[Webinar Slides] Time for Spring Cleaning: How to Clean Up Your Data
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Data is being created every day and at a rate that can threaten to overwhelm enterprises to the point of ineffectiveness. Your data is in need of some ‘spring cleaning!' Learn the valuable ways you can begin to make sense of this information. Visit: AIIM.org/ERMTraining to learn best practices and technologies for automating records management
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[Webinar Slides] Time for Spring Cleaning: How to Clean Up Your Data
- 5. Underwri(en by: Presented by: Big Data, Big Problems § Data is increasing by 5,000% this decade § One in three corporaFons is involved in eDiscovery averaging more than 2.5TB / ma(er § Increasing by 25% per year Year 1 Year 2 Year 3 Year 4 Year 5
- 8. Underwri(en by: Presented by: Data Catalog § Inventory of the types of data § Must include third parFes and cloud § Eventually gets integrated to the System Inventory § Used to help idenFfy integraFon points for new systems
- 9. Underwri(en by: Presented by: System Inventory § Master list of all systems in the organizaFon § List of data “concepts” if not actual metadata fields § Decomm – Don’t forget systems that have been schedule to be sunset § Include third party systems and/or cloud
- 10. Underwri(en by: Presented by: ESI Map § Has legal implicaFons § Privacy can affect discovery § Less of an issue for civil liFgaFon today, but hugely important for government and regulator ma(ers § IdenFfies “custodians” of informaFon § Must address all data: including USB drives, legacy systems, phones, etc. § Eventually Fe Policies to informaFon types, by system, by jurisdicFon ESI Map Storage LocaFons Systems Custodians Content Types
- 11. Underwri(en by: Presented by: Organize InformaFon ends up in one of seven types of content repositories: § Structured: TradiFonal databases and legacy applicaFons § Semi-structured: Systems that combine databases with unstructured content. ECM systems, Some SharePoint implementaFons § Unstructured: file shares, out of the box SharePoint § Messaging: email and chat § Video/Audio: voice mail, stored video § Backups: backup tapes, images, and VTLs for all of the above § Paper: Internal and external paper
- 12. Underwri(en by: Presented by: Migrate Data § Get rid of ROT before the migraFon § Reduce unstructured § “Manage Appropriately” § Simplify content classificaFon by repositories, library, folders, doc types, and tags § Use auto-classificaFon when content volumes exceed ability cost-effecFvely manage with other approaches
- 13. Underwri(en by: Presented by: Configuring Repositories Employee View ContractsWorking Documents Finance Records Reference 2 Year Retention Internal Low Relevance High Individual Event-based Retention Confidential High Relevance High Reference 7 Year Retention Highly Confid. Medium Relev. High Reference Indefinite Retention Internal Medium Relev. High Reference Available Filing Locations for This Employee Retention Reference Time--based Event-bases Working Documents Transitory Privacy and Sensitivity Highly Confidential Level 2 – Confidential, PII, IP, PFI, PCI Level 3 – Internal Level 4 – Public Historical Discovery High Volume, and Relevance High Volume and Low Relevance Medium Volume Low Relevance Low Volume Business Value High Group High Individual Medium Low ECM ECM
- 14. Underwri(en by: Presented by: Data Placement Strategy § Map exisFng folders and repositories § Determine “to-be” environments § Consolidate and simplify with key emphasis on records management § Review with users as a prototype
- 15. Underwri(en by: Presented by: Migra(on Tools § CriFcal factors § ROT analysis § MigraFon assistance (with security) § Auto-classificaFon § Low end tools can get rid of some ROT, but lack enterprise-class migraFon features. Enterprise tools can get rid of more. § MigraFon is complex: security, document links. § Auto-classificaFon includes meta data, folders, and document understanding. § Enterprise-class pladorms require tuning and can drama%cally improve conversion and defensible disposiFon. § Enterprise tools can be used in producFon afer the migraFon.
- 16. Underwri(en by: Presented by: Summary § Three steps: Map, Organize, and Migrate § A good Map can reduce both legal and IT costs § OrganizaFon requires user involvement and can improve user producFvity § MigraFon can reduce costs, improve performance, and provide for defensible disposiFon § Enterprise-class tools provide much be(er performance even though high level features may be the same
- 26. Underwri(en by: Presented by: A Framework for Clean-Up eDiscovery Reten(on Privacy Disposal Archiving Migra(on Investigation Auto Classification Data Filtering Analyse Classify Train Single Unified View – StoredIQ Pladorm Iden(fy areas of security and privacy expose across all repositories Accurately and automa(cally find Records in all data sources and place under policy Move data with low business value to lower (er storage Iden(fy content with high business value to migrate, without moving low value content Perform Rapid Early Case Assessment BEFORE collec(on Typically 20 – 40% ROT (Redundant, Obolete, Trivial) can be removed IdenFfy Relevant Context Detailed Document Analysis Act based on Analysis LEGAL PRIVACY & SECURITY RIM BUSINESS IT RIM IT LEGAL RIM BUSINESS BUSINESS IT Ac(on Filter2 – Full Text Filter1- Metadata Filter3 – Classifica(on
- 28. Underwri(en by: Presented by: Curate, Clean-Up, and Archive Data Reduc(on Assump%ons used: 1. Unstructured Data Volume = 100Tb 2. Unstructured data is growing 30% year over year 3. Storage Cost per TB: 4’000€ per year, incl. Services 4. Storage cost decreasing year over year 5% 5. 27% ROT Poten(al, with 5% follow on year reducFon 6. Backup and DR Volume is 1.5 Fmes of Prime 7. Backup an DR costs are 25% of Primary Storage costs 8. Archive Storage costs 25% less than Prime All Unstructured Data 750TB Stored (NetApp NAS) User CIFS Data 100 TB in Scope User Data aher Clean-up 68 TB Stored User Data aher Archiving 50TB Stored User CIFS Data 50 TB Stored All client data sources (Messaging, SharePoint, Repositories, Desktops, etc.) storing an es(mated 750 TB of data. All client CIFS file shares storing end-user generated content. Legacy data targeted for clean-up. An es(mated 27% (32 TB) reduc(on in the total amount stored on user CIFS shares. This includes Growth Rate. Remaining data targeted for archive. This might impact Backup & DR Data Volumes. An es(mated 50% total reduc(on of user CIFS storage with Legacy Data Clean-up and Archive.