The AIIM webinar discusses strategies for managing the data explosion in organizations, focusing on finding and retaining important data while eliminating redundant information. It addresses governance issues associated with Office 365 and explores how machine learning can aid in detecting and classifying sensitive data. The presentation highlights the need for modernized information management strategies to efficiently handle data throughout its lifecycle.

1. Underwritten by:
#AIIMYour Digital Transformation Begins with
Intelligent Information Management
Data Explosion in Your Organization?
Harness It with a Comprehensive
Records Management Strategy
Presented October 10, 2018
Data Explosion in Your Organization?
Harness It with a Comprehensive Records Management Strategy
An AIIM Webinar presented October 10, 2018

2. Underwritten by:
John Mancini
Chief Evangelist
AIIM
Nishan DeSilva
Principal Engineering Lead in
Microsoft 365 Information Protection
Team
Today’s Speakers

3. Underwritten by:
Today’s Agenda…
We’ll explore these three challenges raised by the data
explosion:
1. What are your best strategies for finding and retaining
important data AND simultaneously eliminating “ROT”
(Redundant, Obsolete, Trivial information)?
2. What governance issues are the most challenging to user
organizations and how do these map to current and
future Office 365 governance capabilities?
3. How can machine learning help you detect and classify
sensitive data?

4. Underwritten by:
Many organizations running faster and faster to stay in
the same place…
2018 2008
1=terrible 2.5% 1.5%
2 3.6% 5.5%
3 15.3% 13.0%
4 13.7% 15.2%
5 12.3% 18.7%
6 20.0% 19.8%
7 18.6% 15.9%
8 10.7% 7.0%
9 1.6% 2.5%
10 = excellent 1.6% 0.8%
5.39 5.23
© 2018 AIIM - use with attribution permitted
2018 State of IIM, Overall N = 366
On a scale of 1
(TERRIBLE) to 10
(EXCELLENT), please rate
the overall effectiveness
of your organization in
managing, controlling
and utilizing electronic
information.

5. Underwritten by:
1 – What are your best strategies for finding and
retaining data AND simultaneously eliminating “ROT”?
© 2018 AIIM - use with attribution permitted - GDPR After the Deadline, Overall N = 262
We have no
procedures for this
18%
We have manual
procedures requiring
that staff do it
40%
We have automated
procedures within an
ERM system
39%
Don't know
3%
How do you ensure that personal information in email,
SharePoint, shared drives, etc. is deleted when
appropriate?

6. Underwritten by:

7. Underwritten by:
1 – What are your best strategies for finding and
retaining data AND simultaneously eliminating “ROT”?
© 2018 AIIM - use with attribution permitted
Automating Governance and Compliance, Overall N = 255
Less than 20% 20-40% 41-75% 76% or higher
24%
40%
29%
6%
How much of the data in your organization do you think is ROT
(Redundant, Obsolete, Trivial)?

8. Underwritten by:
1 – What are your best strategies for finding and
retaining data AND simultaneously eliminating “ROT”?
© 2018 AIIM - use with attribution permitted
Automating Governance and Compliance, Overall N = 255
We don’t routinely dispose; we just keep everything.
It’s a MANUAL process.
It’s mostly a MANUAL process.
It’s mostly an AUTOMATED process.
It’s a completely AUTOMATED process.
12%
24%
26%
21%
17%
Describe the process your organization uses to routinely dispose of data
and content that is no longer needed or required.

9. Data governance vision
Investment
Areas
Import Govern Monitor
Harness intelligence and automation with ML based classification

10. Import Govern Monitor
Common
Questions
“We’re all in with Office 365
to manage our data. Make it
easy for us to bring in our
legacy data into your cloud”
Director, Healthcare Supplier
“We need a modern records
management system that
empowers users with modern
collaboration tools while
supporting our ability to meet
regulatory requirements for
records management”
Director, Oil and Gas Records
Management
“Our supervision staff must
systematically review messages
across communication types for
compliance supervision and
provide evidence to meet
regulatory inquiries
Director, FinServ Compliance

11. Underwritten by:
2 – What governance issues are the most challenging to
user organizations?
© 2018 AIIM - use with attribution permitted
2018 State of IIM, Overall N = 366
Cloud content management
Internal & external collaboration platforms
Low-code and "self-service" development platforms
Content integration & migration tools
Robotic process automation
Business process management
Multi-channel intelligent capture
High-volume process optimization/transactional ECM
Records management & digital preservation
eDiscovery & legal
Industry & geographic specific compliance
Blockchain
Artificial intelligence, content analytics & semantics
Data recognition, extraction & standardization
Metadata & taxonomy management
Document classification & personal information identification
40%
43%
17%
35%
10%
57%
15%
23%
58%
19%
23%
4%
19%
32%
31%
45%
The 5 EXISTING areas consuming the most attention ($ plus people)

12. Underwritten by:
2 – What governance issues are the most challenging to
user organizations?
We have a dedicated
privacy function.
36%
We manage privacy
within another
function (such as
within records
management or
legal)
31%
We have no formal
dedicated privacy
function.
14%
We are managing
privacy in some
areas, but it is ad hoc
at best.
19%
How is privacy handled in your organization?
© 2018 AIIM - use with attribution permitted - GDPR After the Deadline, Overall N = 262

13. Underwritten by:
2 – What governance issues are the most challenging to
user organizations?
2018 2013
None 4.2% 4.9%
1 system 13.5% 20.7%
2 systems 29.3% 28.4%
3 systems 17.5% 20.5%
4 systems 11.6% 7.7%
5 systems 6.5% 8.7%
6 systems 3.4% 1.5%
7-10 systems 6.2% 3.6%
More than 10 systems 7.9% 4.1%
3.94 3.14
How many different
Content Management/
DM/RM suppliers/
systems does your
organization currently
use?
© 2018 AIIM - use with attribution permitted
2018 State of IIM, Overall N = 366

14. Underwritten by:
2 – What governance issues are the most challenging to
user organizations?
© 2018 AIIM - use with attribution permitted
2018 State of IIM, Overall N = 366
2018 2013
0% 2.8% 2.7%
10% 5.4% 6.8%
20% 7.6% 8.3%
30% 10.1% 12.2%
40% 10.1% 8.6%
50% 10.8% 11.6%
60% 12.7% 9.8%
70% 14.6% 13.1%
80% 12.3% 10.1%
90% 13.6% 16.9%
Average % 54.4 53.5
What proportion of your
unstructured content
and information (excluding
emails) would you say is stored
in enterprise systems (ERP, HR,
Finance, CRM, Project
Management, LOB, etc.)
INSTEAD OF in a Content
Management/DM system(s) --
and is not accessible through
your Content Management/DM
system(s)?

15. Underwritten by:
2 – What governance issues are the most challenging to
user organizations?
© 2018 AIIM - use with attribution permitted
2018 State of IIM, Overall N = 366
Completely agree
Somewhat agree
No opinion
Somewhat disagree
Completely disagree
64%
28%
2%
5%
1%
Our information management strategy needs to be modernized to
meet modern problems.

16. Comprehensive policies to protect and govern your
most important data – throughout its lifecycle
Unified approach to discover, classify & label
Automatically apply policy-based actions
Proactive monitoring to identify risks
Broad coverage across locations
Data growing at exponential rate
LabelDiscover Classify
Unified approach
Protection Governance
à Encryption
à Restrict Access
à Watermark
à Header/Footer
à Retention
à Record Declaration
à Deletion
à Archiving
Apply policy
à Sensitive data discovery
à Data at risk
à Policy violations
Monitor
à Policy recommendations
à Proactive alerts

17. Records Manager/IT Admin
Manageability
Automation
Analytics and Intelligence
Information Worker
Seamless collaboration
Built-in records management
Interoperability
ü File plan management
ü Import and export labels
ü Applies to: Sites, Teams, Outlook
ü Event-based retention
ü Auto-classification of records
ü Declare/undeclare records
ü Regulatory record
ü Labels activity explorer ü Auto-label based on Metadata and
Content Type

18. Underwritten by:
3 – How can machine learning help you detect and
classify sensitive data?
© 2018 AIIM - use with attribution permitted
Automating Governance and Compliance, Overall N = 255
X 2X 3X 4X 5X 6X 7X 8X 9X 10X
2%
25%
21%
16%
10%
7%
5% 6%
2%
5%
Think about the huge amounts of data and information currently coming
into your organization (call this current volume “X”). What do you predict
this volume will be in 2 years?

19. Underwritten by:
3 – How can machine learning help you detect and
classify sensitive data?
Artificial intelligence, content analytics &
semantics
Data recognition, extraction & standardization
Metadata & taxonomy management
Document classification & personal information
identification
19%
32%
33%
33%
30%
38%
35%
39%
18%
11%
16%
14%
no plans or reduced the same more a lot more
© 2018 AIIM - use with attribution permitted
2018 State of IIM, Overall N = 366

20. Most of corporates has most of
their Data is still in the “Dark”
Data can be classified by
rule-based
classifications (e.g.
Keyword match,
Sensitivity Type – Regex
match)
Data can be classified by
user classifications (e.g.
manual label)
Dark data
Corporate data
Import
Smart ingestion
Govern
ML based auto
classification
Monitor
Intelligent supervision
Classificationassistant
Tenant specific classifiers
Active learning from user to improve the performance
Choose
training
Build your
classifiers
Measure &
optimize
your
classifiers
Publish &
deploy your
classifiers
Monitor
insights
Out of box classifiers
Contract Offensive language ACP

22. Call to Action
Watch Ignite BRK3224: Harness Data Explosion with
Intelligence
https://myignite.techcommunity.microsoft.com/sessions/
65669#ignite-html-anchor
Get started with Advanced Data Governance (Interactive
Guide) https://aka.ms/ADGInteractiveGuide
Visit http://aka.ms/dg to learn more about the regulatory
compliance features – records management, supervision

23. https://aka.ms/cmwhitepaper
https://aka.ms/nostandingaccesswhitepaper
https://aka.ms/m365encryptionwhitepaper
https://aka.ms/IgniteADGWhitepaper
http://aka.ms/ADGInteractiveGuide
https://aka.ms/IgniteAeDWhitepaper
http://aka.ms/AEDInteractiveGuide

24. Underwritten by: