Click here to close now.




















Welcome!

Open Source Cloud Authors: Carmen Gonzalez, Mike Kavis, SmartBear Blog, Liz McMillan, Pat Romanski

Related Topics: @BigDataExpo, Java IoT, Microservices Expo, Microsoft Cloud, Containers Expo Blog, @CloudExpo

@BigDataExpo: Article

The ‘A-ha’ About Active and Inactive Data

Despite advances in technology, the way we manage the growth in files has not changed much in the last decade or two

How many kinds of files are in use in your organization? Fifty? A hundred? More?

Wrong. There are only two kinds of files: active files and inactive files. (I admit it was a trick question.) Users create a file - a spreadsheet, an image, an invoice, etc. As long as the file is being worked with, it's an active file. Users can share, collaborate, and edit the file to their heart's content, but eventually the file is no longer current, and it becomes inactive.

But in this litigious and increasingly regulated world, there is no such thing as deleting a file. You're stuck with that inactive file, for years, if not forever, like your 30-year-old college dropout kid who still lives in the basement.

Despite advances in technology and a proliferation of alternatives, the way we manage the growth in files has not changed much in the last decade or two. We let the volume of files grow until it consumes all of the available resources, and then we throw money at the problem. Or we throw money at someone else who does essentially the same thing, just with cheaper disks.

Years ago, it was not a bad strategy. The majority of all files were active. The cost of having inactive files in the same pool was small. Today, it's an outdated strategy, and it's a costly strategy, one that few CIOs and budget-minded IT administrators feel particularly good about anymore. That's one positive side effect of the global economic recession: operations of all sizes, including Fortune 1000s and large government agencies, have much less tolerance for deferring a problem by throwing money at it.

It frankly makes no sense to spend thousands to millions of dollars on more and more primary storage to store obsolete or redundant files. It makes even less sense when we consider that runaway data growth is something of a myth when it comes to active files: in most organizations; the volume of active files - the files people create and use to do their jobs day in and day out - remains nearly fixed.

How can this be? Consider the way most workplaces operate. Your company pays its staff to work on different things this week than what they worked on last week or last month. Employees create new files for each new project, and their previous ones become inactive. In a typical organization, inactive data is responsible for data growth, not active data, whereas, the number of active files is proportional to the number of employees available to use them. For the most part, in three years, you'll have about the same number of active files as you have today, assuming you have the same headcount. Most companies add a few employees, let a few employees go, generate more files during the busy season, then fewer files during the lean times. In general, however, the number of users and the amount of active files will stay relatively constant. In this post melt-down economy, no one is hiring like there's no tomorrow. In fact, five-figure layoffs are still a common occurrence; they just don't make the news anymore.

If you've been in business for at least a few years, it's safe to assume two-thirds of your files are inactive. What's more, once saved to the network, 80 percent of your files will never even be looked at again.

Note that "looking at" an old file is not the same as "working on" an old file. An inactive file may be requested for research or reference purposes, but it won't be edited. When it reaches that stage of inactivity, it's in essence a read-only file. This means your inactive file data should be managed as a read-only archive - since the odds bet is read never, and the next best bet is read-only.

With these considerations in mind, purchasing additional primary storage to manage inactive file growth is unjustifiable, especially considering that storage operating costs can be five times the initial acquisition costs.

The growth of inactive files has an additional administrative cost when one adds on the constant cycle of backups. It's not unusual for an organization performing a standard weekly full backup, plus nightly incremental backups, to have 15, 20, even 25 copies of file data at any time. One of our customers, a multinational banking and financial services firm, was maintaining 28 copies of each file until we came in to provide relief.

Employing the same old backup tactics with online storage saves money on hardware, but does not address the core problem of file proliferation. Transferring inactive files to less costly archival storage media works well on paper, but not in practice. Both these methods suffer from inefficiencies and insecurities. Physically moving a petabyte of data can take months, and finding a file takes arduously long (if it's ever found at all; more than 60 percent of the time, it's not). This can spell the end of the business when a federal court judge comes around asking the company to produce a few thousand documents.

The real savings kick in when the typical file backup strategy is scrapped in favor of tiering, which is based on an online archive for inactive files. The key to achieving this is controlling and managing how and when files are moved - in other words, when a file becomes inactive.

The goal is to categorize data, properly manage it, and move the right data to the second tier to reduce costs, address compliance issues, and meet electronic discovery requirements. Granted, the cost, time, and complexity involved in scanning the entire file system and moving data to an archive can be onerous. However, event- and policy-driven software that automates these processes based on age, type, size or access frequency makes this a much smaller chore.

With this method, it's not unusual to see a two-thirds reduction in the cost of storing and protecting inactive files in the first year alone, and the savings accumulate as the inactive file load grows. One manufacturing customer calculated their first-year savings as 82 percent. Even if the initial costs of this tiered approach are twice as much as storage hardware (which seems unlikely), there would still be a savings as time goes by, since operating costs always exceed acquisition costs.

This second tier for inactive data can be maintained as a read-only archive, since it's very unlikely these files will be changed again. For example, an engineering firm may want to view the architectural plans from a project they did two years ago, but it's unlikely they would make any edits on that original file. This can deliver additional savings over time.

If no other message resonates, we hope we've at least established that traditional methods of accommodating data growth do not make sense when it's inactive, infrequently accessed, obsolete files that are typically responsible for that growth. Expensive primary storage, and the Sisyphean task of regular backups, will not solve the problem of inactive files.

More Stories By Bruce Backa

Bruce Backa, CEO of NTP Software®, a leader in File Data Management, is recognized as a Technology Pioneer by the World Economic Forum. Prior to founding NTP Software nearly 20 years ago, he held CTO positions at the international insurance and financial services firm AIG and the American Stock Exchange. He holds several U.S. and international patents related to data management, and was awarded the Kemeny Prize in Computing from Dartmouth College.

Comments (0)

Share your thoughts on this story.

Add your comment
You must be signed in to add a comment. Sign-in | Register

In accordance with our Comment Policy, we encourage comments that are on topic, relevant and to-the-point. We will remove comments that include profanity, personal attacks, racial slurs, threats of violence, or other inappropriate material that violates our Terms and Conditions, and will block users who make repeated violations. We ask all readers to expect diversity of opinion and to treat one another with dignity and respect.


@ThingsExpo Stories
All major researchers estimate there will be tens of billions devices - computers, smartphones, tablets, and sensors - connected to the Internet by 2020. This number will continue to grow at a rapid pace for the next several decades. With major technology companies and startups seriously embracing IoT strategies, now is the perfect time to attend @ThingsExpo, November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Learn what is going on, contribute to the discussions, and ensure that your enterprise is as "IoT-Ready" as it can be.
With the Apple Watch making its way onto wrists all over the world, it’s only a matter of time before it becomes a staple in the workplace. In fact, Forrester reported that 68 percent of technology and business decision-makers characterize wearables as a top priority for 2015. Recognizing their business value early on, FinancialForce.com was the first to bring ERP to wearables, helping streamline communication across front and back office functions. In his session at @ThingsExpo, Kevin Roberts, GM of Platform at FinancialForce.com, will discuss the value of business applications on wearable ...
17th Cloud Expo, taking place Nov 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, will feature technical sessions from a rock star conference faculty and the leading industry players in the world. Cloud computing is now being embraced by a majority of enterprises of all sizes. Yesterday's debate about public vs. private has transformed into the reality of hybrid cloud: a recent survey shows that 74% of enterprises have a hybrid cloud strategy. Meanwhile, 94% of enterprises are using some form of XaaS – software, platform, and infrastructure as a service.
Containers are not new, but renewed commitments to performance, flexibility, and agility have propelled them to the top of the agenda today. By working without the need for virtualization and its overhead, containers are seen as the perfect way to deploy apps and services across multiple clouds. Containers can handle anything from file types to operating systems and services, including microservices. What are microservices? Unlike what the name implies, microservices are not necessarily small, but are focused on specific tasks. The ability for developers to deploy multiple containers – thous...
SYS-CON Events announced today that Micron Technology, Inc., a global leader in advanced semiconductor systems, will exhibit at the 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Micron’s broad portfolio of high-performance memory technologies – including DRAM, NAND and NOR Flash – is the basis for solid state drives, modules, multichip packages and other system solutions. Backed by more than 35 years of technology leadership, Micron's memory solutions enable the world's most innovative computing, consumer,...
As more intelligent IoT applications shift into gear, they’re merging into the ever-increasing traffic flow of the Internet. It won’t be long before we experience bottlenecks, as IoT traffic peaks during rush hours. Organizations that are unprepared will find themselves by the side of the road unable to cross back into the fast lane. As billions of new devices begin to communicate and exchange data – will your infrastructure be scalable enough to handle this new interconnected world?
While many app developers are comfortable building apps for the smartphone, there is a whole new world out there. In his session at @ThingsExpo, Narayan Sainaney, Co-founder and CTO of Mojio, will discuss how the business case for connected car apps is growing and, with open platform companies having already done the heavy lifting, there really is no barrier to entry.
SYS-CON Events announced today that the "Second Containers & Microservices Expo" will take place November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Containers and microservices have become topics of intense interest throughout the cloud developer and enterprise IT communities.
Consumer IoT applications provide data about the user that just doesn’t exist in traditional PC or mobile web applications. This rich data, or “context,” enables the highly personalized consumer experiences that characterize many consumer IoT apps. This same data is also providing brands with unprecedented insight into how their connected products are being used, while, at the same time, powering highly targeted engagement and marketing opportunities. In his session at @ThingsExpo, Nathan Treloar, President and COO of Bebaio, will explore examples of brands transforming their businesses by t...
WebRTC services have already permeated corporate communications in the form of videoconferencing solutions. However, WebRTC has the potential of going beyond and catalyzing a new class of services providing more than calls with capabilities such as mass-scale real-time media broadcasting, enriched and augmented video, person-to-machine and machine-to-machine communications. In his session at @ThingsExpo, Luis Lopez, CEO of Kurento, will introduce the technologies required for implementing these ideas and some early experiments performed in the Kurento open source software community in areas ...
Akana has announced the availability of the new Akana Healthcare Solution. The API-driven solution helps healthcare organizations accelerate their transition to being secure, digitally interoperable businesses. It leverages the Health Level Seven International Fast Healthcare Interoperability Resources (HL7 FHIR) standard to enable broader business use of medical data. Akana developed the Healthcare Solution in response to healthcare businesses that want to increase electronic, multi-device access to health records while reducing operating costs and complying with government regulations.
The Internet of Things is in the early stages of mainstream deployment but it promises to unlock value and rapidly transform how organizations manage, operationalize, and monetize their assets. IoT is a complex structure of hardware, sensors, applications, analytics and devices that need to be able to communicate geographically and across all functions. Once the data is collected from numerous endpoints, the challenge then becomes converting it into actionable insight.
With major technology companies and startups seriously embracing IoT strategies, now is the perfect time to attend @ThingsExpo in Silicon Valley. Learn what is going on, contribute to the discussions, and ensure that your enterprise is as "IoT-Ready" as it can be! Internet of @ThingsExpo, taking place Nov 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, is co-located with 17th Cloud Expo and will feature technical sessions from a rock star conference faculty and the leading industry players in the world. The Internet of Things (IoT) is the most profound change in personal an...
WebRTC has had a real tough three or four years, and so have those working with it. Only a few short years ago, the development world were excited about WebRTC and proclaiming how awesome it was. You might have played with the technology a couple of years ago, only to find the extra infrastructure requirements were painful to implement and poorly documented. This probably left a bitter taste in your mouth, especially when things went wrong.
The 3rd International WebRTC Summit, to be held Nov. 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA, announces that its Call for Papers is now open. Topics include all aspects of improving IT delivery by eliminating waste through automated business models leveraging cloud technologies. WebRTC Summit is co-located with 15th International Cloud Expo, 6th International Big Data Expo, 3rd International DevOps Summit and 2nd Internet of @ThingsExpo. WebRTC (Web-based Real-Time Communication) is an open source project supported by Google, Mozilla and Opera that aims to enable bro...
Through WebRTC, audio and video communications are being embedded more easily than ever into applications, helping carriers, enterprises and independent software vendors deliver greater functionality to their end users. With today’s business world increasingly focused on outcomes, users’ growing calls for ease of use, and businesses craving smarter, tighter integration, what’s the next step in delivering a richer, more immersive experience? That richer, more fully integrated experience comes about through a Communications Platform as a Service which allows for messaging, screen sharing, video...
The 17th International Cloud Expo has announced that its Call for Papers is open. 17th International Cloud Expo, to be held November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, brings together Cloud Computing, APM, APIs, Microservices, Security, Big Data, Internet of Things, DevOps and WebRTC to one location. With cloud computing driving a higher percentage of enterprise IT budgets every year, it becomes increasingly important to plant your flag in this fast-expanding business opportunity. Submit your speaking proposal today!
In his session at @ThingsExpo, Lee Williams, a producer of the first smartphones and tablets, will talk about how he is now applying his experience in mobile technology to the design and development of the next generation of Environmental and Sustainability Services at ETwater. He will explain how M2M controllers work through wirelessly connected remote controls; and specifically delve into a retrofit option that reverse-engineers control codes of existing conventional controller systems so they don't have to be replaced and are instantly converted to become smart, connected devices.
SYS-CON Events announced today that IceWarp will exhibit at the 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. IceWarp, the leader of cloud and on-premise messaging, delivers secured email, chat, documents, conferencing and collaboration to today's mobile workforce, all in one unified interface
SYS-CON Events announced today the Containers & Microservices Bootcamp, being held November 3-4, 2015, in conjunction with 17th Cloud Expo, @ThingsExpo, and @DevOpsSummit at the Santa Clara Convention Center in Santa Clara, CA. This is your chance to get started with the latest technology in the industry. Combined with real-world scenarios and use cases, the Containers and Microservices Bootcamp, led by Janakiram MSV, a Microsoft Regional Director, will include presentations as well as hands-on demos and comprehensive walkthroughs.