Improve ROI and Productivity with Content Cleansing and Enterprise Search

August 27, 2013

Our Speaker

Ed RawsonPrincipal, ECM Practice

• 30-year veteran of Enterprise Content Management• Presents at a number of conferences and events for

associations • He is a published author of white papers, co-authored two

books and blogs on ECM/CI topic• Helps organizations across industries align content

management and governance solutions with business direction to maximize the return on investment and maintain compliance

• Leverages his extensive experience to implement content lifecycle, content analytics, information governance and content intelligence programs using the latest technologies and best practices

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Content is “EXPLODING”

CONTENT

Volume12 terabytes of Tweets created

daily

Velocity5 million trade

events per second

Variety4 terabytesPer site/day

average surveillance

video15 petabytes of new

information daily

500 million

Call detail records per day

80% information

growth is unstructured content……

• The amount of information available to organizations is exploding daily

• According to one source, it doubles every eleven hours

• Within every company there are terabytes of unstructured content.

• Content is growing faster than can be controlled by current methods.

• Companies are just keeping everything with a large cost and compliance exposure

• Companies are exposed to much high compliance risk and very costly discovery

• Knowledge workers spend too much time looking for information to complete a task

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Anatomy of the File Share

6%

18%

24%

48%

4%

Active, Known,

Relevant

Stale

Duplicates

UnknownNon-business

relatedResults from customer assessments

Stale is defined as files not accessed or modified for 6 months

In most cases 60% to 70% of the content in a file share is unnecessary

Typical Structure

“The best way to reduce the amount of content – delete it”- Sheila Childs, Research VP, Gartner

~24% of unstructured data is actively used

~48% is stale: not touched in 6 months

~18% are duplicates

~6% is unknown or orphaned

~4% is not business related – pictures, mp3, etc.

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6%

18%

24%

48%

4%

Active, Known,

Relevant

Stale

Duplicates

UnknownNon-business

relatedResults from customer assessments

Stale is defined as files not accessed or modified for 6 months

Types of Content

• Business records that must be retained and preserved for legal, audit and business continuity reasons.

• Knowledge records – information assets and reference material that are the basis for the day-to-day operations of the company; and in some cases these information assets may be the primary source of revenue for the company.

• Electronic communications – some of which is linked to business records and must be retained and managed as such.

• “Junk Content” that should be deleted. If this is a typical company, the volume of this junk content is much larger than many would like to believe.

Anatomy of the File Share (cont’d)

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Content Cleansing

• Content cleansing is the methods and tools use two surface the relevant content within any unstructured data store.

• By surfacing the relevant content allows for updating current taxonomies, classification, records retention plans and build defensible disposition plan.

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Content Cleansing Process

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. PDF

Cloud File Shares

Content Classification

ProcessRequirements , Polices ,

Taxonomies , Dictionaries , etc .

Existing Content File Shares and Repositories

Analysis Classification

Disposition Requirements

Process

Content Inventory

File TypesAge

Last usedVolumeFile Size

Cleansed Business Information

BPM BI /BA

Enterprise Information Management

Enterprise Search

Disposition

File Stores and Shares

XML

. pst

July 23 , 2013 – Content Intelligence CER

Content IntelligenceContent Cleansing and Classification Process

Enterprise Search

• International Data Corporation IDC published a report, “The High Cost of Not Finding Information”, and other studies show that knowledge workers spend at least 15 to 25% of their workday searching for information and only half of the searches returning useful information

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Source: Government Authority Survey of 287 Users with Google Search Appliance Alone and Google Search Appliance + Smartlogic Semaphore

Enterprise Search Relevancy

Status

Green

Time

15s

30s

60s

User Search Experience

Info found in first 3 results

Info found between results 3-10

Info not found in first page of results (10)User re-conducts search

Yellow

Red

Assumption: Users are performing 10 queries per day on averageFully loaded cost of an employee averages $75/hour

$1.25 per 60 seconds of search versus $150 for average 2 hours of searching for content that is never returned

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Client Case Studies

Major Credit Card Company• In a recent project a major credit card company had so many legal holds that

they All their content in a file share data grown to over 2 PB.

• This was costing them literally millions of dollars storage costs litigation costs and the inability to access relevant information.

• After completing the content cleansing and classification process the relevant knowledge base dropped to only 300 TB and within six months of completion the Corporation save over $2.8 million with ongoing cost savings of $1.3 million per year.

Major Electric Utility

• Significant loss in intellectual capital due to aging workforce

• Inability to track, monitor and audit the length of time content was retained

• Determining ownership of the 50TB of content across multiple business entities rendering the inability to place legal holds on content as required for litigation

• Growth of content that was increasing at a pace of 1TB/month

• After completing the content cleansing, classification process and defensible disposition,

• Improvements in search relevancy of the valid content by 60%

• Reduce content storage cost (approx. $1.2M savings)

• Enable a migration strategy of the valid content after analysis was performed

• Increased productivity as a result of improved search, relevance capabilities

• Lowered Compliance Risk

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Let’s Review

Cleansing Content allows for:• Lower Storage Costs

• Increased Productivity

• Exploiting the Business Value – i.e. BI, BA,

• Increased Customer Service

• Content Life Cycle Management

• Lower Risk and Greater Control of Assets

• Increased ROI with Lower Storage Costs and Increased Productivity

• Happy and Productive Work Force

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• Detail Requirements

• Taxonomies

• Records Retention Policies

• Classification Policies

• Content Inventory

• Defensible Disposition

• Auto Classification

Next Steps

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Perficient is a leading information technology consulting firm serving clients

throughout North America.

We help clients implement business-driven technology solutions that integrate

business processes, improve worker productivity, increase customer loyalty and

create a more agile enterprise to better respond to new business opportunities.

About Perficient

• Founded in 1997

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• ~2,000 colleagues

• Dedicated solution practices

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Perficient Profile

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Business Solutions• Business Intelligence• Business Process Management• Customer Experience and CRM• Enterprise Performance Management• Enterprise Resource Planning• Experience Design (XD)• Management Consulting

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Our Solutions Expertise

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Thank you for your timeand attention today.

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