E-mail archiving and DB2 CommonStore for Lotus Domino

1. E-mail archiving and DB2 CommonStore for Lotus Domino IBM INFORMATION ON DEMAND COMES TO YOU February 5, 2008 Bangkok, Thailand

2. Agenda • CSLD - Overview of base functions Sub bullet • CSLD - Overview of advanced functions • CSLD - Summary and highlights

3. Client Retrieve Messaging system Electronic archive system (repository) Archive Retrieve What is e-mail archiving? • Extract e-mails from the messaging system • Option: together with meta data (like subject, sender, date, …) • … and store them in an electronic archive system (repository) • On hard drive, tape, or optical disks (WORM) • For many years • Access archived e-mails (retrieval) • Through the Domino client • Through the client of the electronic archive

4. CommonStore • Electronic archive and content management solution • Designed for • SAP (CSSAP) • Lotus Notes and Domino (CSLD) • Microsoft Exchange (CSX)

5. What drives e-mail archiving today? • Growth of the messaging system • More users • Larger mail boxes • More expensive operation • Requirement • Reduce the growth of the messaging system • Offload old e-mails from production messaging system • Keep old e-mails in near on-line access • Legal requirements or industry regulations • E-mails treated as business records (based on procedures) • Provide e-mails on demand during audit or investigation • Example 1 • User selects e-mails that should be business records • Example 2 • All e-mails of a certain user group have to be captured and retained for a certain number of years • Example: Securities Exchange Commission (SEC), regulations for broker and dealers

6. The Architecture

7. Click to edit Master title style DB2 CommonStore for Lotus DominoOverview of base functions

8. CommonStore base functions • Archive • Retrieve • Search • Update • Delete

9. Click to edit Master title style Base function - Archive

10. Archiving Types • Entire messages • Mail header (To, From, Subject, ...) can be kept as a placeholder (“stub“) in Notes views or folders • Mail becomes very small or is removed completely • Attachments only • Only the attachments are archived, • Text in mail body remains unmodified • Convert format of message • Line data, Rich text • Any other format (like TIFF, PDF) through program exit

11. Archiving Type - Entire messages • Highlights • 100 % document fidelity (no format conversion) • Includes Notes specific Rich text elements • Database links, buttons, sections, … • Works for messages in Notes Richtext and MIME format • Works for signed and encrypted messages • Several options for mail placeholder • Text only (configurable) • Retrieval hotspot • Intelligent abstract of message

12. New Example: Archived message with retrieval hotspot Retrieval hotspot

13. Archiving Type - Entire messages (cont.) • Intelligent abstracting (optional) • A short summary of the mail is inserted in the mail body • Intelligent text analysis based on IBM’s Text Analysis Framework (TAF) identifies most relevant sentences (special training for e-mails) • Length (number of phrases) can be configured • Mail placeholder remains small (around 3 KB) • Benefit • Better search results for user since the abstract is included in the Domino full-text index • No additional license cost for intelligent text analysis

14. Intelligent abstract New Example: Archived message in iNotes with abstract

15. New Archiving Type - Attachment • Highlights • Archives only the attachment • Works for messages in Notes Richtext and MIME format • Works even for attachments outside of mail body • Works for signed messages • Mail body remains intact • Can save 60-75 % of entire message storage space • Attachment placeholder • In the exact location (not at end of message) • Option 1: Text with hidden URL for Web retrieval • Option 2: Text only (no URL)

16. Attachment placeholders Example: Attachment archiving

17. New Archiving Method – Automatic archiving (Crawler) • Rules (policies) • Size of documents • Age of documents (absolute or relative) • Size of mail database • Notes formula (maximum flexibility)

18. New Example: Policy with Notes users and groups

19. Archiving Method - User-driven archiving Archive action in Notes folder (Notes Client) Archive action in open document (Web Mail)

20. Click to edit Master title style Base function - Retrieve

21. Retrieval Types • Simple click on a button for reload on Domino server • No Client code installed on user work station • Retrieval button added as action to mail template or • Retrieval hotspot inserted in mail body • Temporary restoration of message • Periodic clean-up of reloaded messages • For reply or forward to external recipients • Works for both entire message and attachment archiving • CommonStore web viewing • Simple click on web link (URL) created during archiving • Attachments can be viewed individually • No reload on Domino server • Works for attachment archiving only

22. Example: Reload on Domino Server • Notes Client • Retrieval button • Retrieval hotspot • Web Mail • Retrieval button • Retrieval hotspot

23. Example: Web retrieval of an archived attachment • Click on CommonStore Web link (URL) • View archived attachment in Web Browser

24. Click to edit Master title style Base function - Search

25. Search and retrieve of archived messages • Search • Based on attributes • Subject, To, From, Date, ... • Stored in relational database of archive • Requires mapping during archiving • Full-text (requires Content Manager v8.2) • On a text attribute • On the content of the archived item • Environment • Notes Client or Domino Web Access • Entire messages are restored in original state to Domino • Content Manager Client (or Content Manager OnDemand Client) • Access point to Enterprise Content Management (ECM)

26. Enter a search • Get a hit list (results) • Click to open or viewdocument Example: Search in Notes Client

27. Enter a search • Get a hit list (results) • Click to open document Example: Search in Content Manager pClient

28. Click to edit Master title style Base function – Update and Delete

29. Other features: Update and delete in archive • Update • Attributes stored in repository • Delete • Trigger removal in the archive from Notes interface • Important for keeping documents in Domino in synch with archived items (no orphans) • Important for implementing document retention policies

30. DB2 CommonStore for Lotus DominoOverview of advanced functions

31. CommonStore advanced functions • Single-instance store (SIS) for CM v8.2 • Archiving of entire Notes folders • Other Domino applications

32. New Single-instance store (CM v8.2) • Feature • Identical messages are automatically recognized and archived just once (based on intelligent hash code algorithm) • Example: 1 e-mail is sent to 50 recipients • 51 copies in Domino, only 1 copy archived by CommonStore • Optional setting • Work when archiving entire messages • Benefit • Minimizes storage space in archive • Removal from Notes in archive supported

33. New Single-instance store (CM v8.2) – cont’d • 1 item linked to several mail owners • Multi-value attributes in CM v8.2 (child component) • Any attribute that is different for messages with same content is part of the child component

34. Archiving of entire Notes folders • Archive • Notes folder and all subfolders and all contained documents stored with just one archiving request • CommonStore stores the Notes folder information in the archive • Recommended: archive entire message without leaving document stubs • Restore • Select root folder and restore all subfolder and contained documents with just one retrieval request • Benefit • One folder becomes the placeholder for many documents and folders • Useful for user-driven archiving in Domino applications

35. Other Domino applications • All CommonStore functions available • Automatic and user driven archiving • Retrieve, search, update, delete, … • Any attribute mappings • Any Notes forms • Template changes • Based on CommonStore Script libraries • Easy customization

36. Example: Customer & Co application

37. DB2 CommonStore for Lotus DominoSummary and highlights

38. Highlights • Central, rule-based, automatic archiving • Makes distributed local archives obsolete • Ease of use • Available in Notes, Domino Web Mail, and iNotes • User driven archiving • Flexible retrieval (without reload on Domino server) • Fast retrieval for mobile users (local archive copy) • Simple implementation and administration • No code install on Client workstation • Domino database for system administration • Tightly integrated in Notes/Domino

39. Highlights – cont’d • 100 % document fidelity • Preserves Notes format (links, sections, signature, …) • Flexibility • Several archiving options (attachments only, entire message, format conversion, ...) • Arbitrary meta data (attributes) stored in archive • Many additional features (update, delete …) • Can be used for other Domino applications • Part of an Enterprise Content Management (ECM) solution • No point solution • Choice of archive platform (Windows, Unix, iSeries, zOS) • Mature repository with proven scalability • 10,000+ archive installs world-wide