Transcript Information Lifecycle Management

Information Lifecycle
วัฏจักรสารสนเทศ
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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• Data are put out to archived data once they are no
longer active.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
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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 readonly, 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 4
Define 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 ความคงที่
• 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
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