is machine learning the answer to your office 365 ... · •documents in sharepoint • classify...
TRANSCRIPT
Is Machine Learning The Answer To Your Office 365 Information Management Needs?
Source: https://www.wsj.com/articles/facebook-worries-emails-could-show-zuckerberg-knew-of-questionable-privacy-practices-11560353829
Over-retention
Legal scrutiny
Information leaks
Rising e-discovery cost
Inconsistent capture and classificationOver-retention
Top 3 Information Management Challenges
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Ineffective search
- Liabilities- Information security
breaches
- Business operations losses - Non-compliance
- Complicated event/document correlation
- High eDiscovery costs
Legal & Compliance Requirements
“Emails You Can’t Afford to Keep”
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Delete everything except records
Non-record emails Email records
Business Unit Requirements
“Emails You Must Find”
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The business runs on email
Email recordsROT* emails Important business emails
ROT* = redundant, old, transient
The Email Paradox
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Records
1 2 3
Emails
1 2
80% OF BUSINESS RECORDS ARE EMAILS
1% OF EMAILS ARE BUSINESS RECORD
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• Labels for email and document Retention• Metadata for (descriptive) classification of
emails and documents
Microsoft Tools for Email and Document Management
Email & Document Record ManagementThe harmon.ie approach
TYPE OF CONTENTEXCHANGE SHAREPOINT
RETENTION CLASSIFICATION RETENTION CLASSIFICATION
Email Retention Records Labels x x x
Email Business Records x x Labels Metadata
Documents Records x x Labels Metadata
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• Labels define retention policies in Outlook and SharePoint
• Metadata in SharePoint provides descriptive classification, to find information later
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• Labels for email and document Retention• Metadata for (descriptive) classification of
emails and documents
Microsoft Tools for Email and Document Management
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Intelligent Compliance AssistantMake the right thing, the easy thing:• Retain only what’s needed for compliance
• Capture and classify only what’s required by the business
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harmon.ie in Outlook
Outlook Desktop Outlook MobileOutlook Web (App)
What to Label?
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AI / Machine Learning Makes it Easy
Machine learning recommendation
that email should be retainedsmart recommendation
What Not to Label?
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Alert!Similar emails were not uploaded
to SharePoint
CANCEL CONTINUE
Smart Alerts
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Duplicate Emails
Locateduplicate emails
CANCEL CONTINUE
Deleteduplicate emails
CANCEL CONTINUE
smart recommendation
What to Delete?
Classify in SharePoint, with MetadataSmart Recommendations
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Capture working emails in SharePoint, and classify them using metadata
What to Capture?
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Intelligent Information Management Assistant
Machine learning recommendation
that email should be retainedsmart recommendation
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Alert!Similar emails were not uploaded
to SharePoint
CANCEL CONTINUE
Smart Alerts
What Not to Capture?
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How Machine Learning works?
• First Provide Training Set• Get Smart Recommendations & Alerts
Spreading IM Best Practices with Machine LearningActive Learning from Power Users
Spreading Best Practices with Machine LearningActive Learning
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Leveraging the Wisdom of the Crowd with Machine LearningContinuous Learning from all users
Descriptive Labels provides metadata for your Emails on
Exchange
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Topics As “Descriptive Labels”
BUSINESS
TOPICSServices
Projects
Products
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In-place Records Management with Topics
• Capture and classify email and
documents in one step - “in place”• Emails in Exchange
• Documents in SharePoint
• Classify email and documents using a common set of ‘topics’
• Discover content easily across all apps
using search, filter, views by common topics
• Focus on what’s important
Document is saved in SharePoint
Email is saved in Exchange
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Finding Related Information
Angela,Thank you very much for your email about the Building Meetings. I will need you to work on the staffing and the Real Property assets in the next few weeks. Remember that your work is critical for the TBS Workspace projects.
Also, I want to make sure we are set with all the TBS IT requirements and TBS Workspace needs. As the project is progressing quickly, I want to make sure we don’t run out of time with all the arrangements.
---------------Sincerely,AnnieTour Operator & CoordinatorTel: +1.800.555.1212Email: [email protected]
New Building Meeting Summary
• “harmon.ie gave us the ability to preserve records in an efficient and user-friendly way…”
• “…we wanted everything in one interface and harmon.ie was able to do that for us…”
• “…With harmon.ie, we were able to successfully preserve 40,000 records…and delete over 35 million emails”
6/19/2019 © 2019 Hilton Confidential and Proprietary 27
HARMON.IE @ HILTON – A CASE STUDY IN EMAIL RECORDS MANAGEMENT
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