Application and Mail Archiving for IBM® Lotus Notes® & Domino®

EASY NOTES

Frank Schoeneberg

EASY NOTES

04/10/2023

Identifying the Pain

| Slide 2

» Database Growth

» Index Size

» Server Proliferation

» Server Processing Overload

» Downtime Window Shrinkage

» Users Resistence to Change

» Solution Migration

» Archive Solutions are ???

ADMINISTRATORS

» Mailbox Size Limitations

» Performance – Searches, Views, Folders

» No Time for Change

» Training & Learning Curve Issues

» Archive Solutions are Kludgey

USERS

Frank Schoeneberg

EASY NOTES

04/10/2023

The Pain Relief

| Slide 3

Frank Schoeneberg

EASY NOTES

04/10/2023

The Solution

| Slide 4

» Database Size Reduction Up To 90%

» Only References Kept Inside Mailbox

» Reduced Hardware Costs

» Better Server Performance

» Downtime Window Availability

» Transparent Integration

» Facilitates Migration Process

» Moves Data Into Low Cost Storage

» Fully Integrated, Compliant ECM Solution

ADMINISTRATORS

» Mailbox Size Not An Issue

» Better Performance

» Truly Seamless Integration

» Enhanced Retrieval Function

» One Solution to Access All Corporate Content

» Less than 5% Footprint on Client

» Zero Client Installation

USERS

Frank Schoeneberg

EASY NOTES

04/10/2023

Search, Find and Change» The content of the application / email, including all attachments, is

indexed and full text searchable» Simultaneous search in active and archived documents» Search, Change and Create archived documents directly out of IBM

Lotus Notes interface» EASY NOTES Workspace lets you conveniently manage Notes

documents along with information from non-Notes sources (e.g. documents from SAP systems) in customer and transaction files

» Search Plugin and Toolbar available from IBM® Lotus Notes® 8.5

| Slide 5

Frank Schoeneberg

EASY NOTES

Frank Schoeneberg

EASY NOTES

Mobility through EASY NOTES» Considering the company‘s replication policy EASY NOTES offline

synchronization allows the user to synchronize archived e-mail messages regarding to his needs

» Direct access to the archived documents using IBM Lotus iNotes

04/10/2023 | Slide 7

Frank Schoeneberg

EASY NOTES

Frank Schoeneberg

EASY NOTES

Archiving» Revision-proof storage in the archive system» Transfer to cost-efficent storage media» Archiving ensures legal requirements» Versatile archiving using either rule-based or free defined processes » Option to convert the documents into Industry-standard compliant

formats such as PDF, PDF/a, TIFF

04/10/2023 | Slide 9

Frank Schoeneberg

EASY NOTES

Compression» Storage saving compression in the archive‘s back-end » Documents including all attachments are being compressed » Single instance storage technology » Supports “Domino Attachment and Object Service“ (DAOS) available

from IBM Lotus Domino 8.5 onwards

04/10/2023 | Slide 10

Frank Schoeneberg

EASY NOTES

Referencing» EASY NOTES only leaves a stub reference (Size: 1 byte) on the IBM

Lotus Domino Server» Ensures high usability for the end user» Automated or manual restore of the complete document» Reduces BackUp and Restore periods

04/10/2023 | Slide 11

Frank Schoeneberg

EASY NOTES

Create your own solution» The included Software Development Kit (SDK) gives you even more

possibilities when integrating archiving functionalities with your own applications

» Requirements that go beyond the comprehensive EASY NOTES functionalities can be developed through the SDK

» Object based IBM LotusScript library» Usage of Standard Notes Object for data (eg. NotesStream,

NotesDateTime)» Integrating in existing third party applications

04/10/2023 | Slide 12

Frank Schoeneberg

EASY NOTES

Frank Schoeneberg

EASY NOTES

04/10/2023

Search in one’s own mail databaseAuthentication by Lotus Notes username

| Slide 14

Archive_09

Archive_08

Archive_07

PersonalMail File

Frank Schoeneberg

EASY NOTES

04/10/2023

OtherMail File

Archive_09

Archive_08

Archive_07

PersonalMail File

Search in other mail databasesPermission via mail preferences (Access & Delegation)/ACL

Authentication via username of owner of the mail database

| Slide 15

Frank Schoeneberg

EASY NOTES

04/10/2023

Archive_09

Archive_08

Archive_07

Search by a non Lotus Notes clientPermission via Domino Directory/EASY ENTERPRISE.x Domino Delegate

Login via any Lotus Notes username

At least one username of the active user must be contains in the notes.acl attribute

| Slide 16

DominoDirectory

Frank Schoeneberg

EASY NOTES

04/10/2023 | Slide 17

Access

A r c h i v i n gC o m p r e s s i o nR e f e r e n c i n g

Frank Schoeneberg

EASY NOTES

04/10/2023

EASY NOTES Components

| Slide 18

Mail Workspace PlugIn

USER INTERFACE

Domino Gateway

BUSINESS LOGIC AND CONFIGURATION

Business Gateway MultiRenderer

PROCESSING

Frank Schoeneberg

EASY NOTES

04/10/2023

LOTUS DOMINO SERVER

EASY NOTES Gateways

| Slide 19

Domino Gateway as JAVA Server Addin

JAVA APPLICATION SERVER

Business Gateway

EASY ENTERPRISE

ECM SERVER

R M I

J A V A

Frank Schoeneberg

EASY NOTES

04/10/2023 | Slide 20

» Application Archiving

» Respects Notes Security Model

» 90% Database Size Reduction

» Supports Distributed Archive (Replication)

» Truly Seamless, Transparent Integration

» Full Audit Trail Capabilities

» Provides Technical Base for Meeting Compliance Standards

» Simple Application Development Integration (SDK & API)

» Zero Client Install

FEATURES

» Archive Mission Critical Applications, In Addition to Email

» All Information is Secure, According to Notes Model

» Faster Response Time

» Provides User Mobility

» Happy Users, Zero Impact on Users

» Happy Auditors

» Happy Compliance Officers

» Easy Application Development Integration

» Easy Administration

BENEFITS

Frank Schoeneberg

EASY NOTES

04/10/2023 | Slide 21

Application and Mail Archiving for IBM® Lotus Notes® & Domino®

THANK YOU

Frank SchoenebergKey Account Manager

Mail: Frank.Schoeneberg@easy.dePhone: +49 163 84 50 438