Welcome…

Documentum Content Storage Services Matthew Coblentz CSS Product Manager September 21, 2004 © 2004 EMC Corporation. All rights reserved.

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Agenda

y Enterprise Content Management (ECM) and Information Lifecycle Management (ILM) – where this fits y Customer challenges when matching the business value of content to the cost of storage y Introduce Documentum’s Content Storage Services (CSS) y Usage scenarios

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Expectations y You will understand – Why CSS is so revolutionary – CSS intended usage scenarios – How policies are intended to be used and managed

y Be able to identify possible areas in your organization where CSS can be useful

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But first… y Interactive Session – feel free to ask questions y Q&A / Review session at end of presentation y Opportunity for follow-up questions at the PM dinner tonight or the Askthe-PM session tomorrow

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Enterprise Content Management and Information Lifecycle Management Content Lifecycle

Create/Capture

Change

Route

Approve

Publish

Active Information Management

Classification Business Rules

Retire

Metadata

Compliance

Versioning

Auditing

Integrated Protection & Recovery

Automated

Tiered Storage

Policy-Based

© 2004 EMC Corporation. All rights reserved.

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Challenges y Exponential growth of unstructured digital content y Content archival, retrieval, and distribution is a time consuming, manual, error prone process y IT doesn’t have a way to effectively assign storage based on business value of content y Lines of Business are paying for storage characteristics (speed, uptime) that are not needed y Storage cannot be dynamically assigned based on the type of information being stored

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What If An Enterprise Could… y …Use business-driven policies to match the cost of the storage service level with the access and retention requirements of the information? y …Manage the movement of content across storage service levels y …Automate content archival, retrieval, and distribution? y …Make it transparent to end users?

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© 2004 EMC Corporation. All rights reserved.

Policy Statements Reflect Service Levels and Lifecycle Stages

e-Mail Archive

Fast access for litigation sensitive archives as needed

Moderate availability for life

Destroy upon end of life

Fixed Financial Documents

Fast access, high availability in first year

Moderate availability when retired

Corporate Policies

Fast access, high availability while in effect

Moderate availability when retired

Destroy upon end of life

Low cost storage when facilities are retired

Destroy upon end of life

Plant & Facilities Documents

Moderate availability while facilities in use

Destroy upon end of life

…

… Many types of content exist within enterprises

Policies must be driven by the business needs 8

© 2004 EMC Corporation. All rights reserved.

Match the Service Level to the Business Value of the Content $.05 Cents/MB

Content Stored Across Service Levels based on ILM policies

Platinum Service Level

$.025 Cents/MB Information Service level

Gold Service Level $.01 Cents/MB

Silver Service Level

$.001 Cents/MB

Bronze Service Level

™ Information automatically matched to the service level based on ILM Policies

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File and Disk Level Hierarchical Storage Management (HSM) is Not Sufficient y HSM Solutions are limited to: – File Level Information

Blackbox.doc

4,288KB

6/14/2002 3:42 PM

– Disk Level Information

20% Available 80% Full

?

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Announcing: Documentum Content Storage Services (CSS) y Enables policy-based information lifecycle management by providing customers the ability to define and automate the execution of content storage policies y Reduces the costs associated with managing storage infrastructure by automating the movement of content across storage service levels as the access and retention requirements change over time.

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What is Content Storage Services? y New policy engine in the Documentum Content Server enabling eventtriggered, ad hoc, and batch execution of storage assignment and migration policies. y New policy creation and management tools for defining and altering content storage policies y New audit events and migration logs allow for easy reporting and chargeback capabilities

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Optimize Content Storage According to Business Information The Basics Name Size Date

Ownership

Creator Owner(s) Last Updated By Department Division Application Project ID

etc.

Identification

File Format Version Related Transaction Related Content Objects Parent Object Child Objects Bar Code Tracking ID Radio Frequency ID

etc.

Access Control

Security Clearance Access Control List Browse Privileges Read Privileges Write Privileges Sharing Policy

etc.

Compliance

Process Control

etc.

etc.

Retention Policy Expunge Date Industry Regulation Flag Corp Governance Flag Attorney-Client Priv Flag

Approval Status Lifecycle Phase Workflow Routing Send To Rules Next Approver

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How Does It Work? 1. Storage Administrators designate service level tiers within the storage infrastructure 2. Line of business users work with storage administrators to define content-specific policies that specify: – Initial storage tier assignment for each content type – Content-specific migration rules for movement across storage tiers during the content lifecycle

3. Administrators define the storage policies through the CSS module in Documentum Administrator

Policies execute automatically and on-demand depending on the business need © 2004 EMC Corporation. All rights reserved.

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Content Storage Services Policy Engine y Attributes – Default content attributes (title, subject, author, keywords) – Custom content attributes (invoice amount, loan number, etc)

y Policies – Assignment Policies drive initial placement in storage infrastructure • Ex. “If content_type = movie, store in Gold Level Array 1”

– Migration Policies move content in response to business events • Ex. “Move all items contained in a virtual loan file to Silver Level Array 3 when it reaches the ‘Approved’ lifecycle state

y Execution Modes – Event-triggered – Batch – Ad-hoc

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Policy-based Assignment Place content intelligently on the right storage device automatically based on business policies

Documentum Platform with CSS

Files

Mid-Tier Array

Content Addressed Storage

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9 9 9 9

Object property contains specific value Object of a particular type Content size Object is of a specific format

Regular File System

High End Array 16

Policy-based Migration

Documentum Platform with CSS

Mid-tier Array

Regular File System

High End Array

Content Addressed Storage

(Distributed HSM)

9Content that has not been accessed/updated for a specified period 9Content is owned by a user and/or group 9Object is made a record 9Object in a particular location in the repository (e.g. cabinet or folder) 9Object property contains a specific value (e.g. type = “Artwork”) 9Content is part of the result set from a query 17

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Change the Storage Location Based on Lifecycle States Documentum will migrate content (current version or all versions) between storage devices based on object’s lifecycle and/or workflow & BPM tasks.

Create/Capture

Mid-tier Array

Change

Route

High End Array

Approve

Archive

Retire

Archival Device Offline

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Policy Driven Storage – Versions of Content Process/ Workflow

State/ Lifecycle

REVIEW

ARCHIVE

APPROVE

WIP

RETIRED

CURRENT

Mid-tier Array

High End Array

WIP

Content Addressed Device Retired

Current

Version 1.5

Version 2.0

Version Old 19

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Content Storage Services Architecture Content Server with

CSS Admin

CSS Policy Engine

Console

Content Files

Attribute Tables In RDBMS

Storage Area 1

Full-text Indexes

y

Policies Drive Storage Assignment

y

Content migrates across storage areas throughout its lifecycle according to business need

y

A unified repository with the advantages of an optimized content storage infrastructure

y

Works on all supported hardware platforms; not just EMC

Storage Area 2

Storage Area n… 20

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Administrators Can See All Storage Devices

Storage Devices are visible through Documentum Administrator

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Administrators Manage Policies Via Web Interface

Policies are created and managed through Documentum Administrator

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Administrators Define Policies in CSS Admin Console

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Quick Review y CSS is integral part of any ECM / ILM strategy y Assignment Policies for new content y Migration Policies for existing content y CSS works on any hardware; not just EMC

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Technical Details

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Agenda

y Introduction & Technology Background y Installation & Setup y Compatibility y Functionality y Troubleshooting y User Interface y Question & Answer

Documentum Proprietary and Confidential © 2004 EMC Corporation. All rights reserved.

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Introduction Goals

y Automate storage assignment of new and existing content using policies y Make Life-cycle storage-aware y Expose ‘Set Retention Date’ functionality through UI y Introduce a formal mechanism to track content movement

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Introduction y Product/functionality – Name: Content Storage Services – Packaged: 5.2.5 SP2

y Products impacted – DA, WebTop, DFC, DAB & Server

y Target users – Assignment and Migration Policies: Sys Admins & Super users – DAB: Designer – Set Retention Date: WebTop Admins

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© 2004 EMC Corporation. All rights reserved.

Technology Background -- Architecture

WebTop

DA WDK

Policy Engine

DFC

ARP Media Server Content Server

File Store

Centera

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Agenda

y Introduction & Technology Background y Installation & Setup y Compatibility y Functionality y Troubleshooting y User Interface y Question & Answer

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Installation & Setup y CSS Installation – Packaged as 5.2.5 SP2 – System Requirements • No change from 5.2.5 SP1 or 5.2.5. Refer to Content server, DA & WebTop installation guides for details

– Install Process • Upgrade Path – Content server -- 5.2.5 Æ 5.2.5 SP2 or 5.2.5 SP1 Æ 5.2.5 SP2 – DA – uninstall older version and install 5.2.5 SP2 – WebTop -- uninstall older version and install 5.2.5 SP2

y Configuration Supported in 5.2.5 SP2 – All existing platforms supported

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Installation & Setup

y CSS License – Prompted by server installer when attempting to configure or upgrade a docbase • Installer will always install CSS specific object types – dm_ssa_policy – dm_relation_ssa_policy

– Attribute r_storage_mode on docbaseconfig manages license – Only DA enforces CSS license • Controls access to Assignment Policy & Migration Policy

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Agenda

y Introduction & Technology Background y Installation & Setup y Compatibility y Functionality y Troubleshooting y User Interface y Question & Answer

Documentum Proprietary and Confidential © 2004 EMC Corporation. All rights reserved.

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Compatibility

y Backward compatibility – DFC tested against 5X server – DMCL tested against 5X server

y Autorender – Needs to be enhanced to use DFC. Will be available in 5.3 y Distributed Content – Not supported y Replication – Not supported y Dump & Load – Not supported y Refresh – Not supported

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© 2004 EMC Corporation. All rights reserved.

Agenda

y Introduction y Technology Background y Installation & Setup y Compatibility y Functionality y Troubleshooting y User Interface y Question & Answer

Documentum Proprietary and Confidential 35

© 2004 EMC Corporation. All rights reserved.

Functionality Overview

Create/Capture Version New content

•Use Assignment Policies to automate storage assignment •Assignment policies act only on newly created content

Manage Publish Work-in-progress content

•Use Move Content procedure to move content during document promotion

Retire Archive Old/Existing content

•Use Migration Policies to automate migration of existing content •Specify DQL predicate to select content to move

•Rules in an Assignment policy select content to migrate

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Functionality Overview

WebTop

DA

Set Retention Date

Content Server

•Retention date can be set on sysobject & derived types from WebTop & DA •New sysobject attribute ‘i_retain_until’ displays retention date

Centera

•Event dm_move_content triggered when content is moved using Migration Policies or MIGRATE_CONTENT

Move Content Audit Trial

File Store

Centera

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Functionality Details Assignment Policy

y Policy is associated with object types:

Policy A (dm_ssa_policy)

Dm_relation_ssa_policy

Dm_relation_ssa_policy

dm_sysobject

dm_foo

Rule 1 Rule 2 Rule 3

y Policy is triggered during Save and Checkin – setfile, setcontent, addrendition, appendfile, appendcontent,insertfile, insertcontent

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Functionality Details Assignment Policy

y Policy is made up of rules – Type of Rules • Standard rules – Content size (content_size) – Format (full_format)

• Custom rules – Example: sysObj.getString(“”).equals(“Bar”) --> “Storage3”

– Rules stored as primary and secondary renditions • In text and binary format

– Rules execute in the order they are listed. If a rule is satisfied, remaining rules are ignored

y Policies can be deactivated y Policies are stored in /System/Storage Policies

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Functionality Details Assignment Policy – Determining Storage

y If a_storage_type set, then store content where specified by application; y Else if policy exists for object, then run policy y Else if policy does not exist, check ancestors for policies and run first policy found y Else if default_storage for format set, then store content where specified by associated format object; y Else if default_storage for object type set, then store content where specified by object type; y Else store in turbo storage.

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Functionality Details Assignment Policies – Custom rules

y Custom rules are written using Java & DFC y Custom rule examples: – sysObj.getString(“subject”).equals(“aaa”) --> filestore_03 • Other methods include getInt(), getLong(), getDouble(), getBoolean()

– sysObj.findString(“authors”, “ash”) > -1 --> filestore_02 • Other methods include findInt(), findDouble(), findBoolean()

– contentInfo.getContentSize()==5 && contentInfo.getContentFormat().equals("crtext") --> "Storage1"

y

Important Note –

For assistance in creating , implementing, or debugging a custom rule customers should contact Documentum Professional Services or Documentum Developer Support

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Functionality Details Assignment Policies – Customizing behavior

y Configuration file: $DOCUMENTUM/Config/dfc.properties y Change cache update frequency – dfc.storagepolicy.validation.interval=n (seconds) – Default: 0 secs

y Change exception behavior if incorrect rule encountered – dfc.storagepolicy.ignore.rule.errors=false (default) • If incorrect attribute name encountered, save or checkin will fail

– If set to true, fatal errors are not raised. Policy engine will continue to process next rule

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Functionality Details Assignment Policies – Customizing behavior

y Switching off Policy Engine – dfc.storagepolicy.diagnostics.enabled=false – Default: true

y Deactivate a Policy from DA – Policy engine will treat deactivated policies as if they don’t exist for new content – Policy management functions will continue to associate policy with object type

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Functionality Details Storage-aware Life Cycle

y Select Move Content action as part of promotion y Move Content action migrates all content associated with page[0] y Move Content is not an atomic operation

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Functionality Details Migration Policy

y Migration Policies migrate existing content y Migration Policy is represented using dm_job type y Migration Policy made up of rules – Standard rules -- based on content size, format and date – Custom predicate – based on DQL predicate

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Functionality Details Migration Policy

y Admin can create any number of Migration Policies – Out-of-the-box: dm_MoveContent policy available y Log and trace file are created using the Migration Policy name. Location of files – dba/log/…/sysadmin/ y Migration Polices don’t work with distributed stores or components of distributed stores -- future release

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Functionality Details Set Retention Date

y Set Retention Date from WebTop or DA – User must be a WebTop admin

y Attribute i_retain_until displays most restrictive date y All content associated with page[0] of the sysobject is moved to CA store y Set Retention Date is an atomic operation

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Functionality Details Audit Trail

y New event dm_move_content y content_id, dmr_content and dm_sysobject can be audited y Audit trail created only when content is moved using MIGRATE_CONTENT – Audit trail is not created when a_storage_type is set – future release

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Agenda

y Introduction & Technology Background y Installation & Setup y Compatibility y Functionality y Troubleshooting y User Interface y Question & Answer

Documentum Proprietary and Confidential © 2004 EMC Corporation. All rights reserved.

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Troubleshooting Assignment Policies

y Initiate logging – Verify policy active/ policy engine turned on – Check rules – rule used in the log – rule not used not listed; you will have to check manually

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Troubleshooting Problem Scenario (1)

1.

Content did not go to the expected store –

Reasons • • •

2.

Changed one or more rules but content is still saved on old store –

3.

Reason: Assignment Policy cache may be stale

Not all content associated with page[0] was moved during life-cycle promotion –

4.

Maybe a_storage_type was set Different rule fired or none of the rules fired Policy is deactivated or policy engine switched off

Reason: Save operation or MIGRATE_CONTENT failed

Unable to checkin or save documents when policy engine is enabled –

Reason: Default store for sysobject type is null or set to turbo store

5. Unable to save or checkin as same version –

Reason: Maybe retention date is set

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Agenda

y Introduction & Technology Background y Installation & Setup y Compatibility y Functionality y Troubleshooting y User Interface y Question & Answer

Documentum Proprietary and Confidential © 2004 EMC Corporation. All rights reserved.

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Storage Management

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Assignment Policies

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Assignment Policy List

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User Interface Assignment policy - New

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Assignment Policy Creating A New Policy

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Assignment Policy Creating A New Policy

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Assignment Policy Creating A New Policy

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Assignment Policy Delete, SaveAs

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Assignment Policy Creating Copy

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Assignment Policy Creating Copy

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Checking Assignment Policies from Object Types

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Type Object Associated Assignment Policy

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Type View Assignment Policy Inheritance

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Type Assignment Policy Inheritance

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Migration Policies

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Migration Policy List

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Migration Policy Creating A New Migration Policy

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Migration Policy Creating A New Migration Policy

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Migration Policy Creating A New Migration Policy

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Migration Policy List

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Migration Policy Actions

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DA and Webtop Modifications in general

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FileStore Friendly Description

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Content Addressable Store (Centera) Description

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Setting Retention Dates

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Setting Retention Date

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Viewing Retention Date

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Store Name for Renditions

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Review Goals

y Automate storage management of new and existing content using policies – Use Assignment Policies to automate storage assignment – Assignment policies act only on newly created content – Rules in an Assignment policy select content to migrate – Use Migration Policies to automate migration of existing content – Specify DQL predicate to select content to move

y Make Life-cycle and Workflow “Storage-Aware” – Use Move Content procedure to move content during document promotion

y Expose “Set Retention Date” functionality through Webtop UI – Must be in Webtop Admin group for this capability

y Introduce a formal mechanism to track content movement – Auditing

© 2004 EMC Corporation. All rights reserved.

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Enterprise Content Management and Information Lifecycle Management Content Lifecycle

Create/Capture

Change

Route

Approve

Publish

Active Information Management

Classification Business Rules

Retire

Metadata

Compliance

Versioning

Auditing

Integrated Protection & Recovery Tiered Storage

Automated

Policy-Based

83

© 2004 EMC Corporation. All rights reserved.

Q&A

Are there any questions? Anyone? Anyone? Anyone?...

© 2004 EMC Corporation. All rights reserved.

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© 2004 EMC Corporation. All rights reserved.

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