SAP Solutions for Information

Lifecycle Management
Executive Overview
Public
Trust and Unlock the Power of Information
To unlock its influence for your business

Know Decide Act

Your Business With Confidence Boldly

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SAP Provides the Most Complete Information
Management Portfolio

Applications – Performance Management, Packaged, Custom, Analytical

Information Management

Business, Data and Process Modeling, Semantic Layer, Metadata Management

Master Enterprise Information

Data Data Information
Data Content Lifecycle
Services Warehousing Governance
Management Management Management

All Data Sources

Sybase SAP NW SAP Documents, Other File Streaming

ASE Sybase IQ BW HANA email, etc RDBMS Systems Data

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Today's Information Management Challenges

Large and complex Inefficient paper-

system landscapes based processes

Data volume Content fragmented

growing across applications
exponentially and systems

Content not Increased

retained for regulation requiring
legally required auditable content
duration, or kept lifecycle records
too long

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End-to-End Coverage Throughout the Complete Lifecycle

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Data Volume and Lifecycle Management

Current fiscal year Business and

Current fiscal year -1 legally relevant

Current fiscal year -2 Archiving

Business or
Current fiscal year -3
legally relevant

Complete
Current fiscal year -m
data holding Neither business nor
of a company legally relevant

Current fiscal year -n

Legacy system Retention
decommission Management

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Manage Information as a Strategic Asset Along its
Lifecycle
“
“
5.8% of the annual IT budget used to support
under-utilized software applications
HP Application
Management Survey

… the global IT market grew … to more than

$1.5 trillion
IDC Worldwide Enterprise Blackbook

60-90% of Operational Data is Valueless

MIT Information Quality Industry Symposium

$67,000 estimated cost for every

document it cannot find
Boeing estimates that it costs the company
“
“
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Evolution From Data Archiving to ILM

Non-SAP System Decommissioning

System Decommissioning

Retention Management

Data Archiving

End-of-Life Data End-of-Life System Landscape Harmonization

Data Volume Management

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SAP Solutions for Information Lifecycle Management
Reduce Complexity and Cost, Enable Compliance

Complexity Cost Compliance

 Live Data Volume  Reduce amount of Data  Records/Retention

 Legacy System  Reduce amount of Management
 Decommissionin Systems  Litigation
Readiness
 Non-Production
Systems  eDiscovery
 Data Privacy

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SAP Solutions for Information Lifecycle Management
Optimization Live Systems
SAP BW /
NLS SAP NetWeaver ILM
Retention Management
 Policy Management
 Data Privacy Support (Destruction)
Support for
Sybase IQ  Legal Holds & eDiscovery
 Support for Sybase IQ
 Part of ERP 6 deployment
 ERP Product Standard
SAP Data Archiving
 Data Volume Management
 Performance Optimization
 Part of SAP Basis since 1997verage OTX
as archive store
© 2013 SAP AG. All rights reserved.
Optimization System Landscape
SAP Test Data Management
 Transfer, Compression & Masking
Solutions for ERP, BW, CRM, HCM, SCM
and SRM
 Strong integration with SAP Solution
Manager
Industry specific content
SAP NetWeaver ILM
System Decommissioning
 Audit compliant decommission of legacy
SAP and Non-SAP systems
 Flexible reporting on legacy systems tax
content and product liability content
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Managing the Amount of Time and the Location Where
Data Is Securely Kept
Manage and enforce retention
policies
Retention  Set policies for automatic data retention
Policy
Management and subsequent destruction
 Retain data according to set policy
 Responsibly destroy data when expiration
date has been reached
Maintain Separate Archives per
Retention Period
 Create multiple data archives for each
data expiration date
Perform e-Discovery
 Search for information in response to
legal requests
Apply Hold on Data
 Automatically prevent data deletion or
destruction
 Apply holds to archives and current
database

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 Three Scenarios For Data Growth and Data Volume

Example:
 3 systems incl. replications
12,00
Data volume
 24 month residence time
unmanaged  6 years retention time
10,00  300GB yearly growth
Result:
8,00  With data archiving significant
reduction in data growth and
6,00
Data volume data volume
with
archiving
 With Retention Management
stabilization of data volume
4,00

Data volume
with
2,00 archiving
and
Retention
0,00 Management
1 2 3 4 5 6 7 8 9 10 11 12

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Retention Management Benefits
…e-discovery
Appetite for Destruction,
Information Week, June 2008
…no penalties
in law suits
Data Destruction and Document
Lifecycle Policies:
Considerations for Compliance
with Federal Mandates and Acts,
CyberScrub 2006
…IT and
storage
…legal
compliance
© 2013 SAP AG. All rights reserved.
1 GB of data = $1,800 (Forrester Research)
1 TB system = $1,800,000
x 500 law suits at any given time (Fulbright & Jaworski 2006)
“
DuPont estimates that during one law suit, e-discovery cost $11 million. In that
same discovery effort, DuPont found that $4 million to $6 million worth of records had
already met their retention deadlines and should have been destroyed
Audit Trail
• Transparent and comprehensive policy management
• Approved by tax auditor and legal counsel
• Data securely erased beyond any type of forensic recovery
“
A company fined $94.4 million! If the outdated email had been automatically
destroyed as a matter of policy, they would have been able to counter
successfully that they could not produce what they did not possess.
Holding data beyond its retention period has no value
Use of resources, system availability, performance
Certain laws require you to destroy data after retention is up
Sarbanes-Oxley, HIPAA, FACTA, Gramm-Leach-Bliley (GLB), etc.
Avoid penalties for not complying with the law
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Legacy and Redundant Systems Proliferate within IT
Infrastructures

Consequence of normal business

operations
Legacy / Redundant Systems
 Acquisition of new systems during M&A
activity
 System upgrades over time

Core Systems
However, decommissioning can be
difficult
 Need access to data residing on legacy
systems for financial reporting
 Legal regulations may require retention of
data

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Alternatives in Handling of the Legacy Systems

Based on the information contained in the systems each company has to assess
which option is providing the largest cost-benefit ratio and the least risks

Never change the winning team.

Nobody will ask.

Sort out and

retain data.
Keep the system available in the cellar. ©

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IT Departments Need an Efficient Way to Manage Legacy
Systems

TCO Reduction without

losing auditing and
reporting capability
 Consolidate multiple large
legacy systems into one small
modern instance called
Retention Warehouse
 Retain on demand access to
data from legacy systems
 Respond to tax audits and
create financial reports

SAP NW ILM
Retention Warehouse

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SAP ILM Retention Warehouse

SAP Document Access SAP BW and Benefits

by Open Text BOBJ Reporting
 One central retention warehouse
= single repository for multiple
systems
 Flexible and modern reporting
capability
 Continued enforcement of
retention policies
 Compliance and auditing
acceptability
 Preservation of business
knowledge

SAP NW ILM Open Text

Retention Warehouse Enterprise Library Services

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System Decommissioning Benefits

Reducing System Complexity Growing Maintenance Costs

 Reduced efficiency of operations  Costs of hardware and personnel to
(e.g. system backups) keep legacy systems running
 Reduced overall system reliability (keeping a legacy system running
can easily cost $10K / month)

Wasteful Energy Footprint

 Old legacy systems are inefficient
ROI in month

and consume unnecessary energy

for operations and cooling (energy
costs per legacy system can be up to
$1,000 per month)

Number of systems
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Holistic Information Management with SAP

SAP and
Non-SAP

Structured
and
Unstructured

Live and
Legacy

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 What Should Your Strategy be Now?

Quick wins Midterm strategy Long-term strategy

Vision
Legal Compliance

Legal retention
requirements

Legal case
management Automated data
destruction
Policy based data
management
ILM as central
Data Governance

ECM enterprise service

Archiving

Legacy system decommissioning

Data Archiving

TCO Reduction Optimized IT, Green IT & Sustainability

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SAP NetWeaver Information Lifecycle Management
Customer Story
Pharmaceuticals A leading German pharmaceuticals company recognized the need to streamline its
system landscape in a legally compliant manner and became a ramp-up customer
for SAP NetWeaver Information Lifecycle Management. They started off with
decommissioning a SAP R/3 4.6c system and are currently rolling out the strategy to
other systems worldwide.

Their decommissioning project had the following

objectives:

Manage long-term data and document storage and reduction of data

volumes

Reduce overall system and storage costs

Key figures
 First system: SAP R/3 4.6C Comply with legal and audit requirements according to defined records
 Data retention times: 5-33 management policy
years
Use standardized and flexible reporting mechanisms for legacy
 Total number of systems environment independent of different system types and releases
planned: 135
 Special reporting Automate the destruction of data when appropriate and in accordance
requirements: FDA with policies and guidelines

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Concept Review of SLO Services with SAP NetWeaver ILM
by Deloitte & Touche
Challenges for SAP customers
 Customers require a global
strategy for system
decommissioning solution
considering central availability
and scalability that complies with
legal and technical regulations
Objectives
 Deloitte performs a review of
SLO consulting services
concepts and processes based
on the corresponding ILM
functionality to verify defined
compliance aspects
QUICK FACTS
Deloitte Touche Tohmatsu Limited
▪ Location or Headquarters: United Kingdom
▪ Industry: Auditing, Consulting
▪ Products and services: audit, consulting,
financial advisory, risk management, and
tax services
▪ Revenue: 26.1 billion US$
▪ Employees: Approx. 169,000
▪ Web site: http://www.deloitte.com
© 2013 SAP AG. All rights reserved.
Approach
About SAP NetWeaver Information
 Simulate a system
decommissioning based on a Lifecycle Management (ILM):
predefined exemplary procurement
process  Manage and enforce retention
policies across the enterprise
 Review the step-by-step
 Manage the responsible destruction
procedures with respect to data
retention requirements for financial of data based on policies
data according to German  Perform e-Discovery and set legal
commercial and tax law holds
Benefits for SAP customers  Complete decommissioning of
legacy systems
 A renown global public audit firm
has reviewed the concept of SLO
 Enforce retention policies on data
from retired system
services with SAP NetWeaver
Information Lifecycle Management  Run reporting on data from
retired system (SAP BW)
 A concept review report is  Use predefined tax content and
published for SAP customers using
reporting interface
the following link:
 Use secure ILM-aware storage –
https://websmp206.sap- Partner offerings, e.g.:
ag.de/~sapdownload/0110003587
00000629192010E/SLO_ILM_Clic For a full list of partners certified for BC-ILM 2.0 and
k_Agree_EN.htm BC-ILM 3.0 see:
www.sap.com/usa/ecosystem/customers/directories/Se
archSolution.epx
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SAP NetWeaver ILM
Most Complete Solution in The Market

Pre-configured content/ Best practices

Flexible reporting on retrieved data

Compliance and auditing acceptability

Retention Management on business object level

Automated data destruction

Applicable to existing SAP archive files

Structured and unstructured information

Secure WORM-like functionality

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The Benefits of Holistic Information Management

Meet audit requirements Cut energy use

Ensure legal Reduce risk

compliance

Cut data volume Reduce system

complexity and cost

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 Sources of Information

Collateral
Solution Brief
Managing the Information Lifecycle
Technical Brief
Drive Efficiency and Compliance in Managing Business Data
Solution in Detail
Reducing Total Cost of Ownership and Business Risk
Available on SDN: http://www.sdn.sap.com/irj/sdn/ilm

Videos on YouTube
 Compliant Archiving:
http://www.youtube.com/watch?v=QX6Rx3dVYpw
 Legacy Landscape Consolidation:
http://www.youtube.com/watch?v=sAyvhIsUNeE&feature=youtu.be

Follow us on Twitter
Twitter: http://twitter.com/sapilm

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© 2013 SAP AG. All rights reserved.
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