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Data Cleanup Presentation - RecordLion
- 1. Reducing Risk with Data Cleanup
- 2. andrew@recordlion.com @aborgschulte +1 (888) 400 6682 Andrew Borgschulte BEFORE WE GET STARTED
- 3. The Problem Redundant, Obsolete, and Trivial Data
- 4. Cloud and EFSS Platforms Physical Records Business Systems On Premise Home Grown RECORDS ARE STORED IN MANY LOCATIONS The Problem
- 5. INFORMATION RISK INCREASES OVER TIME The Problem
- 6. INFORMATION RISK INCREASES OVER TIME
- 7. An average of 37 percent growth in global enterprise data is expected during the next two to three years
- 8. The average enterprise employee uses 4 distinct file sharing services. -Computerworld
- 9. 39 percent of IT professionals said they have dealt with an employee accessing unauthorized parts of a company's network or facility. -Data Leakage Worldwide: Common Risks and Mistakes Employees Make
- 10. It only costs 20 cents a day for a gigabyte of storage, but it costs around $3,500 for eDiscovery review of that same gigabyte of storage. -AIIM Webinar
- 11. Solving the ROT Problem WHAT TO DO AND HOW TO DO IT
- 12. STEP 1 Create a great, flexible taxonomy This will help guide your data cleanup journey
- 13. WHAT IF YOU ONLY HAVE FOLDERS? Needs to be simple If you need more than 3 folder levels deep, consider an ECM If you need more than 5, you have surpassed the functionality of a file share
- 14. WHAT IF YOU ONLY HAVE FOLDERS? Well organized and easy to find, despite large number of documents Department > Function > Year > Month
- 15. WHAT IF YOU HAVE A BASIC METADATA TOOL LIKE BOX? Start with same simple folder structure
- 16. WHAT IF YOU HAVE A BASIC METADATA TOOL LIKE BOX? Use metadata templates to logically group documents
- 17. WHAT IF YOU HAVE AN ADVANCED METADATA TOOL LIKE SHAREPOINT? Use controlled terms managed in a Term Set Part of the document’s properties using the Managed Metadata column
- 18. WHAT IF YOU HAVE AN ADVANCED METADATA TOOL LIKE SHAREPOINT? Use taxonomy and metadata to improve navigation, browsing, and search
- 19. STEP 2 Enforce the taxonomy on all new data being generated “Stop the bleeding” first, so there isn’t a backlog
- 20. STEP 3 Identify and categorize existing data
- 21. IDENTIFY AND CATEGORIZE • Use information gathered during crawl(s) • Add rules to policies (instead of policies to content) • Regular Expression allow for advanced discovery Content Classification Rules • Greater declaration accuracy • Remove responsibility from end user Declaration Rules • Metadata substitution automates case creation • Cross Repository Case Record Rules
- 22. Our Solution WHAT WE DO AND HOW WE DO IT
- 23. STEP 4 Get approval to destroy ROT Need key stakeholders on your side This can be a long process Focus on benefits, not features
- 24. STEP 5 Compliance – corporate reputation is at risk when you have massive amounts of uncontrolled data. The cost of one data breach can far exceed the cost associated with data storage. Stop buying more storage eDiscovery – cost associated with producing data in a litigation can be astronomical. The more ROT data you have mixed with “intelligent” data, the more time it takes to sort through. Information Governance – information is only valuable if you know where it is. Not being able to find information when you need it can make information not an asset, but a liability.
- 25. WHO WE ARE RecordLion is a simple, automated and complete way to handle your information governance journey. Records Management Automate Search Dispose Content Classification Identify Analyze Organize Data Cleanup Discover Delete Migrate Legal Holds Lock Suspend Preserve ISYOUR INFORMATION GOVERNANCE JOURNEY AS SIMPLE AS IT COULD BE?
- 26. RecordLion discovers and classifies information in cloud repositories and business systems. Cloud Platforms Unified management of physical records along with electronic records simplifies the disposition process. Physical Records Line of Business systems can be managed or used to start retention periods. Business Systems On premise systems such as SharePoint and Network File Shares are discovered and managed by RecordLion. On Premise Home Grown CENTRAL POLICY HUB The Solution
- 27. Lower Cost RecordLion is easier to implement than a manual solution Faster Implementation Centralized Policies Better Compliance RecordLion is a central hub for all your organizations policies Comply with all industry regulations using Information Lifecycles RecordLion is less expensive than comparable solutions EASIER INFORMATION GOVERNANCE The End Result
- 28. Thank You! Questions and Next Steps Enter any additional questions into the panel, or contact sales. Questions sales@recordlion.com 1-888-400-6682 Contact Us Ready tomorrow, watch your Email, click on the link. Recording
Editor's Notes
- feel free to ask questions or use chat if you need to communicate with us
- Redundant – Duplicate Obsolete – Expired according to policy, but not destroyed Trivial – Data that doesn’t matter but exists everywhere
- Storyline: Enterprises have data everywhere, in order for information governance to work, you must know where that data exists. Show Dashboard
- 3 ways to solve this issue
- Effective metadata relies on a structured format and controlled vocabulary that is commonly understood among its creators and users.
- The field itself is directly bound to a Term Set or subset thereof, and enables users to easily browse available Terms for tagging. Users have the option of entering values into a text field where type-ahead functionality offers Term suggestions or browsing the full hierarchy of Terms in the Term Set itself.
- The goal of metadata lies not in the tagging of content itself, but rather in the potential it offers for the improvement of findability via constructs such as navigation. Navigation Hierarchies offer an expandable and collapsible hierarchy based on taxonomic value while Key Filters allow users to enter keywords into a text field and search against the taxonomy to find terms to apply as filters to document libraries and lists.
- Storyline: Rules Based Record Keeping is a key to the successful automation of records management. To start, RecordLion uses content rules to first determine which record class information should be assigned to. We add rules to policies instead of adding policies to content. This is important because it’s an easier and faster way to classify your information. Next, it’s whether or not records should be automatically declared. Third, whether or not the belong to a case file. There’s also the ability to do these manually, but it should only be for exceptions. Demo creating classification rules, always declaring records, archive rules, and case file rules Demo manually classification and case classification Demo manually declaring a record
- SHORT RL DEMO HERE
- Storyline: Enterprises have data everywhere, in order for information governance to work, you must know where that data exists. Show Dashboard