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Reducing Riskwith Data Cleanup
The ProblemRedundant, Obsolete, and Trivial Data
Cloud and EFSS Platforms
Physical Records
Business Systems
On Premise
Home Grown
RECORDS ARE STORED IN MANY LOCATIONSThe Problem
INFORMATION RISK INCREASES OVER TIMEThe Problem
INFORMATION RISK INCREASES OVER TIME
An average of 37 percent growth in global enterprise data is expected during the next two to three years
The average enterprise employee uses 4 distinct file sharing services.
-Computerworld
39 percent of IT professionals said they have dealt with an employee
accessing unauthorized parts of a company's network or facility.
-Data Leakage Worldwide: Common Risks and Mistakes Employees Make
It only costs 20 cents a day for a gigabyte of storage, but it costs around $3,500 for eDiscovery review of that
same gigabyte of storage. -AIIM Webinar
Solving the ROT ProblemWHAT TO DO AND HOW TO DO IT
STEP 1
Create a great, flexible taxonomy
This will help guide your data cleanup journey
WHAT IF YOU ONLY HAVE FOLDERS?Needs to be simple
If you need more than 3 folder levels deep, consider an ECM
If you need more than 5, you have surpassed the functionality of a file share
WHAT IF YOU ONLY HAVE FOLDERS?
Well organized and easy to find, despite large number of documents
Department > Function > Year > Month
WHAT IF YOU HAVE A BASIC METADATA TOOL LIKE BOX?
Start with same simple folder structure
WHAT IF YOU HAVE A BASIC METADATA TOOL LIKE BOX?
Use metadata templates to logically group documents
WHAT IF YOU HAVE AN ADVANCED METADATA TOOL LIKE SHAREPOINT?
Use controlled terms managed in a Term Set Part of the document’s
properties using the Managed Metadata column
WHAT IF YOU HAVE AN ADVANCED METADATA TOOL LIKE SHAREPOINT?
Use taxonomy and metadata to improve navigation, browsing, and search
STEP 2
Enforce the taxonomy on all new data being generated
“Stop the bleeding” first, so there isn’t a backlog
STEP 3
Identify and categorize existing data
IDENTIFY AND CATEGORIZE
• Use information gathered during crawl(s)• Add rules to policies (instead of policies to
content)• Regular Expression allow for advanced
discovery
Content Classification Rules
• Greater declaration accuracy• Remove responsibility from end user
Declaration Rules
• Metadata substitution automates case creation
• Cross Repository
Case Record Rules
Our SolutionWHAT WE DO AND HOW WE DO IT
STEP 4
Get approval to destroy ROT
Need key stakeholders on your side
This can be a long process
Focus on benefits, not features
STEP 5
Compliance – corporate reputation is at risk when you have massive amounts of uncontrolled data. The cost of one data breach can far exceed the cost associated with data storage.
Stop buying more storage
eDiscovery – cost associated with producing data in a litigation can be astronomical. The more ROT data you have mixed with “intelligent” data, the more time it takes to sort through.
Information Governance – information is only valuable if you know where it is. Not being able to find information when you need it can make information not an asset, but a liability.
WHO WE ARE
RecordLion is a simple, automated and complete way to handle your information governance journey.
Records ManagementAutomateSearchDispose
Content ClassificationIdentifyAnalyzeOrganize
Data CleanupDiscoverDeleteMigrate
Legal HoldsLock SuspendPreserve
IS YOUR INFORMATION GOVERNANCE JOURNEY AS SIMPLE AS IT COULD BE?
RecordLion discovers and classifies information in cloud repositories and business systems.
Cloud Platforms
Unified management of physical records along with electronic records simplifies the disposition process.
Physical Records
Line of Business systems can be managed or used
to start retention periods.
Business Systems
On premise systems such as SharePoint
and Network File Shares are discovered
and managed by RecordLion.
On Premise
Home Grown
CENTRAL POLICY HUBThe Solution
Lower CostRecordLion is easier to implement than a
manual solution
Faster ImplementationCentralized Policies Better ComplianceRecordLion is a
central hub for all your organizations
policies
Comply with all industry regulations using Information
Lifecycles
RecordLion is less expensive than
comparable solutions
EASIER INFORMATION GOVERNANCEThe End Result
Thank You!Questions and Next Steps
Enter any additional questions into the panel, or contact sales.
Questions
Contact Us
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