Emerging Technologies for Information Governance
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Emerging Technologies forInformation Governance
July 17, 2014
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ChallengesKey Information Management Challenges
• Legal eDiscovery and Regulatory Compliance continue to grow
• Access to information becomes more and more a key information security concern
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ChallengesKey Information Management Challenges
• 40% of a knowledge workers time is spent managing their documents. – Gartner
• 15% - 35% of a Knowledge Worker’s time is spent searching for information.
• 15% of the work week is spent reproducing information that already exists. – IDC 2010
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Trends That Intersect These Challenges
BIG D
ATA
CLOUDSE
CURI
TY
MOBILE
COMPLIANCE
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New deployment architectures emerging (private, public, and hybrid)
Security concerns as to what is in the cloud
Less IT control over content and systems
Trends: Cloud
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Mobile clients increasingly are replacing traditional modes of information access
Availability of legacy data on mobile devices
New security concerns surrounding information access and access controls
Trends: Mobile
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Firewalls become transparent with ever more forms of collaboration and exchange of information
Emergence of new platforms (Cloud) and devices
Need to identify and secure sensitive information, including corporate IP
Demands for new security concepts
Trends: Security
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Volume, Complexity, Variety, and Velocity
Inclusion of unstructured data in varied formats / 360⁰ view of the business
Demands for new applications including mash-ups and analytic capabilities with access to all relevant information
Trends: Big Data
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Ever increasing array of external regulations and internal policies
Applied to emerging platforms
Courts require increasing transparency of information for legal matters
ECM “one-size-fits-all strategy”, is not an effective solution
“Many organizations have fragmented approaches and platforms to support their ECM needs. Past Gartner surveys have shown that many organizations have an average over six different
ECM products in place while large organizations can have as many as 20.”-Kenneth Chin, Gartner
Trends: Legal and Regulatory Compliance
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“Enterprises need to build an information governance program (and supporting platforms -author)
with policies and processes to better manage all the content in the enterprise as well as outside the enterprise as social media, mobile, and cloud technologies increase the breadth of where the content exists.”
-Mick MacComascaigh, Gartner
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Business Objective:Value-Based Information Management
Treating Information According to Its Value to the Enterprise
Agile Operational EnvironmentsManaging Risk Minimizing Information’s TCO
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• Integration–Process; Content; People–360⁰ view of information–Addressing Media discontinuity to leverage all relevant informational value in the enterprise
• Classification of information–For compliance controls–For security controls–For discoverability
Adapted Information Governance Model:Simplification
CLASSIFYCLASSIFY&&
INTEGRATEINTEGRATE
Policy IntegrationPolicy Integration
Process TransparencyProcess Transparency
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•Integration Process; Content; People 360⁰ view of information Addressing Media discontinuity to
leverage all relevant informational value in the Enterprise
Adapted Information Governance Model: Business Value & Legal & Compliance Risk
CLASSIFYCLASSIFY&&
INTEGRATEINTEGRATE
Policy IntegrationPolicy Integration
Process TransparencyProcess Transparency
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Today’s Information Intensive Application Environments
Dynamic and information-intensive processes
High degree of ad-hoc collaboration between knowledge workers
Incremental and progressive responses from knowledge workers
Event-driven Given context
Source: December 28, 2009, “Dynamic Case Management — An Old Idea Catches New Fire” Forrester report
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Challenges
Processing takes too much time
Workers can‘t acess all the data and forms they need
Workers can‘t effectively collaborate and share knowledge
Compliancy is an issue
Cases don‘t follow a fixed sequence or stucture
Hard to track who did what, when and why
No opportunity for improvement
Existing structures prevent flexibility
Can‘t identify patterns and learn from them
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Specialized.Apps Specialized
Apps
StandardApps
StandardApps
Today’s Business Models are based on Content and Process Silos
ApplicationsApplications
Business ModelBusiness ModelInno-vation
Markets
Products
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ApplicationsApplications
Process &Process &IntegrationIntegration
Business ModelBusiness Model
Customer
Inno-vationMarkets Products
The Missing Level: Process Management and Standard Integration
Specialized.Apps Specialized
Apps
StandardApps
StandardApps
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Every Level Requires Different Flexibility and Performance
ApplicationsApplicationsIndividual Applications Individual
Apps
StandardApps
StandardApps
Process and Process and IntegrationIntegration
Business ModelsBusiness Models
KundenNew Customer
MärkteNew Market
Inno-vation
NewInnovationProdukteNew
Products
Flexibility andFlexibility and CollaborationCollaboration
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ApplicationsApplicationsIndividual Applications Individual
Apps
StandardApps
StandardApps
Process Process IntegrationIntegration
Business ModelBusiness Model
KundenNew Customer
MärkteNew Market
Inno-vation
NewInnovationProdukteNew
Products
Flexibility andFlexibility and CollaborationCollaboration
Lifecycle for Agility and Collaboration
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• ... is available on all platforms(from Windows to Mainframe)
• … is installable onsite, in hybrid and in full cloud environments
• … is available also as SaaS and Volume based editions
• … is the platform for Information Modernization & Virtualization
• … from ECM Solution to Information Virtualization
• … ideal for the instantiation of CCAs
Next Generation Platform:Content Services Platform (CSP)
docHarbordocHaven
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– Make information available to the business processes
– Don’t shut down a repository unless you want
– Don’t be forced to migrate to a proprietary system and lose independence
– Connectors can hook in documents, data & workflows
– Centralized hub manages all communications
Core Components:Integration and Federation
docHarbordocHaven
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– Existing interfaces can be used and new capabilities plugged in
– New interfaces can be developed with rapid prototyping
– Based on Open Standards:• Win• Java• Web
– Supports the development of Mashups
Core Components:User Experience
docHarbordocHaven
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– Work Routing Automation– Business Process Automation• Scanning to ILM– Content-Centric Workflows– Ability to tie-in enterprise
standard workflow engines as needed
– Extraction automation
Core Components:Content Automation
docHarbordocHaven
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– Support for compliance (internal and external regulatory) policies
– Support for eRecords Management structures
– Process Monitoring– Audit Trails– Support for Content Analytics
on existing content
Core Components:Compliance and Analytics
docHarbordocHaven
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Use Case Example:Bank
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Use Case Example:Bank
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Use Case Example:Bank
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• Classification of Information and Long-term Preservation– For compliance controls– For security controls– For discoverability
Adapted Information Governance Model: IT Efficiency & Legal/ Compliance Risk
CLASSIFYCLASSIFY&&
INTEGRATEINTEGRATE
Policy IntegrationPolicy Integration
Process TransparencyProcess Transparency
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Some documents or emails contain sensitive information that needs to be retained for compliance or legal reasons, while other data is little used or redundant. The challenge is to identify what is what…
Adaptive auto-classification:•unstructured data , e-mails•Documents and Records•ERP data and SharePoint objects
Classification is an enabler for:•Archiving•Encryption •3’rd Party Applications
Combining classification and archiving is a big step forward for any enterprise faced with:•ongoing regulatory demands•staggering data storage costs•outdated or paper-based archiving processes
emails
documentsdata
voice
webcontent
video
Not all information is equal
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Toxicity of Information:Understanding the Risk of Information
Source: IRM Consulting
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Identifying the right filesOnly classification enables automation
• Critical information that should not be moved to the cloud.
• Sensitive information that needs to be encrypted before moving it to the cloud.
• Important information that needs to be archived.
• Passive information that is little used and could be moved to IRM immediately.
DocuClassifyDocuClassify
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Identifying the right filesAttaching the classification directly to the file creates …
Tell from the outside what is inside TransparencyTransparency
Every user and every application can use the information
SynergiesSynergies
Easy recognition of outliers and hotspots SecuritySecurity
Quick grouping for joint processing EfficiencyEfficiency
According to the same principle within the entire organisation
UniformityUniformity
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Classification FrameworkPerformance, Precision and Flexibility
Meta data based classification enables high performance on high volumes of data
Pattern Matching is performant and exact when using classification criteria that can be expressed in regular expressions
Machine Learning with linguistic-statistical analysis has universal applicability and delivers strong results with fuzzy classification criteria
Partnerships for Information Governance with the likes of:
• KPMG• Deloitte• Fontis International
metadata-based
metadata-based
... ...
Machine LearningMachine Learning
PatternMatchingPattern
Matching
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DOCUMENT CLASS
Identifying the right filesMore simplified creation of rules
Example for a meta data-based criterion
Example for the comparison with a training set
Assignment of classification properties
Example for a criterion with regular expressions
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(1) Any information object brings Metadata (e.g. location, name, creator etc.) with it. The actual set can vary with the type of information.
(2) Classification rule assigns a document type to the information object. Each DT comes with a set of properties which are used by the classification rule. The property values enrich the metadata of the information object.
(3) Any application can – based on the classification expressed in the properties values of a specific information object – trigger an action (e.g. archiving) for this object. This could be other dg suite modules or 3rd party applications.
(4)
Document Classes and the DocuClassify Cube®The Document Class Model
Document Class
Document Class Classification
PropertiesClassification
Properties
MetadataMetadata
(1)
Classification Rules
Information Object
(File, Mail, SP, ...)
Information Object
(File, Mail, SP, ...)
(2)
Property Values
Property Values
(3rd Party) Actions
(3rd Party) Actions
(2)
(3)
Document Class Metadata Properties Actions
Invoice Location Retention If (retention>0) then archive
Engineering Plan (CAD) Location User
Project IDRestrictedAccess
If (Restricted Access) then block access on mobile devices
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Assign Classification Properties Directly to the Information ObjectLeverage ADS, Security Descriptor, or eMail Headers
BC
AC
Security SettingSecurity Setting: Confidential : Confidential ComplianceCompliance: 5 year retention: 5 year retention
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Adaptive Auto Classification Process Steps:
• Identification of an eRecords Schema • Document Classes• Retention Periods
• System is trained to identify documents• File are automatically assigned to a Document Class
• Automatically• Auditable• High precision
• Execute Rule Set and classify documents• Development = 5 Years• Human Resources = 10 Years• Etc…
• Documents with Retention Period > 0 move to archive
• Retention Period is recognized and taken over by the archive
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Taxonomy Results based on information from Fontis:
Rule Identifierby Fontis
Document Class Name Relevant for Country Retention_Period /Years
SUP HUM 002 Compensation_Records Russia 25
Australia 10
Global 10
SUP HUM 007 Employee_Lists Global 5
SUP HUM 004 Health_HazMat Global 40
SUP HUM 001 Applicant_Records US 3
Germany 0.5
Global 10
• Taxonomy is performed
• Document Classes are defined
• Retention Times are defined
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Select Document ClassAccording to taxonomy results
Select list of Classification Properties to be applied
Enter IF Criteria to match•HSM Metadata•Content •AD based
Adaptive Auto Classification Rules
DOCUMENT CLASSESDOCUMENT CLASSES
IF CRITERIAIF CRITERIA
THEN CLASSIFICATION PROPERTYTHEN CLASSIFICATION PROPERTY
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File / Sharepoint Object Migration
Sharepoint
OfficeSharepoint…
Sharepoint
OfficeSharepoint…
docuOffice
Target ArchivesVariable Retention period
1 Year5 Years10 Years25 years…
Target ArchivesVariable Retention period
1 Year5 Years10 Years25 years…
1. Selection2. Transport3. Report Generation
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• Intelligent storage optimization through classification• More compliance through automated archiving of
relevant data• Higher security through access control with Dynamic
Access Control and/or automated encryption • Upload of files to SharePoint based on classification • Upload of files based on the classification into a
DMS/ECM • Classification as enabler for cloud approaches• Increases the efficiency of pre-culling for eDiscovery
Use Cases for ClassificationEnablement
DLP
Rights Management
Archiving
SharePoint Mgr
Cloud deployment
eDiscovery
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Unified Archiving
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Enterprise Information ArchiveUnified Approach for Long-term Audit-Proof Preservation
Other Apps
Production,Transaction Systems …
Other Apps
Production,Transaction Systems …
ERP
SAP, JDEdwardsMS Dynamics …
ERP
SAP, JDEdwardsMS Dynamics …
File Systems
Windows NTFS,NetApp ,…
File Systems
Windows NTFS,NetApp ,…
MS Exchange,IBM Lotus…
MS Exchange,IBM Lotus…
Sharepoint
Office, Sharepoint…
Sharepoint
Office, Sharepoint…
ArchivdataLivedata
Analyse
Classify
Enter. Search
Enables iterative search for discovery and supports initial phases of the EDRM Model including legal hold
Mobile Access
Federated Search across live and archive data
Fulfills all compliance requirements regarding long-term audit proof preservation
Enterprise-wide retention management methods can be established
Dramatic reduction in storage demand and associated costs due to single instancing and de-duplication
eDiscoveryeDiscovery Policy IntegrationPolicy IntegrationSingle Instancing
CentralPolicies
Central Retention
Create Records
Tagging and Indexing
Search across and within
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Unified Archive in Action
Business Challenges•Growth in eMails has resulted in a 30% volume expansion per annum requiring greater exchange capacity and resulting in greater administrative complexity•Regulations require 30 year retention of manufacturing information from ERP and CAD systems•eDiscovery needs required an ability to bring together emails, manufacturing data, CAD data, and transactional information from a search and legal hold perspective.
Solution•Phased implementation of Mail, ERP for SAP, and Connect for: •8500 mailboxes•27 SAP Systems•COLD documents /CAD Systems Documents
Impact•Overall infrastructure savings for Exchange and SAP Systems•Enabling cost-effective and compliant back-up windows•Meeting compliance requirements from an IT perspective•Enables end-users intuitive search capability on all information including mobile access.
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DocuLynx PortfolioAddressing Informance Governance and Lifecycle Challenges
DocuLynx Portfolio Enterprise Information Infrastructure
Solutions• Docu360⁰- a Content Services Platform for Smart
Applications• Active Information Archiving Platformo DocuSuiteo DocHarbor/Haven• DocuClassify• DocuSearch Enterprise Information Application
Solutions• AP Automation• E-Signature Information Conversion Services
(eg.Scanning)
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Questions?