POWER PROTECTPROMOTE Power Protect Promote Change PPP text colors in View/Master Mode > Information Governance The Art of Managing Data Autonomy Records Management

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

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POWER PROTECT PROMOTE Power Protect Promote DoD Standard Provides implementing and procedural guidance on the management of records in the Department of Defense It sets forth mandatory baseline functional requirements for Records Management Application (RMA) software used by the DoD Components in implementing their records management programs Defines required system interfaces and search criteria that RMAs shall support Describes the minimum records management requirements that must be met based on current National Archives and Records Administration (NARA) regulations.

POWER PROTECT PROMOTE Power Protect Promote DoD Standard VendorProductValid ThruBaselineClassifiedFOIA RM OS RMA DB RMA 1.Autonomy Autonomy Records Manager r with Microsoft Office SharePoint Server PerpetualX MS Windows MS SQL Server, Oracle MS Outlook, GroupWise, Lotus Notes Mail 2.Autonomy Autonomy Records Manager r PerpetualX MS Windows MS SQL Server, Oracle MS Outlook, GroupWise, Lotus Notes Mail 3.AutonomyAutonomy Records Manager r12.6 (formerly known as CA Records Manager) 02Jul12 XXX GSA number?

POWER PROTECT PROMOTE Power Protect Promote DoD Standard VendorProductValid ThruBaselineClassifiedFOIA RM OS RMA DB RMA 4.HP HP TRIM Version 7 26Aug12XXX MS Windows Server MS SQL Server, MS SQL Server, Oracle, HP IAP MS Outlook 5.Autonomy Autonomy IDOL Records Managemen t with MIP Oct12 XX MS Windows Server MS SQL Server MS Outlook 6.Autonomy Autonomy IDOL iManage RecordsMan ager v6.0 02Oct12X MS Windows Server MS SQL Server MS Outlook 7.AutonomyAutonomy ControlPoint for SharePoint 02Oct12X MS Windows Server MS SQL Server MS Outlook

POWER PROTECT PROMOTE Power Protect Promote Interesting Fact - Future Watch

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

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

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

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

POWER PROTECT PROMOTE Power Protect Promote Manual Classification

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?

POWER PROTECT PROMOTE Power Protect Promote Auto Classification Is Key

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

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

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

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)

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

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

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

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

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

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

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

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