[webinar slides] time for spring cleaning: how to clean up your data

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TimeforSpringCleaning:HowtoCleanUpYourData

PresentedMarch30,2016

TimeforSpringCleaning:HowtoCleanUpYourData

AnAIIMWebinarPresentedMarch30,2016


DanElamVicePresidentContoural

RichardHoggGlobalInforma>onGovernanceSolu>onsLeaderIBM

Host:TheresaResekDirectorAIIM

Today’sSpeakers


DanElam

VicePresident

Contoural

IntroducingourFeaturedSpeaker


Disclaimer

ContouralprovidesinformaFonregardingbusiness,compliance,andliFgaFontrendsforeducaFonalandplanningpurposes.HoweverlegalinformaFonisnotthesameaslegaladvice–theapplicaFonoflawtoanindividualororganizaFon’sspecificcircumstances.Contouralanditsconsultantsdonotprovidelegaladvice.OrganizaFonsshouldconsultwithcompetentlegalcounselforprofessionalassurancethatourinformaFon,andanyinformaFonofit,isappropriatetotheirparFcularsituaFon.


BigData,BigProblems

§  Dataisincreasingby5,000%thisdecade

§  OneinthreecorporaFonsisinvolvedineDiscoveryaveragingmorethan2.5TB/ma(er

§  Increasingby25%peryearYear1 Year2 Year3 Year4 Year5


TheThreeSteps

MapOrganize

Migrate


Mapping

ESIMap

SystemInventory

DataCatalog


DataCatalog

§  Inventoryofthetypesofdata§  MustincludethirdparFesandcloud§  Eventuallygetsintegratedtothe

SystemInventory§  UsedtohelpidenFfyintegraFon

pointsfornewsystems


SystemInventory

§  MasterlistofallsystemsintheorganizaFon

§  Listofdata“concepts”ifnotactualmetadatafields

§  Decomm–Don’tforgetsystemsthathavebeenscheduletobesunset

§  Includethirdpartysystemsand/orcloud


ESIMap

§  HaslegalimplicaFons§  Privacycanaffectdiscovery§  LessofanissueforcivilliFgaFon

today,buthugelyimportantforgovernmentandregulatorma(ers

§  IdenFfies“custodians”ofinformaFon§  Mustaddressalldata:includingUSBdrives,legacy

systems,phones,etc.§  EventuallyFePoliciestoinformaFontypes,by

system,byjurisdicFon

ESIMap

StorageLocaFons

Systems

Custodians

ContentTypes


Organize

InformaFonendsupinoneofseventypesofcontentrepositories:§  Structured:TradiFonaldatabasesandlegacyapplicaFons§  Semi-structured:Systemsthatcombinedatabaseswith

unstructuredcontent.ECMsystems,SomeSharePointimplementaFons

§  Unstructured:fileshares,outoftheboxSharePoint§  Messaging:emailandchat

§  Video/Audio:voicemail,storedvideo§  Backups:backuptapes,images,andVTLsforalloftheabove§  Paper:Internalandexternalpaper


MigrateData

§  GetridofROTbeforethemigraFon§  Reduceunstructured§  “ManageAppropriately”§  SimplifycontentclassificaFonbyrepositories,

library,folders,doctypes,andtags§  Useauto-classificaFonwhencontentvolumes

exceedabilitycost-effecFvelymanagewithotherapproaches


ConfiguringRepositories

Employee View Contracts Working

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

BusinessValue

HighGroup

High Individual

Medium

Low

ECM

ECM


DataPlacementStrategy

§  MapexisFngfoldersandrepositories

§  Determine“to-be”environments

§  Consolidateandsimplifywithkeyemphasisonrecordsmanagement

§  Reviewwithusersasaprototype


Migra(onTools

§  CriFcalfactors§  ROTanalysis§  MigraFonassistance(withsecurity)§  Auto-classificaFon

§  LowendtoolscangetridofsomeROT,butlackenterprise-classmigraFonfeatures.Enterprisetoolscangetridofmore.

§  MigraFoniscomplex:security,documentlinks.§  Auto-classificaFonincludesmetadata,folders,anddocument

understanding.§  Enterprise-classpladormsrequiretuningandcandrama%callyimprove

conversionanddefensibledisposiFon.§  EnterprisetoolscanbeusedinproducFonaferthemigraFon.


Summary

§  Threesteps:Map,Organize,andMigrate§  AgoodMapcanreducebothlegalandITcosts§  OrganizaFonrequiresuserinvolvementandcan

improveuserproducFvity§  MigraFoncanreducecosts,improveperformance,

andprovidefordefensibledisposiFon§  Enterprise-classtoolsprovidemuchbe(er

performanceeventhoughhighlevelfeaturesmaybethesame


RichardHogg

GlobalInforma(onGovernanceSolu(onsLeader

IBM

IntroducingourFeaturedSpeaker


CompaniesaresiWngonahugeamountofdatarepresen(ngriskandwaste

Typicalorganiza(onsretainfartoomuchROTdata

• Redundantdata—duplicatesthatarenolongerofvalue

• Datathathasagedpastitsusefullife

• Datathathasnoongoingbusinessvalue

Redundant,Obsolete,andTrivial

Typicalorganiza(onsstrugglewithdarkdata

• PersonallyidenFfiableinformaFon(PII)

• HighlyconfidenFalinformaFon(HCI)

• PaymentCardIndustry(PCI)data

Noinsightintoit,yetanybreachcanletthisintothelightofday,uncovering:

Darkdatariskincludes

•  Sourcessuchasemail,chat,fileshares,SharePoint,desktops,etc.,canallbeeDiscoveryandprivacyblindspots

• RegulatorydatastoredinthewronglocaFonwithnovisibilitytoitslifecycle

35%-45%ofdatacreatedthisyearwillholdnobusinessvalueinoneyear–Gartner2014

70%

Organiza(onsareunawareofsensi(vecontentresidingoutsideofexpectedsecurityprotocol

Typicalamountofunstructureddatathathasnovalue


VolumetoRelevance:ThekeystoCleanup

IdenFfyandUnderstandBusinessDataandPolicies

OngoingDataandPolicyManagement

EnsureDataQuality

Isolateand/orRemoveNon-BusinessData(ROT)

DevelopandUpdateDataPoliciesifneeded EnactPoliciesandClassifyInformaFon

RelevanceVolume


Iden(fyrelevantinforma(onandtakeac(on

RelevanceVolume

Ac(on

Filter2–FullText

Filter1–Metadata

Filter3–Classifica(on

Useacombina%onofrulesandmachinelearningtoiden%fyandclassifydataofbusinessvalue,makingitreadilyavailableforstakeholderneedsanddataanaly%cs


Supportfor75+datasourcesand450+filetypes

AssessIn-PlaceOpenArchitecture


Advancedvisualiza(onsshowwhattypesofdataarestoredacrossyourenterprise


Discoverwhereyouroldestorleastuseddataresides


Businesscri(calinforma(onincludes…

ArethereSocialSecurityNumberonmyfileshares?

Iscustomerinforma%onbeingstoredinappropriately?

Isconfiden%alcompanydataatrisk?

PII

•  SocialSecurity• DriversLicense• NaFonalInsurance• EmployeeInformaFon• AccountIdenFfiers

PersonallyIden(fiableInforma(on

PCI

•  IdenFfycreditcardnumbers:

• Across75+datasources•  Inthetextof:

• Email• Documents• A(achments

PaymentCardIndustryInforma(on

HCI

• DigitalcommunicaFonsaroundcustomersortransacFons

• HumanresourcesInformaFon

•  Strategyandresearchdocuments

HighlyConfiden(alInforma(on

LargeEnergyCompany:Iden>fied21typesofPII,PCIandHCIinitsna>veloca>onandremediated17%ofalldata


U(lizeintelligentoverlaystospotpoten(alcomplianceissues&businesscri(calinforma(on


AFrameworkforClean-Up

eDiscovery Reten(onPrivacyDisposal Archiving Migra(on

Investigation Auto Classification Data Filtering

Analyse

Classify

Train

SingleUnifiedView–StoredIQPladorm

Iden(fyareasofsecurityandprivacyexposeacrossallrepositories

Accuratelyandautoma(callyfindRecordsinalldatasourcesandplaceunderpolicy

Movedatawithlowbusinessvaluetolower(erstorage

Iden(fycontentwithhighbusinessvaluetomigrate,withoutmovinglowvaluecontent

PerformRapidEarlyCaseAssessmentBEFOREcollec(on

Typically20–40%ROT(Redundant,Obolete,Trivial)canberemoved

IdenFfyRelevantContext DetailedDocumentAnalysis ActbasedonAnalysis

LEGALPRIVACY&SECURITY RIMBUSINESS ITRIMIT LEGAL RIMBUSINESS BUSINESS IT

Ac(on

Filter2–FullText

Filter1-Metadata

Filter3–Classifica(on


ASweden-basedITcompanyac(onedrapidenterpriseclean-up&disposal

BusinessChallenge:Thecompanyneededtogaincontroloftheirgrowingfilesharesandcontentrepositories.InaddiFon,thestoreddataposedariskwhentheycontainprojectdocuments,customerinformaFon,PersonallyIdenFfiableInformaFon(PII)orotherdocumentsthatshouldhavebeendisposedofafertheprojectshadbeencompleted.Solu(on:Thecompanycommissionedtheirbusinesspartnertodeployane-discoveryandadatacleanupsoluFonbasedontheStoredIQsuite.ThegoalistoimplementcompanydisposiFonpolicybyknowingexactlywhatinformaFonisstoredandwhereandthendefensiblydeletedata.ThefirstphaseofthesoluFonprimarilytargetsthedatathatresideonWindowsfileshares,includingprojectdirectoriesandhomedirectories,aswellasECMcontentrepositoriescontainingvariousprojectinformaFon.

Mi(gatedriskbyidenFfying,reviewing,andmarkingsensiFvedocumentsfordeleFonbasedonadisposiFonpolicy

50%datadiscardedormovedtoanotherstoragemediaaferdiscoveringithadnotbeenaccessedforover5years

Limitedfilesharegrowthbyremovingnon-businessuserdata


Curate,Clean-Up,andArchiveDataReduc(onAssump%onsused:1. UnstructuredDataVolume=100Tb2. Unstructureddataisgrowing30%yearoveryear3.  StorageCostperTB:4’000€peryear,incl.Services4.  Storagecostdecreasingyearoveryear5%5. 27%ROTPoten(al,with5%followonyearreducFon6. BackupandDRVolumeis1.5FmesofPrime7. BackupanDRcostsare25%ofPrimaryStoragecosts8. ArchiveStoragecosts25%lessthanPrime

AllUnstructuredData750TBStored(NetAppNAS)

UserCIFSData100TBinScope

UserDataaherClean-up

68TBStored

UserDataaherArchiving

50TBStored

UserCIFSData50TBStored

Allclientdatasources(Messaging,SharePoint,Repositories,Desktops,etc.)storinganes(mated750TBofdata.

AllclientCIFSfilesharesstoringend-usergeneratedcontent.

Legacydatatargetedforclean-up.Anes(mated27%(32TB)reduc(oninthetotalamountstoredonuserCIFSshares.ThisincludesGrowthRate.

Remainingdatatargetedforarchive.ThismightimpactBackup&DRDataVolumes.

Anes(mated50%totalreduc(onofuserCIFSstoragewithLegacyDataClean-upandArchive.


Iden(fyComplianceIssues

LargeUSEnergyCompany

UnderstandYourData

21typesofpersonal,confidenFal,andpaymentsinformaFonidenFfiedIden(fiedandclassifiedthedataforanalyFcsandacFon

17%remediaFonofthedatatoresolveprivacyissues

LowereDiscoveryCosts

DeepwaterHorizonCase

ManageLegalProcess&RegulatoryCompliance

100xreducFoninamountofdatacollectedineDiscovery2weekstoanalyzeandproducethecontentcollecFon

$2millionsavingsonjustonecase

ReduceRiskwithDefensibleDisposal

LargeFinancialServicesOrganizaFon

Op(mizeRisk&Costs

30%reducFonindatafootprintReducedcostandriskthroughrouFnedatadisposalaccordingtocorporateretenFonpolicy300TBofdataproacFvelymanagedacross1000desktops

CommonClean-UpUseCases&Benefits


CleanUpCallToAc(on–NotJustAboutROTBenefits

Mergers,Acquisi(ons&Dives(tures

ConsolidateorRemoveacquireddataSecureIntellectualPropertyandconfidenFalinformaFon

Growth&Capacity

EnforcepolicyacrossmulFpledatasourcesRemovedatathathasagedpastitsvalue

StorageMigra(ons

RemoveoutofpolicydatatypesRemediateobsoletedatabyage

Organiza(onalchangeohenrequiresthe

inspec(onandclean-upoflegacydata

Outofcontrolgrowthandthecostassociatedwithitaredrivingac(on

inITorganiza(ons

Remedia(ngdatabeforemigra(onreducescost,riskofprojectfailureand

regulatoryexposure

Remediatelegacydatatoreducedatasizes

Recoverfreestoragecapacity

MigrateonlythedatathatmaJers


[email protected]@ElamGuru804-677-4467

RichardHoggIBM

[email protected]@banjaxx

www.linkedin.com/in/rhogg

ThankYou!

https://www.linkedin.com/in/rhogg

https://www.linkedin.com/in/dan-elam-370117


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[webinar slides] time for spring cleaning: how to clean up your data

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