[webinar slides] 3 steps to organizing, finding, and governing your information

In Association with: Presented by:

Presented October 28, 2015

Three Steps for Finding & Organizing Information


AIIM Presents:

Three Steps for Finding & Organizing Information

Host: Theresa ResekDirectorAIIM

Dan ElamVice PresidentContoural

Michelle PhillipsWW Product Marketing IGHewlett Packard


Introducing our Featured Speaker

Dan ElamVice President

Contoural


Disclaimer

Contoural provides information regarding business, compliance, and litigation trends for educational and planning purposes. However legal information is not the same as legal advice – the application of law to an individual or organization’s specific circumstances. Contoural and its consultants do not provide legal advice. Organizations should consult with competent legal counsel for professional assurance that our information, and any information of it, is appropriate to their particular situation.


Big Data, Big Problems

• Data is increasing by 5,000% this decade

• One in three corporations is involved in eDiscovery averaging more than 2.5TB/matter

• Increasing by 25% per yearYear 1 Year 2 Year 3 Year 4 Year 5


The Three Steps

MapOrganize

Migrate


Mapping

ESI Map

System Inventory

Data Catalog


Data Catalog

• Inventory of the types of data• Must include third parties and cloud• Eventually gets integrated to the

System Inventory• Used to help identify integration

points for new systems


System Inventory

• Master list of all systems in the organization

• List of data “concepts” if not actual metadata fields

• Don’t forget systems that have been schedule to be sunset

• Include third party systems and/or cloud


ESI Map

• Has legal implications• Federal Rules of Civil Procedure expect

an electronically-stored information (ESI) map to meet the Rule 26f “Meet and Confer” conference

• Assigns “custodians” of information• Must address all data: including USB

drives, legacy systems, phones, etc.

ESIMap

StorageLocations

Systems

Custodians

ContentTypes


ESI Map

• A list and a general description of relevant systems, including the nature, location, storage size, organization, and formats employed in each.

• Any limitations to the accessibility of information; electronic documents of limited accessibility may include those created or used by electronic media no longer in use, maintained in redundant electronic storage media, or for which retrieval involves substantial cost.

• Metadata, such as age, owner, date of last access, keywords, etc. associated with relevant information.

• A list of the most likely custodians of relevant electronic materials, including a brief description of each person's title and responsibilities.

• The name of the individual responsible for electronic document retention policies (typically, "the Records Manager or Coordinator"), as well as a general description of the electronic document retention policies for the systems identified above.


Organize

Information ends up in one of seven types of content repositories:• Structured: Traditional databases and

legacy applications• Semi-structured: Systems that combine

databases with unstructured content. ECM systems, Some SharePoint implementations

• Unstructured: file shares, out of the box SharePoint• Messaging: email and chat• Video/Audio: voice mail, stored video• Backups: backup tapes, images, and VTLs for all of the above• Paper: Internal and external paper


Migrate Data

• Get rid of ROT before the migration• Reduce unstructured• “Manage Appropriately”• Simplify content classification by repositories,

library, folders, doc types, and tags

• Use auto-classification when content volumes exceed ability cost-effectively manage with other approaches


Avoiding Media Silos

Scanned Paper

Purchasing Records

Scanned Images

Compliance Documents

Purchasing Records

Compliance Documents


Avoiding the Perfect Taxonomy


Configuring Repositories

Employee ViewContractsWorking

Documents

Finance Records

Reference

2 Year Retention

Internal

Low Relevance

High Individual

Event-based Retention

Confidential

High Relevance

High Reference7 Year Retention

Highly Confid.

Medium Relev.

High Reference

Indefinite Retention

Internal

Medium Relev.

High Reference

Available Filing Locations for This EmployeeRetention

Reference

Time--based

Event-bases

Working Documents

Transitory

Privacy and Sensitivity

Highly Confidential

Level 2 – Confidential, PII, IP, PFI, PCI

Level 3 – Internal

Level 4 – Public

Historical Discovery

High Volume, and Relevance

High Volume and Low Relevance

Medium Volume Low Relevance

Low Volume

Business Value

High Group

High Individual

Medium

Low

ECM

ECM


Data Placement Strategy

• Map existing folders and repositories

• Determine “to-be” environments

• Consolidate and simplify withkey emphasis on records management

• Review with users as a prototype


Migration Tools

• Critical factors– ROT analysis– Migration assistance (with security)– Auto-classification

• Low end tools can get rid of some ROT, but lack enterprise-class migration features. Enterprise tools can get rid of more.

• Migration is complex: security, document links• Auto-classification includes meta data, folders, and document

understanding• Enterprise-class platforms require tuning and can dramatically

improve conversion and defensible disposition• Enterprise tools can be used in production after the migration


Summary

• Three steps: Map, Organize, and Migrate• A good Map can reduce both legal and

IT costs• Organization requires user involvement and can

improve user productivity• Migration can reduce costs, improve performance,

and provide for defensible disposition• Enterprise-class tools provide much better performance

even though high level features may be the same


Introducing our Sponsor Speaker

Michelle PhillipsWorldwide Product Marketing IG

Hewlett Packard


Big data is changing everything

Growing need to protect and retain all important information

High risk or high value – storage, discovery, opportunity and penalties.

Global regulation driving lengthy and complex retention requirements and audit

Organizations don’t understand what they have, where it lives, who owns it or its business context

Impacts business initiative and ability to deliver services and results


And driving a new software category…

File Analysis

HP ControlPoint summary dashboard


How do you value information?

23

Reduced cost to manage

Finding the right information when you need it

Insight to drive strategy & decisions

Speed to market / Improved service levels

“User pay” information services

Value: the regard that something is held to deserve; the importance, worth, or usefulness of something


Consider the Big Data balance sheet

Monetize

Differentiate

Personalize

Monitor

Meter

Optimize

Predict

…and more

Regulate

Comply

Control

Secure

Address

Ensure

Assets Liabilities


HP’s File Analysis software: ControlPoint

Part of a bigger Information Governance strategy


Enterprise data clean-up

Understand the value of your information and reduce ROT

Records5-15% of all data

Intellectual Property

25-50% of all data

ROT30-70% of all data

Statistical data derived from Reference 2012 Compliance, Governance and Oversight Council Summit, as well as HP customer site data


Policy based migration

Move information to where it offers most value

Information on-boarding

On-board acquired information or valuable legacy data

Vital information

Move business critical information to records/archive system

Quarantine ROT

Identify valuable information and quarantine ROT before migrating

Optimize storage

Migrate to tiered storage according to business value and access

Get your data cloud ready


Automated records declaration

Ensure business critical information is managed appropriately

A safety net for ungoverned business critical information

Remove the burden of manual and time consuming classification

Improve records capture and classification accuracy

Reduce risk and improve your compliance state


Retention and storage optimization

Intelligently retain information and store according to value – not source

Improve efficiency with complete information lifecycle management

Improve confidence retain information according to value - not uncertainty

Improve compliance

apply policy and manage at the object level – not source

Reduce risksecure critical and sensitive information

Reduce costs by optimising storage and system efficiency


How is ControlPoint helping HP customers?


Thank You

Dan Elam Vice [email protected] @ElamGuru804-677-4467

Michelle PhillipsWorldwide Product Marketing IGHewlett [email protected] Website:www.hp.com/go/controlpoint

mailto:[email protected]

https://www.twitter.com/ElamGuru

https://www.twitter.com/ElamGuru

mailto:[email protected]

http://www.hp.com/go/controlpoint

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About AIIM

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AIIM believes that the information systems we use at work should be simple, secure, and available anywhere, anytime, and

on any device.

Our mission is to improve organizational performance by empowering a community of leaders committed to information-

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[webinar slides] 3 steps to organizing, finding, and governing your information

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