Comfortably access archived data Archive SAP NW BI data (near-line storage)
Retention Management
Manage all retention policies across the enterprise Manage the responsible destruction of data based on policies Enforce retention policies Use secure ILM-aware storage through partner offerings Perform e-Discovery operations and set legal holds
Retention Warehouse
Decommission legacy systems Enforce retention policies on data from shut-down system Run reporting on data from shut-down system using SAP BI Use predefined BI tax content and reporting interface Benefit from independently understandable archive End-Of-Life System
Manage Database Volume

End-Of-Life Data
Data Archiving
Online
Access
Display
Database
File System
Storage System
Application Data
Data Objects
Data Objects
Archive and Delete
Store
Structured and Unstructured Information in an SAP Environment

Structured SAP Offering
SAP ERP Database
FI Business Object + Link Information
Link Incoming Paper Invoice
Data Archiving ArchiveLink ArchiveLink
Attachment (TIF)
Storage (Optical, WORM-like)
Unstructured Partner Offering

ILM solution from SAP and Open Text* Use Cases

Both products provide benefits for customers, with complimentary areas of usage. SAP NW ILM deals with retention management of structured data and system decommissioning. Open Text deals with all aspects of managing unstructured data, including its storage.
Solution Data Category

Data Volume Management
ILM from SAP

Primarily Structured System Decommissioning Legal Hold Management Retention Management e-discovery Support
SAP Archiving & SAP Document Access by Open Text Primarily Unstructured Non-SAP Legacy System Decommissioning Forms Management
Document Archiving
Imaging
Use Cases
Interface Storage layer

SAP
ILM-Enhanced WebDAV interface ILM-Enhanced WebDAV Interface WORM-Like Storage Storage Partner
ArchiveLink ArchiveLink Interface (Future WebDAV) WORM or WORM-Like Storage OpenText
*Open Text refers to the Open Text products under the SAP reseller agreement: SAP Archiving by Open Text and SAP Document Access by Open Text
Virtual Folders

Data Archiving
Retention Warehouse

End-Of-Life Data
Retention Policy Management
Central documentation of policies incl. change tracking and access management Rules for SAP and non-SAP objects Rules for electronic and paper documents Rules for structured and unstructured data Rules can be inherited by subordinate objects Import or manual entry of policies
Country
Min. Retention Time
Max. Retention Time
Unit for Retent. Time
Archive Store
Financial Documents Business Objects Documents Non-SAP Content Scanned invoices Financial Documents Scanned Invoices Paper Documents
USA USA DE DE USA
7 inherit 10 inherit 10
Years Years Years Years Years
US_02 US_02 DE_02 DE_02
Manual Entry
External Source
Information Retention Manager

Retention Policy and Data Retention Process Information Retention Manager (IRM)
Documentation Documentation Prep. for Enforcement
Set up policy IRM

Create framework for entering rules
Enter rules IRM

Enter rules per business object
Verify completeness IRM

Release policies for enforcement during archiving Checkboxes: Policy complete Rule live
Choose policy types (tax, product liability, new)
Example: FI_DOCUMNT Country = USA Retention time = 7 yrs.
IRM Central tool for setting up and managing retention policies
ILM-Aware Storage Integration Structured and Unstructured Data

Structured Store archive files Structured Store snapshots Unstructured Store ArchiveLink docs print lists
Archive files are saved in hierarchy based on IRM rules under node AD ADK files
Snapshots are saved in hierarchy under node SN ADK files
ArchiveLink refs. are saved in mirror hierarchy based on IRM rules under node AL Proxies Print list refs. are saved in mirror hierarchy based on IRM rules under node DL Proxies
ILM Store Browser Central tool for viewing hierarchy, properties, and selecting files for export in RW scenario.
ILM Store Browser
ILM-Aware Storage Integration: Archive Hierarchy Based on IRM Rules

Archive Files & Snapshots
/Q45 /000/ /AD/ /FI_DOCUMNT/ /Germany/ /1997/ FI-DOC_0003 FI-DOC_0004 /SD_VBRK/ /SN/ /SN_FI/ /Germany/ /11031998/
ArchiveLink Documents & Print Lists

/Q45 /000/ /AL/ /FI_DOCUMNT/ /Germany/ /1997/ Reference invoice 0003 Reference invoice 0004 /SD_VBRK/ /DL/ /Zdoclist /Germany/ /11031998/
XML DAS with ILM-enhanced WebDAV Interface
.adk
TOA table information
4711 4711
.adk
/Jdoclist /USA/
Reference_01 Reference_02
TOA table information
/SN_META/ /11031998/
Structured and Unstructured Information in an SAP Environment Using SAP NW ILM

ILM-enhanced WebDAV
Structured SAP Offering
/SysID /000/ /AD/ /FI_DOCUMNT/ /Germany/ /1997/
/SysID /000/ /AL/ /FI_DOCUMNT/ /Germany/ /1997/
FI Business Object + Link Information
DB
Reference to invoice location
WORM-like storage
Retention Policies
Storage (Optical, WORM-like)
Unstructured Partner Offering

Legal Case Management: Legal Hold & Automated e-Discovery Support

Manage all information related to specific legal cases Legal hold on all information relevant to legal case and linked documents Several cases per object possible Manual or automatic collection of data related to a specific legal case Relations to linked objects Persistent storage of key fields for case relevant data Major objects as start point for search
/C01 /000/ /FI_DOCUMN T/ /USA/
Manual Entry
External Source
/2000/
FI-DOC_0001
Legal Case Management

SAP ILM-enhanced WebDAV Interface
WORM-Like Storage
ILM-enhanced WebDAV Interface
Legend:
Legal Hold and E-Discovery Process

Documentation E-discovery Legal hold
Create Case LCM

Use basic case management functions to create legal case
Find related data LCM

Run reports to find all data for a business object
Set legal hold LCM

Set legal holds automatically on list of objects or manually on individual objects
Based on key object find all related structured & unstructured data
LCM Central tool for creating legal cases, finding corresponding objects and related information and Setting legal holds

Data Archiving
Retention Warehouse

End-Of-Life Data
System Decommissioning: Retention Warehouse
Systems to be decommissioned
Transfer archived data
Reporting based on archived data in SAP NetWeaver BI
Central ILM RW System
Archive data including snapshots

The New ILM Retention Warehouse Approach
Decommissioning
Enhanced archiving objects, CDE Admin data migration Archiving IRM for retention policy management Enhanced WebDAV interface for ILM aware storage Storage
Audit and Reporting

ILM Store Browser for hierarchy view of archived data File Select RW generator to prepare structures for on-demand reporting BI Structures BI integration with individual or predefined queries for reporting Audit
Retention Rules
Multiple source systems are decommissioned into

SRM R/3 3.1 R/3 4.5 SAP ERP
one central retention warehouse connected to ILM-aware storage

/C01
and reports can be generated on-demand using SAP NW BI
CRM
R/3 4.0
l /000/
/FI_DOCU MNT/ /USA/
5 4
Future Versions NonSAP Partners + Customers
R/3 R/3 4.7 4.6 c
/2000/ FIDOC_0001
3 2 1 0
ILM from SAP Version 1.0
WORM-Like Storage
Decommissioning: Offered Archiving Functions in Retention Warehouse

/Q45
Existing ADK Files
ILM File Converter
/000/
/AD/ /FI_DOCUMNT/ /Germany/ /1997/ FI-DOC_0003 FI-DOC_0004 /SD_VBRK/ /SN/ /SN_FI/ /Germany/ /11031998/ /SN_META/
Online Database
Classic archiving programs and Snapshots
Transactional Data Master Data Customizing Data Dictionary

Context Data Extractor
/11031998/
Data Extraction Approach
Strategy for System Decommissioning
Top Down Strategy Based on the reporting requirements and those tables that are required for these reports Characteristics
Precise
definition of required data definition of reporting requirements needed as input for validation of completeness of information transfer
Time-consuming Relevant
Data Extraction Approach (cont.)
Strategy for System Decommissioning
Bottom Up Strategy Based on the content of the system to be decommissioned Characteristics

Allows
a quick system decommissioning
Reduction
of data volume by eliminating data that obviously will not be in scope for future use
Recommendation: For a complete solution combine both strategies
Auditing and Reporting: Extract Data from Archive for Work Package
ILM Store Browser to select data from the archive for extraction
Work Package Monitor

Select Settings Analyze Jobs Review
/Q45 /000/ /AD/ /FI_DOCUMNT/ /Germany/ /1997/ FI-DOC_0003 FI-DOC_0004 /SD_VBRK/ /SN/ /SN_FI/ /Germany/ /11031998/
Audit Area
Tax audit
Folder
Financials
Segment
BKPF Document Header BSEG Document Line Items .. ANEK Document Header ANEP Document Line Items ANLA Master Data ..
Fixed Asset
/SN_META/ /11031998/
Product Liability
Auditing and Reporting: Lifecycle of Generated Content in Retention Warehouse

Audit and Reporting
Generate Object SAP NW BI

Generate info objects and infoproviders
Transfer Data SAP NW BI

Write data from archives to info objects and infoproviders
Run Reporting SAP NW BI

Define new queries based on the generated objects and/or Use predefined queries
Delete Objects SAP NW BI

Delete the complete content generated for a work package
RW BI Integration Method for allowing reporting and analyses in BI using data from decommissioned systems
Deployment Scenario Retention Management
Deployment Considerations
ILM solution from SAP the Engine is part of Enhancement Package 1 of SAP NetWeaver 7.0 (ILM tool) Engine serves application system and its content (first application SAP ERP) About 40 ILM-enhanced archiving objects (focus on tax) for SAP ERP and IRM object registration delivered Go-Live based on SAP ERP 6.0 EhP4 and above !
ILM implementation on the same system as the live SAP ERP system
SAP ERP 6.0 EhP4
SAP Notes
SAP NW 7.0 EhP 1
JAVA
ABAP
Deployment Scenario Retention Warehouse

ILM Implementation on own system independent from the SAP ERP system
SAP R/3, SAP R/3 Enterprise SAP ERP
SAP NetWeaver
Deployment Considerations
Legacy system: Delivered to former SAP ERP releases via SAP Notes: Enhanced archiving objects Context Data Extractor
SAP Notes
JAVA
ABAP
Retention Warehouse system: ILM solution from SAP the Engine is part of Enhancement Package 1 of SAP NetWeaver 7.0 (ILM tool) Content starts with SAP ERP 6.0 EhP4 IRM object registration through SAP Notes Use of existing SAP NW BI system or set up of new SAP NW system including RM components and SAP NW BI
SAP ERP 6.0 EhP4 SAP NW 7.0 EhP 1

SAP NW BI SAP NW Portal
SAP Notes
JAVA
ABAP
System Decommissioning: Multiple Retention Warehouses
Step 1: Standard SAP Data Archiving

Use standard SAP data archiving Data Archiving
ERP System
< 6.0 EhP4
Archive File Archive Archive File File
Transactional access to archived data directly from ERP system
Step 2: Build Central Retention Warehouse

BI/Tax Reporting Migrate administration data
5 4 3
ERP System < 6.0 EhP4
2 1 0
Convert archive files

Data Archiving
RW-System
IRM ERP 6.0 EhP4 NW 7.0 EhP1
/Q45 /000/ /AD/ /FI_DOCUMNT/ /Germany/ /1997/ FI-DOC_0003 FI-DOC_0004 /SD_VBRK/ /SN/ /SN_FI/ /Germany/
First step towards an ILM strategy No DART necessary Predefined content for tax reporting Redundant archive file content (archive file originals and converted files in WebDAV store) Administration data has to be (continiously) migrated to RW Retention Management only for archived data
WebDAV Store
/11031998/ /SN_META/ /11031998/
Step 3: Upgrade ERP System to ERP 6.0 EhP4

BI/Tax Reporting IRM Migrate administration data
5 4 3 2 1 0
ERP System >= 6.0 EhP4
IRM Data Archiving
RW-System
ERP 6.0 EhP4 NW 7.0 EhP1
No redundancies of archive files Retention Management also for data in the ERP system Copy rules from RW IRM to ERP IRM Migrate administration data from RW IRM to ERP IRM
WebDAV Store
/11031998/ /SN_META/ /11031998/
Possible Next Step: Add Additional ERP Systems to ILM

IRM ERP system
>= 6.0 EhP4
BI/Tax Reporting
5 4 3 2 1 0
IRM
Data Archiving ERP system
< 6.0 EhP4
RW-System
Data Archiving
IRM ERP system

>= 6.0 EhP4
WebDAV Store
/11031998/ /SN_META/ /11031998/
Data Archiving
Possible Next Step: Decommission Legacy ERP System to ILM

IRM ERP system
>= 6.0 EhP4
BI/Tax Reporting
5 4 3 2 1 0
IRM
RW-System
/Q45 /000/ /AD/ /FI_DOCUMNT/ /Germany/ /1997/ FI-DOC_0003 FI-DOC_0004
ERP System
>=SAP ERP4.6C
Data Archiving
/SD_VBRK/ /SN/ /SN_FI/ /Germany/
WebDAV Store
ERP System
>=SAP ERP4.6C
/11031998/ /SN_META/ /11031998/
Data Archiving
Benefits
Data Archiving
Higher system availability and better performance with shorter response times. Also system resources are used much more efficiently.
Support the complete lifecycle: creation preservation destruction. Central retention management, high automation and reduced litigation and e-Discovery costs.
3
Retention Warehouse
Avoid costs for maintaining legacy systems. Optimized investment by leveraging existing know-how and technology.
Benefits Data Archiving Manage Your Data Volume and Performance

Value Generation through Data Archiving System availability
Faster and easier upgrade to higher software releases. Shorter runtime for backup and recovery.
Downtime Losses by Application
Financial/Trading Supply Chain ERP CRM E-Commerce E-Business Business Application Database Messaging Infrastructure
Use of resources
Reduced hardware costs for Disk, CPU, Memory as well as administration costs.
System performance
Shorter response times in dialog mode for all employees.
Typical Hourly Loss of Unplanned Downtime (US$)

$2,400,000 $600,000 $600,000 $480,000 $480,000 $480,000 $300,000 $300,000 $60,000 $42,000
Data Records 10 GB
Mirrors 20 GB
System Copies 80 GB
MB / msec 2500 2000 1500 1000 500 0

MSEG MB MB51 msec
Archiving
2 GB
(Compression 20%)
Month 1 Month 2 Month 3 Month 4
Benefits Retention Management: Responsible Destruction Is a Must

e-discovery
1 GB of data = $1,800 (Forrester Research) 1 TB system = $1,800,000 x 500 law suits at any given time (Fulbright & Jaworski 2006)
Appetite for Destruction, Information Week, June 2008
[2006] for billion- dollar companies, the number of law suits soared to 556 cases, with almost half facing 50 new laws suits per year.
Third Annual Litigation Trends Survey Findings, Fulbright & Jaworski 2006
no penalties in law suits

Data Destruction and Document Life Cycle Policies: Considerations for Compliance with Federal Mandates and Acts, CyberScrub 2006
Audit Trail
Transparent and comprehensive policy management Approved by tax auditor and legal counsel Data securely erased beyond any type of forensic recovery
62% of large companies have at least one law suit filed against them with $20 million or more at stake.
Third Annual Litigation Trends Survey Findings, Fulbright & Jaworski 2006
IT and storage
Holding data beyond its retention period has no value Use of resources, system availability, performance Certain laws require you to destroy data after retention is up Sarbanes-Oxley, HIPAA, FACTA, Gramm-Leach-Bliley (GLB), etc. Avoid penalties for not complying with the law
legal compliance
Benefits Retention Management: Stop Maintaining Systems You Don't Use!

Parameters for ROI calculation ILM license fees ILM project and consulting services costs for the old system costs for the new retention warehouse system Considerations: The more systems to be decommissioned, the better the relative ILM license costs New system installation + setups are onetime costs ILM project costs will decrease after 1st decommissioned system by approx. 50%
24 Month
12 Month 9 Month 8 Month 7 Month
1st System
2nd System
3rd System
4th System
5th System
Conclusion: ROI will be reduced significantly with every additional system After 5th system, the ROI is expected to be 6 months
Evolution, Integration, Open Platform: From Data Archiving to ILM

ILM Retention Warehouse Partner Solutions (future deliveries) ILM Retention Warehouse
Partner
Retent. Policies
X
WORM-like storage
ILM Interface Legal Cases View Interface
Non-SAP
X
SAP ERP
Retent. Policies ILM Interface Legal Cases View Interface Reporting Solutions
WORM-like storage
ILM Retention Management

Retent. Policies ILM Interface SAP ERP Legal Cases SAP BI
WORM-like storage
Predefined Tax Content e.g. Rev. Proc 98-25
Data Archiving
SAP ERP
storage
Data Volume Management End-of-Life Data

End-of-Life System
Landscape Harmonization
SAP White Paper on ILM New Version
Source of Information:
White Paper
SAP Service Marketplace http://service.sap.com/ilm

SAP Developer Network http://www.sdn.sap.com/irj/sdn/ilm RKT ILM Learning Map http://service.sap.com/rkt-netweaver
ILM-Aware Storage Integration: Partner Involvement

WebDAV Storage Interface Certification for ILM Solution from SAP
BC-ILM 2.0 (SAP ILM - WebDAV Storage Interface 2.0) Storage system needs to accept and enforce properties and metadata necessary for complete ILM scenario First focus is on certifications from WORM-like storage partners Available at SAP Integration and Certification Center: icc@sap.com https://www.sdn.sap.com/irj/ sdn/interface-certifications
Discover partners who have already received BC-ILM 2.0 certification at: www.sap.com/usa/ecosystem/customers/directories/SearchSolution.epx
Thank you!
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7 Information Life Cycle Management

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Overview SAP NetWeaver ILM

Archiving, Retention Management, System Decommissioning

Shell Visit November 2008

SAP 2008 / SAP TechEd 08 / LCM101 Page 2

Cornerstones of ILM: Archiving, Retention Management and Retention Warehouse

Information Lifecycle Management

Manage Database Volume

Archive and Delete

SAP 2008 / SAP TechEd 08 / LCM101 Page 4

Structured and Unstructured Information in an SAP Environment

Link Incoming Paper Invoice

Data Archiving ArchiveLink ArchiveLink

Storage (Optical, WORM-like)

Unstructured Partner Offering

ILM solution from SAP and Open Text* Use Cases

Solution Data Category

ILM from SAP

Interface Storage layer

ArchiveLink ArchiveLink Interface (Future WebDAV) WORM or WORM-Like Storage OpenText

Cornerstones of ILM: Archiving, Retention Management and Retention Warehouse

Information Lifecycle Management

Manage Database Volume

Retention Policy Management

Min. Retention Time

Max. Retention Time

Unit for Retent. Time

USA USA DE DE USA

Years Years Years Years Years

US_02 US_02 DE_02 DE_02

Information Retention Manager

Set up policy IRM

Enter rules IRM

Verify completeness IRM

Choose policy types (tax, product liability, new)

Example: FI_DOCUMNT Country = USA Retention time = 7 yrs.

IRM Central tool for setting up and managing retention policies

SAP 2008 / SAP TechEd 08 / LCM101 Page 9

ILM-Aware Storage Integration Structured and Unstructured Data

Snapshots are saved in hierarchy under node SN ADK files

ILM Store Browser

SAP 2008 / SAP TechEd 08 / LCM101 Page 10

ILM-Aware Storage Integration: Archive Hierarchy Based on IRM Rules

ArchiveLink Documents & Print Lists

XML DAS with ILM-enhanced WebDAV Interface

XML DAS with ILM-enhanced WebDAV Interface

TOA table information

TOA table information

SAP 2008 / SAP TechEd 08 / LCM101 Page 11

Structured and Unstructured Information in an SAP Environment Using SAP NW ILM

Structured SAP Offering

/SysID /000/ /AD/ /FI_DOCUMNT/ /Germany/ /1997/

/SysID /000/ /AL/ /FI_DOCUMNT/ /Germany/ /1997/

FI Business Object + Link Information

Reference to invoice location

Storage (Optical, WORM-like)

Unstructured Partner Offering

Legal Case Management: Legal Hold & Automated e-Discovery Support

/C01 /000/ /FI_DOCUMN T/ /USA/

Information Retention Manager

Legal Case Management

Legal Hold and E-Discovery Process

Create Case LCM