Gungor Aydogmus INFORMATION GOVERNANCE CHALLANGES JUNE 29, 2017

IT professional with over 28 years experience as a Manager / Lead Architect/Consultant with strength in managing and maintaining complex ECM and IM. Experience includes 15 years of onsite consulting experience in DocumentumApplications’ Content Management, Web Cache, Web Publisher, eRoom, CTS, DCTM-SAP integration, Scanning, Mail Integration, DPM publishing, Annotation, and Rendition Services.

MSc Degree in Finance and BSc degree in the Computer Information Systems

PROJECT EXPERIENCE (Content Management and Archiving projects for the following companies in three continents)

ABB Automation, ABB Europe, KBR, Anadarko, Lyondell, Halliburton, PWC, VSE, AHA, CSIT, E&Y, USA, Lexmark, CSC, DOW, MDA, PG&E, Party Gaming, Pfizer, Ricoh, Fidelity, BP, Abbott, Red Cross, Alcatell-Lucent, PRT, Bearing Point, Southern Co., DTE, Disney, USPS, Cingular, AOL, Fannie Mae, NASD, FedEx, Bombardier, SMUD, PepsiCo., EchoStar, Country Wide, Phoenix University, GSK, American Airlines, SAIC, OAG Texas, HESS

© 2017 InfoDNA Solutions, LLC

PLEASE LET US HELP YOU!

Information Management Perspective Today

• Duplicate Content (40%+ content duplication is typical)

• Typically Multiple Taxonomies and Lack of Global Standards

• Pervasive Volumes of Unmanaged files on shared drives with High Compliance Risk

• Multiple ECM repositories with unsustainable amount of customization

• Multiple established systems of records for records management / compliance

• Inconsistent or zero linkage between document repositories and other data repositories

• Fluid/Dynamic/Hybrid business IT ownership of Site & File Share management tasks

• Limited user acceptance

Why Are We In This Situation?

• Wrong Information Structure Framework

• Incorrect file plan and Enterprise Taxonomy

• Premature adoption of a technology,

• Inadequate integration,

• Misunderstood implications of middleware dependency,

• Poor design,

• Poor architecture and engineering,

• Not taking into account Cyber security

5

Today’s Reality

• Storage - Distributed

• Classification - Defaults Only

• Organization - Disorganized

• Sharing - In Siloes

• Findability - Disjointed

• Retention - Unspecified

• Process - Random

Key question: Where’s my data?

Knowledge worker’s life today

Find correct info.

Never convinced that I’m looking at the right version of this document.

Email important? I’ll just take the attachment and store it in shared area or email archive.

I don’t have access to my documents when I’m on the road.

???

I’ll send this document as an e-mail attachment and post on SharePoint/Documentum for my team to update.

Classification of Info

I am not sure what to do with this so I’ll put it wherever I prefer.

I do not know the lifecycle, or how to dispose of this document.

Email Management

Disposition

Mobile

Collaboration

Records Management

Boundaries between Information Management and Records Management are unclear. Should they not be working in tandem?

Knowledge worker’s life tomorrow

Find correct info.

I am well trained to find the single source of truth using the standardized Taxonomy & metadata across information management systems

I can easily declare an email as a record using tools like Cosi or Integro

I can access content stored in Documentum or SharePoint from anywhere using cloud solution -Synplicity

I have a well defined platform where I can collaborate where ever I am.

Classification of Info.

All document types I use in my everyday business process are classified automatically

I don’t have to worry about how I amgoing to dispose of record, it is automatically done through assigned retention code

Email Management

Disposition

Mobile

Collaboration

Smart Business

Agility

Efficiency

Moving from Current State Desired State

320 TB++ of content on File Shares doubling every 18 months

40%+ content duplication

Limited user trust

Unclear business/IT ownership of Site & File Share management tasks

Current State

Reduced universe of Sites & File Shares

Governance around File Share or Site creation

“Single version of the truth”

Enable users to find content

Desired State

9

Key Enabler: Business Work Processes to Manage Storage Locations Through Information Lifecycle

Targeted Shared Drives & SharePoint

All content in this drive to be reviewed for mapping and

migration eventual decommissioning. Any

exceptions to be moved to the new drive

Managed Shared Drives

Unstructured temporary working content and

exceptions stored at the discretion of the regional

teams per need basis

Managed SharePoint Site(s)

All collaboration, Work-in-progress and 3rd Party

Gateway content per need basis

ECM

Managed & Published Controlled Documents &

Corporate Records

WORK-IN-PROGRESS PUBLISHED

ENTERPRISE SEARCH

13

iContent Landscape AssessmentIn

foD

NA

TM

Consultin

g a

nd P

roduct

Serv

ices

iContentCollectorTM

iContent Landscape Assessment inspects local and remote file shares, SharePoint and other

sources, to collect and analyze content, identify duplicates, recursively extracts compound

content types such as PST, MSG and embedded files, and can optionally exclude and filter

content based on different criteria.

iContent Landscape Assessment EngagementEngagement Definition

• Collaboration with Business and Information Management (IT)• Deliverable – Report on Content

• Duplicate File Report – to assess for disposition• File types – to assess content value• Size of files – to determine storage needs• File Dates Information – to determine archiving and disposition

Information Structure AssessmentIn

foD

NA

TM

Consultin

g a

nd P

roduct

Serv

ices

iContentDDSTM

Information Structure Assessment is a process to help an enterprise identify their enterprise

file plan and taxonomy, improves the change management process, and support standard

lookup values determined by the Information Governance team.

Information Structure Assessment EngagementEngagement Definition

• Collaboration with Business and Information Management (IT)• Deliverables:

• File Plan Current StateIncludes Classification Schema Report

• Gap Analysis• Future State Recommendations• Implementation Roadmap - Blueprint

The Solution

Defensible Deletion

repository

Full-text

index

Metadat

a

Rules CreationSimilarity De-duplication

Content Verification

High fidelity, Searhable pdf

Source /

HD Asset

S Standardize Analyze

Categorize

OptimizeO

C

A

Audit Trail

A

S

File Stats, Hash De-duplicationOCR + Digital Prep – HD AssetData Dictionary, Intelligence

Content FingerprintIntelligent Data ExtractionTemplate IdentificationRules Execution

C

Fingerprint Analysis & BucketingSimilarity AnalysisFiltering Rules Enhancement

O

Progressive ClassificationContent AttributionCompression, PDF/A, Publishing

iContentCollector

Prospecting

• Inspect contents of File Share

• Apply Filtering and Exclusion Rules

Deduplication

• SHA1 Hash collection

• Matched files will not be collected

Extraction

• Compressed Files, PSTs, MSGs

• Recursive Extraction

Loading/Unloading

• Multiple Targets

• Security

• Encryption

• Post-ProcessingCo

nte

nt

Lan

dsc

ape

An

alys

is (

iCLA

™)

Information Structure Assessment

Taxonomy Design

Exception Handling

Migration

12

Classification3

4

5

ECM

InfoDNATM Credentials

Process Improvements

• Classified content and extracted high business value information from 2.4 million documents.

Eliminated duplicate content and low business value documents that improved search latency.

Total of 160 thousand documents were kept as company records and the remainder were available

for disposition. (Savings $17.4 million per year) – Leading Energy Company

• Converted 1.2 million land paper records to a fully electronic process and extracted key metadata

values to enhance the business process. (Reduced personnel from 88 to 40 and reduced the

manual processing time from 48 hours per inquiry to a 15 minutes with the automated process

saving $8.2 million per year) – Land Administration of Leading Energy Company

• M&A project required to process the company’s content from 17 years of existence and create a

searchable index, in essence a monetization of the historic research of the company’s key product

while enabling a full text search option. There was a 42.85% reduction in file count and 96.6%

reduction in drive volume. – Leading Chemical Company

• File classification process of 2.1 million documents resulted in the released of a total of 8 terabytes

disc space – Leading Energy Company