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POWER PROTECTPROMOTE Power Protect Promote Change PPP text colors in View/Master Mode > ARMA Austin Spring Education Seminar Bill Manago, VP Information.

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Presentation on theme: "POWER PROTECTPROMOTE Power Protect Promote Change PPP text colors in View/Master Mode > ARMA Austin Spring Education Seminar Bill Manago, VP Information."— Presentation transcript:

1 POWER PROTECTPROMOTE Power Protect Promote Change PPP text colors in View/Master Mode > ARMA Austin Spring Education Seminar Bill Manago, VP Information Governance 28 March 2012

2 POWER PROTECT PROMOTE Power Protect Promote ©2010 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. ©2010 KPMG, LLP, a US Limited Liability Partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International, a Swiss cooperative. All rights reserved. Printed in the United States. KPMG and the KPMG logo are registered trademarks of KPMG International, a Swiss cooperative

3 POWER PROTECT PROMOTE Power Protect Promote Abstract have vast quantities of electronic information. calls for reducing the risks and the costs associated with storing the massive amounts of data that maybe stockpiling in your organization. All Organizations Good governance

4 POWER PROTECT PROMOTE Power Protect Promote Agenda The Past and Future of RIM Information Governance Generally Accepted Records Management Principles Big Data and Big Content The Cloud Defensible Deletion Auto-Classification The Boardroom – Are You Ready

5 POWER PROTECT PROMOTE Power Protect Promote Objectives In the session, learn how to: Tackle the unmanaged stuff, including legacy data - without increasing risks to your organization and Address the legal and practical aspects of managing digital landfills

6 POWER PROTECT PROMOTE Power Protect Promote We Created Ways to Remember Important Stuff

7 POWER PROTECT PROMOTE Power Protect Promote Tools Used to Remember - Evolved

8 POWER PROTECT PROMOTE Power Protect Promote Now We Can Remember all Kinds of Stuff Unmanaged file systems Thousands of SharePoint sites Multiple ECM systems Millions of documents with many duplicates Mobile devices Social media sites

9 POWER PROTECT PROMOTE Power Protect Promote Building, Storing Corporate Memories Business Applications and Data Repositories Building Multiple Mountains of Data SharePoint Shared Drives SharePoint Shared Drives

10 POWER PROTECT PROMOTE Power Protect Promote Interesting Fact - Future Watch

11 POWER PROTECT PROMOTE Power Protect Promote Interesting Fact: 10:1 Ratio

12 POWER PROTECT PROMOTE Power Protect Promote Interesting Fact - Digital information created, Exabytes

13 POWER PROTECT PROMOTE Power Protect Promote Explosion of Digital Information –Wal-Mart's data warehouse has 600 terabytes –Chevron Oil accumulates 2 terabytes daily –IDC estimates 1800 exabytes will be created annually by 2011 –1 exabyte is 50,000 years of DVD movies –1,800 exabytes = 90,000,000 years of movies –Equivalent to 1.8 trillion gigabytes –Fill 57.5 billion 32 GB Apple iPads

14 POWER PROTECT PROMOTE Power Protect Promote Interesting Facts - Digital information created, Exabytes

15 POWER PROTECT PROMOTE Power Protect Promote Can Data Centers Keep Up? The number of servers (virtual and physical) worldwide will grow by a factor of 10, Amount of information managed by enterprise data centers will grow by a factor of 50 Number of files the data center will have to deal with will grow by a factor of 75, Number of IT professionals in the world will grow by less than a factor of 1.5 The demand for physical storage space will continue to increase, Increased automation to allow small staff to manage immense volumes of data.

16 POWER PROTECT PROMOTE Power Protect Promote Personalize It What are your personal statistics: s sent? s received? s deleted? (excluding spam) Documents save to C drive? Documents saved to Shared drive? Documents saved to EDMS? Declare as records?

17 POWER PROTECT PROMOTE Power Protect Promote Delete: The Virtue of Forgetting in the Digital Age by Viktor Mayer-Schonberger professor of Internet Governance and regulation at Oxford University The overabundance of cheap storage on hard disks means that it is no longer economical to even decide whether to remember or forget. "Forgetting – the three seconds it takes to choose – has become too expensive for people to use," Argues that digital storage devices (cameras, mobiles, computers) should automatically delete information that has reached its expiration date. We set up institutions of memory to help us remember important things They risk being drowned out by stuff online Novel idea – automatically delete stuff that has reached an expiration date!

18 POWER PROTECT PROMOTE Power Protect Promote What Is the Size of Your Digital Landfill? The Digital Landfill Enterprise Search Engine

19 POWER PROTECT PROMOTE Power Protect Promote It Is Not All Rubbish Valuable data Record material Needed operational data Financial data Evidence How can we manage this digital data explosion?

20 POWER PROTECT PROMOTE Power Protect Promote Three Imperatives to Manage Data Explosion 1 - It Takes a Village RIM, IT, and Legal will need to transform their existing relationships with the business units. It will take all competent hands in an organization to deal with information creation, storage, management, security, retention, and disposal in an enterprise. Dealing with the digital universe is not just a technical problem, it is a management problem.

21 POWER PROTECT PROMOTE Power Protect Promote Three Imperatives to Manage Data Explosions 2 - Enforced Information Governance Policies Organizations will need to spearhead the development of organization-wide policies for information governance: Information security Information retention Data access Privacy, and Compliance Implement GARP!

22 POWER PROTECT PROMOTE Power Protect Promote Life Cycle Management to All Content

23 POWER PROTECT PROMOTE Power Protect Promote It Is OK to Destroy Destruction is an acceptable stage in the information life cycle An organization may destroy or delete information when there is no continuing value or need to retain it or no duty to preserve Systematic deletion of electronic information is not synonymous with evidence spoliation It is ok to systematically delete redundant, outdated, and transient (ROT) data

24 POWER PROTECT PROMOTE Power Protect Promote Three Imperatives to Manage Data Explosions 3 - Automation, Automation, Automation Organizations will need to rush new tools and standards into their structure Storage optimization Unstructured data search Data analytics Resource pooling Virtualization Management Security tools All will be required to make the information infrastructure as flexible, adaptable, and scalable as possible.

25 POWER PROTECT PROMOTE Power Protect Promote Finding Needles

26 POWER PROTECT PROMOTE Power Protect Promote What Is the Solution? Are there tools, in place today, that we can use to tame the digital universe? Can we turn our information growth into economic growth?

27 POWER PROTECT PROMOTE Power Protect Promote Early Computers Had Limited Capabilities Computers could only do what they were programmed to do Remember Garbage In, Garbage Out?

28 POWER PROTECT PROMOTE Power Protect Promote Modern Computers Can Process Data Read text files View video files Listen to audio files Index all Form a conceptual understanding of data

29 POWER PROTECT PROMOTE Power Protect Promote Memorable words used for retrieval of information – Common words like articles or conjunctions are dismissed leaving only keywords – Boolean Rules complicated – Limited to what you know Keyword Search Thedogandthecatrunaway dogcatrunaway ANDOR ) AppleANDcomputertreeMacintoshJobsSteveNOTOR ()(()

30 POWER PROTECT PROMOTE Power Protect Promote Conceptual Understanding Furry, four-legged creature Mans best friend Comes in flavors like Dalmation, Chihuahua, Great Dane… Plays fetch Concept: Dog

31 POWER PROTECT PROMOTE Power Protect Promote 0 Keyword Query: popular around the world, primarily for their unusually upright, waddling pace and (compared to other birds) lack of fear of humans. Their striking black and white plumage is often likened to a tuxedo suit and generates humorous remarks + ETC… Keyword Allowing the user to hone in on information Query: penguin Conceptual Search Autonomy

32 POWER PROTECT PROMOTE Power Protect Promote Manual Classification

33 POWER PROTECT PROMOTE Power Protect Promote Manual Classification TimeAction 3 secondsKeep or Delete? 3 secondsRecord or Non-Record? secondsSelect Category/Classification 5 seconds Enter Metadata 5 seconds Review/Save Profile Who has the time? Who has the inclination?

34 POWER PROTECT PROMOTE Power Protect Promote Auto Classification Is Key

35 POWER PROTECT PROMOTE Power Protect Promote Facts About Classification Every manual classification forced on your users will cost your organization 17 cents in productivity Wide-spread adoption of archiving or records management in your organization will lead to large, measurable productivity loss 4 Compliance professionals hold the incorrect assumption that humans are the best option for piece by piece decision-making 3 Results of human-reliant filing are inconsistent and inaccurate, resulting in effective accuracy of 50%, at best 2 Implications Facts Unstructured content makes up 80% of the volume of information in the average enterprise and that segment is growing 30% annually 1 Business users find forced manually classification burdensome and at least 50% will not participate Deploying an archiving or records management initiative is increasingly important, large scale and difficult problem 1 Humans provide, at best, marginally better accuracy in executing classification, in controlled tests

36 POWER PROTECT PROMOTE Power Protect Promote Critical Dimensions of Classification Cost (per doc): Accuracy: Consistency: Manual Automated 50% % $ 0.17 < $ 0.01 <50% 100%

37 POWER PROTECT PROMOTE Power Protect Promote Auto-Classification Techniques Cost Savings Productivity Accuracy Manual Classification Authoring Templates Rules Based Classification Context Based Classification Multiple Methods Simple Rules Complex Policies Consistent Participation & Enforcement

38 POWER PROTECT PROMOTE Power Protect Promote Rules Based Auto-Classification Systems If sender is ___ then file here _____ If subject contains __ then file here ____ If body contains ___ then file here ______ If, then propositions User defined rules (desktop) Organization defined rules (server)

39 POWER PROTECT PROMOTE Power Protect Promote Trained Auto-Classification Systems Train categorization engines to recognize records using small document sets Match content of documents against the document set Uses topics, relevancy, user profiles, and keywords May include dynamic rules for classification Based upon natural language

40 POWER PROTECT PROMOTE Power Protect Promote Contextual Clustering Systems Recognizes and displays relevant relationships between data points and divides the results into contextual groups, while its clustering functionality classifies unstructured information into thematic groups, identifying the major topics in documents, and recommends structure for classification Based upon mathematical equations, formulas, statistics Language independent

41 POWER PROTECT PROMOTE Power Protect Promote Apply Policies to Content Duplicates De-Duplicate Hold Delete Retention Use it or Lose It Move Manage In Place

42 POWER PROTECT PROMOTE Power Protect Promote Use It or Lose It Policy Implement policies and procedures to encourage users to complete and declare their works in progress or to delete them after a specified period of time of inactivity. Schedule the deletes to happen automatically after a specified grace period. Schedule declaration automatically where possible.

43 POWER PROTECT PROMOTE Power Protect Promote Gradually Reduce that Mountain of Data

44 POWER PROTECT PROMOTE Power Protect Promote Legally Defensible Program Normal Course of Business Policy Based Applied/Performed Consistently Uniform Across the Enterprise Repeatable Auditable

45 POWER PROTECT PROMOTE Power Protect Promote What Is the End Game? Control and Visibility over ALL Enterprise Information

46 POWER PROTECT PROMOTE Power Protect Promote What Are The Benefits? Reduced Risks Cost Savings –Data Storage Time Savings –How long for users to search and find data eDiscovery Savings –Less ESI to review –Less ESI to produce

47 POWER PROTECT PROMOTE Power Protect Promote Summary Reduce Your Digital Landfills Digital landfills are easy to create Digital landfills were designed to keep, not destroy, data Digital landfills can be disposed of by simply deleting them when the data is no longer required –Defensible manner –Policy driven –Enforced, consistent –Process is repeatable –Process is auditable

48 POWER PROTECT PROMOTE Power Protect Promote Summary Find the Value in Your Digital Landfills: Use automation to: Locate your data Index your data Classify your data Destroy your unneeded data DATA

49 POWER PROTECT PROMOTE Power Protect Promote The Leader in Meaning Based Computing

50 POWER PROTECT PROMOTE Power Protect Promote Meaning Based Computing (MBC) Autonomy is the acknowledged leader in the rapidly growing area of MBC. MBC refers to the ability to form an understanding of all information, whether structured, semi-structured or unstructured, and recognize the relationships that exist within it. This allows computers to harness the richness of human information, bringing meaning to all data, regardless of what or where it is. Through sophisticated functionality and analytics, MBC automates manual operations in real-time to offer true business value.

51 POWER PROTECT PROMOTE Power Protect Promote Information Governance Solutions Provides visibility into information risk Understands meaning to analyze all information and identify both known and unknown behavior Detects the subtleties necessary to identify collusion, insider trading, speculation, and complaints Operates across all formats including audio, , IM and social networks, in any language Enables a single set of policies to be applied across systems and allows automation

52 POWER PROTECT PROMOTE Power Protect Promote Media Reuters Bloomberg LexisNexis CNN Knight Ridder Martha Stewart Omni. Wolters Kluwer BBC BskyB National Public Radio McGraw Hill Reed Elsevier HBO Forbes Associated Newspapers Belga NV Shanghai News Agency Rai Channel 4 Condé Nast HarperCollins Energy Total Fina Elf Norsk Hydro BP US Dept of Energy Halliburton GE Energy Services SPE.org MOL Encana Devon Energy IT IBM Intel Logical OpenMarket Seagate Oracle Symantec Finsiel Cebit OTEnet Juniper Networks Wipro Oracle Accenture HP BEA Sun Sybase Unisys Brio Vignette Cap Gemini EMC Corporation Epiphany Cisco Systems McAfee Legal Freshfields White & Case Butterworths Law Society Addleshaw Linklaters Allen & Overy Slaughter & May Baker & McKenzie Professional Services PWC AMR Research Butler Group Choicepoint Manufacturing General Motors BAE Systems Nestle Volkswagen Chrysler Skanska Agilent Philip Morris Ford Motor Company Goodyear Aluminium Pechiney Boeing Lexmark Texas Instruments Agilent Technologies Philips DTI Arup Frito-Lay Kohler Eastman Kodak John Deere Mercedes-Benz Nissan Sony Teleco T-Mobile Alcatel-Lucent Sprint Qwest MCI Worldcom Sonera AT&T Telia BT Telecom Italia 3 Vodafone Government US Dept. Of Defence US Dept. Of Health NASA UK Police Forces US Army DERA Swiss Army Port of Singapore Customs & Excise UK Cabinet Office UK COI UK MOD Pharmaceutical Astra Zeneca Novartis GlaxoSmithkline Organon SAIC Saludalia LocusMedicus Pfizer Roche BlueCross/Shield Monsanto Financial Citigroup Royal SunAlliance Dresdner Kleinwort Fidelity HSBC Investment Lloyds TSB Danske Bank Bank of Montreal New York Life ABN Amro AMP Henderson Darier Hentsch Goldman Sachs Banco de Espana Schroders UBS Firemans Fund Insurance Merrill Lynch Barclays Credit Suisse Commerzbank Legal and General Abbey Bank of America JPMorganChase Wachovia E-Commerce Tesco RadioShack BUT Safeway.com Napster Toys R US The NewsMarket Albertsons Over 20,000 Customers

53 POWER PROTECT PROMOTE Power Protect Promote KeyView IDOL and OEMs IDOL supports all operating systems, with native support across 400+ repositories, 1,000+ file formats The only FRCP-compliant technology Used by virtually every major software sector & competitor, 400+ OEM agreements –Hundreds of millions of installs KeyView IDOL Filter and Export SDKs offer superior overall performance and robustness. Further, we felt the technical support was second to none.

54 POWER PROTECT PROMOTE Power Protect Promote Bill Manago, CRM Director, Information Governance Solutions Autonomy Questions & Answers


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