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SAP Solution in Detail

SAP NetWeaver Information


Information Lifecycle
Lifecycle Management Management with SAP Software
Reducing Total Cost of Ownership
and Business Risk

With the SAP NetWeaver


Information Lifecycle
Management component,
you can streamline your IT
infrastructure by decom-
missioning legacy systems
and automating data reten-
tion management. You can
archive noncurrent data in
readily accessible formats
and find it whenever you
need it. The software pre-
serves full auditing and
reporting functionality on
archived data, centrally man-
ages and enforces rules-
based retention policies
including legal holds to
minimize business risk, and
gives you complete control
over enterprise data manage-
ment. At the same time, you
can reduce database volume
growth and associated data
management costs.
CONTENT

4 The Growing Complexity of 13 System Decommissioning


Information Management 13 The Retention Warehouse:
4 Tackling a Multifaceted A Closer Look
Challenge 14 A Typical Scenario
5 Why Focus on ILM? 14 Analyze the Legacy System
5 Growth in IT System Complexity 15 Enable the Legacy System for
5 Growth in Regulatory Retention Archiving
Requirements 15 Set Up the Retention
5 Increase in Litigations Warehouse
5 Explosion in Business Data 15 Extract Data from Legacy
Systems
6 A Complete ILM Solution 16 Support Non-SAP Software
from SAP with ILM Functionality from SAP
6 Enabling Nondisruptive 16 Use the Cockpit Functionality to
Innovation and Extensibility Decommission Systems
16 Transfer Data and Apply the
7 Data Archiving: The Core Rules
of the Solution 17 Compare Data Using Check
7 Streamlining Archiving with Sums
Innovative Archive Objects 17 Generate Reports for an
Imminent Audit
9 Retention Management 18 The Benefits of Decommission-
9 An Overview of Retention ing with SAP Software
Management Functionality
10 Use the Cockpit Functionality 19 For More Information
for Retention Management
10 Perform Data Archiving and 20 Quick Facts
Data Destruction
11 Automated E-Discovery
11 Set a Legal Hold
11 Manage Unstructured Data
12 ILM-Aware Storage Integration
12 Choose the Right Storage
Partner
The Growing Complexity of
Information Management
Leveraging Key Drivers for
Investment In ILM

Tackling a Multifaceted Challenge it means that ILM must evolve to ad- Retention management and system
dress more than just archiving. To this decommissioning represent a major step
In recent years, information lifecycle end, the ILM approach at SAP is built toward greater automation and com-
management (ILM) has gone from being upon three cornerstones: pleteness. Through ongoing dialog with
a mere buzzword to representing a solid Data archiving and data manage- the ILM influence council at the Ameri-
strategy and concept with a clear defini- ment, which focuses on data volume cas SAP Users Group (ASUG) and oth-
tion that most IT professionals agree management. This is the traditional er ILM customers, SAP gained detailed
upon. Simply put, ILM means gaining area of focus for information manage- customer insight into the challenges
complete control over what data you ment and has been supported by companies are facing in their ILM and
have and where it is located and auto- SAP software for years. legal compliance strategies. The new
mating the management of that data so retention management and retention
that you comply with internal, external, Information lifecycle man- warehouse functionality addresses these
and legal requirements for its retention challenges, developed with a focus on
and destruction. This entails knowing agement means gaining enhancing or building on existing func-
what kind of data your company deals complete control over what tions to support nondisruptive
with, where it resides, how long it must innovation.
be retained, and when it may or even data you have and where it
must be destroyed. Once you know your is located and automating
data, you need adequate tools and solu-
tions to manage it move it to the opti- the management of that Lifecycle of Data Processed by
mal storage location, store it, access it data so that you comply SAP Software
again (for example, during an audit), and
destroy it once the data retention period with internal, external, and Figure 1 shows the lifecycle of data
has expired. legal requirements for its created and processed by SAP
software and the frequency with
This definition of ILM represents a move- retention and destruction. which it is typically accessed over
ment away from a purely technological its lifetime. Data is only modifiable
approach to data management. Its now Retention management, which and relevant for everyday business
widely recognized that it is impossible to addresses the management of the for a short period of time. The larg-
manage data and information from the lifecycle of data up to the point of est portion of the data lifecycle is
time it is conceived through its final destruction. It uses retention policy the retention period, during which
disposition by focusing only on storage management and legal holds to help the data has to be kept but is
hardware and software. A large amount you control the retention of your data accessed very infrequently. After
of information is created in application during its entire lifecycle. the time has passed that you are
software and resides there for some System decommissioning, which cov- legally required to keep the data, it
time before it can be moved to storage ers the decommissioning of legacy can be and in some cases must
systems. And even when it has been systems by moving data into a central be destroyed.
moved to storage, the business applica- ILM system called the retention ware-
tion still owns and controls the data. house. It supports methods for tax and
So it is essential for applications and other types of reporting on data from
storage systems to communicate and be decommissioned systems and in-
compatible. From the SAP perspective, cludes all retention management func-
tions for legally compliant storage of
data.

4 SAP Solution in Detail Information Lifecycle Management with SAP Software


value has increased to such an extent
Destroy and Data Archiving Destroy and ILM-Aware Storage that traditional data management strate-
Database File System Storage System gies are no longer adequate. Laws are
covering more and more data types and
a growing number of industries and
countries and in some cases for longer
periods of time. It is not unheard of, in
the German public sector, for example,
Residence time Audit ... Information
Business complete
Lawsuit to have legal retention periods of 100
destruction
Nonchangeable years. These laws are expected to lead
Creation to an even greater increase in data vol-
umes that will eventually nullify and
Access even reverse cost savings attained
frequency through the falling cost of storage.
Time

Increase in Litigations
Figure 1: An Overview of the Data Lifecycle Companies are facing an increasing
demand to present corporate informa-
Why Focus on ILM? Growth in Regulatory Retention tion in courts during litigation. For many,
Requirements just locating the information and protect-
Why the heightened focus on a holistic Incidents such as the September 11, ing it from unauthorized access and adul-
approach to information management 2001, attacks and the Enron upset teration during the duration of the lawsuit
today? Because companies of all sizes have triggered a staggering prolifera- can be very costly and extraordinarily
need to meet the demands of todays tion of legal requirements over the last time consuming. The data required may
business world in part by getting a better decade that cover digital information. It be 10 years old, have been stored in a
handle on the increasing complexity of is estimated that many thousands of long-forgotten storage device along with
their IT system landscapes. The key driv- regulations currently exist worldwide other unrelated information, and exist in
ers for ILM are diverse and continue to that mandate the maintenance of elec- a format that can no longer be read by
grow in complexity. tronic data, and the number is steadily the companys software.
growing. Among them are the Basel III
Growth in IT System Complexity Accord released in September 2010 Explosion in Business Data
IT system landscapes continue to grow and the reworked e-discovery rules in Most companies now have a wide vari-
in size and complexity due to factors the United States, which officially took ety of enterprise applications that cap-
such as mergers and acquisitions and effect on a federal level in December ture massive amounts of information
sheer business growth. Maintaining mul- 2006. By 2008, 17 states had incorpo- about their customers and everyday
tiple systems many of which are likely rated the e-discovery law into their business activities. These applications
redundant and countless legacy sys- general civil procedures and codes. have resulted in the explosive growth of
tems is very costly in terms of hardware business data, all of which needs to be
and IT maintenance personnel. Yet com- As a result of these changes and new managed in a legally compliant manner
panies do it routinely; they feel com- laws, the value of information in an enter- both nationally and in accordance with
pelled to keep old systems running so prise has risen considerably. In fact, for the laws of any country where the orga-
that they can continue to access the some companies, information is the sin- nization conducts business. Keeping this
data contained in them for auditing, liti- gle most important asset. At the same amount of historical data accessible
gation, and reporting purposes or to time, the complexities associated with within the companys main database is
access its business context. managing this information based on its costly and tends to impair system
performance.

SAP Solution in Detail Information Lifecycle Management with SAP Software 5


A Complete ILM Solution
from SAP
Streamlining Your IT
Infrastructure

The SAP NetWeaver Information Life- Through support for archiving and data Enabling Nondisruptive Innovation
cycle Management component enables management optimization, SAP and Extensibility
you to streamline your IT infrastructure NetWeaver Information Lifecycle Man-
while preserving full auditing and report- agement helps you reduce database vol- SAP NetWeaver Information Lifecycle
ing functionality for the data. The compo- ume growth. You can archive noncurrent Management offers functionality for
nent offers rules-based enforcement of data in readily accessible formats and automated and comprehensive ILM sup-
retention policies. You can decommis- track exactly where data is so you can port. While the traditional archiving tools
sion redundant systems but still audit find it whenever you need it. In addition, provided with SAP applications provide
and report on the data archived from you can find and preserve data for legal basic support for your ILM strategy, SAP
those systems. At the same time, you discovery processes the software NetWeaver Information Lifecycle Man-
can automatically manage the retention allows you to compile data in response agement builds upon and extends this
of the data from your SAP applications to legal discovery requests and en- functionality. Because the software is
by applying specific retention policies force holds to restrict destruction of the tightly integrated with the traditional data
and rules to the data, giving you com- data until a legal case is closed. management tools provided with SAP
plete control over data management. software, implementing SAP NetWeaver
As summarized in the following table, the Information Lifecycle Management does
software supports all key phases of the not disrupt your current data archiving
information lifecycle. practices.

Data Archiving Retention Management System Decommissioning


Analyze data volumes Define and manage all retention policies Decommission legacy systems to a cen-
Securely move data from the database across the enterprise tral information lifecycle management
to the archive Manage the responsible destruction of (ILM) retention warehouse system
Efficiently access archived data data based on policies Enforce retention policies on data from
Archive data (as near-line storage) Enforce retention policies shut-down systems
within the SAP NetWeaver Business Use secure ILM-aware storage Run reporting on data from shut-down
Warehouse component Perform e-discovery rules and set legal systems
holds Use a predefined business warehouse
tax content and reporting interface
Interpret and understand data in archives
without the help of the original system

6 SAP Solution in Detail Information Lifecycle Management with SAP Software


Data Archiving: The Core of
the Solution
Enhancing Archiving Functionality
to Address Broader Needs

Data archiving is at the core of SAP


NetWeaver Information Lifecycle Man- Display Online
agement and the support for retention
management and system decommission-
ing is built upon this functionality. If you Access
have been archiving SAP software data
for some time, you have a perfect foun- Database File system Storage
dation for a full-fledged ILM solution system
from SAP that can be implemented with
minimal disruption to your business.
Application Data Data
data objects objects
Data archiving means writing business-
complete data from a database into
archive files and then deleting the data
from the database. The term business Archive and delete Store
complete refers to data you no longer
need to access on a regular basis and
which will no longer be changed by cur- Figure 2: Overview of the Data Archiving Process
rent or future business transactions.
Data archiving performed by SAP soft- remove the data from the system. Rath- An archive object is a logical object
ware handles structured data only er, it removes the data from the data- made up of related business data and
transactional or business data. It does base connected to the SAP application. contains:
not handle unstructured data, which After data has been archived, it can be The definition of the logical units in
includes document formats such as stored on third-party storage systems business processes, which include all
Adobe PDF or TIFF. In an SAP software through the SAP Archiving application of the database tables containing the
environment, unstructured data is often by Open Text. The data can still be ac- data that makes up that archive object
produced as a result of scanning in- cessed by the application until the data and which must be archived in order to
coming or outgoing documents, such is permanently removed from the archive the entire archive object for
as invoices. This type of data is usually archive. example, a sales order in the SAP
stored in optical archives and is distinct software made up of many different
from the archive files created with Streamlining Archiving with components, including data residing in
archiving functionality provided by SAP Innovative Archive Objects several different database tables
NetWeaver Information Lifecycle Man- The programs needed to archive the
agement. However, SAP NetWeaver The archive object is one of the most archive objects data primarily
Information Lifecycle Management valuable data archiving concepts in the write programs used to archive the
does handle storage of unstructured approach to ILM that SAP supports. Not data in archive files and delete pro-
data. Please refer to the Retention only does it greatly simplify the archiving grams used to delete the data from the
Management section for details. process, but it also lays the foundation database
for effective, automated data retention The definition of the required custom-
Figure 2 shows the steps involved in management and system ization settings for archiving the data
data archiving performed by SAP soft- decommissioning. for example, a financial document
ware. Note that archiving data does not may have a mandatory residence time
of three months in the database after
the business process is complete

SAP Solution in Detail Information Lifecycle Management with SAP Software 7


Example: Archiving Sales Orders Archive Object SD_VBAK SAP redesigned the archive objects to
integrate with the rules engine of SAP
SAP offers hundreds of archive objects and classes that you can choose NetWeaver Information Lifecycle Man-
from. The most common archive objects are currently enabled for the SAP agement, where data retention rules are
NetWeaver Information Lifecycle Management component, with fullest cover- defined. This enables you to integrate
age provided in the areas of financials and tax. rules into the archiving process so that
they are automatically applied and
Technical Name Table Name enforced. It also makes the data avail-
of Database Table able for:
AUSP Characteristic Values The creation of snapshots which
CMFK Storage Structure for the Error Log Header allows you to take a picture of live data
CMFP Storage Structure for Errors Collected
without deleting it from the database
Data destruction which enables you
FMSU FI-FM Totals Records
to use an archive object to destroy a
FPLA Billing Plan
document from a system running SAP
FPLT Billing Plan: Dates
software
INOB Link Between Internal Number and Object
JCDO Change Documents for Status Object (Table JSTO) To understand the concept of archive
JCDS Change Documents for System/User Statutes (Table JEST) objects more fully, consider the following
JEST Object Status example. When you archive a sales
JSTO Status Object Information order, the data archiving programs need
KANZ Assignment of Sales Order Items Costing Objects to archive data from all of the database
KEKO Product Costing Header tables that contain data relevant to the
KEPH Product Costing: Cost Components for Cost of Goods sales order and as required by various
Manufactured business processes spanning your orga-
KNKO Assignment of a Cost Est. Number to Configured Object nization in sales, finance, and other
KOCLU Cluster for Conditions in Purchasing and Sales departments. The table shown in Exam-
KSSK Allocation Table: Object to Class ple: Archiving Sales Orders Archive
NAST Message Status Object SD_VBAK lists some of the
SADR Address Management: Company Data typical database table names that the
VBAK Sales Documents: Header Data
archiving software needs to access in
order to fully and completely archive the
VBAP Sales Documents: Item Data
data of a sales order. When you archive
VBEH Schedule Line History
the related business data predefined in
VBEP Sales Document: Schedule Line Data
the archive object, the data is written
VBEX SD Document: Export Control: Data at Item Level from the database to archive files using
VBFCL Sales Document Flow Cluster the corresponding write program and
VBLB Sales Document: Release Order Data then deleted from the database using the
VBSN Change Status Relating to Scheduling Agreements corresponding delete program.
VBUK Sales Document: Header Status and Administrative Data
VBUP Sales Document: Item Status
VBUV Sales Document: Incompleteness Log
VEDA Contract Data
Retention Management
Minimizing Risk by Proactively
Managing Data Retention

The groundwork for every successful An Overview of Retention documents that are linked to the data
ILM strategy relies not only on the tech- Management Functionality and stored in an enterprise data ware-
nical identification of business objects in house. Data can have its own policies
the SAP software but also on a compre- The information retention management and rules, or it can inherit policies from
hensive inventory of the policies and reg- functionality available through SAP other superordinate data. For example, a
ulations that are specific to each organi- NetWeaver Information Lifecycle Man- scanned-in check may inherit the policies
zation. Data retention policies lay out agement enables you to manage internal of its associated financial document.
exactly which data must be kept for how and external policies in a flexible, com-
long and where it should be kept for prehensive, and automated way. The To give you maximum flexibility in the
example, online or in some kind of a entire concept is based on audit areas, creation of policies, the software
storage system. They may vary for a sin- which help you categorize your data. enables you to group data into object
gle piece of data, for example, different From a business point of view, audit types. For example, you would create a
countries have different laws and legal areas indicate the reason for keeping policy for accounting documents under
requirements that have to be taken into data, for example, to support a tax audit. the audit area tax for object type
consideration. From a technical point of view, audit FI_DOCUMNT. Once the policy is cre-
areas contain all elements necessary to ated, you can enter rules that enable you
Most large U.S. and global companies group data together technically, such as to determine how long and where the
already have some type of policy regard- tables, data types, and object types. data is to be stored variables specified
ing the retention of paper documents SAP delivers several audit areas as tem- by tax laws you must comply with. You
and electronic documents and data, as plates, of which tax and product liability can enter as many rules as you need per
well as additional retention policies are the most important. The audit areas policy. You have the flexibility to deter-
required by their legal department, such cover data from the SAP for Utilities and mine who is allowed to enter or change
as legal hold orders. However, due to the the SAP for Oil & Gas solution portfoli- policies and rules. You can establish, for
complexity and number of laws world- os. You can use audit areas to build your example, that only one person from the
wide that govern the retention of data, entire retention management strategy, as finance department may enter or change
complying with these policies can be they span the entire process from begin- rules for the tax audit area.
challenging. SAP NetWeaver Information ning to end.
Lifecycle Management delivers retention You can use this same rules engine to
management functionality for managing Based on the audit areas, you can speci- record data retention policies for data
all aspects of data retention based on fy rules and policies according to differ- outside of your system, for example, a
legal requirements. This functionality ent criteria, including how long data policy on how long to retain certain
supports retention policy management, should be kept, the starting point from paper documents. While the software
ILM-aware storage integration, and the which retention time counts, and the cannot enforce the policies for informa-
management of the destruction of data. location where it should be stored. tion outside of SAP software, it does
In addition, it delivers tools for dealing These policies can express external legal provide a central location where you can
with e-discovery and legal hold rules. requirements or internal service-level keep track of all data retention rules. The
agreements. They can cover structured automatic enforcement of the rules
and unstructured data (from both SAP takes place on data from SAP software
and non-SAP software) and even paper at the time of archiving.

SAP Solution in Detail Information Lifecycle Management with SAP Software 9


To enable efficient, effective information retention management cockpit, enables to determine how long it should be
lifecycle management, SAP has en- the user to perform specific retention stored and where. Based on the rules,
hanced archive objects to support the management functions, such as defining the software writes the data to an
integration of rules in the archiving pro- rules and starting archiving programs. archive file, organizing the archived data
cess. This allows you to manage reten- The roles are suggested templates and based on the rules you specified in SAP
tion requirements dictated by internal can be adjusted as needed. NetWeaver Information Lifecycle
business processes, apply end-of-life Management.
data policies, and consistently execute a Perform Data Archiving and Data
data retention schedule that meets exter- Destruction Snapshot Option
nal legal requirements. These require- Due to its flexibility, SAP NetWeaver You can take a snapshot of data using
ments are often dictated by laws and Information Lifecycle Management is the SAP NetWeaver Information Lifecycle
regulations, such as the Sarbanes-Oxley ideal software to help you store and Management to copy data from open
Act or the Health Insurance Portability manage all of your companys retention business processes to the archive.
and Accountability Act (HIPAA). They rules, as well as enforce them for the Because this option is intended for
determine: data generated within SAP software. By data from ongoing business processes
How long you have to hold on to data enforcing rules automatically to help you that is still subject to change, the soft-
a question of data retention manage data, the software clearly dem- ware does not perform an archivability
Where data is to be kept a question onstrates its value. For example, SAP check. This functionality complements
of retention location has enhanced the functionality of archive the standard functionality for archiving
When data needs to be destroyed a objects to enable you to apply retention business-complete data. In the archive,
question regarding the end of life of rules to data within SAP Business Suite the snapshot is kept separate from the
your data software at the time of archiving so that, business-complete data. This option is
going forward, these rules are applied especially important in a system
Use the Cockpit Functionality for and enforced without human intervention decommissioning environment.
Retention Management unless overridden by a legal hold. The
To facilitate the performance of retention write program for an ILM-enhanced Destroy Option
management activities, SAP NetWeaver archive object, as delivered by the soft- When you choose to destroy data, the
Information Lifecycle Management deliv- ware, lets you choose from three differ- software does not run an archivability
ers an administrator role and a line-of- ent ILM actions: archiving, snapshot, and check. It checks the retention rules you
business role to be used within the data destruction. You simply select the entered for the archive object. The data
SAP NetWeaver Business Client soft- option thats appropriate for what you that can be destroyed immediately is
ware. The work, which is performed in a need to accomplish from a data retention written to an archive file. (The destroy
perspective. option takes legal holds into account; if a
legal hold has been placed on any data
The information lifecycle Archive Option or document, destruction does not take
management approach at Archiving functionality within SAP place.) The transparency of this opera-
NetWeaver Information Lifecycle Man- tion is of great benefit to you. Not only
SAP is built upon three cor- agement allows you to archive business- does it help ensure consistent handling
nerstones: data archiving and complete data. The software runs an of data destruction for online data, but it
archivability check to confirm that an also supports you in case of an audit.
data management, retention object really is in the business-complete For example, it generates logs that allow
management, and system stage. During the write archiving phase, you to prove what data was destroyed
the software checks the retention man- during archive runs. After the data to
decommissioning. agement rules for each object instance be destroyed is removed from the

10 SAP Solution in Detail Information Lifecycle Management with SAP Software


database, the delete program deletes E-discovery is facilitated by special
the archive file from the file system, so reports connected to a legal case. The
the archived data is never stored. software delivers sample e-discovery
reports that can be used directly or as
Destruction of Data in Archive a customizable template for special
A second and separate destroy option reports you may need to generate for
eliminates data from the archive after the cases. For all objects discovered and
expiration date has been reached, indi- associated with a case, you can set a
cating the data is eligible for destruction. legal hold as required for the case.
This function offers you all archive files
eligible for destruction based on their Set a Legal Hold
expiration date. From this list you can Legal holds are freezes placed on infor-
create a work list of items to be de- mation and data that are or could be
stroyed and then, in a second secure involved in a legal case and were
step, execute the work list to destroy the gathered during the e-discovery phase.
data. For extra security, a second person This means that even though the reten-
may run the actual destruction job. Any tion period for certain data may have
object with a legal hold appears in the already expired (and, as a result, is due
work list if it has reached its expiration to be destroyed), it must be retained
date, but it is not eligible for destruction until the legal proceedings have been
due to the legal hold. completed.

Automate E-Discovery You can even manage multiple legal


Companies today are dealing with legal holds for different cases on the same
hold and e-discovery requirements more data. Once a legal hold has been placed using SAP ArchiveLink software or the
and more especially in the United on a specific document or group of doc- SAP Archiving application by Open Text.
States because of recent changes to uments, all other policies and rules for The references to the locations of the
the e-discovery law that went into effect that document are overridden until the unstructured data are then stored in a
in 2006. The legal case management legal hold has been lifted. This means second hierarchy that corresponds to
functionality within SAP NetWeaver that not one of the affected documents that of the structured data. The location
Information Lifecycle Management either in the database or the archive of each unstructured document is stored
allows you to set up legal cases and will be destroyed until all legal proceed- in the corresponding collection in a hier-
manage all information related to each ings have ended or the case has been archy that mirrors its hosting archived
case. E-discovery functions help you col- closed. business object (see Figure 3). This way,
lect all of the information relevant to a the unstructured data appears close to
specific case. In a complex, distributed IT Manage Unstructured Data its corresponding structured data and
environment, this isnt always easy. The You can manage the retention of any inherits the same lifecycle metadata.
new retention management functionality unstructured data that is attached to
available through SAP NetWeaver Infor- structured data managed by SAP Even though unstructured data is stored
mation Lifecycle Management enables NetWeaver Information Lifecycle Man- using a different interface than the struc-
you to do this both automatically and agement. You store the attached, tured data, both can be stored in the
manually. unstructured data in a storage system same storage system if the system sup-
ports both interfaces.

SAP Solution in Detail Information Lifecycle Management with SAP Software 11


ILM-Aware Storage Integration storage system functionality referred to When you are choosing a storage sys-
by SAP as ILM-aware storage. Storage tem to support your ILM strategy, it is
SAP recognizes that an ILM strategy is vendors can obtain an ILM certification important to make sure it meets certain
only complete when both the application from SAP to show that their storage sys- criteria. For example, it should support
and storage aspects of information man- tems are ILM aware. nondeleteability as well as destruction
agement are taken into consideration. of data upon request. This will preserve
Thats why an essential part of retention Choose the Right Storage Partner your data for the entire retention period
management functionality within SAP At SAP, we believe that a holistic required by law and then destroy it at the
NetWeaver Information Lifecycle Man- approach is indispensable when imple- correct time.
agement is ILM-aware storage integra- menting an ILM strategy. For example,
tion based on secure storage you need to ensure that data retention Another important factor to consider is
technology. and destruction rules managed within whether the storage system lets you
SAP NetWeaver Information Lifecycle reduce redundancy as much as possible.
With SAP NetWeaver Information Life- Management can be mapped to the A storage system should also be able to
cycle Management, the lifecycle actions archived data, which is held in a third- guarantee that stored data cannot be
that occur with your SAP software data party storage environment. This means changed or modified in any way. From
are based on the policies you enter into that application vendors like SAP must our experience, WORM2-like magnetic
the rules engine. As data is moved to the form close ties with storage vendors. storage technology is best suited for an
archive, metadata is simultaneously SAP has been extremely active in this ILM solution.
passed on as WebDAV1 properties. This area and has, among other things, set up
metadata needs to be accepted, under- partner certification programs for data
stood, and enforced by the third-party archiving and ILM-aware storage.

/AL

/C01 ... /C01

... /000/ ... /000/

... /FI_DOCUMNT/ ... /FI_DOCUMNT/

... /USA/ ... /USA/

... /2000/ ... /2000/

FI-DOC_0001 Reference 0001

FI-DOC_0002 Reference 0002


... /Germany/ ... /Germany/

... /1997/ ... /1997/

FI-DOC_0003 Reference 0003

FI-DOC_0004 Reference 0004

Figure 3: Sample Archive Hierarchy for Structured and Unstructured Data

1. World Wide Web Distributed Authoring and Versioning.


2. Write-once, read-many.

12 SAP Solution in Detail Information Lifecycle Management with SAP Software


System Decommissioning
Supporting Legal Compliance
Every Step of the Way

Its not uncommon for large companies Decommission several large legacy
to have hundreds of legacy systems they systems into a single, lean ILM system
need to decommission. In the current called a retention warehouse
economic climate, nobody can afford to Reuse the archived data outside the
maintain a whole fleet of expensive lega- original system in the retention
cy systems just to keep their legacy warehouse
applications up and running. Old legacy Continue to apply and enforce reten-
systems incur unnecessary costs, not tion policies and parameters to the
only in terms of hardware and mainte- data moved to the retention
nance but also from a sustainability per- warehouse
spective. Old systems are inefficient and Benefit from the destruction function
consume unnecessary energy for opera- for archived data
tions and cooling. In addition, legacy sys-
tems reduce the efficiency of recurring The Retention Warehouse:
operations, such as system backups, A Closer Look
and tend to be risky because they
become increasingly unreliable. In a typical decommissioning scenario,
you have one or more systems that will
Until now, there has not been a stan- be shut down and a dedicated retention
dardized solution to deal with what can warehouse system that will receive the
be the daunting task of system decom- data you want to retain from the original
IT system landscapes missioning. Many companies are afraid systems. The retention warehouse con-
continue to grow in to shut down their legacy SAP software, sists of:
because they are unsure how to deal A dedicated, lean SAP ERP applica-
size and complexity with legal requirements affecting the tion running SAP NetWeaver Informa-
due to factors such as data from that software. Major questions tion Lifecycle Management
they need to resolve include: A dedicated business warehouse soft-
mergers and acquisi- How to fulfill legal compliance for the ware product from SAP
tions and sheer busi- decommissioned data Third-party ILM-certified storage
How to continue to leverage the value hardware
ness growth. Main- of the information without keeping the
taining multiple original system alive and incurring the Because SAP NetWeaver Information
associated costs Lifecycle Management is an integral part
systems many of of the retention warehouse, data from
which are likely redun- SAP NetWeaver Information Lifecycle decommissioned systems is organized
Management gives you a standardized according to audit areas and covered by
dant and countless way to decommission legacy SAP soft- the retention policies you define and
legacy systems is ware and allows you to continue to use manage using the software. This means
the archived data for auditing and report- that retention times and legal holds apply
very costly in terms of ing purposes, even though the original to the data maintained in the retention
hardware and IT main- system has been shut down. Specifical- warehouse, just as they do for nonde-
ly, it enables you to: commissioned (or live) systems.
tenance personnel.

SAP Solution in Detail Information Lifecycle Management with SAP Software 13


The system that is to be shut down is run an analysis of your system and only
first emptied of its data using standard move the specific data you will need
and ILM-enhanced archive objects and later for auditing and reporting purposes.
programs. You can archive all the The system analysis, which is usually
business-complete data and then use performed before the project is set up,
snapshot functionality to archive data should cover the following types of SAP
from objects that are not yet business software data:
complete as well as any related master Transaction data You need to deter-
and context data. mine which data can be archived using
traditional archive objects. If there is
A Typical Scenario data without an archive object, you can
remove it from the system using the
For a given decommissioning project, context-data extractor functionality.
there are multiple steps that can be Master data Master data needs to
roughly grouped into two categories, be kept for as long as transactional
as summarized in the following table. data exists, so it should be archived
Each step is fully supported by SAP using the snapshot option.
NetWeaver Information Lifecycle Man- Customization information Custom-
agement and additional services offered ization information can be extracted to
What Is a Lean SAP ERP by SAP. the retention warehouse system using
Application in an ILM Context? the context-data extractor functionality.
Analyze the Legacy System Already-archived data You need to
A lean SAP ERP application is a Its not uncommon for IT departments to determine if you will have to access
standard SAP ERP application that is have only limited knowledge of their leg- this data after the original system has
not used as the companys produc- acy systems, particularly with respect to been shut down. If yes, you can
tion enterprise resource planning the amount and types of data they con- migrate it to the new retention ware-
(ERP) software. It either has no or tain. If you dont know what your legacy house system and then use a special
very few logged-in users, and its system looks like, you have the option ILM file conversion function so that
database contains very little data. of either moving everything over to the retention rules can be applied to it.
This lean application runs solely to retention warehouse system or you can
serve the data in the archive and con-
tains information lifecycle manage-
ment functionality. It has very limited For the Legacy System For the Retention Warehouse
hardware requirements and, as a Analyze the system Install a lean SAP ERP application
result, can be installed at minimum Prepare the legacy system for shutdown Set up audit areas, policies, and rules
cost. Archive data Move archived data to the retention ware-
Archive context data house system
Conduct testing and quality assurance Convert and store the archive files and
apply rules
Generate business warehouse queries
using archived data or run a local report-
ing option
Enable the Legacy System context-data extractor functionality for Extract Data from Legacy Systems
for Archiving data not covered by archive objects. The Once the legacy system and retention
Once you have identified the data you context data extractor functionality is warehouse are prepared, you can extract
need to retain and the tools you need to preconfigured and covers the current the data from the legacy system using
retain it, you can enable the legacy sys- scope necessary for tax reporting and the enhanced functionality you imple-
tem for archiving. Since SAP NetWeaver product liability reporting, including spe- mented either through the add-on soft-
Information Lifecycle Management is cific objects for the SAP for Utilities and ware or via SAP Notes. This includes
delivered in the newest release of the SAP for Oil & Gas solution portfolios. enhanced ILM archiving functionality,
SAP ERP application, your legacy sys- For example, it is preconfigured to such as the snapshot option (one of the
tem has to receive the necessary ILM archive the context data needed to inter- archiving options), and the context-data
functions. For SAP R/3 4.6c software, pret the data involved in tax reporting. extractor functionality. After you have
SAP provides an add-on to implement emptied the legacy system, moved
these functions. For other releases the Set Up the Retention Warehouse data to the retention warehouse, and
enhancements can be implemented After preparing your legacy system to be performed testing, you can shut the leg-
through the SAP Notes tool. This shut down, you can set up the retention acy system down.
includes enhancements for archive warehouse to receive the data from the
objects, snapshot functionality, and the system you want to decommission. Your Leverage Snapshot Functionality
lean SAP ERP application should be set Snapshot functionality is one of the ILM
up and connected to a third-party stor- enhancements that is added to individual
Legacy System Analysis age system, which should be an ILM- archive objects. It is a first step toward
Services from SAP certified product. If you are using the helping you retain all necessary data.
SAP Archiving application by Open Text This functionality complements the
SAP offers information lifecycle man- for your archiving needs, you can auto- standard functionality used to archive
agement (ILM) services, such as an matically use it for ILM as well. (To find business-complete data, as it allows you
analysis that examines system char- an ILM-certified partner, visit www.sdn. to copy data from open business pro-
acteristics, analyzes all filled data- sap.com/irj/sdn/interface-certifications.) cesses to the archive as well. This data
base tables, determines the applica- In addition, you need to connect a busi- is kept separate from the archived data
tion components in use, lists all ness warehouse software product from in the retention warehouse. The snap-
company codes and document num- SAP. We recommend that you use dedi- shots provide a solid basis for system
bers, and identifies the application cated business warehouse software for decommissioning projects. In order to
components for which archiving has your data retention warehouse. The busi- get a complete picture of your original
already taken place. This analysis ness warehouse software included in system, you have to move data from
helps you decide whether the data in your SAP NetWeaver technology plat- open business transactions to the reten-
each database table should be form completely is sufficient for the task. tion warehouse something that was
moved to the retention warehouse not possible before snapshot functional-
and, if so, how that data should be ity was available.
moved.

SAP Solution in Detail Information Lifecycle Management with SAP Software 15


Leverage Functionality to Extract relevant tables, SAP NetWeaver Infor- Use the Cockpit Functionality to
Context Data mation Lifecycle Management delivers Decommission Systems
After moving all business-complete preconfigured programs as part of the To expedite the work of decommission-
and business-incomplete transactional context-data extractor function to cover ing systems, SAP NetWeaver Informa-
data out of the system that is being information defined as retention rele- tion Lifecycle Management delivers an
decommissioned, you need to enrich vant for tax and product liability administrator role and a line-of-business
the archive with context information. purposes. role to be used within the SAP
To do this, you can use functions to NetWeaver Business Client software.
extract context data provided by SAP Support Non-SAP Software with ILM The work, which is performed in a sys-
NetWeaver Information Lifecycle Functionality from SAP tem decommissioning cockpit, enables
Management. These functions move It is entirely possible to decommission a the user to perform specific functions to
complete customization and master non-SAP software system into a reten- decommission a system. The cockpit
data as well as information not cov- tion warehouse to which you decommis- greatly facilitates the process by sup-
ered by the archive objects to the sion SAP software systems. This is of porting the sequence of steps in which
archive. You can decide on a table-by- great advantage, because you need only the work must be performed.
table basis what information you want one environment for your SAP and non-
to retain. To facilitate the selection of SAP legacy software systems. The pro- Transfer Data and Apply the Rules
cess for non-SAP software is exactly the Once you have archived the data from
same as that for SAP software, except your legacy SAP software, the data
The context-data extraction func- for the extraction step. Since a non-SAP must be brought into the retention ware-
tionality provided by the SAP software system contains neither SAP house system and rules applied to it in
NetWeaver Information Lifecycle NetWeaver Information Lifecycle Man- the conversion step. SAP NetWeaver
Management component is precon- agement functionality nor archive Information Lifecycle Management offers
figured to cover information defined objects, the data needs to be extracted a function that provides all the tools nec-
as retention relevant for tax and in a different manner. The recommended essary to perform these steps. The
product liability purposes and cov- way is to use SAP BusinessObjects steps can also be easily called up in the
ers the scope necessary to support Data Services software to extract the correct order from the system decom-
tax and product liability reporting. If data into flat files, which are then missioning cockpit. During the transfer,
you must cover additional database mapped onto the ILM objects in the convert, and store phase, it is important
tables and data, you can adapt the retention warehouse system. Once in to perform the steps in the correct or-
customization settings in the soft- the retention warehouse, all other steps, der. Because it serves as the basis for
ware. SAP offers a service that such as the rules application step, are all other operations in the retention
quickly adjusts the settings of the the same as for SAP software data.
context-data extractor for you.
warehouse, the context information During ILM file conversion, the archive based on different criteria, before and
needs to be converted and stored first. files you created and transferred from after conversion. If the check sums dif-
All remaining snapshots should be con- the legacy system are opened and reor- fer, you can check to see if you forgot to
verted and stored next, followed by the ganized into new archive files based on convert certain data or if some archive
remaining archive files. audit areas and retention rules. The rules files were not converted and stored
set up the hierarchy in which the archive correctly.
SAP NetWeaver Information Lifecycle files are organized in the ILM-aware stor-
Management enables you to set up and age system. Each folder in the hierarchy Generate Reports for an Imminent
define the audit areas and data retention reflects a part of the rule. For example, if Audit
policies and rules that are applied during you have an accounting document (cov- In the event of an audit, SAP NetWeaver
the conversion step within the retention ered by the information retention manag- Information Lifecycle Management
warehouse. The rules, which see to it er object FI_DOCUMNT) from system makes it possible for you to readily gen-
that data is kept in a legally compliant B00, client 100, from 1997, which must erate the reports you need. Based on
manner, are enforced by the ILM-aware be kept for 10 years, then it would be the audit areas that you set up before
storage system until the data reaches its stored in a hierarchy that reflects these defining your rules, you can choose or
assigned expiration date (barring a legal rules (see Figure 4). The expiration date create audit package templates. These
hold on the data). is calculated based on the criteria templates contain a subset of the data
entered in the rule and attached to each contained in an audit area and serve as a
accounting document as a property. For preselection of the data you want to
Preconfigured Tax and Product accounting documents, the basis for cal- select from the archive for your audit.
Liability Audit Areas culating the expiration date might be the
end of the fiscal year or the last change The actual data selection takes place
The audit areas so important to date. through an intermediary audit package
retention management play an function that helps you prepare the busi-
equally important role in system Compare Data Using Check Sums ness warehouse structures, define the
decommissioning. For the audit During your system decommissioning selected data, and upload it to the data
areas tax and product liability, SAP projects, a safety check built in by the retention warehouse or local reporting
offers preconfigured content. This SAP software allows you to compare the option. Based on an audit package
content contains not only the com- transferred data before and after conver- template, you select both the data and
plete definition of the respective sion. An optional step in the sequence of snapshots which provide contextual
audit area but also the business steps mentioned above, it must be per- information to interpret the data from
intelligence content necessary to formed twice on the archive files of the the archive and temporarily copy them to
support tax audits and reporting, transactional data only once before file the enterprise business warehouse or
specifically, the most important que- conversion and once after file conver- load them to the local reporting function.
ries and reports for tax and product sion and storage. This lets you compare You can define the data set you want to
liability audits. These queries and the check sums, which can be drawn view in the audit by a variety of selection
reports can be configured with rela-
tively little time and effort.

Figure 4: Hierarchy of Archive Files

SAP Solution in Detail Information Lifecycle Management with SAP Software 17


criteria, including a time window. This The Benefits of Decommissioning
allows you to define precisely what data with SAP Software Through ongoing dia-
is selected by the audit package and
subsequently copied to the business One of the biggest advantages of using log with the ILM influ-
warehouse or local reporting option. SAP NetWeaver Information Lifecycle ence council at the
Management is that you can decommis-
Based on the audit package template sion multiple SAP and non-SAP legacy Americas SAP Users
and audit package you defined, the data software systems usually large and Group (ASUG) and
model in the business warehouse is inefficient systems into a single, lean
automatically generated. All you need to retention warehouse. This allows you to other ILM customers,
do is upload the data into the business drastically reduce the total cost of own- SAP gained detailed
warehouse or local reporting option ership for your IT landscape and achieve
when you are ready for reporting. As the a quick ROI that tends to improve as you customer insight into
data is loaded directly into the different decommission additional systems. For the challenges compa-
information providers or elements of the the first project, you have the one-time
business warehouse, you can display the cost of setting up the retention ware- nies are facing in their
results of queries using different report- house as well as traversing for the first ILM and legal compli-
ing front-end software, including the SAP time the learning curve for implementing
Crystal Reports family of offerings. The a decommissioning project. With each ance strategies. The
local reporting option offers a rudimenta- additional system you shut down, your new retention man-
ry table browser to display the same costs decrease and your learning curve
data without using the SAP NetWeaver accelerates. After the sixth system is agement and retention
Business Warehouse component. From decommissioned, SAP estimates you warehouse functional-
here the data can be provided in the for- can achieve an ROI within less than six
mat used by the auditing tool from SAP, months. ity addresses these
the audit information system. This is a challenges, developed
common format that financial authorities You also benefit from comprehensive
use to evaluate financial data employing reporting functions that equip you to with a focus on en-
their own auditing tools. support internal and external audits with hancing or building on
far less time, effort, and cost. At the
same time, you can substantially reduce existing functions to
risk through automated legal compliance support nondisruptive
with external requirements.
innovation.

18 SAP Solution in Detail Information Lifecycle Management with SAP Software


For More Information
Getting Started on
Your ILM Journey

ILM represents a change in thinking


a new mind-set regarding information
management that needs to become a
priority for all employees. In fact, it rep-
resents an evolution affecting the entire
information management industry.

But implementing ILM is a gradual pro-


cess not something that can be done
overnight. How can you get started?
One good way is by decommissioning
a legacy system, which delivers quick
ROI in terms of lower IT costs. It gives
you the opportunity to learn the decom-
missioning process, test best practic-
es, and get started on defining your
audit areas and retention rules. Youll
find that decommissioning gets easier
and more cost-effective with each
subsequent project. Alternatively, if you
are just getting started with your
archiving strategy, SAP experts sug-
gest that you invest in a full ILM solu-
tion from day one, as you can lay the
groundwork for a comprehensive solu-
tion that will give you far better control
over data going forward.

For more information about how


SAP can help you, please call your
SAP representative or visit us at
www.sap.com/ilm.

SAP Solution in Detail Information Lifecycle Management with SAP Software 19


Quick facts www.sap.com /contactsap

Summary
The SAP NetWeaver Information Lifecycle Management component helps you streamline
your IT infrastructure by simplifying legacy system decommissioning and automating data
retention management. You can archive data in accessible and searchable formats. Auditing
and reporting functions for archived data and central management and enforcement of
rules-based retention policies help you minimize business risk, reduce costs, and increase
control.

Business Challenges
Growth in IT system complexity
Increase in the number and complexity of regulatory retention requirements
Increase in litigations requiring legal holds on data
Explosion in business data and associated IT costs

Key Features
Data archiving Analyze data volumes, securely move data from database to archive,
and efficiently access archived data
Retention management Manage and enforce all retention policies across the enter-
prise, perform destruction of data based on policies, use secure ILM-aware storage, exe-
cute e-discovery rules, and set legal holds
System decommissioning Decommission legacy systems, enforce retention policies
on data from shut-down systems, run reports on data, and interpret and understand data
in archives without the help of the original system

Business Benefits
Streamlined IT infrastructure and lowered costs through the safe and efficient decom-
missioning of redundant systems
Reduced risk by delivering full auditing and reporting functionality and rules-based
enforcement of retention policies and preventing destruction of important data
Greater legal compliance by automatically managing the retention of data from your
SAP applications based on retention policies and rules you define

For More Information


For more information about the SAP NetWeaver Information Lifecycle Management compo- 50 097 001 (11/01)
nent, contact your SAP representative or visit www.sap.com/ilm. 2011 SAP AG. All rights reserved.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign,


SAP BusinessObjects Explorer, and other SAP products and services
mentioned herein as well as their respective logos are trademarks or
registered trademarks of SAP AG in Germany and other countries.

Business Objects and the Business Objects logo, BusinessObjects,


Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius,
and other Business Objects products and services mentioned herein
as well as their respective logos are trademarks or registered trade-
marks of Business Objects Software Ltd. in the United States
and in other countries.

All other product and service names mentioned are the trademarks of
their respective companies. Data contained in this document serves
informational purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials


are provided by SAP AG and its affiliated companies (SAP Group)
for informational purposes only, without representation or warranty of
any kind, and SAP Group shall not be liable for errors or omissions with
respect to the materials. The only warranties for SAP Group products
and services are those that are set forth in the express warranty
statements accompanying such products and services, if any. Nothing
herein should be construed as constituting an additional warranty.