9 min read time

Benefits of Backing up Documentum with Data Protector for Documentum Administrators

by   in Portfolio

Backup is your safeguard against unforeseen events such as hardware failures, natural disasters, malicious attacks, or even human error. For a Documentum administrator, ensuring the security and accessibility of the organization's crucial information is a high priority and regular backups of the Enterprise Content Management system are the foundation of a robust data protection strategy. It also offers a range of inherent business benefits, which are included in capabilities offered by OpenText Data Protector. 

Unlocking the Potential of Data Protector Backup Software 

Data Protector goes beyond simple consistent copy or data duplication of data and below are some advanced features that can elevate your backup strategy: 

  • Non-Stop Integration with Documentum: Data Protector provides seamless data protection using a simple backup job for securing all the related Documentum data. This consistent backup and restore is easily configured with just a few clicks and performed online, ensuring logical consistency of all the databases and configuration files. Indexes are also protected on demand using a separate workflow, reducing the recovery time in case of contingency. This approach allows for automated backup initiation, further reducing administrative overhead as well as enabling incremental backup to reduce the backup window and deduplicated backups for efficient storage. 
  • Automated Scheduling: Schedule backups to run automatically at designated times, ensuring a consistent and reliable backup routine with no manual intervention.  This frees up valuable IT resources and eliminates the risk of human error in initiating backups. 
  • Back-up Verification: After each backup, Data Protector verifies data integrity with checksums, unique identifiers for files.  In addition, Machine learning algorithms analyse backup behaviour, automatically detecting unexpected changes that might indicate corruption or other issues. 
  • Long-Term Retention: Implement policies to retain backups for extended periods, fulfilling legal and compliance requirements. Additionally, features like WORM (Write Once, Read Many) and immutability create unalterable backups that cannot be modified, ensuring data integrity for legal or audit purposes. 
  • Deduplication and Compression:  Reduce storage requirements and optimize backup efficiency by eliminating redundant data across backups. This is especially beneficial for large Documentum deployments with repetitive content. 
  • Cloud-based Backup and Recovery: Leverage the scalability and accessibility of the cloud for offsite backups. This provides an additional layer of protection against local disasters and facilitates easy data retrieval from anywhere. 

By harnessing these advanced features, backup software transforms from a simple copy mechanism into a comprehensive data protection solution that empowers Documentum administrators and fosters a culture of data security within the organization, let’s review some of uses cases that benefit from these advanced capabilities. 


Disaster Recovery and Business Continuity: Infinite Possibilities 

A backup with Data Protector is much more than a copy from which to recover a system, it also provides efficient replication capabilities between sites. A backup to a Data Protector Deduplication Device (DPD) repository uses variable block deduplication, which allows space saving and optimised replication, as only the disk blocks that change between each backup are replicated to the secondary site. 

By replicating data to geographically dispersed locations, administrators can ensure rapid recovery in case of a primary system outage. This minimizes downtime and associated business disruptions. In case of a catastrophic event, Data Protector ensures an effective and efficient restoration of Documentum guaranteeing consistency, as DP’s intelligent agent consistently backups all the configuration files, indexes, databases, and files. 

Moving data back from the Cloud: Efficient Data repatriation with Deduplication 

Cloud computing brings clear advantages for businesses and companies, but at the same time brings a source of concern for Information Managers. Cloud offers undeniable benefits for ECM storage, but repatriating data back to your on-premises datacentre can be a daunting task. Here is where automated replication with deduplication shines. This powerful combination allows you to efficiently bring your data back on-site while optimizing bandwidth and storage resources: 

  • Reduced Network Bottlenecks and Cost Savings: Traditional data repatriation involves transferring the entire dataset, often leading to network congestion and incurring high bandwidth costs. Automated replication only transmits changed data blocks, significantly reducing bandwidth consumption and minimizing the overall time required to restore your data locally. This translates to significant cost savings on network usage fees. 
  • Storage Efficiency: Deduplication identifies and stores only unique data across your backups, eliminating redundant copies. This translates to a significant reduction in the storage footprint required for your on-premises backups, making data repatriation a more efficient and cost-effective proposition. 
  • Faster Recovery Times: By leveraging pre-existing, deduplicated backups in the cloud, automated replication allows for a much faster restoration process compared to a full data transfer. This minimizes downtime and ensures a quicker return to normal operations. 

In summary, automated replication with deduplication streamlines the process of bringing your data back on-premises, allowing you to leverage the cloud's scalability for storage while maintaining local control, faster recovery capabilities, and significant cost savings on network bandwidth during the repatriation process. 

Sending data to the Cloud: Cloud-Bound Backups for Enhanced Resilience  

Building upon the cost-effective repatriation benefits of deduplication, cloud storage offers an additional security layer. Data Protector allow efficient movement of data from your on-premise datacentre to the cloud. By replicating backups to the cloud, you gain: 

  • Offsite Disaster Recovery: Disasters won't disrupt your data. Cloud backups ensure accessibility and recovery even during local emergencies (as discussed previously). 
  • Enhanced Security: Leverage robust cloud security measures like access controls and encryption for an extra layer of protection.  

Long-Term Retention:  Backups as Your Compliance Ally 

Regulatory requirements and legal considerations often mandate the long-term retention of critical documents within your Documentum system. Backup solutions, including traditional tape storage, offer a cost-effective way to achieve this objective.  By maintaining backups for extended periods, you ensure data accessibility for audits or legal purposes, even years after the initial creation of the document. This eliminates the risk of data loss due to hardware degradation or obsolescence of the original storage media. 

Furthermore, advanced backup features like session based recovery empower you to restore your Documentum system to a specific historical state. This proves invaluable for compliance demonstrations, allowing you to showcase the system's configuration and data integrity at a particular point in time. This capability simplifies compliance audits and provides auditors with a clear view of your data management practices. In summary, backups become a cornerstone of your long-term retention strategy, ensuring regulatory compliance and safeguarding your organization from potential legal repercussions. 

Ransomware: Don't Let Your Guard Down 

In the world of Information Management, you might think ransomware attacks are a problem for the IT department, not you. After all, you focus on organization and accessibility, not security threats.  Think again. Ransomware doesn't discriminate – it can target any system containing valuable data, including your meticulously curated Documentum system. These attacks encrypt vital documents, rendering them unusable and jeopardizing critical business processes. 

Here is where Data Protector backups become your secret weapon. By maintaining consistent backups stored offline or in a separate, secure onsite or cloud environment, you have a readily available copy of your data. This allows for a swift restoration after a ransomware attack, minimizing downtime and data loss. Don't underestimate the potential impact of ransomware – a robust Data Protector backup strategy is your insurance policy against this ever-present threat. 

Accidental Deletion Recovery: The Backup Lifeline 

Even the most diligent Documentum administrators can't eliminate human error. Imagine a C-level executive accidentally deleting a critical document – a contract, a compliance report, or a key research paper. The consequences can be disastrous, impacting business operations, legal standing, or research progress. 

Most of the time it is not just about recovering a document, but all the associated metadata that proves that the procedure that guarantees integrity and authenticity has been scrupulously followed. After an error of these dimensions, the final responsibility lies with the Documentum Administrator, "Recover it no matter what"... but without an effective copy this is often not possible. 

Data Protector Backups are your lifeline in such scenarios. By restoring the data from a recent backup, administrators can retrieve the deleted document and metadata quickly and efficiently. This not only minimizes potential losses but also maintains trust in the reliability and security of your Documentum system. Backups provide a safety net against human error, ensuring the integrity and recoverability of your critical data. Human error is inevitable, but Data Protector offers a lifeline. 

Compliance Made Easy: Backups as Your Secret Weapon 

Backups themselves serve as evidence of responsible data management. The ability to demonstrate a robust backup strategy strengthens an organization's compliance posture, fostering trust with regulators and stakeholders. 

Both NIST SP 800-53 (NIST v2) and GDPR emphasize the importance of data security and accountability. Backups play a crucial role in demonstrating compliance with these regulations. By maintaining consistent backups with access controls, you can: 

  • Prove Data Availability: Regulatory bodies require organizations to have mechanisms for restoring data in a timely manner. Backups allow you to demonstrate your ability to recover data quickly in case of incidents, minimizing disruption and ensuring business continuity. 
  • Facilitate Audits: Auditors often request documented evidence of data protection practices. Having a defined backup strategy with version control capabilities allows you to readily showcase your commitment to data security and provide verifiable proof of data integrity. 
  • Support Data Subject Rights: GDPR grants individuals the right to access or request erasure of their personal data. Backups empower you to fulfil these requests efficiently by providing readily retrievable copies of relevant data. 

In summary, a robust backup strategy becomes a cornerstone of your compliance efforts, streamlining the auditing process and demonstrating your organization's commitment to data security. 


In the ever-evolving world of ECM, consistent Documentum backups are not just a safety measure; they are a strategic asset. By leveraging the capabilities of Data Protector backup software, Documentum administrators can ensure data security, facilitate compliance, and empower themselves to become true data heroes within their organizations. 


Explore how OpenText Data Protector can help your organization to ensure data integrity and data protection. 

Request a free trial of OpenText Data Protector  

Learn more about Cloud data backup and restore 

Already a Data Protector customer? Learn what is new in the latest version. 

Read about data backup and resiliency 

Read what analysts say about Data Protector 

Read what a customer is saying about Data Protector 


Data Protection