Transform Unstructured Data Into Relevant Data with IBM StoredIQ


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Recent studies indicate more than 90% of the world's data was created in the last 2 years, and organizational data is rising 20-50% year-over-year. As the amount of structured and unstructured data dramatically expands, the expense of maintaining data stores is outpacing the reduction in storage costs.

To help your organization address the issues associated with growing data capacity requirements, IBM offers StoredIQ, a leading unstructured data management and intelligent eDiscovery solution.

Learn about:
Data governance challenges
Information lifecycle governance implementation options
The benefits of early action when uncovering redundant, obsolete and trivial (ROT) content
Typical industry use cases

You'll also learn how to most effectively deploy IBM StoredIQ to be able to:
Analyze data sources in-place
Identify ROT content
Uncover personally identifiable information and sensitive data
Limit your compliance risks and reduce storage costs

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Transform Unstructured Data Into Relevant Data with IBM StoredIQ

  1. 1. Transform Unstructured Data into Relevant Data with IBM StoredIQ
  2. 2. Perficient is a leading information technology consulting firm serving clients throughout North America. We help clients implement business-driven technology solutions that integrate business processes, improve worker productivity, increase customer loyalty and create a more agile enterprise to better respond to new business opportunities. About Perficient
  3. 3. • Founded in 1997 • Public, NASDAQ: PRFT • 2013 revenue ~$373 million • Major market locations throughout North America • Atlanta, Boston, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver, Detroit, Fairfax, Houston, Indianapolis, Los Angeles, Minneapolis, New Orleans, New York City, Northern California, Philadelphia, Southern California, St. Louis, Toronto and Washington, D.C. • Global delivery centers in China, Europe and India • >2,100 colleagues • Dedicated solution practices • ~90% repeat business rate • Alliance partnerships with major technology vendors • Multiple vendor/industry technology and growth awards Perficient Profile
  4. 4. BUSINESS SOLUTIONS Business Intelligence Business Process Management Customer Experience and CRM Enterprise Performance Management Enterprise Resource Planning Experience Design (XD) Management Consulting TECHNOLOGY SOLUTIONS Business Integration/SOA Cloud Services Commerce Content Management Custom Application Development Education Information Management Mobile Platforms Platform Integration Portal & Social Our Solutions Expertise
  5. 5. Introduction Christine Livingston Senior Project Manager, Perficient Christine Livingston leads Perficient's advanced case management practice and works in collaboration with IBM to develop industry-leading solutions that incorporate IBM's case management, information lifecycle governance, enterprise content management, and business process management technologies. Sylvan "Sibito" Morley Worldwide Director of Information Lifecycle Governance, IBM Sibito Morley is an experienced IT executive, business leader and legal professional, assisting clients in developing information strategies, then organizing and implementing those strategies through programs of business transformation.
  6. 6. Common Information Stakeholders Across All Industries Often part of Legal or Compliance
  7. 7. Values: • Reduced legal risk • Preserving information (by custodian, subject) • Avoiding spoliation • Privacy obligations Values: • Generating revenue • Finding information (by various topics) • Analytics • Collaboration • Mobility Values: • Compliance • Retaining information (by Record type) • Record Repository • Audit obligations Stakeholders Value Information Assets Differently LEGAL RISK & DUTIES BUSINESS VALUE REGULATORY DUTIES IT SERVICES Values: • Efficient operations • Managing information (per service levels) • Enhancing value (for all stakeholders) • Controlling data costs
  8. 8. Stakeholder Disconnects Undermine Value BUSINESS VALUE LEGAL RISK & DUTIES REGULATORY DUTIES • Can’t find data • Overpay for IT & Legal • eDiscovery is flooded • Risk isn’t reduced • Focused on regulatory data • Duplicates data for compliance IT SERVICES • Guesses what stakeholders want • Can’t dispose of data • Storage pool & spend are exploding • Frustrated in managing records PRIVACY DUTIES • Lack of visibility to data • Duties hard to satisfy • Risk isn’t reduced
  9. 9. Time Accentuates the Gap Between Value, Cost and Risk Cost Risk ValueCost-to- Value Gap Risk-to- Value Gap CGOC 2012 Summit Survey
  10. 10. Stakeholders Often Operate in Silos Difference in stakeholder demands often creates silos • Stakeholder disconnect is a function of how we operate • Managing data in isolation can be very misleading End Users Executive Board Records IT Legal Line of Business Executives
  11. 11. “The whole is greater than the sum of its parts.” – Aristotle Eat the elephant a bite at a time, but know you are eating an elephant! Information Economics: The Value of Overcoming Silos
  12. 12. How Can We Overcome Stakeholder Silos? LEGAL RISK & DUTIES BUSINESS VALUE REGULATORY DUTIES IT SERVICES Because value & duties are not tied to systems and Information, IT ends up keeping everything!
  13. 13. Lessons from the Corporate Move Movers are focused on moving: • Work on tight timelines • Safely pack your belongings • Will “tag and box” everything (still pulling tags off!) • Held accountable only for loss and breakage of inventory • Just about everything but flammables, pets and kids
  14. 14. Finding is not part of the service: • You may have to unpack everything to find one thing • Labels are wrong or misleading • Sometimes inventory is wrong • If you don’t dump the garbage, they will pack that too! • If you aren’t careful, its very easy to “lose” important items (I’m sure its there somewhere!) Labels Are Often Not Enough to Find What You Need
  15. 15. Don’t leave it up to the movers: • Inventory what you care about • Treat valuables as valuables • Just because you can move it … • If you don’t know what its for… • Garage sales give perspective! • Paying “by the pound” for shipping What Corporate Movers Teach Us About Information Economics
  16. 16. • Data volume doubles every 18-24 months1 (Can’t find what business needs) • eDiscovery costs $18,000 per gigabyte3 (Up to half of litigation budget) • $4M to store 1PB2 (Data storage overwhelming IT budget) • More regs than ever before • Many jurisdictional differences (Can’t reliably identify records) Stakeholder Disconnects Are Amplified “By the Pound” LEGAL RISK & DUTIES BUSINESS VALUE REGULATORY DUTIES IT SERVICES 1 Source: Big data: The next frontier for innovation, competition, and productivity McKinsey & Company, 2011 Study 2 CGOC 2012 Summit Survey 3 Gartner e-discovery Report
  17. 17. Risk has not been reduced by keeping all data – it has increased materially. The exposure to cost to produce vintage data is over-taking the risks of sanctions and settlements. 0.05% of vintage data is $13B in eDiscovery cost exposure – a material financial risk Poor Information Economics: The Tipping Point
  18. 18. No effective means for disposing of unnecessary data today – retention schedule tuned for paper, legal holds tuned for email. Neither is the source of high data growth or IT cost, so 33PB used today at $4m/PB will bloat to 310PB in just 5 years. Poor Information Economics: The Tipping Point
  19. 19. Hold & Collect Evidence DISPOSE OF UNNECESSARY DATA Archive for Value & Dispose Enterprise Information Has Business Utility 25% 69% Subject to Legal Hold 1% Regulatory Record Keeping 5% %s based on CGOC Summit 2012 Survey Everything Else Cost & Risk Reduction Enables Disposal Cost Reduction Normalizes growth curve Retain Records & Dispose Information Economics’ Very Simple Savings Proposition
  20. 20. • Identify and understand business data • Practice good data hygiene • Ensure data quality (location, tags, proper integrity, security, etc.) • Confirm data is acceptable and retainable • Enact data and records policy on appropriate data • Take action only on relevant data Take the First Steps to Right Size Your Data
  21. 21. Unstructured Data Identification and Management
  22. 22. Take Action on Data by Age and by Data Source 13% 12% 58% 14% 2% 0% 10% 20% 30% 40% 50% 60% 70% 1-6 months 6-12 months 1-3 years 3-5 years Over 5 years 1-6 months 6-12 months 1-3 years 3-5 years Over 5 years SharePoint39% 2% 10% 25% 24% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 1-6 months 6-12 months 1-3 years 3-5 years Over 5 years 1-6 months 6-12 months 1-3 years 3-5 years Over 5 years
  23. 23. Quickly Identify and Protect Regulated Data Large Energy Company: Identified 21 types of PII, PCI and HCI in its native location and remediated 17% of all data Are there Social Security Numbers on my file shares? Is customer information being stored inappropriately? Is confidential company data at risk? PII Social Security Drivers License National Insurance Employee Information Account Identifiers Personally Identifiable Information PCI Identify credit card numbers: Across 75+ data sources In the text of: Email Documents Attachments Payment Card Industry Information HCI Digital communications around customers or transactions Human resources Information Strategy and research documents Highly Confidential Information
  24. 24. Defensible Disposal The IBM solution manages data in a proactive fashion – allowing companies to retain information according to corporate governance and regulatory mandates, while disposing of unnecessary data with confidence. PROBLEM: Risk and cost associated with stale and non- business data in the organization. SOLUTION: IBM identified non-business related data and enabled the customer to create custom classifications for automating file plans and implementing records retention schedules. IMPACT: Reduce storage costs through routine data destruction, reduce risk associated with non-business data, and ensure overall litigation preparedness. “DuPont conducted an analysis that found the 50% of documents reviewed were kept beyond the retention period … costing an extra $12m in review.” - Law Technology News
  25. 25. Regulatory Compliance IBM helps companies successfully manage information for industry – specific compliance mandates – particularly in light of mergers & acquisitions. PROBLEM: Comply with FDIC paragraph 6.3 – preservation of records as part of the merger of assets during a financial institution acquisition – across 3,000 desktops and 25 terabytes of data. SOLUTION: IBM enabled acquiring banks to perform a thorough, automated inventory control of the assumed banks ESI across all data sources including desktops and laptops – to properly discover, classify, manage and store all information according to business value and risk. IMPACT: Ease compliance with FDIC paragraph 6.3, and rapidly index data across thousands of desktops/laptops. “UBS Warburg and Merck incurred corporate spoliation sanctions and were fined $29.2m and $253m respectively for non-compliance.” - Electronic Discovery Law by K&L Gates
  26. 26. Reducing Risk IBM has helped companies – often under investigation or audit pressure – successfully secure privacy-related data assets and avoid industry fines. PROBLEM: Under tight timeline to execute an internal privacy audit in response to external PII/PCI governance mandates (i.e. MA 201 CMR 17.00, NRS 603 A). SOLUTION: IBM helped the customer create custom data classifications, identify and analyze data and move sensitive data to a secure repository with restricted access control. IMPACT: Comply with regulatory measures quickly, avoid fines and eliminate risk. “Heartland Payment Systems, one of the largest credit card processors in the US incurred a $12.6m fine for privacy breeches … impacting 655 financial institutions.” - Berkeley Technology Law Journal
  27. 27. Managing SharePoint IBM is leading the charge to connect, understand and manage the intricacies of all enterprise data sources, including support for the largest, most complex implementations of SharePoint. PROBLEM: Managing information stored across 40,000 distributed SharePoint sites with multiple versions and collaborative access to documents, wiki’s, blogs and other enterprise content. SOLUTION: IBM provided a dynamic, daily preservation system for relevant and related content across the enterprise. IMPACT: Eliminated manual user intervention and lock-down of users daily access to SharePoint while providing full eDiscovery and information management support to IT. “SharePoint is an embraced as an enterprise-wide standard for more than 67% of the Global 1000 organizations …. Integrating traditional and new social media sources. - Global 360
  28. 28. Quantity Time INFO VALUE Disposal & Decom Inflection Point: Eliminate Cost When No Value Archiving & Tiering Inflection Point: Align Cost as Value Declines Analytics & Collaboration Inflection Point: Realize Value as Context Erodes Data Disposal Will Help Align Value with Cost & Risk Over Time Reduce artificial demand driven by unnecessary data
  29. 29. Information Lifecycle Governance Technology Expertise Dedicated ILG and ECM Experts Enterprise Content Management Capture Store Search Collaborate Govern Archive
  30. 30. Industry Expertise Industry Knowledge Technology Expertise Successful StoredIQ Implementation • Agribusiness • Automotive • Consumer Products • Energy • Financial Services • Healthcare • Insurance • Manufacturing • Life Sciences • Public Sector • Retail • Telecommunications
  31. 31. Questions?
  32. 32. Thank You! For more information contact: Christine Livingston Sibito Morley