E-mail Archiving
Confidential | 02/10/03 | CommonStore © 2002 IBM Corporation
IBM Content Manager CommonStore for Lotus Domino
Archiving For Lotus Domino Databases
Daniel LingIBM SW Solution
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Challenges for Email Administrators
Increasing e-mail traffic in daily business leads toContinuous growth of Email Systems
longer service intervals (backup times, recovery times)
Slows down system response time (such as replication)
reduced overall server performance
Ways of working with DominoAdministrators have to limit storage space for mailboxes
Also limit space for Domino databases
Users create Archive files which are stored locally
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Limiting storage space forces users to ...
store documents in local hard driveuser is responsible for keeping mail databases smalltime-consuming and inefficientopen security and backup issuescost for disk space just shifted to pc for end user
print out messages and file as paperinefficient, traditional filingslow document retrieval from file cabinetsbackward technology
delete valuable business informationloss of valuable informationfar away from knowledge managementCostly to reproduce
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
IBM CommonStore for Lotus Domino
Solution offers offloads e-mail attachments and entire e-mail messages from the mailbox to IBM Archive System
stores it securely on external storage devices (optical disk, tape)
provides easy access with familiar Notes client without intervention from the IT Administrator
provides optional access via Archive System application
Increases User productivity and satisfaction
Makes important documents available for years to come
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
How does this solution help
for IT Administratorsdecreases size of Domino Server databases (more than just email)
reduces scheduled/unscheduled downtimes: smaller databases reduce "Restore" times
improves system performance because of smaller mailboxes
reduces expenses for Domino Server hardware
reduces maintenance and administration efforts for Domino Servers
the Mailbox and other databases are again an important information source for the users
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
How does this solution help
for each userThe mailbox or other database is a source for important business information
• no more lengthy searches for business information in huge database files
• Improves performance of replications and searches
increases productivity
• no more daily manual housekeeping of the mailbox or other databasesStudy’s say: "..users spend an average of 90 minutes per day on mailbox management. By end of 2003, users will spend an average of 2 hours per day maintaining their mailboxes..“That’s 25% daily maintenance of mailbox – cost averaging $12,500 per user per year
• winning time: 30 hours (per month/user)
makes important business information available even after years
Quick easy retrieval of archived information
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Analysis of Storage
achievable savings up to 22% within 12 monthsreduced storage costs, costs for operation
Basis for calculation: 500 users, 100 MB/user
• Storage costs for Domino per GB/year: US$ 2,300• Managed Archive Storage costs per GB/year: US$ 1,600
28 %25%22 %Achievable savings in %
$42,350$34,650$28,000Achievable savings in US$
100 %90 %80%Percent of potential savings achievable
$110,715$100,650$91,500Costs with IBM
CommonStore (in US$)
$153,065$139,150$126,500Costs without IBM CommonStore (in US$)
Year 3Year 2Year 1
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Analysis of user productivity impact
achievable savings up to 60% within 12 monthsreduced storage costs, costs for operation
Basis for calculation: 500 users, 100 MB/user
• Storage costs for Domino per GB/year: US$ 2,300• Managed Archive Storage costs per GB/year: US$ 1,600
75 %68 %60 %Achievable savings in %
$795,000$704,250$620,000Achievable savings in US$
100 %90 %80%Percent of potential savings achievable
$262,500$259,375$256,250Costs with IBM
CommonStore (in US$)
$1,057,500$1,041,875$1,031,250Costs without IBM CommonStore (in US$)
Year 3Year 2Year 1
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Comprehensive archiving
Archiving from the MailboxAttachments and/or body of mail messages in folders containing mail itemsSelect between
Fully automated (no user interaction necessary)User initiated (archiving from Notes)
Fully automatedbased on flexible archiving policiesPolicy Set defines the frequency of archiving, for a user's mailbox, size of documents, date of documents, condition on message properties, external storage deviceExample: Daily archiving to optical disk from the mailbox "Smith" from Domino-Server "Dallas", where messages older than 90 daysin addition message properties can be stored as additional index information (e.g. the e-mail subject)
A_csld_attachment.exe
B_csld_stub.exe
C_csld_folder.exe
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Comprehensive access
Retrieval and viewing from Notes 2000
Your options:
Option 1: for attachments: click on the link (URL) in the document to viewarchived attachments via web browser
Option 2: for full email, same as an attachment: click on the link (URL) to view message
Option 3: Reload (Retrieve) back to mailbox
Option 4: Search for archived attachments and messages
• with index (Sender, Subject, Date, ...)• using IBM Archive e-Client
1_csld_search.exe 2_csld_workbasket.exe 3_csld_tiff_cmclient.exe
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Solution details
Domino Databases
Content Management Repository ("Archive Server")
CommonStore Server ComponentsJob (Notes) DB: Core process of CommonStore
Archive Agents: Archive-API based process, responsible for communication with the Archive Server
CS Task: Uses Lotus Notes client API to communicate with Domino server
CommonStore Pro: Passes the requests
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Components
Application or User
DB
Lotus DominoEnvironment
IBM Content Manager CommonStorefor Lotus Domino (CSLD)
Archives
ContentManager
TSMNotes agent
Notes user
CommonStore Task
Job DB
CM Agent
TSM Agent
MS Windows NT
Com
mon
Stor
ePR
OCSLDTask
Notes API
TSM APIs
CM APIs
TCP/IP
Config. DB
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
HighlightsBetter performance
smaller databases mean faster access
Less costsreduced investments in server hardware
less expensive storage media
No trainingaccess archive via Notes, web browser
Increased user productivityfast search and retrieval of information
assets
no responsibility for housekeeping the mailbox
Improved document securitycritical documents centrally stored
accessible even after years
Open for growthscalability on various levels (job folder,
archiving & retrieval tasks, servers, agents)
Archiving in the SAP environment
Content Management independent from Lotus Domino
Multiplatform support
Proven technologybased on proven IBM ECM
9000+ customers (60,000,000 users)
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Invoices,Statements,Reports
ScannedPaper & Fax
ERP, SCM,CRM data
Office documentsand correspondence
Audio, Video, Photo
Web Content
Wireless & PDA
Kiosk
Portal /Browser
Call Center
BusinessContent
Deliver Personalized Content on Demand
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Content Manager
CommonStore | E-mail Archiving | Confidential © 2002 IBM Corporation
Operational Content
Statements, Invoices ReportsScanned ImagesFax
Web Content
HTMLGraphic ObjectsBusiness Content
Rich Media
Video Audio
Workgroup DocumentsWord ProcessingSpreadsheetPresentatione-mail
StorageIntegration
Versioning
Search
Access Control
Workflow
Elements of Enterprise Content Manager
www.ibm.com/software/data/commonstore