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Content Analytics for Legacy Data Retention The Dayhuff Group The Dayhuff Group has a long history of providing enterprise content management solutions.

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Presentation on theme: "Content Analytics for Legacy Data Retention The Dayhuff Group The Dayhuff Group has a long history of providing enterprise content management solutions."— Presentation transcript:

1 Content Analytics for Legacy Data Retention The Dayhuff Group The Dayhuff Group has a long history of providing enterprise content management solutions in a wide variety of industries. In business since 1997 IBM Premier Business Partner Software ValueNet Partner Over 180 projects at 80 companies 96% customer satisfaction rating

2 The information lifecycle governance problem Companies that cite defensible disposal as key result of governance programs 98% Companies that can defensibly dispose today 22% Average cost to collect, cull and review information per legal case 1 $3M Portion of information unnecessarily retained 2 70% Amount of IT budget spent on storage 3 17% Projected information growth, x

3 Watson and IBM ECM Today Natural Language Processing (NLP) is the cornerstone to translate interactions between computers and human (natural) languages – Watson uses IBM Content Analytics to perform critical NLP functions Unstructured Information Management Architecture (UIMA) is an open framework for processing text and building analytic solutions – Several IBM ECM products leverage UIMA text analytics processing: IBM Content Analytics OmniFind Enterprise Edition IBM Classification Module IBM eDiscovery Analyzer

4 Going from raw information to rapid insight … to form large text- based collections from multiple internal and external sources (and types), including ECM repositories, structured data, social media and more. … from collections to confirm what is suspected or uncover something new without being forced to build models or deploy complex systems. Aggregate and extract from multiple sources Organize, analyze and visualize Search and explore to derive insight Uncover business insight through unique visual-based approach … enterprise content (and data) by identifying trends, patterns, correlations, anomalies and business context from collections.

5 Why Content Analytics? #1 problem all accounts have, “don’t know what content they have” #2 problem “Uncontrollable Storage Cost” Want to discover the value that may exist in their existing information / content resources Want to know who, where, when & how to leverage their information / content assets Believe they too can demonstrate a three month return on investment Non-threatening to IT Low Cost investment – Content Analytics “Try & Buy”

6 Dynamically analyze to know what you have Dynamically analyze to know what you have Aggregate, correlate, visualize and explore your enterprise information to make rapid decisions about business value, relevance and disposition. Decommission what’s unnecessary Decommission what’s unnecessary Cut costs and reduce risk by eliminating obsolete, over-retained, duplicate, and irrelevant content – and the infrastructure that supports it. Preserve and exploit the content that matters the content that matters Collect valued content to manage, trust and govern throughout its lifespan Content Analytics … policies that use rule-based metadata, advanced contextual classification, and advanced content analytics LEVEL 5 (Transformational) Necessary Information Unnecessary Information Content In The Wild

7 How to decommission and preserve contentInitialAssessmentSpecificAssessments 1.Identify Content Sources to be assessed 2.IT Initial Assessment to decommission irrelevant content 3.LOB Specific Assessments to decommission over-retained and obsolete content … and to collect and classify valued and obligated content. 4.System and Application decommissioning by IT 5.Periodic audits by IT and LOB keep content environments optimized. Identify Content Sources System & Application Decommissioning Periodic Audit Content Collection

8 Content Analytics and RIM Step 1: Identify content sources Step 2: Exploration –Examine sources and analyze content –Records manager uses interface to explore & identify value-based content categories –Define policies expressing required actions (delete, move, copy,...) based on categories Step 3: Archival and Management of content –IT manager encodes policies content collection mechanism –Content identified by exploration process is collected –Content collection is executed in an ongoing basis, as prescribed by policies *Supports Selective Content Decommissioning: –Operate on a subset of content in the original source –Identify & extract records across the enterprise Legacy ECM FileSharePointFile 1 2 Content Exploration Policies Trusted ECM Content Collection w/ Content Classification 3

9 Content Analytics and Dynamic ESI Collection Step 1: Identify content sources in the wild Step 2: Exploration –Examines sources and analyzes content –IT or Legal user explores & identifies content relevant to case –User determines content to be collected into a case set and invokes collection process –Collection tool (embedded ICC) copies identified content into ECM evidence repository Step 3: eDiscovery –Cull, hold, audit-track, export ESI –Analytics-driven Early Case Assessment across all relevant evidentiary ESI Content Analytics Multi-case Evidentiary ECM based Dynamic on demand reactive collection requests Policy based collections 2 Content Collection 3 eDiscovery Tools 1

10 Unlock valuable insight from content What our clients are doing with Content Analytics

11 Basic questions to consider regarding content Do we know what we have and can we find it? Is it properly managed and can we trust it? What does it all mean and how can we benefit from it? Know your content Accelerate time to knowledge by providing greater accuracy and more complete business context with enterprise search Dynamically analyze what you have, decommission the unnecessary, and preserve the content that matters with content assessment Trust your content Manage and govern content in trusted repositories, not in suspect environments, enabling confidence in your content Create and manage 360 degree trusted content views to enrich master data by connecting to enterprise content Leverage and Exploit your content Interactively discover content to derive unexpected business insights and take action with content analytics Exploit content analytics insights by enriching BI and predictive analytics as well as tailoring for industry and customer specific scenarios

12 Content Analytics for Legacy Data Retention Two Objectives: – Securely Retain Records Requiring Retention – Defensibly Decommission duplicate, non-business and information which has satisfied its retention requirements One LARGE ROI: – Storage Cost Savings – ROI in less than 3 months – $44m in Storage Savings for one client And Delivers Addresses

13 How CA for Legacy Data Retention Delivers......I need to dynamically collect electronically stored information (ESI) by knowing what I have, sorting out the case relevant information, declare a records and bring under hold management or decommission as necessary Content Assessment enables content-based decision making for: – Decommissioning for cost savings – selected content or entire sources – Dynamic collection Records Management for eDiscovery – Ongoing proactive information governance – Improving metadata & content organization – Reduce Storage Cost

14 Content Analytics Admin Content Sources File Systems Content Repositories Databases Collaboration Web Content Web Pages Portals Content Integration (custom crawlers)...

15 Content Analytics Admin Linguistic understanding of your content Industry and business specific dictionaries Understanding of Named Entities – People, Places, Companies Integration with Classification Module – Deep concept analysis Annotators specific to industry, business and specific uses – Record Types – Industry and company specific concepts – Business specific concepts such as Employee Names, Products, etc. –... Parse and Index Content

16 Content Analytics for Legacy Data Retention - How it works Analyzed Content (and Data) stocks rose Monday on comments from... Source Information Internal (ECM, Files, DBMS, etc.) and External (Social, News, etc.) Adjective Verb Noun TradeActionDay Financial Record to be Declared Extracted Concept Automatic Visualization for Interactive Exploration and Assessment Prep Phrase Reason

17 Content Analytics for Defensible Decomissioning – How it works Analyzed Content (and Data) stocks on the plants require trimming... Source Information Internal (ECM, Files, DBMS, etc.) and External (Social, News, etc.) NounVerb Noun Element of a plant Action Vegetation Non-record Decomissionable Extracted Concept Automatic Visualization for Interactive Exploration and Assessment Noun Reason

18 Classification Process for Legacy Data Retention Analyze Decide Take Action Enforce Collect information & context needed to make an inform a decision (declare vs. decommission) Assess the collected information and select a category (declare vs. decommission), accurately & repeatably Use the selected category to determine & initiate an appropriate response (declare vs. decommission) Ensure actions are taken consistently & correctly, creating defensible process

19 Content Analytics for Legacy Data Retention IBM ECM Enterprise Records Classification Module Content Collectors Content Analytics Solution Overview Electronic Discovery 5

20 Demonstration of Content Analytics for Legacy Data Retention Content Analytics for Legacy Data Retention is a solution to inventory and locate legacy data requiring retention or disposition The Dayhuff Group has created this solution using IBM Content Analytics tools to perform the heavy lifting of mining legacy information It allows data retention analysts to view and analyze their source content based on familiar concepts such as how the content fits into records series’ within their file plan

21 Facets – Record Types This view exposes facets which categorize the content based on the business’ record types within record series’

22 Select documents to Decommission or Declare The analyst can graphically see content that is past it’s retention period available for decommissioning

23 Flag as Past Retention period Documents are flagged based on their retention requirements identified using Content Analytics and the Record Type facets, then exported to Content Collector

24 Collect to IER Content Collector Documents are decommissioned based on analysis results in Content Analytics or archived to Enterprise Records Decommission Unnecessary Content Records Retention Programs & Policies ECM

25 IBM Enterprise Records accounts payable treasury Budget & forecast payroll cash management Financial reporting tax accounts receivable customs general accounting insurance Cost accounting Sales & Marketing Finance Service sales marketing communication dealer support product management market research warranty administration customer service quality assurance Legal Documents are declared as records in Enterprise Records matching Record Type Facets analyzed in Content Analytics

26 Content Analytics for Legacy Data Retention Benefits: Reduced risk Increased productivity Quantifiable and measurable results Reduced cost Defensible process for evaluation Reduction of information through disposition Reduction of duplicated and old information


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