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Information Lifecycle

Management (ILM)
Questionnaire

ILM Questionnaire

ILM Questionnaire

ILM Questionnaire

BITS-BA

Version No.
Date

: 1.3
: 23-May-2011

PROPOSAL
CONTENTS
1. INTRODUCTION...................................................................................................................... 4
2. GENERAL REQUIREMENT GATHERING:.............................................................................6
3. ARCHIVAL DATA REQUIREMENT:........................................................................................ 9
4. RETENTION AND REPORTING DATA REQUIREMENT:.....................................................10
4.2. IS THERE A DATA RETENTION POLICY IN PLACE?

Y/N?

IS THERE A CUSTODIAN OF THIS POLICY? Y/N?

..........................11

.........................................11

IF SO WHAT ARE THOSE_____________________________________ ........................11


4.3.LIST TYPE OF DATA PROCESSED BY THE APPLICATION. ...........................................................11
E.G. LEGAL RECORDS, CORPORATE RECORDS, HR, CLIENT DATA ETC.........................................11
4.4.DOES THE DATA RETENTION PERIOD DIFFER FROM THE MASTER RETENTION SCHEDULES OR
OTHER POLICIES? IF YES, PLEASE SPECIFY ...............................................................................11
4.5. ARE THERE ANY ENCRYPTION REQUIREMENTS OF SECURITY CLARIFICATIONS ASSOCIATED WITH
THE
DATA? IF YES, PLEASE SPECIFY..............................................................................11
4.6. ARE THERE ANY LEGAL HOLDS OR COURT ORDERS? IF YES, PLEASE SPECIFY.......................11
4.7. HOW OFTEN IS THE DATA PURGE REQUIRED TO TAKE PLACE?...............................................11
4.8. RETENTION SUMMARY TABLE .............................................................................................11
4.9. DETAIL ANY BUSINESS RULES RELATING TO RETENTION........................................................11
4.10. FREQUENCY DATA REPORT WILL BE ACCESSED I.E. 5 X PER DAY.........................................11
4.11. AUTHORISER FOR DATA ACCESS? ....................................................................................11
4.12. USER DATA ACCESS DETAILS ...........................................................................................11
4.13. WILL THE EXTRACTS BE VIEWED EXTERNALLY BY CUSTOMERS AND THEREFORE REQUIRE
ADDITIONAL FORMATTING?........................................................................................................... 11

PROPOSAL

1. INTRODUCTION
Information life cycle management (ILM) is a comprehensive approach to managing the flow of
an information system's data and associated metadata from creation and initial storage to the
time when it becomes obsolete and is deleted.

ILM products automate the processes involved, typically organizing data into separate
tiers according to specified policies, and automating data migration from one tier to
another based on those criteria.
Data that must be accessed more frequently is stored on faster, but more expensive
storage media, while less critical data is stored on cheaper, but slower media.
However, the ILM approach recognizes that the importance of any data does not rely
solely on its age or how often it's accessed. Users can specify different policies for data
that declines in value at different rates or that retains its value throughout its life span.

Information Lifecycle Management (ILM) is supported by the following "pillars":

Data Archiving - Aims at managing the database volumes in an efficient way by


providing means to relocate data from business-complete processes from the database
to external archive files. The archive files can then be passed to a storage system for
secure long-term storage.
Retention Management - Provides retention policy management functions that support
the complete information life cycle - from creation to retention to destruction. The solution
also includes functions that support legal case management, legal hold management,
and automated electronic discovery.
Retention Warehouse - Provides a complete solution for the decommissioning of
business applications while retaining a structured view of the original data. Retention
Warehouse includes functions that enable you to create snapshots of master and
customizing data, and provide on-demand analysis of archived data using BI tools.

PROPOSAL

Goals:
Increase productivity - Automate all aspects of handling your organization's data, rather
than just automating storage procedures
Reduce total cost of ownership - Optimize use of resources while reducing hardware and
administrative costs
Comply with legal requirements and internal service-level agreements - Implement
storage systems that understand and can act on data using rules you define
Reduce risk - Experience greater system availability with faster backup and recovery
Maintain flexibility - Adapt to the never-ending flow of new regulations and requirements
Benefits:
The three pillars of ILM reduce the total cost of ownership in your IT investments and improve
your return on those investments (ROI).
Data archiving helps you stay in control of your data volumes, resulting in:

Increased system availability.


Improved system performance and better use of existing system resources.

Retention management enables you to implement a responsible and transparent data


destruction strategy, resulting in:

Reduced discovery costs through more efficient information-gathering practices.


Less money spent on unnecessary fines by helping to prevent the accidental deletion of
important data.

A retention warehouse allows you to stop maintaining the systems you don't use, resulting in:

PROPOSAL

The elimination of unnecessary time and money spent on keeping old systems running.
An increasingly fast ROI - the more systems you decommission into one central retention
warehouse, the faster your ROI.
Better legal compliance, by continuing to harness the value of your information, even
though the original system has been shut down.

2. General Requirement Gathering:


(Please select all of the fields that apply. To mark the box, double click on it, set the
default value as checked and click OK)
2.1. What capabilities are you considering?
Database Archiving
Data Security/Encryption of Production Data
Document & Report Archiving

Instance Subsetting/Cloning
Data Masking for Test Copies
Attachment Archiving

Application Retirement

Data Consolidation/Separation
(Mergers/DeMergers)
Usage of Cloud technology in archival
Decryption
Other ___________________________________________________
2.2. What are the top 3 business drivers that are driving this project?
Improve Performance
Reduce Cloning Time

Reduce Storage Costs


Improve Compliance on Data
Retention Regulations
Improve Manageability- (reduce
back-up, restore and upgrade

Improve Compliance on Data


Privacy Regulations

PROPOSAL
times)
Reduce Risk
Other ___________________________________________________
2.3. What are the top 3 challenges likely to encounter in getting this project approved?
Management Buy-in
Securing budget
Internal Resource Constraints
Projects on Hand
Establishing ROI
Other ___________________________________________________
2.4. What is the maximum number (in Years) of data to be retained in order to adhere with
the regulatory compliance?
< 4 Years
Between 4 and 8 years
Between 9 and 12 years
Between 12 and 16 years
> 16 years
Other ___________________________________________________
2.5. What applications are you interested in Archiving, Subsetting, Masking or Retiring?
Applications

Modules Installed

Oracle EBusiness Suite


PeopleSoft

Oracle
Finance/HRMS/CRM/SCM
Finance/HRMS/CRM/SCM

Siebel

Finance/HRMS/CRM/SCM

JD Edwards

Finance/HRMS/CRM/SCM

SAP

Finance/HRMS/CRM/SCM

BaaN

Finance/HRMS/CRM/SCM

Largest Data
Modules

Version

Year of
Initial
Install

Custom/Other

2.6. What databases are you running?


Applications

Database

Oracle EBusiness Suite


PeopleSoft

Oracle/SqlServer/DB2/
MySQL/Informix
Oracle/SqlServer/DB2/
MySQL/Informix
Oracle/SqlServer/DB2/
MySQL/Informix
Oracle/SqlServer/DB2/
MySQL/Informix
Oracle/SqlServer/DB2/
MySQL/Informix
Oracle/SqlServer/DB2/
MySQL/Informix
Other RDBMS with JDBC
Driver Support

Siebel
JD Edwards
SAP
Baan
Custom/Other

Version

Size

Annual
Growth

Number of
Instances

Time it
takes to
clone

PROPOSAL
Note: Number of instance includes Production, Dev, Test, QA, Training, Patch, DR Etc:

2.7. Please indicate existing plans in the following areas that may increase growth rate or
total database size:
New Modules
New Applications

Mergers/Acquisitions
Database or System Consolidation

2.8. What is the anticipated increase in growth of data (percentage or # of GBs Per
Week/Months/Quarter/Year)
2.9. How much server storage capacity do you currently have for the application? (GB)
2.10. How much is this expected to grow over the next three to five years?
(Note: a suggested default is 76% for externally networked applications, 20-40% for workgroup
applications, and 30-90% for enterprise applications.) ________%
(Or)
Provide the amount of storage in GB if it not growing at a constant rate.
Year 1
____________(GB)
Year 2
____________(GB)
Year 3
____________(GB)
Year 4
____________(GB)
Year 5
____________(GB)
2.11. Have you customized your standard applications extensively in any of the following
areas:
Forms

Reports

Additional Schemas

Additional Tables

Interfaces

What modules have the most customization? ___________________________________


2.12. What is your Industry Type?
Aerospace and Defence
Automotive
Banking
Chemicals
Consumer Products
Energy
Education
Financial Services

Healthcare
High Tech
Hospitality
Insurance
Manufacturing
Media
Mining
Wholesale

Pharmaceutical
Public Sector
Retail
Service Provider
Telecommunications
Transportation
Utilities
Other____________

2.13. Percentage of Customization for ERP applications:


0%

Between 1% and 5%

Between 10% and 15%

> 15%

Between 5% and 10%

Other ___________________________________________________

PROPOSAL
2.14. Other areas of interest over next 12-24 months:
Document Archiving
Master Data Archiving
Attachment Archiving
Data Quality
Legacy or mainframe data Archiving
Application Retirement
Other ___________________________________________________
2.15. What is your Back-up policy?
How often do you back-up? __________________________
How long do you keep the back-ups? ___________________
Do you back-up the non-production instances as well? Y/N?
How long are they kept? _____________________________
2.16. Is there an identified project with an executive sponsor? Y/N?
If so, who is the executive sponsor _____________________
2.17. Is the project budgeted? Y/N?
2.18. Have the funds been allocated?

Y/N?

2.19. When do you anticipate selecting a vendor?


____________________________________________________
2.20. When do you want to implement?
____________________________________________________
2.21. What is the timeframe of Implementation for any of the services you are looking for?
____________________________________________________
2.22. What consulting partners do you work with?
____________________________________________________
2.23. Would you be willing to be approached for an email interview
____________________________________________________

3. Archival Data Requirement:


3.1. How often archiving would be required:
Would it be one time requirement? Y/N?
If not, whats the frequency_____________________________________
3.2 Is there any chances of De-Archive as well?
___________________________________________________________
3.3 For unplanned downtime (such as power outages, etc), how many hours of downtime
are caused by storage related issues?
___________________________________________________________
3.4 Any Compliance requirement to adhere and guidelines on Storage of data

PROPOSAL
___________________________________________________________
3.5 In what format you want to access archived data (e.g Database (Default),XML,
PDF,Excel)
___________________________________________________________
3.6 What benefit are you looking at out of data archiving?
___________________________________________________________
3.7 Have you finalised any Data archiving or ILM solution?
___________________________________________________________
3.8 How many years of data need to be archived?
___________________________________________________________
3.9 Do you have any unstructured data to be archived apart from structured data?
___________________________________________________________

4. Retention and Reporting Data Requirement:


4.1. Do you want Navigation from native application to archived data, if yes how often.
___________________________________________________

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PROPOSAL
4.2.

Is there a data retention policy in place?

Y/N?

Is there a custodian of this policy? Y/N?

If so what are those_____________________________________

4.3.

List type of data processed by the application.

e.g. Legal Records, Corporate Records, HR, Client data etc.

4.4.

Does the data retention period differ from the Master Retention Schedules or other
policies? If yes, please specify

4.5. Are there any encryption requirements of security clarifications associated with the
data? If yes, please specify
4.6. Are there any legal holds or Court Orders? If yes, please specify

4.7. How often is the data purge required to take place?


4.8. Retention Summary table
Please insert an overarching retention period which will be assigned to data other than those specified.

Data Type

Retention Start Point

Standard Retention Period.


Duration defined by predefined system fields vs.
current date

Purge Schedule for


each Data Type

Policy Reference

4.9. Detail any business rules relating to retention.


4.10. Frequency data report will be accessed i.e. 5 x per day.
4.11. Authoriser for data access?

User Name

User Id

Division

4.12. User Data access details

User Name

User Id

Division

Business unit

4.13. Will the extracts be viewed externally by customers and therefore require additional
formatting?

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