CiiGrid Delver Presentation

Collectively delving, tagging and rating your Company’s Knowledge

Ourworld ofinformation Chaos

The Problem

Unstructured data doubles every 6 months (according to Gartner)
Organizations have huge amounts of files on file servers and only a few people know parts of the ‘puzzle’.
More that 50% of the organizational data is stored on personal file locations

Helps organisations to classify, tag and rate their data and automate the process of bringing this data to Microsoft SharePoint (Online).
The Solution:

Goals of the product
Provide a solid solution to abandon document file shares
Provide a workflow driven approach that asks content owners to add context to unstructured data sources
Automatically generate (departmental or project based) SharePoint sites ,build centralized SharePoint metadata columns and setup site security.

How Does this Work?

Step 1
Software indexes folders and files on:

Last Access time
Modified by (who)
File type and size
Office document properties
Access rights

A business analyst :

Setup the departmental structure and add primary content owners from Active directory
Manually add or imports metadata (project names, knowledge area’s, customer names, document types, etc.)

IT Department:

Discovered 'root folders' to specific departments
Forward root folders to Content Owners (Key users like secretaries or managers)

Fileshares

Step 2
Software generates workflows for the specified Content Owners and asks:

Are you the Owner of the file/folder?
If Not: Who is? (pick e-mail from Outlook address book)
If Yes
Employee must link the folder or file to:
a (sub) department
a project (or program)
a customer or partner
a knowledge subject
And supply additional data
add key words (or tags from a list)
add rating (importance from 1 to 5)
When owner is unknown, the CiiGrid Delver will target the next possible owner by using smart ‘Business Logic’.

Fileshares

Step 3

Deparment: Holding
Subject: Reports
Tags: KPI’s, Best practices
Rating: 5
Project:Operational Excellence
Deparment: HRM
Subject: Terms and conditions
Tags:policies, HR, talent management
Rating: 3
Project: New ERP system
Department: IT-Infra
Subject: Microsoft Dynamics
Tags: MSF, Axapta, 2009
Rating: 4
The data collection process continues until an acceptable percentage of files are tagged.
Deparment: Finance
Subject: Old contracts
Tags: IBM, SLA
Rating: 0
Files that aren’t tagged or got an zero ratingwill be archived

Step 4
Automated routing to Microsoft SharePoint (Online)
SharePoint (2007/2010) sites are automatically created based on classifications such as department.
All classifications and tags gathered in step 2 and 3 will be centrally created as site columns.
The added classifications, tags and ratings will be added to the files.
Filesharesorganisation
All (non archived) files will me copied to Windows SharePoint (Online).
FilesharesOrganisation 2
SharePoint Site Security
Access to sites and document libraries will be set automatically

The data Collection Process
SharePoint & FASTSearch
Collectively added Metadata using CiiGrid Delver
Classifications, Tags and Ratings
Files SharesPublic Folders
Etc.
Unstructured Information(Files shares etc.)
Structured Information(SharePoint)
Data

Migration Benefits
Strongly reduces the time needed to migrate data to SharePoint
Limited involvement of IT Department
The security settings of files and folders is automatically set using the original access rights (and can be changed by the owner)

Business Benefits
Helps organisations open up data silo’s (file shares) and share this information using SharePoint (Online)
The software automatically finds the owners of the data by using business logic, this strongly reduces management
Organizational data will get morevaluable, due to added meaning (classification, tags and ratings) by the people who created it

Contact: Sales@CiiGrid.com