With data volumes growing exponentially and increasing demands being placed on how to access and leverage this data, information governance is experiencing a rebirth. Solutions are now emerging that can unify data silos and work with existing data architectures to help organizations manage and act upon this data in accordance with business, legal/compliance and data management objectives. Learn how HP's modular portfolio of information governance solutions can help you access and understand human and computer-generated information, organize and control this data with a centralized policy engine, and intelligently manage and take action in accordance with business, legal, compliance, and other information management objectives

1. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 10/2/20151 © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Information Management & Governance
With HP Software
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

2. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Data is an organization’s most strategic asset
Monetize
Differentiate
Personalize
Monitor
Meter
Optimize
Predict
…and more
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

3. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Monetize
Differentiate
Personalize
Monitor
Meter
Optimize
Predict
…and more
…and often its greatest risk
Rules?
Regulation?
Control?
Secure?
Find?
Defend?
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4. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Volume Variety Velocity Veracity
Can lead to sub-optimal business outcomes
The Big Data challenge

5. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
What are legacy and dark data?
•Legacy data tends to be:
•Redundant
- Duplicates and Copies
•Obsolete
- Old, beyond the retention policy
•Trivial
- Machine generated, no value
Dark data tends to be:
• Human readable
• Unstructured
• Unindexed
• Unmanaged
• Inactive
• Orphaned

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The Holy Grail: Weeding out the irrelevant…
• Removing ROT based on Meta-
data analysis
• Consolidating duplicates in a
Golden Repository
• Auto-declaration of important
items into a System of Record
• Audit trails, Defensible actions
Big
Data
Smart Data

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…. While securing the relevant in a Compliant manner…
Electronic Ledger Storage Law
(Japan)
11MEDIS-DC
(Japan)
Canadian Electronic
Evidence Act
SEC 17a-4 (USA)
HIPAA (USA)
FDA 21
CRF Part 11
ISO
18501/18509
Sarbanes-Oxley Act (USA)
AIPA (Italy)
GDPdU & GoBS
(Germany)
BSI PD0008 (UK)Public Records
Office (UK)
NF Z 42-013
(France)Financial
Services
Authority (UK)
Basel II
Capital
Accord
Bulk Archives for
Messaging Compliance
Records Management for dossiers and
regulatory long term storage

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… And being able to find the needles in the hay stack.
• eDiscovery for investigations
• Legal Hold for retention extension
• Universal Search for findability
• Visualization and conceptualizing
• Systems of Record for implementation
of your file plan

9. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Information Management framework
Access & Understand Leverage & Take Action
Unstructured enterprise
data repositories
Structured enterprise
data repositories
Cloud-based
repositories Data
Mobile & social media
Offline data repositories
Address business &
operational objectives
Enterprise Content Management
Enterprise Search & Collaboration
Legacy Data Cleanup
Legal HoldsInformation Archiving
Records ManagementeDiscovery
Address legal &
compliance objectives
Backup/Recovery
Enterprise Security
Address data management &
security objectives
Centralized Policy Engine
Organize & Control
Administer data in place or in a consolidated repository

10. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
HP’s Information Management Portfolio
An end-to-end workflow portfolio
Creation
• HP Records
Manager
Identification
• HP Control Point
• HP Structured Data
Manager
Backup &
Recovery
• HP Data Protector
• HP Livevault
• HP Connected
Archiving
• HP Consolidated
Archive
• HP Records
Manager
Discovery
• HP eDiscovery
• HP Supervision
• HP Legal Hold
Destruction

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Structuring the unstructured:
Control Point

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Outcomes of Managing your information
Dark Data &Legacy Data
Inactive
Unknown
Orphaned
Dealing with the past Continuous Information Governance

13. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Design structure
Information management Stages
1. Identify and
Index
2. Analyze 4. Reduce3. Organize 5.
Manage/Migrate

14. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Becoming aware: A case study
•Analysis for a customer of one file store
•Total Indexed; 1,397,172 files, taking
1.2TB Disk Space
•Index Size 1GB, Meta-data only

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The State of Affairs
• Over 500k files
fall under ROT
definition – 35%
of files in total
• Potential Disk
Savings: 20%

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Obsolete – Level of Aged Files
• 300GB data not accessed in
3 years
• 160GB data not accessed in
5 years
• 120k files not modified in 10
years
• Oldest files dating back 25
years

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Item type in detail - Image Files
• 550GB of image files
• Also includes 165k jpg files, at 112
GB total disk space
• TIF images taking 300GB storage
space from 10,000 files

18. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Item type in detail - Image Files
• Further analysis of image files
reveal 60GB of ROT
• Further, 180GB disk space utilised
by less than 0.5% of files
• Majority entered system in last
three years, oldest files 25 years
old

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User breakdown in detail
• Three “Power Users” collectively
owning 500,000 documents
• One user owning 200GB of disk
space (15%)
• Third highest user of disk space
(100GB) has ownership of just
10,000 files

20. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Size breakdown in detail – Large Files
• Over 25% (3,334) of large files
owned by one user
• Image and video make up a large
subsection, covering half of all
files – content based documents
form majority of remainder
• Almost a third not modified in 3
years

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In Summary:
• Large amounts of ROT consuming one third of all
files
• Large image files forming considerable chunk of
disk space, consider moving to lower tier
• Addition rate of files increasing at heavy rate year
on year
• Select users consuming large portion of disk
space
• Large amounts of very old, static data

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But what about Content?

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First, we start training….
•Golden Documents and Templates
•Free Text, Boolean and Combined queries
•Metadata Enrichment, Eduction
•The Result: Categories

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Tag with reason
Actions
File list or
sample list
Number and
size of files
Preparing for policy assignment
Then we define policies, test them and sample the set

25. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Ongoing Management & Migration
•Merge valuable data into your
System of Record.
•Migrate cleaned data between
repositories.
•Manage Data in place.
•Automatic management of new data.

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Separating Record Identification from Filing Classification
End-to-End Auto Declaration and Classification
Email
SharePoint
Shared Drives
ECM Systems
Archives
HP ControlPoint
Selects the records based on declaration
policies linked to IDOL categories
HP Records Manager
Allocates filing location based on
classifications linked to IDOL categories and
automatic folder creation rules
Policy
Categories
Filing
Categories
Auto-Declaration
Auto-Classification

27. © Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
The Big, Integrated Picture
Information
Sources
Integrated Information
Governance Solutions
Strategic
Business Benefits
Content
Repositories
Social Media
Retired
Applications
Enterprise
Databases
 Insight in your data
 Footprint Reduction
 Application
Acceleration
 Managed Retention
 Defensible Disposition
 Findability
 Compliance
 Risk Reduction
Unstructured
Powered by IDOL 10
HP
Consolidated
Archive
HP
Structured
Data
Manager
HP Records
Manager
Structured
HP
Control Point

28. © Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Thank you!