Information Lifecycle ???????????????

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Information Lifecycle???????????????
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• Information today comes in wide variety of type,
  for example it could be
• Email message
• A photograph or
• Online transaction processing system

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• Organization have to know the type of data and
  how it will be used
• Understanding of what its evolution and final
  destiny is likely to be

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• Active data
• Active data are referenced on a regular basis
  during day-to-day business operations.

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• Data becomes active as soon as it is of interest
  to an organization. Data life cycle begins with a
  business need for acquiring data.
• The ease of access for users to active data is an
  absolute necessity in order to run an efficient
  job

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• Over time, this data loses its importance and is
  accessed less often, gradually losing its
  business value, and ending with its archival or
  disposal.

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Inactive Data

•  Data are put out to archived data once they are
  no longer active. i.e. there are no longer needed
  for critical business tasks or analysis. 
• In past, most enterprises archived data  in
  Microfilms and tape back-ups.

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Information Lifecycle Management

• ILM is the practice of applying certain policies
  to the effective management of information
  throughout its useful life.

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• Records and Information Management (RIM)
  Professionals for over three decades manage
  information in paper or other physical forms
  (microfilm, negatives, photographs, audio or
  video recordings and other assets).

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Data Life Cycle in Enterprises
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• With so much data being held, data, during its
  lifetime, the data will be moved to different
  physical location.
• This is because depending on where it is in
  lifecycle it need to be located on the most
  appropriate storage device.

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• ILM is comprised of the policies, processes,
  practices, and tools used to align the business
  value of information with the most appropriate
  and cost effective IT infrastructure.

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• ILM includes every phase of a "record" from its
  beginning to its end.
• During its existence, information can become a
  record by being identified as documenting a
  business transaction or as satisfying a business
  need.

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• Much recorded information may not serve a
  business need of any sort, but still serves to
  document a critical point in history or to
  document an event.
• Examples of these are birth, death,
  medical/health and educational records.

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Phases of ILM

• Planning
• Creation and Receipt
• Organization
• Use Distribution
• Maintenance, protection, preservation
• Disposition
• Evaluation

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Creation and Receipt

• Deals with records created by a member of an
  organization at varying levels or receipt of
  information from an external source.
• It includes correspondence, forms, reports,
  drawings, computer input/output, or other
  sources.

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Organization

• Libraries need a unique record of all of items
  that are added to the collection
• For contracted resources and web resources, links
  might be provided and created for users
• Classification and cataloguing generate records
  of documents or items together with subject
  access keys such as keyword, subject, descriptor

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Distribution

• The process of managing the information once it
  has been created or received.
• This includes both internal and external
  distribution, as information that leaves an
  organization becomes a record of a transaction
  with others.

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Use

• Takes place after information is distributed
  internally, and can generate business decisions,
  document further actions, or serve other
  purposes.

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Maintenance

• This can include processes such as filing,
  retrieval and transfers.
• Filing is actually the process of arranging
  information and creating a system to manage it
  for its useful existence within an organization.
• Failure to establish a good method for filing
  information makes its retrieval and use nearly
  impossible.

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• Transferring information refers to the process of
  responding to requests, retrieval from files and
  providing access to users authorized by the
  organization to have access to the information.
• While removed from the files, the information is
  tracked by the use of various processes to ensure
  it is returned and/or available to others who may
  need access to it

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Disposition

• It is the practice of handling information that
  is less frequently accessed or has met its
  assigned retention periods.
• Less frequently accessed records may be
  considered for relocation to an 'inactive records
  facility' until they have met their assigned
  retention period.

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• Retention periods are based on
• the creation of an organization-specific
  retention schedule, and
• legal requirements for management of information
  for the industry in which the organization
  operates.

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• If the information has met all of these needs and
  is no longer considered to be valuable, it should
  be disposed of by means appropriate for the
  content.
• This may include ensuring that others cannot
  obtain access to outdated or obsolete information
  as well as measures for protection privacy and
  confidentiality.

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Technology for ILM
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• Information lifecycle Management (ILM) includes
  process, policies, software and hardware so that
  the appropriate technology can be used for each
  phase of the lifecycle of the data which makes it
  very easy to implement an ILM solution

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• Application
• It allows various changes to be made to the data
  without any impact on the application that are
  using that data.
• Low cost storage
• It can take advantage of all the different types
  of storage devices and the maximum amount of data
  can be held for the lowest possible cost

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• ILM is concerned with all data that is held
  within an organization.
• This mean not just structured data, such as
  orders in a daily transaction system or a history
  of sales in a data warehouse, but it is also
  concerned with unstructured data such as email,
  documents and images.

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• Software of ILM provides the capability to store
  unstructured data such as images and documents.
• It includes role based security to ensure content
  is only accessed by authorized personnel and
  policies which describe what happens to the
  content during its lifetime

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• It can manage and move the data as it evolve
  during its lifetime, without having to worry
  about managing multiple types of data stores

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Implementing ILM

• Building an Information Management Lifecycle
  solution can be achieved by the following steps
• Step 1 define the data classes
• Step 2 create storage tiers for the data classes
• Step 3 Create data access and migration policies
• Step 4 define and enforce compliance policies

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Step 1 define the data classes

• The first step is to look at all the data in your
  organization, what type of data is it, where is
  stored? and determine
• Which data is important, where is it and what
  needs to be retained
• How this data flows within the organization

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• What happens to this data over time and is it
  still needed
• The degree of data availability and protection
  that is needed
• Data retention for legal and business requirements

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Step 2 Create storage tiers for data classes

• Since IT can take advantage of all the different
  storage options that are available, the next step
  is to establish the following storage tiers
• High performance
• Low cost
• Online archive
• Offline archive (optional)

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High performance

• The high performance storage tier is where all
  the important and frequently accessed data would
  be stored, such as the partition holding our Q1
  orders.
• This would utilize the smaller, faster disks on
  high performance storage devices.

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Low cost

• The low cost storage tier is where the less
  frequently accessed data is stored, such as the
  partitions holding the orders for Q2, Q3 and Q4.
• This tier would be built using large capacity
  disks, such as those found in modular storage
  arrays or the low costs ATA disks, which offer
  the maximum storage inexpensively.

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Online archive

• The online archive storage tier is where all the
  data that is never or hardly accessed would be
  stored.
• It is likely to be extremely large and to store
  the maximum quantity of data on the online
  archive storage tier, various techniques can be
  used to compress the data.
• This tier could be located in the database or it
  could be in another database, which serves as a
  central archive database for all information
  within the enterprise.

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• Stored on low cost storage devices like the ATA
  drives, the data would still be online and
  available, for a cost that is only slightly
  higher than storing this information on tape,
  without all the disadvantages that come with
  archiving data to tape.
• If the online archive storage tier is identified
  as read-only, then it would be impossible to
  change the data and database backups would not be
  required after it is backed up the first time.

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Offline archive (optional)

• The offline archive storage tier is optional,
  because it is only used when there is a
  requirement to remove data from the database and
  store it in some other format such as on a tape

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Step 3 Create data access and migration policies

• Specify who can access the data and the
  operations they may perform and how to move the
  data during its lifetime
• Managing access to data
• Migrate data between class
• Regulatory compliance

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Managing access to data

• Regulatory requirement are beginning to place
  exacting demands on how data can be accessed.
  Effective methods for controlling what authorized
  users of the database

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Migrate data between classes

• During the lifecycle of the data it will be
  necessary to move it at various times and this
  occurs for variety of reason, such as
• For performance, only a limited number of orders
  are held on the high performance disks

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• Data is no longer frequently accessed and is
  using valuable high performance storage and needs
  to be moved to a low-cost storage device
• Legal requirements demand that the information is
  always available for a given period of time, and
  it needs to be held safely at the lowest possible
  cost

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• Sometimes individual data items must be moved
  rather than a group of data.
• Example, suppose data was classified according to
  a level of privacy, and a report, which was once
  secret, is now to be made available to the public.

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• If the classification changed from secret to
  public, and the data was partition on its privacy
  classification, the row would automatically move
  to the partition containing public data

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• Whenever data is moved from its original source,
  then it is very important to ensure that the
  process selected to any regulatory requirement,
• such as the data cannot be altered, it secure
  from unauthorized access, easily readable and
  stored in an approved location

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Regulatory compliance

• The new regulatory requirement are playing a key
  role in the long term retention data because they
  are imposing strict rules on how data is held.
• Now organizations have to protect against
  unauthorized changes and possibly show details of
  very change ever made to a record

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Step 4Define and enforce compliance policies

• The fourth step is the creation of compliance
  policies, which when data is decentralized and
  fragmented, have to be defined and enforced in
  every data location, which could easily result in
  a compliance policy. When defining compliance
  policies there are five areas to consider

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• Retention
• Immutability
• Privacy
• Auditing
• Expiration

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Retention policy

• How the data is to be retained, for how long it
  must be kept and what happens at life end such
  as
• Record must be stored in its original form, no
  modification are allowed, it must be kept for 7
  years and then may be deleted.

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Immutability ?????????

• Concerning with proving to an external party that
  data is complete and has not been modified.
• Cryptographic signatures can be created and held
  either inside or outside of the database, to show
  that data has not been altered or tampered in any
  way

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Privacy

• Access to data can be strictly controlled using
  security policies defined, which define exactly
  which information a user may see

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Auditing

• Which specifies the criteria for when audit
  record should be generated, such as, someone
  tried to change a salary or attempted to alter a
  processed order.

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Expire

• Ultimately, data may expire for business or
  regulatory reasons and its need to be removed
  from the database. Since that can involve
  removing vast quantities, such as all the orders
  for 1999, the database can remove data very
  quickly and efficiently by simply dropping the
  partition, which contains the information
  identified for removed

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• Information lifecycle management for business
  data, An oracle white paper, June 2007