IBM DB2 CommonStore for Lotus Domino

Like all companies, you use e-mail to conduct business. Your e-mail systems have grown exponentially and your IT organization may have attempted to deal with this unsuccessfully by limiting individual mailbox sizes and by deleting e-mails that reach a certain age (e.g. an individual e-mail user gets a maximum of 10MB or 50MB of space; all e-mails are automatically deleted after 90 days). You may have also found that IT policies for e-mail backup and restore are completely insufficient for demonstrating regulatory compliance and responding to litigation discovery orders.
You are looking for ways to more effectively and efficiently manage your growing email volumes. You need to address current e-mail system operational issues such as:

• Increasing storage costs
• Server performance degradation
• Longer backup and restore times
• More costly and time consuming server upgrades and consolidation
• Costly and time consuming search through volumes of historical backups to satisfy audit or litigation discovery orders.

Many government and industry regulations mandate that information be retained for minimum periods of time. Your company needs to retain information to demonstrate compliance, and to defend their conduct in any law suits. **CUSTOMER** must be able to:

• Identify and retain the right information for the right periods of time;
• Dispose of information at the end of its useful life;
• Apply legal holds to hold / suspend disposition during an audit or litigation;
• Respond to audit or litigation discovery orders, sometimes in as little as 72 hours;
• Demonstrate regulatory compliance through consistent execution of company policies.

Compliance is a continuous process, not a one-time project, and continues to drive business agendas as organizations are being held accountable for meeting the myriad of mandates specific to their vertical markets. E-mail has become an essential communication tool that holds important corporate information, and it needs to be managed like any other type of business information and correspondence (e.g. contracts, financial spreadsheets, company literature, product design specifications, etc.). As a result, e-mail is increasingly viewed as another piece of business information, and formal policies and solutions should be put in place to demonstrate compliance to government, industry and company policy. Examples include:

• Basel II for risk management in the banking industry;
• SEC 17a-4 and NASD / NYSE for brokers / dealers in financial markets – these regulations mandate that e-mail be monitored and supervised for certain business practices (e.g. promises or guarantees of financial returns), and that they be retained on non-erasable media to prove their authenticity;

• Healthcare Insurance Portability and Accounting Act (HIPAA) for the healthcare industry;
• Sarbanes-Oxley (SOX) for financial reporting;
• Other internal control processes like ISO 9000 or Six Sigma.

Compliance, as it relates to e-mail archiving is a powerful, business-defining challenge. You need a reliable e-mail archiving and discovery solution that will provide you with the tools to fulfill compliance regulations as well as perform functions such as classifying and organizing messages.

In order to effectively manage risk and demonstrate financial and operational integrity, you need an agile infrastructure that will enable you to connect, understand, cleanse, transform, organize, report on, audit and federate distributed data and content.

Our Approach to Meeting Your Goals

The right elements for an e-mail archiving solution can transform the way you work to significantly improve productivity, streamline compliance and extend and leverage your existing information investments. To address your challenges, IBM offers a robust messaging archival and retention management solution, IBM® DB2® CommonStore for Lotus® Domino®. With this powerful, easy-to-use archive solution, your organization can control the growth of IBM Lotus Domino messaging systems while managing content life cycle from creation to destruction. All archived content, including e-mails, attachments and documents, is available for detailed search inquiries and retrieval as if they resided in the messaging system, reducing time-wasting searches across disparate sources and enabling your organization to be more responsive to customer concerns and queries. 

DB2 CommonStore for Lotus Domino manages email archiving and retrieval for any Lotus Notes database or server platform. 

• Trims the size of the Notes database, reducing storage costs, improves e-mail system performance and provides unlimited mailbox space
• Provides options to integrate email content with images, facsimiles and policy-driven archive, being integrated with Domino ND6 and with content manager repositories
• Ensures that messages are archived just once using Single Instance Store
• Provides flexibility to meet business and content life cycle needs by providing support for more than 600 IBM or non-IBM storage devices
• Allows users choose to archive attachments only or attachments with emails through granular archive options
• V8.4 integrates records management capabilities and strengthens security, search, and archiving
• Provides support for Lotus Domino 8

Solution Overview

DB2 CommonStore for Lotus Domino (CSLD) and the optional eMail search capability provides total e-mail and document archive management capabilities. It provides you with automated policy-driven and user-driven archive capabilities and easy retrieval from the standard client user interface. Once archiving policies are defined and implemented, you can tackle major problem areas created by the rapid growth of messaging systems — performance issues, increasing storage requirements, operational difficulties, compliance, and regulatory e-mail record-keeping issues.

DB2 CommonStore for Lotus Domino Server is the IBM e-mail archive management product for Lotus Domino customers, providing e-mail archive content and storage management capabilities. It can also assist in archiving for regulatory compliance requirements. You can easily expand this solution into a corporate Enterprise Content Management system, since the Enterprise Content Management technologies are offered as a back-end archive management system.