Content Analytics for Legacy Data Retention

The Dayhuff Group

The Dayhuff Group has a long history of providing enterprise content management solutions in a wide variety of industries. • In business since 1997• IBM Premier Business Partner• Software ValueNet Partner• Over 180 projects at 80 companies• 96% customer satisfaction rating

The information lifecycle governance problem

Companies that cite defensible disposal as

key result of governance programs

98%

Companies that can defensibly dispose

today

22%

Average cost to collect, cull and

review information per legal case1

$3M

Portion of information unnecessarily

retained2

70%

Amount of IT budget spent on storage3

17%

Projected information growth, 2009-20204

44x

Watson and IBM ECM Today

• Natural Language Processing (NLP) is the cornerstone to translate interactions between computers and human (natural) languages– Watson uses IBM Content Analytics to perform critical NLP

functions• Unstructured Information Management Architecture

(UIMA) is an open framework for processing text and building analytic solutions– Several IBM ECM products leverage UIMA text analytics

processing:• IBM Content Analytics• OmniFind Enterprise Edition• IBM Classification Module• IBM eDiscovery Analyzer

Going from raw information to rapid insight

… to form large text-based collections from multiple internal and external sources (and types), including ECM

repositories, structured data, social media and

more.

… to form large text-based collections from multiple internal and external sources (and types), including ECM

repositories, structured data, social media and

more.

… from collections to confirm what is

suspected or uncover something new

without being forced to build models or

deploy complex systems.

… from collections to confirm what is

suspected or uncover something new

without being forced to build models or

deploy complex systems.

Aggregate and extract from multiple sources

Organize, analyze and visualize

Search and explore to derive insight

Uncover business insight through unique visual-based approachUncover business insight through unique visual-based approach

… enterprise content (and data) by

identifying trends, patterns, correlations,

anomalies and business context from

collections.

… enterprise content (and data) by

identifying trends, patterns, correlations,

anomalies and business context from

collections.

Why Content Analytics?

• #1 problem all accounts have, “don’t know what content they have”

• #2 problem “Uncontrollable Storage Cost”• Want to discover the value that may exist in their

existing information / content resources• Want to know who, where, when & how to

leverage their information / content assets• Believe they too can demonstrate a three month

return on investment• Non-threatening to IT• Low Cost investment

– Content Analytics “Try & Buy”

Dynamically analyzeDynamically analyze to know what you haveto know what you haveAggregate, correlate, visualize and explore your enterprise information to make rapid decisions about business value, relevance and disposition.

DecommissionDecommission what’s unnecessarywhat’s unnecessaryCut costs and reduce risk by eliminating obsolete, over-retained, duplicate, and irrelevant content – and the infrastructure that supports it.

Preserve and exploitPreserve and exploit the content that mattersthe content that matters

Collect valued content to manage, trust and govern throughout its lifespan

Content Analytics

Content Analytics

… policies that use rule-based metadata, advanced contextual

classification, and advanced

content analytics

LEVEL 5(Transformational)

NecessaryInformation

UnnecessaryInformation

Content In The Wild

How to decommission and preserve content

InitialInitialAssessmentAssessment

SpecificSpecificAssessmentsAssessments

1. Identify Content Sources to be assessed2. IT Initial Assessment to decommission irrelevant content3. LOB Specific Assessments to decommission over-retained and

obsolete content … and to collect and classify valued and obligated content.

4. System and Application decommissioning by IT5. Periodic audits by IT and LOB keep content environments optimized.

Identify ContentIdentify ContentSourcesSources

System & ApplicationSystem & ApplicationDecommissioningDecommissioning

Periodic AuditPeriodic Audit

Content Collection

1 2 3 4

5

Content Collection

Content Analytics and RIM

Step 1: Identify content sourcesStep 2: Exploration

– Examine sources and analyze content– Records manager uses interface to

explore & identify value-based content categories

– Define policies expressing required actions (delete, move, copy, ...) based on categories

Step 3: Archival and Management of content– IT manager encodes policies content

collection mechanism– Content identified by exploration

process is collected– Content collection is executed in an

ongoing basis, as prescribed by policies

* Supports Selective Content Decommissioning:

– Operate on a subset of content in the original source

– Identify & extract records across the enterprise

LegacyECM File SharePoint File

1

2

Content Exploration

Policies

TrustedECM

Content Collection w/Content Classification

3

Content Analytics and Dynamic ESI Collection

Step 1: Identify content sources in the wild

Step 2: Exploration– Examines sources and analyzes

content– IT or Legal user explores & identifies

content relevant to case– User determines content to be

collected into a case set and invokes collection process

– Collection tool (embedded ICC) copies identified content into ECM evidence repository

Step 3: eDiscovery– Cull, hold, audit-track, export ESI – Analytics-driven Early Case Assessment

across all relevant evidentiary ESI

Content Analytics Multi-caseEvidentiaryECM basedDynamic on

demand reactive collection requests

Policy based collections

2

Content Collection

3

eDiscovery Tools

1

Unlock valuable insight from contentWhat our clients are doing with Content Analytics

Basic questions to consider regarding content

• Do we know what we have and can we find it?

• Is it properly managed and can we trust it?

• What does it all mean and how can we benefit from it?

Know your content• Accelerate time to knowledge by providing greater accuracy and more

complete business context with enterprise search

• Dynamically analyze what you have, decommission the unnecessary, and preserve the content that matters with content assessment

Trust your content• Manage and govern content in trusted repositories, not in suspect

environments, enabling confidence in your content

• Create and manage 360 degree trusted content views to enrich master data by connecting to enterprise content

Leverage and Exploit your content• Interactively discover content to derive unexpected business insights and

take action with content analytics

• Exploit content analytics insights by enriching BI and predictive analytics as well as tailoring for industry and customer specific scenarios

Content Analytics for Legacy Data Retention

• Two Objectives:– Securely Retain Records Requiring Retention– Defensibly Decommission duplicate, non-business and

information which has satisfied its retention requirements

• One LARGE ROI:– Storage Cost Savings– ROI in less than 3 months– $44m in Storage Savings for one client

And Delivers

Addresses

How CA for Legacy Data Retention Delivers

... ...I need to dynamically collect electronically stored information (ESI) by knowing what I have, sorting out the case relevant information,

declare a records and bring under hold management or

decommission as necessary

• Content Assessment enables content-based decision making for:

– Decommissioning for cost savings – selected content or entire sources

– Dynamic collection Records Management for eDiscovery

– Ongoing proactive information governance

– Improving metadata & content organization

– Reduce Storage Cost

Content Analytics Admin

Content Sources• File Systems• Content Repositories• Databases• Email• Collaboration• Web Content• Web Pages• Portals• Content Integration (custom crawlers)• ...

Content Analytics Admin

• Linguistic understanding of your content• Industry and business specific dictionaries• Understanding of Named Entities

– People, Places, Companies

• Integration with Classification Module– Deep concept analysis

• Annotators specific to industry, business and specific uses– Record Types– Industry and company specific concepts – Business specific concepts such as Employee Names , Products,

etc.– . . .

Parse and Index Content

Content Analytics for Legacy Data Retention - How it works

Analyzed Content (and

Data)

stocks rose Monday on comments from ...

Source InformationInternal (ECM, Files, DBMS, etc.) and External (Social,

News, etc.)

Adjective Verb Noun

Trade Action Day

Financial Recordto be Declared

ExtractedConcept

Automatic Visualization for Interactive Exploration and

Assessment

Prep Phrase

Reason

Content Analytics for Defensible Decomissioning – How it works

Analyzed Content (and

Data)

stocks on the plants require trimming ...

Source InformationInternal (ECM, Files, DBMS, etc.) and External (Social,

News, etc.)

Noun VerbNoun

Element of a plant ActionVegetation

Non-recordDecomissionable

ExtractedConcept

Automatic Visualization for Interactive Exploration and

Assessment

Noun

Reason

Classification Process for Legacy Data Retention

Analyze

Decide

Take Action

Enforce

Collect information & context needed to make an inform a

decision (declare vs. decommission)

Assess the collected information and select a

category (declare vs. decommission), accurately

& repeatably

Use the selected category to determine

& initiate an appropriate response

(declare vs. decommission)

Ensure actions are taken consistently & correctly, creating defensible process

Content Analytics for Legacy Data Retention

IBM ECM

Enterprise Records

ClassificationModule

Content Collectors

Content Analytics

21

4

3

Solution Overview

ElectronicDiscovery

5

Demonstration of Content Analytics for Legacy Data Retention

Content Analytics for Legacy Data Retention is a solution to inventory and locate legacy data requiring retention or disposition

The Dayhuff Group has created this solution using IBM Content Analytics tools to perform the heavy lifting of mining legacy information

It allows data retention analysts to view and analyze their source content based on familiar concepts such as how the content fits into records series’ within their file plan

Facets – Record Types

This view exposes facets which categorize the content based on the business’ record types within record series’

Select documents to Decommission or Declare

The analyst can graphically see content that is past it’s retention period available for decommissioning

Flag as Past Retention period

Documents are flagged based on their retention requirements identified using Content Analytics and the Record Type facets, then exported to Content Collector

Collect to IER

Content Collector

Documents are decommissioned based on analysis

results inContent Analytics

or archived to

Enterprise Records

Decommission

Unnecessary

Content

Records Retentio

n Program

s&

Policies

ECM

IBM Enterprise Records

accounts payable

treasury

Budget & forecast

payroll

cash management

Financial reporting

tax

accounts receivable

customs

general accounting

insurance

Cost accounting

Sales & Marketing - 7000

Finance - 2000

Service - 4000

sales

marketing communication

dealer support

product management

market research

warranty administration

customer service

quality assurance

Legal - 5000

Documents are declared as records in Enterprise Records matching Record Type Facets analyzed in Content Analytics

Content Analytics for Legacy Data Retention

Benefits:• Reduced risk

• Increased productivity

• Quantifiable and measurable results

• Reduced cost

• Defensible process for evaluation

• Reduction of information through disposition

• Reduction of duplicated and old information