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Gain control over legacy dataHP Autonomy’s Legacy Data Clean-up solution

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Brochure | HP Autonomy’s Legacy Data Clean-up solution

HP Autonomy’s Legacy Data Clean-up solution

Big data and information sprawl

Most organizations today use numerous business systems and store information across disparate siloes. Technology advancements and business activities such as mergers and acquisitions have led to the existence of legacy applications and their associated data. The unprecedented growth in data volumes and formats also plays a part, making it increasingly more difficult to discover, retrieve, and reuse trusted information. In this scenario, the business value of data is reduced, creating greater exposure and risk to the organization.

Understanding the value of data in legacy systems enables you to better manage information footprint and associated storage costs through defensible destruction of duplicate and trivial data. You can identify legacy data and determine its status as sensitive or secure information to minimize your risk of accidental misuse and leakage. Legacy data clean-up allows you to leverage business opportunities and limit business risk.

Common behaviors, common challengesThe challenges of dealing with big data and information sprawl requires you to consider how to get more value from and control over your data in both active and legacy systems. Many of the common symptoms are addressed using a “band-aid” approach to the issue. Does your organization exhibit any of the symptoms and responses listed below?

Common symptoms Common responses (band-aids)

We are running out of capacity Let’s add more disks

Applications are slowing down Upgrade infrastructure

Backup takes longer and longer Change backup infrastructure

We need to retain information ...for a certain period of time

Keep backup tapes …We keep everything forever

We need to be compliant Implement an Archive, DMS, RMS

We need to retrieve information… …historical information

Look into different sources …Recover tapes

What is legacy data?

Legacy applicationsIt is not uncommon for organizations to have hundreds of legacy applications that have cropped up as a result of changes in IT or business strategy. These applications tend to be mostly inactive as they await retirement or are maintained as a resource for future reference in the absence of a suitable records management or archiving solution. In terms of value to the organization, one way that IT groups applications is in tiers based on the business value that the application delivers. These tiers are identified as:

• Mission critical applications – The top 1-5 mission critical, live applications.

• Business applications – The next 15-25 essential and regulated live applications.

• Legacy applications – The hundreds of old, inactive applications no longer used for day-to-day business activities.

The information contained within these legacy applications known as “legacy data” tends to remain outside the organizations information governance plan, exposing a business to risk, increased expenses, and operational inefficiencies.

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Legacy data tends to be redundant, obsolete, and trivial Much of the data contained in legacy applications is redundant, obsolete, or trivial and of little value to the business.

Redundant data consists of duplicates in the form of unauthorized copies of documents, emails, records, or database information residing in file shares, SharePoint sites, mail systems, and databases.

Obsolete data consists of information that is no longer in use, or is out of date. When determining whether data is obsolete, you can identify its creation date, last modified date, or access date and then assess this information in conjunction with an appropriate retention policy.

Trivial data is determined by file type, where the file type has no content value, such as executables, system files, and thumbnails.

Dark data is data that you may not know you have, and is currently unmanaged. This unknown electronic information often resides in repositories across the organization. Dark data is mostly human-readable, unstructured, unindexed, inactive, and orphaned. The proliferation of dark data is partially the result of the “Bring Your Own Device” (BYOD) phenomenon, along with the continuing explosion of big data that includes new, unstructured data types such as audio, video, and social media. These practices create information governance challenges that arise when information is generated by and stored on mobile devices, social networks, filesharing services, and unmanaged SharePoint sites.

Understand the value of data to better manage it and gain control

Legacy data clean-up can help you to identify and analyze the information contained within system repositories so you can take the appropriate actions to manage and maintain it throughout its lifecycle. Not all information is created equal and once identified it should be managed according to its business value.

Three zones to simplify information managementThe process of simplifying information management can be approached more directly when you consider three distinct information zones, as illustrated in the diagram below. Information contained within these zones each have differing business values and lifespans.

Figure 1: Three zones for information

Since a significant proportion of legacy data is redundant, obsolete, or trivial it falls into Zone 3 because it has the least value and shortest lifespan. Cleaning up Zone 3 legacy data will deliver timely and measurable returns. The balance of legacy data that does not fall into Zone 3 needs to be assessed to determine its business value and whether it should be used in an active business process or migrated to the records management system and retained as corporate memory. Understanding the content and context of your legacy data will allow you to manage and secure it in the way that is most helpful to your organization.

Brochure | HP Autonomy’s Legacy Data Clean-up solution

Business Value

Structured and unstructured High value Long lifespan

Structured and unstructured Medium value and lifespan with applied policy

Low value Short lifespan

High

Zone 1

Zone 2

Zone 3Low

Datavolume

Businessrecords

Content inprocess

Transitory contentJunk data

Low

High

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Align and enable business objectives through information governance

The storage and management of information should be governed by how your organization creates and uses it. In most organizations, “information” is created, collaborated upon, delivered, shared, used in transactions, and discovered to achieve objectives in the course of day-to-day business activities. IT on the other hand, works with “data” and has responsibility for managing the storage, distribution, protection, security, and preservation of data to support business functions. IT costs tend to be linked with data storage and management, and IT risk is usually associated with data leaks and security. Other business functions may consider cost in relation to opportunity cost, business efficiency, and productivity, as well as costs associated with discovery and litigation. Risk may be linked to an organization’s compliance state with mandated regulations, reputation, information security, and access.

Information Governance defines the policies and processes that pull the business and IT sides of the organization together, ensuring alignment between their respective functions while optimizing value creation from this business asset: information. Legacy data clean-up—either as an initiating information governance project or an ongoing information governance maintenance activity—delivers benefits and returns for both IT and the business in the areas of cost and risk management of legacy data.

Figure 2: Three pathways to Information Governance

HP Autonomy’s Legacy Data Clean-up solution components

Autonomy ControlPointAutonomy ControlPoint leverages HP Autonomy’s Intelligent Data Operating Layer (IDOL) and its connector framework to identify, analyze, and control content across enterprise repositories. ControlPoint provides classification, categorization, and policy application to content indexed by IDOL. Business insight into information themes, locations, and value is provided through ControlPoint’s executive reporting dashboard.

Autonomy IDOLIDOL works at the core of ControlPoint to index all information, making it visible, transparent, and available to be analyzed, actioned, controlled, and governed. Information sources such as file shares, SharePoint, and Microsoft Exchange are indexed through the IDOL connector framework. IDOL forms a conceptual and contextual understanding of the content, giving you the ability to index and analyze information from over 1,000 different content formats. IDOL’s mature connector framework allows users to search the entire enterprise using a web interface, providing an unprecedented view of all information assets and enabling searches that are fully compliant with FRCP requirements.

HP TRIMHP TRIM is a scalable, policy-driven enterprise document and records management solution (EDRMS) that offers automated rules, classification, and security capabilities for the lifetime management and access of business records. HP TRIM allows you to easily capture, search, and manage business records from any source, including Microsoft SharePoint®.

Brochure | HP Autonomy’s Legacy Data Clean-up solution

Inform information governance strategy

Serve as a point solution

Support an end-to-end approach

Objective: Gain a snapshot ofwhat information is containedin legacy data

Target: Organizations justgetting started with InfoGov

Benefit: Serve as valuableinsight for building an InfoGovroadmap

Objective: Filter, classify andseparate valuable from outdatedlegacy information

Target: Organizations establshing an InfoGov framework

Benefit: Disposal of unneededinformation; for cost and riskmitigation

Objective: Defensible data disposition,plus identification of other legacydata for migration to activerepositories

Target: Organizations with a highlevel of InfoGov maturity

Benefit: Apply uniform policies toand proactively consolidate data forcost-effective access

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HP TRIM is designed to the International standard of records management ISO 15489:2001 and certified against the U.S. Department of Defense 5015.2 v3 standard (mandatory requirements, classified records, and Privacy and Freedom of Information Acts).

Autonomy Process AutomationAutonomy Process Automation (APA), from HP Autonomy, is the only BPM solution that allows you to bring in the unstructured, human element of business process, giving users all the information required to make sound business decisions. APA fully leverages all information sources, structured and unstructured, and all human capital to guide and automate decision making and optimize business outcomes.

With APA, you can perform advanced policy processing both during legacy data analysis, as well as the policy execution stages. APA enables you to:• Manage changes in policies by routing them for approval• Route data marked for action through a review and approval process

The stages of legacy data clean-up

Organizations who do not understand what data they posess or its value to the business cannot manage this data in an efficient manner. Legacy data clean-up, in many cases, is the starting point for implementing a broader information governance strategy within your organization. Put simply, Legacy Data Clean-up consists of five stages starting with the identification of information, taking appropriate action, and ultimately finishing with a complete clean-up of legacy data.

Figure 3: Five stages of legacy data clean-up

Identify and indexThe first step in the legacy data clean-up process is identifying data sources and indexing the data to get a clear understanding of what exists and where. The most common repositories for legacy data are file systems such as SharePoint, shared drives and Microsoft Exchange.

HP Autonomy’s Legacy Data Clean-up solution enables you to index these repositories and others at the metadata or content level. Indexing metadata only (a light index) provides a fast and efficient way to identify much of the redundant, obsolete, and trivial data that may be ready for defensible destruction. The index provides insight into how the data has aged, and when it was created and last modified to give you a picture of the data’s business relevance.

Indexing content yields greater insight into the data’s business value and context. A deeper analysis of the content, including advanced data analytics, will allow you to identify what the data is, its sensitivity and security needs, and whether it holds greater business value. In some cases, the information may satisfy the criteria of a business record and should be managed accordingly.

AnalyzeHP Autonomy’s Legacy Data Clean-up solution allows you to analyze the data index, using a user-friendly, graphical dashboard that highlights statistical summaries and categorization. The analysis provides breakdowns by data types and categories across the enterprise, or specific repositories. Redundant data is determined and presented by duplicate statistics; obsolete data is presented based on policy and creation, modified, or access dates; and trivial data is determined based on file types that have no content value. The dashboard also provides summaries of the volume of data being created over time to give you insight into a repository’s lifecycle.

The analysis is based on a range and combination of metrics that you select based on the needs of your organization. These metrics cover areas such as:

• Enterprise or repository duplicates disk space used

• Enterprise or repository duplicate count and percentage of total

• Document count by type, category, or creator

• Document type disk space usage

Brochure | HP Autonomy’s Legacy Data Clean-up solution

Identify & index Analyze Organize Reduce Manage & migrate

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Figure 4: Autonomy ControlPoint Legacy Data Clean-up analysis dashboard

OrganizeOnce legacy data is identified and analyzed, you can organize the data by business value, context, and relevance. Organizing the data requires an understanding of business requirements, policies, information categories, and classification categories.

Based on the indexed data, HP Autonomy’s Legacy Data Clean-up solution can identify information clusters with common content patterns and groupings that form the basis of categories. If you have already established data categories, you can compare these against the categories that have been uncovered through the data identification and analysis processes. Comparison of existing and actual data categories may highlight gaps beween what your organization believes it should have and what it actually has. The legacy data clean-up process may confirm that legacy data does not fit into current business categories and that work must to be done to fill this gap.

Once information categories are identified, validated, and aligned, policy may be applied to data within these categories to facilitate their future disposition or ongoing management.

ReduceOnce legacy data is catgorized and the appropriate policy is applied, the process of reducing data can begin with confidence. The reduction of data will yield returns in a range of areas, from reducing information storage to improving business efficiency and reducing risk.

Many organizations adopt a “keep everything forever” approach because it’s difficult to determine the value of data or apply the appropriate policies needed to govern and dispose of information defensibly. Using ControlPoint, you can apply policy to ensure information is disposed of defensibly. And HP Autonomy’s Legacy Data Clean-up solution delivers a range of tools and reports that support a policy-driven and compliant clean-up process with the following capabilities:

• Generate reports on items marked for deletion

• Maintain audit trails of policy selection criteria and execution

• Review and approve workflow processes

Manage or migrate

Legacy data clean-up is not just about deleting redundant, obsolete, and trivial data. It also identifies how business processes use and generate information. The forward-looking aspect of legacy data clean-up is the migration of valuable legacy data into your current information governance plan to ensure the data can be leveraged and securely managed for the future. HP

Brochure | HP Autonomy’s Legacy Data Clean-up solution

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Autonomy’s Legacy Data Clean-up solution supports a range of functions that merge legacy data into current systems, to manage them using your current information governance policies.Our solution gives you the ability to:

• Declare documents into a records management system (HP TRIM)

• Securely move data, or hold it for management in place

• Migrate organized legacy data onto target storage hierarchy

• Migrate organized legacy data between repositories as needed (e.g. file system to SharePoint)

• Create an ongoing process for applying policy to new data identified based on established and trained categories

The benefits of legacy data clean-up

The value of an information governance project is often reviewed by IT and the business in very different ways. Legacy data clean-up is an information governance process that both aligns and delivers benefits to each of these internal organizations. When you leverage your investment in Legacy Data Clean-up for ongoing information governance, you can minimize the chances of having big data turn into dark data.

Reduce information footprint and associated storage and discovery costsMany organizations today are facing the unprecendented growth of data that may exceed 50% per year. This explosion of information impacts storage needs, as requirements increase to actively manage more data—a growth rate that shows storage requirements expanding at approximately 20% per year.1

Legacy Data Clean-up addresses the expanding information footprint by identifying redundant, obsolete, and trivial data and providing the tools needed to apply policy and execute defensible disposition. The disposal of this data not only reduces your storage needs, but also reduces the associated costs and resources required to maintain backup and recovery systems.

Reducing your information footprint also helps cut eDiscovery costs incurred when performing early case assessment and analysis of large data volumes by expensive legal teams. Discovery costs, legal fees, and fines can quickly escalate when an organization cannot deliver required content that it should have but can’t find—or discovers the proverbial “smoking gun” that it didn’t know it had at all. Finally, another cost that is hard to quantify, is lost business reputation for both the organization and its executives..

Streamline data management and prepare for the cloudOrganizations looking to move applications and data to the cloud should consider the benefits of legacy data clean-up prior to migrating to the new platform. While cloud services offer cost savings to organizations in a number of areas, these gains could be lost or minimized if the organization moves all of its legacy and dark data to the cloud. Additionally, the cost for cloud data management can quickly rise when based on the number of terabytes of data stored, managed, and accessed each month.

Increase IT efficiency and service levelsThe ability to dispose of or migrate data to appropriate tiered storage can deliver both cost and efficiency benefits to your organization. Removing and/or retiring legacy data and applications, will yeild significant savings and efficiencies associated with every day IT activities. Reducing the complexity and time needed for data backup and recovery, application maintenance, and search and retrieval will increase IT efficiency and improve service levels.

Brochure | HP Autonomy’s Legacy Data Clean-up solution

Customer requirements Optimize

Cost

+/-

Pro

duct

ivit

y

Customer benefits ROI

MitigateRisk

Improve businessand IT efficiency

Reduce cost

Elimination of theunknowns

Improved informationavailability and IT

predictability

Productivity and costbalance

Transparency

Process, managementand operation

Infrastructure

1 State of Enterprise Storage Survey, conducted by InformationWeek 2012.

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Comply with regulatory requirements by applying policy to all dataIdentifying, understanding, and actively managing all of your data—whether it is legacy data, dark data, or big data—enables you to apply appropriate policy to this information to ensure you manage it according to regulatory requirements, and avoid security breaches, data leaks, and accidental data spoliation. The application of policy to all data according to a solid information governance plan will help you reduce the likelihood of dark data and legacy data footprints expanding beyond control and exposing your organization to future business risk.

Why HP?

HP delivers an integrated, proven set of solutions for records management and information governance. The platform relies on three key components:

HP Autonomy’s unique meaning based softwareThe Autonomy IDOL platform understands and processes all human information (unstructured information) across the enterprise regardless of data type or source. When combined with Autonomy ControlPoint and HP TRIM, IDOL forms the cornerstone of a world-class information governance framework that allows you to deliver understanding, insight, control, and security to your enterprise information.

Market- leading hardware and cloud storageHP provides servers, networking, and storage designed from the ground up to optimize the processing of human information.

World-class servicesHP’s comprehensive global initiative delivers world-class experts along with specific solution sets designed to help you derive more value from human information.

About HP Autonomy

HP Autonomy is a global leader in software that processes human information, or unstructured data, including social media, email, video, audio, text and web pages, etc. Autonomy’s powerful management and analytic tools for structured information together with its ability to extract meaning in real time from all forms of information, regardless of format, is a powerful tool for companies seeking to get the most out of their data. Autonomy’s product portfolio helps power companies through enterprise search analytics, business process management and OEM operations. Autonomy also offers information governance solutions in areas such as eDiscovery, content management and compliance, as well as marketing solutions that help companies grow revenue, such as web content management, online marketing optimization and rich media management.

Please visit autonomy.com to find out more.

Copyright © 2013 HP Autonomy. All rights reserved. Other trademarks are registered trademarks and the properties of their respective owners. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions.

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Brochure | HP Autonomy’s Legacy Data Clean-up solution

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