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Solving Shared Drives: 10 Tips for Cleaning Up, Organizing, and Migrating Content in Shared Network Drives
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Solving Shared Drives: 10 Tips for Cleaning Up, Organizing, and Migrating Content in Shared Network Drives

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The sexy Information Governance problems today are (in rough order of sex appeal): ...

The sexy Information Governance problems today are (in rough order of sex appeal):

Social Media
Big Data
Cloud Computing

Somewhere waaaay down at the bottom of this list comes, “Governing shared network drives.”

However, in real life – outside of the hype cycle – solving the shared drive problem is right near the top of the list for most organizations. The massive growth of SharePoint has been driven in large part by enterprises (or at least, departments within enterprises) looking for an incremental and easy replacement for shared drives.

However, most project teams tend to underestimate just how “incremental” the shift from shared drives to SharePoint or ECM is. In fact, in my experience, the problem is vexing enough that many project teams effectively throw up their hands and end up moving the big pile of unstructured manure from one unmanaged, fragrant corral to another (albeit a less fragrant, more attractive corral).

In this presentation we outline the Shared Drive problem, and provide tern practical tips for addressing it.

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Solving Shared Drives: 10 Tips for Cleaning Up, Organizing, and Migrating Content in Shared Network Drives Solving Shared Drives: 10 Tips for Cleaning Up, Organizing, and Migrating Content in Shared Network Drives Presentation Transcript

  • Solving Shared Drives10 Tips for Cleaning Up,Organizing, and Migrating SharedNetwork DrivesBarclay T. Blair and Mark Rye© 2012 ViaLumina, Ltd. and Perram Corp.
  • Part 1 WHAT IS “THE SHARED DRIVE PROBLEM?”© 2012 ViaLumina, Ltd. and Perram Corp.
  • Outdated and Duplicate Content© 2012 ViaLumina, Ltd. and Perram Corp.
  • Defensible Deletion© 2012 ViaLumina, Ltd. and Perram Corp.
  • Shared Drive Re-Organization Problem • Organizations are drowning in files in shared/network drives • Don’t know: what information we have, what is important, or what should be deleted • All content that is not formally disposed is potentially discoverable in litigation Solution • Re-classify all files to a common file plan/folder structure • Delete unnecessary content • Re-organized structure makes it intuitive to find information© 2012 ViaLumina, Ltd. and Perram Corp.
  • ECM Migration Problem • Information is not ready for migration to ECM • Don’t want to put the old mess in the new system • Users are not ready for information structure of ECM Solution • Re-organization and disposition to prepare content for migration • Populate metadata • Decouple process and technology changes© 2012 ViaLumina, Ltd. and Perram Corp.
  • Part 2 ADVENTURES IN SHARED DRIVE REMEDIATION© 2012 ViaLumina, Ltd. and Perram Corp.
  • John’s Shared Drive Project1. Who’s in charge?2. You want to do what????3. The policy void4. Legal woes5. Don’t mess with my files6. Files without a home© 2012 ViaLumina, Ltd. and Perram Corp.
  • Part 3 10 TIPS FOR TACKLING SHARED DRIVES© 2012 ViaLumina, Ltd. and Perram Corp.
  • 1. Don’t expect employees to do it They don’t like it and aren’t very good at it Department drives contain a useful file plan starting point File plans require maintenance© 2012 ViaLumina, Ltd. and Perram Corp.
  • 2. Use smart technology Solving shared drives is an ideal application of machine-based learning The process around the technology is critical Classification schemes require real expertise© 2012 ViaLumina, Ltd. and Perram Corp.
  • The Future of IG? © 2011, ViaLumina Ltd.
  • Barriers to Adoption© 2012 ViaLumina, Ltd. and Perram Corp.
  • 3. Create value-added metadata migrating Identify metadata that can be populated into files to add value in the new system This will help with value realization and user adoption© 2012 ViaLumina, Ltd. and Perram Corp.
  • 4. Align file plans with IG requirements Records retention in accordance with legal, regulatory, and contractual requirements Privacy and confidentiality requirements Information security and protection Intellectual sensitivity management (i.e., for protection of intellectual property) Preservation of content during lawsuits, investigations, and other formal proceedings© 2012 ViaLumina, Ltd. and Perram Corp.
  • 5. Ensure users see themselves in the file plan Involve users in development and validation of file plans Supports adoption, business, and legal needs Create an efficient process© 2012 ViaLumina, Ltd. and Perram Corp.
  • 6. Ensure file deletion is defensible Is the file potentially responsive to a lawsuit, investigation, or other formal proceeding requiring its on going preservation? Is this file unique? In other words are there copies of the information elsewhere in the organization? If so, which copy is the “official copy” that the organization has decided to spend time and money managing? Is there a legal or regulatory requirement to keep this file?If so, does the law or regulation require it to be kept for a certain period of time, or in a particular format? Does keeping this information serve an ongoing business purpose? If so, what is that purpose and can you identify a time period after which the content is not longer useful?© 2012 ViaLumina, Ltd. and Perram Corp.
  • 7. Use a big broom© 2012 ViaLumina, Ltd. and Perram Corp.
  • 7. Use a big broom© 2012 ViaLumina, Ltd. and Perram Corp.
  • 8. Provide a policy foundation Information governance policies, providing high level rules about how the retention, structuring, protection, and disposition of information. Legal Hold policies and procedures, providing a standardized mechanism for ensuring that information responsive to litigation and other formal proceedings is properly identified and preserved. System-specific procedures for ensuring that Information Governance issues unique to those systems are addressed (e.g., email, social media, backup systems). Retention policies and other policies that outline requirements for the retention and disposition of information. Information security and protection policies.© 2012 ViaLumina, Ltd. and Perram Corp.
  • 9. Get project governance right Most common point of failure Who has the authority to approve a file plan? Who can actually pull the trigger on deleting terabytes of data? Who will sell the project to the most powerful, most resistant departments? What is the official repository for certain files? Questions like these and hundreds more will need to be answered during your project, and they cannot be answered without clear project governance.© 2012 ViaLumina, Ltd. and Perram Corp.
  • 10. This IS a change management project Communicate Address users Address managers What happens when users cannot find a file?© 2012 ViaLumina, Ltd. and Perram Corp.
  • Part 4 THE PERRAM APPROACH© 2012 ViaLumina, Ltd. and Perram Corp.
  • From Complicated to Implementable Shared Drive Classification, Disposition and Migration is a complicated mix of: • Technology (du-dup, indexing, disposition processing, file map, migration, etc) • Information Governance (What are the rules? Who needs to be involved?) • Process (Iterative client QA on folder structure, mapping, disposition, migration) • Change Management (tools and process to support user adoption) The Perrallel Process envelopes all of these areas into proven project delivery model© 2012 ViaLumina, Ltd. and Perram Corp.
  • The Approach People “The nature of this dilemma exists because organizations • Highly Experienced Classification are either asking employees to do a job – some of which could Experts be handled better by technology – or technology to Process do a job, some of which is better handled by employees.” • Proven, Repeatable, Scalable James Santengelo – Rise of the Perrallel Classify ™ Machines Nov 2009 • Unique Proprietary Facilitative Software Suite • Outperforms automated and manual approaches by combining the strengths of both in one process© 2012 ViaLumina, Ltd. and Perram Corp.
  • Perrallel Technology Perrallel Classify Software • Capture, Analysis, Mapping, Disposition Processing and Migration • Used by our Classification Experts Perrallel Portal • The clients window into the project • De-Dup Context and Selection • Questions/Answers on Mapping • Test Drive of Mapping in offline environment • Interactive File Map for Change Management© 2012 ViaLumina, Ltd. and Perram Corp.
  • The Perrallel ProcessPhase Phase Name Activities1 Project Design Analysis, Design, Communication2 Folder Structure Information Gathering, Development/Validation Development,Validation3 Mapping File Classification, QA4 Validation Client Review of Folder Structure and File Mapping5 Migration Implementation of Folder Structure and File Mapping on Live Server(s)6 Change Management Ongoing support of business transformation through Perrallel Portal© 2012 ViaLumina, Ltd. and Perram Corp.
  • The True Value of Solving Shared Drives Activities: • Folder Structure Optimization • Content Classification • Disposition Processing • Content Migration True value: • RM Policy Implementation • Technology Adoption© 2012 ViaLumina, Ltd. and Perram Corp.
  • Barclay T. Blair: btblair@vialumina.com 646 450 4468 www.barclaytblair.com Mark Rye: mark.rye@perramcorp.com 519 835 8152 perramcorp.com© 2012 ViaLumina, Ltd. and Perram Corp.