documentum content storage services - dell emc€¦ · documentum content storage services ... and...

1

© 2004 EMC Corporation. All rights reserved. 111

Documentum Content Storage Services

Welcome…

Matthew CoblentzCSS Product Manager

September 21, 2004


Agenda

Enterprise Content Management (ECM) and Information Lifecycle Management (ILM) – where this fitsCustomer challenges when matching the business value of content to the cost of storageIntroduce Documentum’s Content Storage Services (CSS)Usage scenarios


Expectations

You will understand– Why CSS is so revolutionary– CSS intended usage scenarios– How policies are intended to be used and managed

Be able to identify possible areas in your organization where CSS can be useful

2


But first…

Interactive Session – feel free to ask questionsQ&A / Review session at end of presentationOpportunity for follow-up questions at the PM dinner tonight or the Ask-the-PM session tomorrow


Enterprise Content Management and Information Lifecycle Management

Integrated Protection & Recovery

Tiered Storage

Active Information ManagementClassification

Business RulesMetadata

ComplianceVersioning Auditing

Automated Policy-Based

Change ApproveRoute RetirePublishCreate/Capture

Content Lifecycle


Challenges

Exponential growth of unstructured digital contentContent archival, retrieval, and distribution is a time consuming, manual, error prone processIT doesn’t have a way to effectively assign storage based on business value of contentLines of Business are paying for storage characteristics (speed,uptime) that are not neededStorage cannot be dynamically assigned based on the type of information being stored

3


What If An Enterprise Could…

…Use business-driven policies to match the cost of the storage service level with the access and retention requirements of the information?…Manage the movement of content across storage service levels…Automate content archival, retrieval, and distribution?…Make it transparent to end users?


Policy Statements Reflect Service Levels and Lifecycle Stages

Fixed Financial Documents

Corporate Policies

Plant & Facilities Documents

Destroy upon end of life

Moderate availabilitywhen retired

Fast access, high availability in first year


Moderate availability when retired

Fast access, high availability while in effect


Moderate availability while facilities in use

Low cost storage when facilities are retired

Destroy upon end of life…

Many types of content exist within enterprises

…

Policies must be driven by the business needs

e-Mail Archive

Moderate availability for life

Fast access for litigation sensitive archives as needed


Match the Service Level to the Business Value of the Content

InformationService level

Platinum Service Level

Gold Service Level

Silver Service Level Bronze

Service Level

$.05 Cents/MB

$.025 Cents/MB

$.01 Cents/MB

$.001 Cents/MB

Content Stored Across Service Levels based on ILM policies

Information automatically matched to the service level based on ILM Policies

4


File and Disk Level Hierarchical Storage Management (HSM) is NotSufficient

HSM Solutions are limited to:– File Level Information

– Disk Level Information

Blackbox.doc 4,288KB 6/14/2002 3:42 PM

?20% Available

80% Full


Announcing: Documentum Content Storage Services (CSS)

Enables policy-based information lifecycle management by providing customers the ability to define and automate the execution of content storage policies

Reduces the costs associated with managing storage infrastructure by automating the movement of content across storage service levels as the access and retention requirements change over time.


What is Content Storage Services?

New policy engine in the Documentum Content Server enabling event-triggered, ad hoc, and batch execution of storage assignment andmigration policies.New policy creation and management tools for defining and altering content storage policiesNew audit events and migration logs allow for easy reporting and chargeback capabilities

5


Optimize Content Storage According to Business Information

The BasicsNameSizeDate

OwnershipCreatorOwner(s)Last Updated ByDepartmentDivisionApplicationProject IDetc.

IdentificationFile FormatVersionRelated TransactionRelated Content ObjectsParent ObjectChild ObjectsBar Code Tracking IDRadio Frequency IDetc.

Access ControlSecurity ClearanceAccess Control ListBrowse PrivilegesRead PrivilegesWrite PrivilegesSharing Policyetc.

ComplianceRetention PolicyExpunge DateIndustry Regulation FlagCorp Governance FlagAttorney-Client Priv Flagetc.

Process ControlApproval StatusLifecycle PhaseWorkflow RoutingSend To RulesNext Approveretc.


How Does It Work?

1. Storage Administrators designate service level tiers within the storage infrastructure

2. Line of business users work with storage administrators to define content-specific policies that specify:– Initial storage tier assignment for each content type– Content-specific migration rules for movement across storage tiers

during the content lifecycle

3. Administrators define the storage policies through the CSS module in Documentum Administrator

Policies execute automatically and on-demand depending on the business need


Content Storage Services Policy Engine

Attributes– Default content attributes (title, subject, author, keywords)– Custom content attributes (invoice amount, loan number, etc)

Policies– Assignment Policies drive initial placement in storage infrastructure

• Ex. “If content_type = movie, store in Gold Level Array 1”– Migration Policies move content in response to business events

• Ex. “Move all items contained in a virtual loan file to Silver Level Array 3 when it reaches the ‘Approved’ lifecycle state

Execution Modes– Event-triggered– Batch– Ad-hoc

6


Object property contains specific valueObject of a particular typeContent sizeObject is of a specific format

Policy-based AssignmentPlace content intelligently on the right storage device automatically based on business policies

Mid-Tier Array High End ArrayContent Addressed

Storage

Regular File System

Files Documentum Platform with CSS


Content that has not been accessed/updated for a specified period Content is owned by a user and/or groupObject is made a recordObject in a particular location in the repository (e.g. cabinet or folder)Object property contains a specific value (e.g. type = “Artwork”)Content is part of the result set from a query

Policy-based Migration

Content Addressed

Storage

Regular File System

Mid-tier Array High End Array

(Distributed HSM)

Documentum Platform with CSS


Change the Storage Location Based on Lifecycle States

Change ApproveRoute RetireArchiveCreate/Capture

Documentum will migrate content (current version or all versions) between storage devices based on object’s lifecycle and/or workflow & BPM tasks.

OfflineMid-tier Array High End Array Archival Device

7


Policy Driven Storage – Versions of Content

Version 1.5Version 1.5Version 2.0Version 2.0

WIPWIP CurrentCurrent

Version OldVersion Old

RetiredRetired

WIP

REVIEW APPROVE

CURRENT

ARCHIVE

RETIRED

Process/Workflow

State/Lifecycle

Mid-tier Array High End Array Content Addressed Device


Content Storage Services Architecture

Content Files Full-text IndexesAttribute TablesIn RDBMS

Content Server with CSS Policy Engine

Storage Area 1 Storage Area 2

Storage Area n…

Policies Drive Storage AssignmentContent migrates across storage areas throughout its lifecycle according to business needA unified repository with the advantages of an optimized content storage infrastructureWorks on all supported hardware platforms; not just EMC

CSS AdminConsole


Administrators Can See All Storage Devices

Storage Devices are visible through Documentum

Administrator

8


Administrators Manage Policies Via Web Interface

Policies are created and managed through

Documentum Administrator


Administrators Define Policies in CSS Admin Console


Quick Review

CSS is integral part of any ECM / ILM strategyAssignment Policies for new contentMigration Policies for existing contentCSS works on any hardware; not just EMC

9


Technical Details


Agenda

Introduction & Technology Background

Installation & Setup

Compatibility

Functionality

Troubleshooting

User Interface

Question & Answer

Documentum Proprietary and Confidential


Introduction Goals

Automate storage assignment of new and existing content using policies

Make Life-cycle storage-aware

Expose ‘Set Retention Date’ functionality through UI

Introduce a formal mechanism to track content movement

10


Introduction

Product/functionality– Name: Content Storage Services– Packaged: 5.2.5 SP2

Products impacted– DA, WebTop, DFC, DAB & Server

Target users– Assignment and Migration Policies: Sys Admins & Super users– DAB: Designer– Set Retention Date: WebTop Admins


Content Server

File Store

Centera

WebTop DA

DFC

WDK

Media ServerARP

Policy Engine

Technology Background -- Architecture


Agenda



Compatibility

Functionality

Troubleshooting

User Interface

Question & Answer


11



CSS Installation– Packaged as 5.2.5 SP2– System Requirements

• No change from 5.2.5 SP1 or 5.2.5. Refer to Content server, DA & WebTop installation guides for details

– Install Process• Upgrade Path

– Content server -- 5.2.5 5.2.5 SP2 or 5.2.5 SP1 5.2.5 SP2– DA – uninstall older version and install 5.2.5 SP2– WebTop -- uninstall older version and install 5.2.5 SP2

Configuration Supported in 5.2.5 SP2– All existing platforms supported



CSS License– Prompted by server installer when attempting to configure or

upgrade a docbase• Installer will always install CSS specific object types

– dm_ssa_policy– dm_relation_ssa_policy

– Attribute r_storage_mode on docbaseconfig manages license– Only DA enforces CSS license

• Controls access to Assignment Policy & Migration Policy


Agenda



Compatibility

Functionality

Troubleshooting

User Interface

Question & Answer


12


Compatibility

Backward compatibility– DFC tested against 5X server– DMCL tested against 5X server

Autorender – Needs to be enhanced to use DFC. Will be available in 5.3

Distributed Content – Not supported

Replication – Not supported

Dump & Load – Not supported

Refresh – Not supported


Agenda

Introduction

Technology Background


Compatibility

Functionality

Troubleshooting

User Interface

Question & Answer



Functionality Overview

Version PublishManage RetireArchiveCreate/CaptureNew content Work-in-progress content Old/Existing content

•Use Assignment Policies to automate storage assignment

•Assignment policiesact only on newly created content

•Rules in an Assignment policy select content to migrate

•Use Move Contentprocedure to move content during document promotion

•Use Migration Policiesto automate migration of existing content

•Specify DQL predicate to select content to move

13


Functionality Overview

Content Server

Centera

Set Retention Date

WebTop DA•Retention date can be set on sysobject & derived types from WebTop & DA•New sysobject attribute ‘i_retain_until’displays retention date

Centera

Move Content Audit Trial

File Store

•Event dm_move_content triggered when content is moved using Migration Policies or MIGRATE_CONTENT


Functionality DetailsAssignment Policy

Policy is associated with object types:

Policy is triggered during Save and Checkin– setfile, setcontent, addrendition, appendfile, appendcontent,insertfile,

insertcontent

Policy A(dm_ssa_policy)

Rule 1Rule 2Rule 3

dm_sysobject

dm_foo

Dm_relation_ssa_policy

Dm_relation_ssa_policy


Functionality Details Assignment Policy

Policy is made up of rules– Type of Rules

• Standard rules– Content size (content_size)– Format (full_format)

• Custom rules – Example: sysObj.getString(“<customAttr>”).equals(“Bar”) --> “Storage3”

– Rules stored as primary and secondary renditions• In text and binary format

– Rules execute in the order they are listed. If a rule is satisfied, remaining rules are ignored

Policies can be deactivatedPolicies are stored in /System/Storage Policies

14


Functionality Details Assignment Policy – Determining Storage

If a_storage_type set, then store content where specified by application;

Else if policy exists for object, then run policy

Else if policy does not exist, check ancestors for policies and run first policy found

Else if default_storage for format set, then store content where specified by associated format object;

Else if default_storage for object type set, then store content where specified by object type;

Else store in turbo storage.


Functionality Details Assignment Policies – Custom rules

Custom rules are written using Java & DFC

Custom rule examples:– sysObj.getString(“subject”).equals(“aaa”) --> filestore_03

• Other methods include getInt(), getLong(), getDouble(), getBoolean()– sysObj.findString(“authors”, “ash”) > -1 --> filestore_02

• Other methods include findInt(), findDouble(), findBoolean()– contentInfo.getContentSize()==5 &&

contentInfo.getContentFormat().equals("crtext") --> "Storage1"

Important Note– For assistance in creating , implementing, or debugging a custom rule customers should contact Documentum Professional

Services or Documentum Developer Support


Functionality Details Assignment Policies – Customizing behavior

Configuration file: $DOCUMENTUM/Config/dfc.propertiesChange cache update frequency

– dfc.storagepolicy.validation.interval=n (seconds)– Default: 0 secs

Change exception behavior if incorrect rule encountered– dfc.storagepolicy.ignore.rule.errors=false (default)

• If incorrect attribute name encountered, save or checkin will fail– If set to true, fatal errors are not raised. Policy engine will continue to

process next rule

15


Functionality DetailsAssignment Policies – Customizing behavior

Switching off Policy Engine– dfc.storagepolicy.diagnostics.enabled=false– Default: true

Deactivate a Policy from DA– Policy engine will treat deactivated policies as if they don’t exist for new

content– Policy management functions will continue to associate policy with object

type


Functionality Details Storage-aware Life Cycle

Select Move Content action as part of promotionMove Content action migrates all content associated with page[0]Move Content is not an atomic operation


Functionality Details Migration Policy

Migration Policies migrate existing content

Migration Policy is represented using dm_job type

Migration Policy made up of rules– Standard rules -- based on content size, format and date– Custom predicate – based on DQL predicate

16


Functionality DetailsMigration Policy

Admin can create any number of Migration Policies– Out-of-the-box: dm_MoveContent policy available

Log and trace file are created using the Migration Policy name. Location of files – dba/log/…/sysadmin/

Migration Polices don’t work with distributed stores or components of distributed stores -- future release


Functionality Details Set Retention Date

Set Retention Date from WebTop or DA– User must be a WebTop admin

Attribute i_retain_until displays most restrictive date

All content associated with page[0] of the sysobject is moved to CA store

Set Retention Date is an atomic operation


Functionality Details Audit Trail

New event dm_move_contentcontent_id, dmr_content and dm_sysobject can be auditedAudit trail created only when content is moved using MIGRATE_CONTENT

– Audit trail is not created when a_storage_type is set – future release

17


Agenda



Compatibility

Functionality

Troubleshooting

User Interface

Question & Answer



TroubleshootingAssignment Policies

Initiate logging – Verify policy active/ policy engine turned on– Check rules – rule used in the log – rule not used not

listed; you will have to check manually


TroubleshootingProblem Scenario (1)

1. Content did not go to the expected store– Reasons

• Maybe a_storage_type was set• Different rule fired or none of the rules fired• Policy is deactivated or policy engine switched off

2. Changed one or more rules but content is still saved on old store– Reason: Assignment Policy cache may be stale

3. Not all content associated with page[0] was moved during life-cycle promotion

– Reason: Save operation or MIGRATE_CONTENT failed

4. Unable to checkin or save documents when policy engine is enabled

– Reason: Default store for sysobject type is null or set to turbo store

5. Unable to save or checkin as same version– Reason: Maybe retention date is set

18


Agenda



Compatibility

Functionality

Troubleshooting

User Interface

Question & Answer



Storage Management


Assignment Policies

19


Assignment PolicyList


User Interface Assignment policy - New


Assignment PolicyCreating A New Policy

20






Assignment PolicyDelete, SaveAs

21


Assignment PolicyCreating Copy


Assignment PolicyCreating Copy


Checking Assignment Policies from Object Types

22


Type ObjectAssociated Assignment Policy


TypeView Assignment Policy Inheritance


TypeAssignment Policy Inheritance

23


Migration Policies


Migration PolicyList


Migration PolicyCreating A New Migration Policy

24






Migration PolicyList

25


Migration PolicyActions


DA and Webtop Modifications in general


FileStoreFriendly Description

26


Content Addressable Store (Centera) Description


Setting Retention Dates


Setting Retention Date

27


Viewing Retention Date


Store Name for Renditions


Review Goals

Automate storage management of new and existing content using policies– Use Assignment Policies to automate storage assignment– Assignment policies act only on newly created content– Rules in an Assignment policy select content to migrate– Use Migration Policies to automate migration of existing content– Specify DQL predicate to select content to move

Make Life-cycle and Workflow “Storage-Aware”– Use Move Content procedure to move content during document promotion

Expose “Set Retention Date” functionality through Webtop UI– Must be in Webtop Admin group for this capability

Introduce a formal mechanism to track content movement – Auditing

28


Enterprise Content Management and Information Lifecycle Management

Integrated Protection & Recovery

Tiered Storage

Active Information ManagementClassification

Business RulesMetadata

ComplianceVersioning Auditing

Automated Policy-Based

Change ApproveRoute RetirePublishCreate/Capture

Content Lifecycle


Q & A

Are there any questions?

Anyone?Anyone?

Anyone?...
