The storage requirements for organizations is growing between 45-60% each year. Much of this content is emails and documents rather than databases. This means that your IT storage budget is probably growing at least 5% annually just to keep up.

1. Control the Cost of
too Much Content
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2. The storage requirements for organizations is growing
between 45-60% each year. Much of this content is emails
and documents rather than databases. This means that your
IT storage budget is probably growing at least 5% annually
just to keep up.
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3. Even when those budgets do keep pace, the value of
storing a year-old email about the office party does not
equate to the cost of storing and managing it. In fact, it is
estimated 75% of our content is redundant, outdated or
trivial1 yet clutters up search results and costs money to
store and manage.
31 Perficient analysis of file-shares 2012

4. Contents
Too much content:
• Storage growth is outstripping budgets
• Three quarters of content is not needed
• Old content Is a negative return on investment
Using DiscoveryOne to:
• Archive & defensibly delete
• Clean up before migrating to an ECMS
• Auto-categorizing documents and email
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5. Too much content is an untenable business case
Content storage costs in organizations are increasing at a rate
greater than is sustainable long-term. This is driven by ballooning
storage requirements. However, most of this content is not
needed. It could be cleaned-up and defensibly disposed of.
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6. Storage growth is outstripping budgets
Storage requirements are growing between 45-60% annually. It
is the fastest growing capital cost in datacenters2. While storage
per terabyte is getting cheaper, it is not matching the storage
growth and is decelerating in cheapness.
This means that there must be a 5% annual growth rate in IT
budgets just to handle increased storage3. ESG conducted a
survey that identified that nearly half of IT Managers had to
increase their storage budget every single year.
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2 Gartner Enterprise Storage Management: 5 Big Myths of Storage
3 ESG Research Report on Storage Market Survey 2012

7. 7
There must be at least a 5% annual growth rate
in IT budgets just for storage

8. 8
These continually swelling storage budgets are the result of
organizations not having the tools to manage this content
effectively over time.
EMC surveyed over 800 IT executives of whom 80% said
their primary storage concern was managing storage
growth. ESGs survey respondents said that rapid growth and
management of unstructured Data was the biggest area of
storage concern.
This suggests that organizations are storing, archiving and
backing up nearly all content without discrimination
including non-transactional data.

9. Three quarters of content is not needed
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Yet three quarters of this content
being storing is not needed.
76% of file-system content is
redundant, outdated and trivial.
Most of this is stale data – it
hasn’t been touched in over a
year. 15-20% is duplicate content
and an additional 5-10% is
orphaned content or not
business relevant. The best way
to deal with redundant, outdated
and trivial content is to delete it.

10. Old content is an increasingly negative
return on investment
Storing older content is worse than just an unnecessary cost
because the value of storing it decreases quickly while the cost
of storage does not. This creates an increasing negative return
on investment as the value of what is being stored declines
increasing the cost-value gap.
This situation often becomes “business-as-usual”. To manage it,
the default solution is to throw even more storage at the
problem.
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The best way to reduce the amount of content – delete it
Sheila Childs, Research VP, Gartner

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12. Using DiscoveryOne to solve content concerns
Pingar DiscoveryOne controls your unstructured content
cost by identifying documents that are candidates for
disposal.
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Identify and filter on a combination of:
• Document age
• Document formats
• Duplicates and near-duplicates
• Content-types (e.g. letter, brochure, financial)
• Personally Identifiable Information (PII)
• Payment Card Industry Information (PCI)
• Topics

13. Clean-Up and Migrate Content to an
Enterprise Content Management System
DiscoveryOne provides a Content Inventory to identify
low-hanging fruit for immediate archival and disposal.
A second pass allows you to identify content that
could be migrated to an Enterprise Content
Management System.
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Eliminate duplicates
Using DiscoveryOne you can identify duplicates and
near-duplicates such as PDF versions of Word
documents or draft versions of documents.

14. Identify content to move and archive
You can query DiscoveryOne for content that matches a
variety of types. For example, you can get a list of PDF
documents that are contracts regardless of where they are
stored. You can get a list of letters about parking
infringements written this year. This means you can
systematically migrate or archive content.
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15. Auto-Categorizing Documents and Email for
Compliance and Retention/Disposal
Categorization of documents is instrumental in implementing
electronic content retention. However, manually categorizing
content is expensive and difficult. Most users will not spend time
or effort categorizing emails or content by looking up file-plans
and retention policies. When they do, they are inconsistent,
categorizing some content on one day and not another, depending
on their schedule or how they are feeling. Unlike legal and records
management professionals, most people do not perceive value in
this activity.
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16. DiscoveryOne automatically assigns categories to content.
There are pre-defined categories and in addition you can
create specific categories of your choice.
Auto-categorization using DiscoveryOne will massively reduce
the cost and burden of compliance. You can use DiscoveryOne
to implement your retention policies for email and electronic
documents along with an EDRMS. DiscoveryOne can categorize
against content-type and topic.
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17. Using DiscoveryOne for auto-categorization ensures that you
can implement and show you have actioned a defensible
deletion strategy that
• It gets done
• It is consistent
• It does not impede on users time
• It shows regulators that you have a system and have gone to
reasonable measures that stack up
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Thank you
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