shared drives and content sprawl—what to do

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Shared Drive

Cleanup… What Then?


Consider your content strategy before diving into this project.

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Architecture for Success

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End-to-End Digital Solution

capture

process

integration

migration

governance

ECM Strategy

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WIIFM?What problems are we

solving?

Workplace Efficiency, System Complexity,

Risk & Cost Avoidance

ECM AVOIDANCE

(FOR COLLABORATION))

ECM SHELFWARE

• Shared Drives• Email• Cloud Sites: Dropbox,

Box.Net

USING ANYTHING BUT…

COST & COMPLEXITY

(OF SECURING DOCUMENTS)

HIGH COST, HIGH RISK

• Manage• Synchronize• Secure

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Security.Risk is greatly reduced by better managing content, reducing duplication of content, managing access and lifecycle.

Shrink the vectors of attack.

Efficiency is a result!People Spend Two Hours a Day Looking For Information. page

06


Information Explosion

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1%5%

25%

69%

Legal hold: Collect & retain evidence

Regulatory record keeping:Hold and dispose of data

Business Value:Archive records for value

Unnecessary dataInformation without duty and value

Excess Information = Higher cost and greater riskDispose of unnecessary data = Reduce cost and risk

CGOC.Summit 2013 Survey

Of organizations surveyed have no idea of the content in their stored data.

88%

Of organizations say too much time and effortis spent manually searching and disposinginformation that has met its retentionrequirements.

Of organizations are keeping information indefinitely

Of organizations still rely on employees to decide how to apply corporate policies

79%

58%

58%

The Information Explosion survey from the Council for Information Auto-Classificationhttp://infoautoclassification.org/

SeriousMessage

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Lock it down now. Stop adding to the problem.Provide an integrated solution, similar to the shared drive UI, for maximum user adoption.


Business NeedsUser Wants

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Reliable & ScalableContent is exploding.

Solutions must scale and evolve for future needs.

EasyMake it Easy.

People want to use it; tasks are reduced.

ProductivityAdoption Adoption

Adoption The three most important things in an ECM

system.Save time and money.

Reduce Risk.

Business Needs

GovernanceSecureReliableScalableConnected

HappyUsers Ease of use

Simplified ProcessesMy tools (Email/Office)Easy CollaborationUniversal SearchMobile

Lower CostMore

ProductiveCompliant

Growth

User Wants


End-to-End Digital Solution

• Leverage Existing Assets• Create business case based

on ROI• Create Roadmap

capture• Structured• Semi-structured• Unstructured• Handwritten or

typed

process • Digital Collaboration• Workflow/BPM• RPA• Automation

integration• LOB Applications• ERP• CRM• Office Tools• Self-service Portal • Mobile• Not Rip & Replace

migration

governance• Records

Management• Policies• Controls• Compliance• Holds

• Strategy for Co-existence• Legacy Decommissioning

ECM Strategy

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Shared Drive Cleanup2 Projects

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Shared Drive cleanup requires consideration of existing content AND necessary revisions to work processes and tools for day-forward content creation.

Planning.


What are we talking about here?

INTERNAL DOCUMENTS

• Employee Records• Board Minutes• M&A Documents• Intellectual Property• Sales Data• Financial Reports• Strategic Plans

EXTERNAL COLLABORATION

• Secure Deal Rooms• Contracts• Legal Documents• Marketing Materials• Customer Data• Tax / Banking Documents• And more….

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What to do with this stuff?

Is the content classified?

Is it personal or non-business-related information?

Is the information needed to document transactions and decisions?

Is the information needed to comply with specific legal or regulatory requirements?

Rules dictate where to file or destroy while audit logs track and measure success.

Is it active information?

How old is the information?

Does the information have historical value?

Is the information a copy?

Is the information a previous or superseded version?

Who owns the information?

Are your policies current & complete?

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Extracting Meaning from Unstructured Content

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Classify

1-3 Sample imagesContext-based

Invoice Number Vendor Name Purchase Date Subtotal Grand Total Payment Terms

Extract

Business rulesDatabase lookupsFuzzy logic


Automation

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• Automation based on a ‘state’ change• Change of attribute• Change of location• Change of status

• Make my job easier• Clean-up of collaboration files• Records Declaration as part of

business process: reduces data entry, ensures completion of all process steps

• Increase processing times with less errors

Set Attribute

File Move


Backfile &Day Forward

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Alternatives & Additions – DMS via webDAV, CMIS, Integrated EFSS, Mobile Applications, VPN, Collaboration platforms (via workflow), Endpoint Management (BlackBerry)

BACKFILE• Lazy migration

• High priority content migrates first

• Low touch content remains after x time

• No new content

Other Considerations• Local Drive Content?• USB Drives?• Consumer Services?

DAY FORWARD• Multiple User Interfaces as options

(Integrations)• Workflow enabled – Content in Context• Secure – Role based access, DRM & Lifecycle

Automation• Annotate vs. Edit• Watermarking• Auto classification at creation or ingestion


Introducing Alfresco Cloud Sync

Sync Mobile

cloud

hybrid

on-premises

Simply a smarterway to work.

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EasyECM for Document Security & Collaboration

Everybody’s in document security and nobody practices it well enough

Let them keep their Tools: Email

Dropbox SharePoint

Even USB’s & Printers…

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Step by Step

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It’s evolutionary.

Work the wheel.


ContentReview

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01

SecureContent encrypted at rest and in transit. Rights and lifecycle management enabling collaboration ANYWHERE!

03

Flexible & ScalableOpen source architecture allows flexibility to integrate with your choice of OS, databases, web servers, etc. Manage on-premises, cloud or hybrid cloud.

02

Integrated & AutomatedIntegrate with existing repositories and other sources of data using open API’s or connectors.Intelligent rules-based actions via integrated workflow engine.

04

CompliantThe only DoD 5015.02 certified open source solution.Enterprise compliance, one repository.Legal holds and audit readiness .


Meet information, RM and government compliance standards, mandates, and directives worldwide

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HIPAA

Canadian ElectronicEvidence Act DoD

5015.2

Electronic LedgerStorage Law

11 MEDIS-DC

VERS

CNIPA

NF Z 42-013

BSI PD5000

MoReq2

Federal Rules ofCivil Procedure

NARA/OMB 2016And 2019

FISMA

Akta Arkib Negara 2003& e-SPARK

UK Data Protection Act & TNA

2002

NOARK 5

eARD

Archives Act

NARS Act

RTA

Global Standards Adopted by Countries WorldwideFreedom of Information Act/Freedom of Information/Access to Information/Public Information Act

ISO 15489:2001/ISO 23081-1/16175-1:2011/26122:2008/ISO 30300:2011

State and Local RM Requirem

ents/ISO 15489SEC17-A


Other Resources

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http://igsymposium.ironmountain.com/

http://info.aiim.org/digital-landfill

https://www.merconference.com/

http://www.arma.org/

http://www.alfresco.com/

http://www.ephesoft.com/

http://www.captricity.com/


ContactInformation

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address

5525 Central Ave, Suite 200, Boulder, CO 80301Come visit us!

phone

toll-free +1-888-732-4101

online

ZiaConsulting.comContentPeople.com

facebook.com/ZiaConsultingtwitter.com/ZiaConsulting


thank you.

shared drives and content sprawl—what to do

Technology