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Index of FAQs
General ILM Questions 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. What is Information Lifecycle Management (ILM)? What are the main components of ILM from SAP? How is ILM from SAP set up and what purposes does it serve? What is the difference between data management and ILM? Isnt ILM just a synonym for Hierarchical or Tiered Storage Management System? Is ILM a one-time event that will take care of all information issues in my system? Why is it so important to understand the difference between data and information? Can deletion and destruction of data be used interchangeably? What is the roadmap for the ILM solution from SAP and when will it be available? How can I get ILM from SAP and what does it cost?
ILM and Traditional Data Archiving 1. Our company has been using SAPs standard data archiving for years. Do we have to replace data archiving with ILM now? 2. Does ILM from SAP imply that in the foreseeable future a customer will have two storage access methods? 3. 4. Is ILM from SAP available for all archiving objects? What is ILM-Aware Storage?
ILM and Relationship to Other SAP and non-SAP Products 1. 2. 3. How does ILM from SAP relate or compare to Enterprise Content Management (ECM)? How does the reseller agreement with OpenText fit into the picture? How does ILM from SAP relate or compare to SAP Records Management?
Figure 1: The Cornerstones of ILM Data Archiving, Retention Management, and Retention Warehouse
3. How is ILM from SAP set up and what purposes does it serve?
ILM from SAP integrates several aspects and answers different pain points. Its purpose is to provide retention management functions for structured data and directly related unstructured data in different end-of-life scenarios. With the components of the three cornerstones you can manage retention policies, legal hold scenarios, gain e-discovery support, or manage the decommissioning of legacy systems. For end-to-end ILM, SAP provides a special ILMenhanced and certifiable WebDAV interface which connects to WORM-like storage media. This ensures that the retention constraints are enforced also on the archived data or data from your decommissioned system.
SAP AG 2008
5. Isnt ILM just a synonym for Hierarchical or Tiered Storage Management System?
No, at the beginning, ILM was strongly driven by the storage industry and often used as a synonym for tiered storage or Hierarchical Storage Management (HSM). This would be a very narrow definition of ILM. Although ILM is partially made possible through technological innovation, it is a holistic approach to managing complex relationships and requirements on information. It is a mixture of processes, strategy, and technology, which are all used together to manage information across its entire life cycle. Since data is commonly born in a business application, ILM should start there, at the birthplace. Likewise, since the end of the information life cycle often takes place in a storage system, ILM should also span this realm. ILM means from cradle to grave and from application to storage system.
6. Is ILM a one-time event that will take care of all information issues in my system?
No, ILM is an ongoing strategy and process that has to be established within a company. It can be viewed as a change in company culture, and involves all departments and areas, not just IT. Much of ILM happens outside the system and has to do with communication between the different departments in your organization. The good news is that many of the processes involved in ILM are becoming more automated and are increasingly being supported by new technological developments offered through the new ILM solution from SAP.
SAP AG 2008
Data can only become an asset if it is interpretable. In an ILM strategy it is not sufficient to simply delete data. You have to think about the information you want to destroy and then delete all the necessary data carrying that information. This is also key in trying to interpret legal requirements. Often times a law will dictate that you destroy data after a certain number of years (e.g. employee data). What is really meant, though, is that you are to destroy the information about that person.
9. What is the roadmap for the ILM solution from SAP and when will it be available?
The first version of ILM from SAP will be available to ramp-up customers in mid-2008. General availability is planned for the end of 2008 beginning of 2009.
10. How can I get ILM from SAP and what does it cost?
ILM from SAP is part of SAP NetWeaver, and the first version will be available with SAP NetWeaver Enhancement Package 1. ILM from SAP is part of the official price list. Many of the initial ILM from SAP projects will be conducted with the help of SAP services, such as System Landscape Optimization (SLO). To find out more about how you can become a ramp-up customer and pricing, contact your SAP account executive or contact us under ilm@sap.com.
2. Does ILM from SAP imply that in the foreseeable future a customer will have two storage access methods?
ILM from SAP covers mainly the retention management of structured data, but provides a method to also handle the retention management of the related unstructured data (such as a scanned invoice directly related to a financial document in the application). The storage of structured data takes place using the WebDAV protocol (Figure 1) (for a general explanation of WebDAV see www.webdav.org). Here the structured data is moved to a hierarchy in the ILMaware storage system via a certifiable interface (certification BC-ILM 2.0; see What is ILM-Aware Storage).
SAP AG 2008
Unstructured data, such as scanned documents and print lists, are still stored in a storage system using ArchiveLink. The storage system could be one and the same central ILM-aware storage. The unstructured data linked to structured information from the SAP application inherits the retention properties and metadata. This is achieved through a parallel hierarchy that is similar to that of the structured data. The parallel hierarchy contains the references to the actual location where the unstructured data is stored. If the storage system has ILM capabilities, then the retention properties and metadata can also be propagated to the unstructured data.
SAP AG 2008
2. How does the reseller agreement with OpenText fit into the picture?
ILM from SAP and the OpenText products under the reseller agreement (SAP Archiving by OpenText and SAP Document Access by OpenText) both provide benefits for customers, and have complimentary areas of usage. ILM from SAP deals with the retention management of structured data and system decommissioning. Open Text deals with all aspects of managing unstructured data, including its storage. You can implement ILM from SAP if you need to: Centrally manage your retention policies Manage the retention (life cycle) of your structured data, based on these policies Manage legal holds and e-discovery operations for structured data
SAP AG 2008
Decommission SAP legacy systems on an object basis, and continue to leverage the stored data for audits and reporting purposes Automatically apply retention rules and legal holds also to the unstructured data attached to the structured information You can implement SAP Archiving by Open Text and SAP Document Access Open Text if you need to: Use comprehensive content management functions for document-centric processes, such as forms management, imaging, scanning, document management or document access via virtual folders Store unstructured data as part of this content management solution in a hardware-agnostic and heterogeneous environment Decommission non-SAP legacy systems using a print list-based method Store structured data that has been archived using SAPs standard data archiving functionality to any type of Worm or Worm-like storage via ArchiveLink
OpenText offers ECM and Document Management System (DMS) tools and services for managing mainly unstructured data in an SAP environment. SAP Archiving by OpenText covers the storage of documents attached to SAP objects, including print lists, outgoing and incoming documents, desktop documents and e-mails, and mass document input. SAP Document Access by OpenText includes process-oriented grouping of content and virtual foldering. Data archiving and ILM from SAP on the other hand deal primarily with structured data and begin in the application and database of the SAP system. Here the main focuses are data volume management, retention management, legal hold management, e-discovery support and system decommissioning with capabilities for continued reporting and auditing on the decommissioned data. Data archiving aims at volume management and has clearly defined process steps in the SAP world: writing structured data from already closed business processes from the database to the file system, then deleting the data from the database. Optionally, in the store phase, the archived data can be moved to a storage system using interfaces, such as ArchiveLink. With the new ILM solution from SAP, this archiving process has been enriched to allow for an end-to-end ILM process. Now metadata and properties are passed along with the archived data to ILM-aware storage systems also through a special interface based on the WebDAV protocol. This ensures the enforcement of retention policies also on the archived data. Full-fledged ILM from SAP will be possible with ILM-aware storage technology (see What is ILM-aware storage?). WORM-like magnetic disc storage, such as EMC Centera,
SAP AG 2008
IBM DR550, HP IAP, NetApp SnapLock, or HDS HCAP is best suited for being ILM-aware, due to the high security requirements. Open Text has mentioned that they plan to support the new ILM-enhanced WebDAV interface. In the OpenText world, the term archiving is synonymous with storage. To be able to handle the storage of documents, as well as ADK files, in an SAP environment, OpenText has obtained the ArchiveLink certification. ArchiveLink is the interface between SAP and storage products, particularly for unstructured data (but also ADK files). Since OpenText supports the ArchiveLink interface its products can be leveraged for secure long-term archiving of standard data archive files in a hardware-agnostic way. OpenText also plans to obtain the BC-ILM 2.0 certification in the future. Neither ILM from SAP nor Open Text solutions are necessary for each other. Both have complimentary areas of usage. Both can be implemented in parallel, depending on the needs of the customer.
3. How does ILM from SAP relate or compare to SAP Records Management?
In the area of records management SAP offers SAP Records Management (SAP RM), and SAP Public Sector Records Management (SAP PSRM). The latter is based on SAP RM and delivers functionality and certification to the most important records management standards in the public sector but also applied in the non-public sector like DoD 5015.2 (US), TNA (UK) and DOMEA (Germany). Both records management products are shipped with SAP NetWeaver. Both products offer records, case and document management capabilities. They also offer a technical framework to integrate any information objects such as links to SAP business objects in cases and records. The usage of the term records management in the industry is different than the original usage of the word in the product naming for SAP RM. Figure 1 lists the scope of functionality included in SAP RM.
Scope of Records Management
With Records Management all information can be stored as record which is declared as record or automatic recognized as (legal) record; Records Management is only about storing of information in a certain way, not about processing information Records Managements supports automatic or manual classification (through meta data, fileplan, keyword, full text classification) of records Records Management supports access control to all records stored in Records Management Records Management supports audit trail of all records in Records Management Records Management supports the disposal process of all records in Records Management Records Management does not support case processing or any type of Workflow: I.e. Approval procesing for outgoing mail is part of Case Management but not of Records Management
SAP AG 2005, ESA Roadmap for Records and Case Management/ A.Engel / 3
Records Management is only concerned with the storing and retaining of information, but not with driving the business process. One way to drive the business process could be to use Case Management. The following SAP applications use SAP RM: - SAP Dispute Management in SAP ERP - SAP CRM Case Management in SAP CRM - SAP MIC (SOX compliance) in SAP ERP - SAP Government Procurement
SAP AG 2008
Important to note, is that a records management system contains copies of structured and unstructured data, where the structured data is stored in the form of xml. In other words, data is stored redundantly. ILM from SAP offers a legal case management function, which has been developed using SAP Records and Case Management. Legal case management is used for legal hold management and e-discovery support. If, for example, your company is being sued and you are requested to freeze and provide all data involved in the lawsuit, you can create a corresponding case for the matter in Legal Case Management. You can then use special reports to search for all electronic data (in the database and in the archive) involved in the case and include references to this data in the case you created. Note that here data is not kept redundantly, because only the references to the data are included in the case. You can then place a legal hold on the required business objects based on the references.
SAP AG 2008