Storing Archive Data to meet Compliance Challenges

Understanding Your Options for
Storing Archive Data to Meet
Compliance Challenges

Tony Pearson, IBM
sBR31

#IBMEDGE

This session will cover the IBM
software and hardware solutions that
your organization can use to store
archive data, including features like
immutability, Write-Once-Read-Many
(WORM) technology and Non-Erasable,
Non-Rewriteable (NENR) enforcement.
The discussion will include high-level
concepts like chronological and
event-based retention, litigation hold
and release, as well as an overview of
the products and solutions from IBM
that you can deploy today.

#IBMEDGE

Sessions -- Tony Pearson
• Monday
– 1:00pm Storing Archive Data for Compliance Challenges
– 4:15pm IBM Watson: What it Means for Society
• Tuesday
– 4:15pm Using Social Media: Birds of a Feather (BOF)
• Wednesday
– 9:00am Data Footprint Reduction: IBM Storage options
– 2:30pm IBM's Storage Strategy in the Smarter Computing era
– 4:15pm IBM SONAS and the Cloud Storage Taxonomy
• Thursday
– 9:00am IBM Watson: What it Means for Society
– 10:30am Tivoli Storage Productivity Center Overview
– 5:30pm IBM Edge “Free for All” hosted by Scott Drummond

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Disclaimers
IBM customers are responsible for ensuring their own compliance
with legal requirements. It is the customer's sole responsibility to
obtain advice of competent legal counsel as to the identification and
interpretation of any relevant laws and regulatory requirements that
may affect the customer's business and any actions the customer
may need to take to comply with such laws.
IBM does not provide legal advice or represent or warrant that its services or
products will ensure that the customer is in compliance with any law.
The information contained in this documentation is provided for
informational purposes only. While efforts were made to verify the
completeness and accuracy of the information provided, it is provided
“as is” without warranty of any kind, express or implied. IBM shall not
be responsible for any damages arising out of the use of, or otherwise
related to, this documentation or any other documentation. Nothing
contained in this documentation is intended to, nor shall have the
effect of, creating any warranties or representations from IBM (or its
suppliers or licensors), or altering the terms and conditions of the
applicable license agreement governing the use of IBM software.

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Digital Information is Driving
Exponential Growth in Data
Risk, Stability
Finance PTBs of data
Deeper analysis
Nightly to hourly

Consumer Insight Churn
100Ms documents 100K records/sec
Retail Millions of Influencers
Telco 9B/day
Daily re-analysis 10 ms/decision

Drug, Treatment
Cyber Security
Millions of SNPs
600,000 docs/sec Pharma 1000’s patients
Government 50B/day
From weeks to days
1-2 ms/decision

…industries need to harness this data to
deliver better and faster business insights
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Clients are Struggling to Keep Up
Top Issues for Storage Managers

Managing Storage Growth

Proper Capacity Forecasting
and Storage Reporting

Managing Costs

Backup Administration
and Management

Managing Complexity
0% 20% 40% 60%

Source: TheInfoPro Storage Study (Q4 2009), n=186. *Note that due to multiple responses per interview,
total exceeds100%. This is a partial list of responses received, showing only the top 5 issues.

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The Information Challenge

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Archiving: Client Motivations

Compliance/Risk Systems Efficiency
• Manage to regulations (SOX, HIPPA etc). • Reduce high cost storage.
• Penalties and brand damage. • Reduce backup & recovery resources.
• Exposure by keeping data too long. • Improve managed TB/Admin. ratio.
• Litigation support. • Improve server performance/longevity.

Document/Process Automation User Productivity
• Go paperless in a process. • Improve application performance and
• Integrate digitization to change/improve
business processes.
& availability.
• Reduce time to search for and access
• Store all documents/images online to improve historical/enterprise data.
access/sharing.

Information Innovation
• Mine information for unique value.
• Enhance business for competitive advantage
or organizational improvement.

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What We are Finding in Customer Environments
Current Storage Pyramid  Most companies, due to overprovisioning and poor visibility
into their storage environment, have anywhere from 30% to
0-1% Tier 0 40% disk storage utilization

40-60% Tier 1  They have:
– Overly complex storage management environments
20-40% Tier 2
– Over provisioned storage
– Limited transparency of the data value
Tier 3
10-20% – Limited financial transparency
– Limited use of tools & operational execution to reduce the amount of
wasted data

 Over reliance on Tier 1 storage
 Rarely revisit tiering structure for applications & data once
deployed

 Excessive replication which also has implications on archive,
backup/recovery and disaster recovery

 Hold excessive data on-line which negatively impacts
application performance & availability

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Unnecessary Information Eclipses
Your Necessary Information
Unnecessary Necessary
Information Information
Over-Retained Valued
Irrelevant High Risk
Duplicated Compliant

How much of your information is over-retained, irrelevant or duplicated?
40% ... 50% ... 60% … How do you know?
Why would you want to archive any information that is not necessary to keep?

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Archive Requires a
Smarter Strategy

17% 22% 40%
Amount of IT Companies that can Of the planet’s
budget spent on defensibly dispose data should be
storage1 today3 archived4

44x 98%
Companies that cite
The vast
majority
Projected defensible disposal as of companies still
information growth, key result of use backups as
2009‐20202 governance programs3 archives5

Sources: 1. Information Week Survey, December 2009. 2. IDC Digital Universe Study, May 2010. 3. CGOC Benchmark Report on Information Governance,
October 2010. 4 Source: Jon Toigo, CEO and Managing Principal, Toigo Partners International. 5. “Controlling Storage Cost Amid High Growth”, Forrester
Research, Inc., February 2010

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Definition of Backup vs. Archiving
• Backup is for recovery from hardware failure
and/or recent data corruption
• Archive is for space management and long
term retention
– Archiving is an intelligent process for managing inactive
or infrequently accessed data, that still has value, while
providing the ability to preserve, search and retrieve the
information during a specified retention period.

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Shifting how Archive is Viewed
• Keeping Too Much • Keep Needed Data
• Disorganized Only
– Has some
• Difficult to Find Items
organizational
• Slow to Retrieve value/purpose
• Little Value Provided • Data is Indexed
– Easy to Query/Find
– Retrieval
• Low Cost to Maintain
for Long-term
– Secured data.
• New Value Generation
– Innovation / Analysis

The two faces of Archiving

Space Management Enterprise Content Management
 IBM Content Manager, CM OnDemand, IBM FileNet Image
move old, inactive files Manager, P8 Content Manager, IBM Content Collector
to less expensive Enterprise Bundle, Hyland OnBase, EMC Documentum
storage, resulting in
reduced backup
e-mail
windows and reduced
 IBM Content Collector for Email, IBM CommonStore for
storage costs Lotus Domino, IBM FileNet Email Manager, Symantec
Enterprise Vault, Zantaz, AXS-One, EMC MailXtender

Databases
 IBM Optim, IBM CommonStore for SAP, Data Retention
IBM FileNet Application Connector for SAP, Solix, EMC Protect your data for the
DatabaseXtender
long term with non-
erasable, non-rewriteable
File Systems storage solutions and
 IBM Content Collector for File Systems, Tivoli Storage demonstrate compliance
Manager (TSM) HSM for Windows and Space Management for
Unix and Linux, TSM Archive Client, SSAM Client, to regulations
Symantec/KVS Enterprise Vault, EMC DiskXtender

14
#IBMEDGE

Addressing IT Motivations

Space Management
move old, inactive files
to less expensive
storage, resulting in Systems Efficiency
reduced backup • Reduce high cost storage.
windows and reduced • Reduce backup & recovery resources.
• Improve managed TB/Admin ratio.
storage costs • Improve server performance/longevity.

User Productivity
• Improve application performance and
availability.
• Reduce time to search for and access
historical/enterprise data.

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Space Management

Policy-Driven
Information Lifecycle
Management (ILM)

Older, infrequently
accessed
information

Long-Term
Retention
Archive

#IBMEDGE

Use policy-based automation to
move data across storage tiers to
reduce costs A systematic
approach to
Create/ Collaborate Manage Archive Retire
capture data lifecycle:
Service-level agreements (SLAs)

Set policies and automate the movement of data to the optimum
Online access with

Performance and Functionality
environment over time

SSD assured authenticity
Metadata-policy

Requirements
management
Capacity
Online
Higher service levels
NAS
Streamline
management and
Performance lower total cost of
Online ownership (TCO)
SAN Online
Archival Offline Tape
Time
Days Months Years Decades
Data: rate of change

#IBMEDGE

Tape’s substantial cost advantage over
disk is forecast to continue through 2015
$/GB for Storage Media
DRAM
1.E+05
NAND
HDD 2002 estimated CAGR
Tape Tape’s cost advantage over
1.E+04 Credit Suisse 2008 Study
Grochowski 2003
disk also contributes to a
IDC 08 signification TCO advantage
HDD History
1.E+03
TCO Comparison
16
1.E+02
Disk Tape
14
$/GByte

12
1.E+01
10
8
1.E+00 6
4

1.E-01
2
0
10 yr Archive 5 yr Backup
1.E-02 Tape (Clipper Gp) (ESG Study)

1.E-03
1990 1995 2000 2005 2010 2015
Year

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Blended Solutions: Reducing Costs and
Increasing Flexibility
• Lower costs primarily from:
Utilizing Tape Drastically Reduces TCO – Lower cost of media
10 year TCO example. Assumes 250TB storage, 25% growth/yr
– Minimal need for Power &
Cooling
$7
$6,365,950 • Increased flexibility from ability
Floor space
Power & Cooling to:
Maintenance
– Add capacity by simply adding
Prod + DR Carts
tape cartridges
Millions

Hardware
$3.5 – Expand tape libraries over and
around existing equipment in the
$2,255,346
data center

$946,405 • Reliability: lower bit-error-
rates, read verifications after
$0 writes.
SATA Disk Tape Blended Disk
and Tape
* TCO estimates based on IBM internal studies.

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Automate Data Placement and
Migration
IBM Active Cloud Engine™

File
creation
30 days
Optional TSM/HSM
Initial Server & Virtual or
Physical Tape Pool
placement
SAS 180 days

NL-SAS

IBM SONAS and
Storwize V7000 Unified

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Addressing Business Needs

Compliance/Risk
• Manage to regulations (SOX, HIPPA etc).
• Penalties and brand damage.
• Exposure by keeping data too long.
• Litigation support.

Document/Process Automation
• Go paperless in a process.
• Integrate digitization to change/improve
Data Retention
business processes. Protect your data for the
• Store all documents/images online to improve long term with non-
access/sharing.
erasable, non-rewriteable
storage solutions and
Information Innovation demonstrate compliance
• Mine information for unique value.
• Enhance business for competitive advantage to regulations
or organizational improvement.

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Non-Erasable, Non-Rewriteable
(NENR) storage
WORM
Optical Platters Tape Cartridges Disk Drives
The original IBM LTO and Disk media is
write-once, TS1100 drives not WORM, but
read-many support WORM we can add
(WORM) media, media “software
including DVD enforcement”
and CD-ROM against
tampering
NENR

From U.S. SEC 17a-4
If employing any electronic storage media other than optical disk technology (including CD-ROM), the member, broker,
or dealer must notify its designated examining authority at least 90 days prior to employing such storage media.

The electronic storage media must:

Preserve the records exclusively in a non-erasable, non-rewriteable, format;

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Comply with regulatory and security
Requirements
Why? So you can confidently protect your
strategic information assets
1. Use non-erasable, Non-rewriteable storage
for data retention and regulatory compliance
requirements
• WORM tape media (LTO and 3592)
• N series with SnapLock™ Compliance and
SnapLock™
2. Complementing Software
 System Storage Archive Manager
 IBM Optim, Content Collectors and eDiscovery tools

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WORM Tape
• 3592 cartridge media
– 500 GB native capacity – Economy WORM Cartridge
• Faster average retrieval time, lower cartridge price
– 4 TB native capacity – Advanced WORM Cartridge
• LTO cartridge media
– LTO-3 400 GB native capacity WORM cartridge
• Benefits
– Supports long term data retention applications
– Helps comply with requirements for non-rewriteable, non-erasable
media
– Cost effective storage
– Utilizes standard tape libraries and controllers

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IBM N series with SnapLock™
• Non-erasable, non-rewritable magnetic
disk storage
– Add-on software license
– Enabled at a volume level

• Fine-grained management
– File-level retention policies
– Reclaim space with file expiration

• Tamperproof ComplianceClock™
• Open protocol interfaces
– Data access via CIFS and NFS
– Easy application integration without
closed, proprietary APIs

• High performance—implemented on
industry's fastest NAS platforms
• SnapLock Compliance version
• SnapLock Enterprise version

#IBMEDGE

Compliance Archive through Software
Enforcement
• System Storage Archive Manager (SSAM)
– Is a special “hardened-for-archive” TSM server
– Is an archive/retrieve only solution
• Archive: copy data or file from client to preserve for later use
– Facilitates compliance with regulatory requirements
– Has special data retention protections
– Accepts data from TSM client API or the SSAM client
• SSAM client = Archive only version of TSM B/A client

• SSAM performs storage management
– Manages data placement based on policies
– Manages migration of data within storage hierarchy

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IBM System Storage Archive
Manager Overview
• SSAM is licensed by data capacity rather than number of
processors
– Primary storage pools only

• TSM support for Non-Erasable, Non-Rewriteable (NENR)
media, including
– SnapLock™ for IBM N series and NetApp storage
devices
– EMC Centera
– IBM 3592 WORM tape
– LTO WORM tape

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SSAM Data Retention Protection
• SSAM includes the following capabilities
–Archive object protection
• Archive object cannot be deleted until retention period is expired
–Chronological (time) Based retention policies
–Event Based retention policies
• Allows starting retention period of objects based on an event
–Deletion Hold / Release
• Hold overrides retention time countdown
• Hold & release controlled by API or SSAM/BA client

• Additional Data Retention Protection:
–Decreasing retention time of archived objects is not possible
–Deleting retention policies (management classes) is not possible
–Administrator cannot delete nodes or objects

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Chronological and Event Based
Retention
Chronological Based
Minimum
Fixed Period
X
Day 0 Dispose after fixed period
from creation date

Event Based with Fixed Protection Periods
Minimum Event

X
Fixed Period Fixed Period

Day 0 Dispose after fixed period
from event date

Event Based with no Fixed Protection Period
Event

X
Day 0 Dispose after event

#IBMEDGE

Deletion Hold and Release API
Function
Event-Based Retention Policy

API ‘Hold’
issued
API ‘Release’
issued X
RETMIN RETVER

Day 0 API ‘Event’ Automated
issued Expiration
Data stored
in Archive Data deleted in
Archive

Chronological Retention Policy
API ‘Release’
issued X
RETVER

Day 0 API ‘Hold’ Automated
issued Expiration
Data stored
in Archive Data deleted in
Archive

#IBMEDGE

TSM/SSAM Transparent encryption
• TSM provides simple key management
– Available for TSM API applications; e.g. DP Exchange, DP SQL,…
– TSM API Client generates a random encryption key password
• Per data object selected by “include. encrypt” and “exclude. encrypt” criteria
– TSM API Client passes encrypted data object encryption key password to TSM Server
across “the wire”
• TSM Client-Server “Session Key” used to encrypt/decrypt
• AES128 encryption used if BOTH Client and Server support it

• HW Tape Drive Encryption ( IBM TS1120-TS1140, LTO4-LTO5)
– Device Class specification
– One encryption key for each tape volume/cartridge
– TSM Server generates, encrypts, and stores the encryption key in the TSM database along with
other tape volume metadata
– TSM supports HW provided encryption modes, Application, System and Library
– TSM manages key in Application mode, other modes transparent to TSM

• Backup-Archive client simple key management support (TSM 5.5)

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IBM Optim™ Solution Focus
• Optim Data Growth Solution
(Archiving)
– Improve performance
– Control data growth, save storage
– Support retention compliance
– Enable application retirement
– Streamline upgrades
• Optim Test Data Management
Solution
– Create targeted, right sized test environments
– Improve application quality
– Speed iterative testing processes
• Optim Data Privacy Solution
– Mask confidential data
– Comply with privacy policies

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IBM Optim Archive Concepts
Information Archiving and Storage Access Models

Optim Archiving Architecture Legal Control
• Legal Hold & Discovery
Enterprise Structured • Archive Management
Optim Services
Content • Records / Retention
• Policy based Data Purge
• Heterogeneous R-DBMS • Complete Business Object
• Legacy Data Store • Process Execution / Audit / Monitoring
• Related file system documents
Operational Control
• Provenance • Tiered Storage
• Multi-tier Secure Access • SLA
• Meta Data Capture and Retention • Process Monitoring
• Data Lifecycle Management • Search
Retention Policy Enforcement • Federated DBMS Security
Storage Management
Operational Processes
• Archiving Process
• Archive Catalog Immutable Lifecycle Analysis & Reporting
• Embedded Controls & ILM Archives Management • Search and Browsing
• Business Intelligence

Storage
Virtual Management
Archive Collections Integration

Simplified, Prescriptive, Easy To Deploy

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Database Archiving Example
Before: After: Current Active Online/Offline
Data Historical Archive or Delete

0-2 yrs. 3-4 yrs. 7+ yrs.
Keep
Everything
Forever
Archive Files
Archive Compressed
Archive
Production File Directory
Service Levels Missed Database Database
SAN Delete
Retrieve
Big databases run
slower

Operations Risk Open Access to Application Data
SQL accidently bulk
modify/delete

Multiplying IT costs
Growth for QA, Test,
Dev, Reporting,
Report XML ODBC / Application
Backup/Recovery Writer JDBC

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IBM’s innovative Smart Archive
Make data easier to find while lowering total costs

Archive Policy Management

Collect Migrate Delete
Unchanged Infrequently Expired
data accessed data data

Months to Years to
Applications Years Decades

Automate data migration over time to reduce cost and risk
– Up to 70% of data is duplicate and hasn’t been accessed in over 90 days
– “A well deployed archiving strategy can save up to 60% in backup costs and
reduce your backup times by up to 80%”

Sources: “Top 10 Strategies for Surviving Unconstrained Data Growth,”
Gartner Symposium Presentation, October 2010

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IBM Content Collector Overview
Modular and Extensible … Powered by Unique Task Routing

Policy &
Source Connectors Task Routing Target Connectors
MESSAGING / EMAIL Engine IBM NATIVE
 Microsoft Exchange / PST  FileNet P8
 Lotus Domino / NSF  CM8
 Lotus iNotes / LotusLive  FileNet Image Services
 Instant Messaging (3rd Party)  Tivoli Storage Manager
Task Connectors
FILE SYSTEMS
 Microsoft File System INTERNAL TASKS CUSTOM / OTHER
 Desktops (via Tivoli CDP)  Copy / Move / Delete / Stub  Microsoft File System
 Data ONTAP (NetApp / IBM N series)  De-Duplication
 Other File Systems  Rules-Based Classification

OTHER EXTERNAL TASKS
 Optim Archive Files  Records Declaration
 SAP Archive Files *  Advanced Context Classification
 Microsoft SharePoint  Rendering (3rd Party)
 Lotus Quickr **
 IBM Content Integrator CUSTOM TASKS
 CMIS  API Support / Partner Apps
 Tivoli Storage Manager  Meta Data Enhancement / Cleansing
* SAP available as specialized
 Encryption connector
CUSTOM SOURCES  System Lookups ** Lotus Quickr connector available
 API Support with SDK  ILOG Rules Engine (or 3rd Party) today with ECM services
 Policy Management

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Content Collection for Email Reference
Architecture
Domino Exchange

Primary Messaging
System Data Store
All Users Source
Connector Content
aware
Search Few
Copy, Move, Authorized
Delete, Stub,
Task Analyze
Connectors
Retrieve Users
Classify etc
Disclose
Links to
Hold
Target access
Connector
Archive
Archive Storage
Data Store Hierarchy

#IBMEDGE

Archive Solution Architecture
Three critical components are required to build a solution:
1. Business application
2. Content management application
3. Storage Container: Rewriteable or Non-erasable / non-rewriteable (NENR) technology

Business
Application Content Management or Storage Container
content Archiving application Retention System

DB2
SQL Server

Reports, Documents, IBM Content Manager
Records, Customer IBM CM OnDemand
Correspondence IBM FileNet Image Services

IBM Content Collector
IBM CommonStore
IBM FileNet
(Email Manager IS)

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eDiscovery
• In 2006, Federal Rules of Civil

$3M Procedure (FRCP) made all electronic
data legally admissible for discovery in
U.S. civil courts
Average cost to collect,
cull and review
information per legal
case1
• Western Europe is catching up, such
as the U.K. Bribery Act and Foreign
Corrupt Practices Act (FCPA)

70% • Large corporations, especially those
that deal with serial litigation and
Portion of information
unnecessarily retained2 those in highly regulated industries,
are having the most difficulty adopting
eDiscovery

Sources: 1 Litigation Cost Survey of Major Companies, 2010 (from
Conference on Civil Ligitation, Duke Law School, May 2010). 2
Industry estimates

#IBMEDGE

Superior eDiscovery Software
Efficient litigation improve defensibility and lower the cost of eDiscovery response with
Increase agility, response enabled by proactive information management
targeted tools to collect, hold, manage, assess and intelligently cull collected electronic
information regardless of originating source

IBM eDiscovery Manager IBM eDiscovery Analyzer
• Tool for authorized IT users to help respond • Early case assessment and smart culling for legal
to discovery requests from legal professionals and litigation support specialists
• Create and manage cases; search, assign, • Smart refinement of case collections to help
hold, preview, and export collected content dramatically reduce eDiscovery costs
• Built on and integrated with ECM platform • Advanced conceptual search and content
with full auditability for chain-of-custody analytics for rapid case insight

#IBMEDGE

IBM Archiving Solutions
Value is delivered to you by:

 Providing offerings for all types of data (e-mail, database, unstructured).

 Leveraging policy-based data automation software for data movement,
replication, retention and deletion.

 Lowering TCO by leveraging tiered storage and increasing storage efficiencies.
 Disk systems, Tape Systems, Blended disk and tape

 Delivering flexible Non-erasable, Non-rewritable (NENR) and encryption
options for securing data.
 “If it is worth saving, it is worth protecting”.

 Integrating IBM hardware, software and services into proven solutions.
 Packaged and custom configurations for organizations of all sizes.

#IBMEDGE

Thank You!

Session: sBR31
Presenter: Tony Pearson

#IBMEDGE
Intel, the Intel logo, Xeon and Xeon Inside are trademarks or registered
trademarks of Intel Corporation in the U.S. and /or other countries.

For More Information
Email:
tpearson@us.ibm.com

Twitter:
http://twitter.com/az99Øtony

Blog:
http://ibm.co/brAeZØ

Books:
http://www.lulu.com/spotlight/99Ø_tony

IBM Expert Network:
http://www.slideshare.net/az990tony

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Therefore, no assurance can be given that an individual user will achieve throughput or performance improvements equivalent to the ratios stated here.

Prices are suggested U.S. list prices and are subject to change without notice. Starting price may not include a hard drive, operating system or other features. Contact your IBM
representative or Business Partner for the most current pricing in your geography.

Photographs shown may be engineering prototypes. Changes may be incorporated in production models.

© IBM Corporation 2012. All rights reserved.
References in this document to IBM products or services do not imply that IBM intends to make them available in every country.

Trademarks of International Business Machines Corporation in the United States, other countries, or both can be found on the
World Wide Web at http://www.ibm.com/legal/copytrade.shtml.

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