M12S05 - CASE STUDY: Leveraging Content Analytics to Kick-Start your Information Governance...

Cohasset Associates, Inc.

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2012 Managing Electronic Records Conference 5.1

S05. CASE STUDY: Leveraging Content Analytics to

Kick-Start your Information Governance Initiative

Monday May 7, 2012

2:30 – 3:30 p.m.

Kristi Perdue erms

Viewpointe Proprietary & Confidential Information. Copyright Viewpointe 2012. All Rights Reserved.

Kristi Perdue, erm

Director, Product Marketing

[email protected]

This presentation and the information contained in it provide anoverview of content analytics and is not intended to be used as legaladvice. Viewpointe provides this material “as is” without warranty ofany kind, either express or implied, including, but not limited to, theimplied warranties of merchantability or fitness for a particular purpose.This document could include technical inaccuracies or typographicalerrors and individual users are responsible for verifying any informationcontained herein. All company and product names used in this


p y pdocument are used for identification purposes only and may betrademarks or registered trademarks of their respective owners.

The information in this document and discussed in this presentation isthe exclusive property of Viewpointe Clearing, Settlement & AssociationServices, LLC. It may not be copied, disclosed, or distributed, in wholeor in part, without the express written permission of Viewpointe. © 2012Viewpointe Clearing, Settlement & Association Services, LLC. All rightsreserved.

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Agenda

o Market Challenge

o What is Content Assessment?

o Case Study

o Benefits

Viewpointe Proprietary & Confidential Information. Copyright Viewpointe 2012. All Rights Reserved. 3


NOTES


Complex Legal and Regulatory Obligations

RISING LITIGATION COSTS REGULATORY OBLIGATIONS AND COMPLIANCE

Portion of Information U il R t i d2

Average cost to collect, cull and review information

per legal case1

$3M$3M

Classifying the information for regulatory

obligations and compliance is complex across the enterprise’s

data


70%

Unnecessarily Retained2

Everything Else

Has Business

Utility

Subject to Legal Hold

Regulatory Record Keeping

Sources:1. Litigation Cost Survey of Major Companies, 2010 (from Conference on Civil Litigation, Duke Law School, May 2010)2. Industry Estimates

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Information Growth and Complexity

By 2015, 60% of information workers will interact with content through a mobile device

70% of organizations have 6 or more document repositories


By 2014, refusing to communicate with customers via social channels will be as harmful as ignoring a customer email or

phone call today

Source:Gartner PPC 2012

Data doubles every 12 -18 months

80% of data is considered unstructured while 90% is considered unmanaged

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Slow Progress to Take Control

MISALIGNED PROCESSES AND BUDGETING

Fortune 1000 companies that have initiated comprehensive

information governance strategies1

DEFENSIBLE DISPOSITION OF CONTENT

Companies that can ‘claim’ that they can

defensibly dispose of content today2


* Zettabyte = 1 trillion gigabytes

44x2020

35 ZB*

Sources:1. 3. IDC Analyst Estimate, October 20112. Source: CGOC Benchmark Report on Information Governance, October 2010

5-8% 5-8%

22%

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NOTES


Why Is It So Difficult?


Understanding Your Information Landscape

o Where do I start ?

o What don’t we know?

o How do I sort through the debris?


NecessaryInformation

UnnecessaryInformation

What Is Content Assessment?

o Combination of software, services and best practices that enable informed decisions about your content

o Provides organizations with the ability to explore, analyze, organize the content across their information landscape and validate their actions based on


information landscape and validate their actions based on business value

o Content Assessment enables• discovery of content

• insight into the value of your content

• identification of compliance gaps

• defensible disposition

• proactive management of valuable business data


NOTES


Content Assessment: Components

o Technology• Analyze – Content analytics

• Classify – Auto-classification

• Collect – Content crawlers


o Services • Assess

o Best practices and industry standards

o Evaluation and recommendations

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Content Analytics

o Enterprise content assessed to understand the content that matters

o Automatically extract and analyze concepts, entities, relationships, metadata and classifications

o Multiple graphical views of the facets of unstructured content (i.e., clustering)

o Automatic highlighting of interesting anomalies and correlations in the data

o Analysis focused on more than metadata for in-depth understanding


y p g

• Topic of document and topic changes

• Purpose of document

• Organizations mentioned

• Individuals mentioned

• Concepts mentioned

• Key cutoff dates

• Key business concepts

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Analyzed Content (and Data)

John sprained his ankle on the step...

Noun Verb Noun Phrase Prep Phrase

Person Injury Body Part Location

Claimant: Soft Tissue Injury ExtractedConcept

How Analytics Work


Source InformationInternal (ECM, Files, DBMS, etc.) and External (Social, News, etc.)

Automatic Visualization for Interactive Exploration and Assessment


NOTES


Leveraging Analytics for Better Assessment

o Assess and decide what information to manage, trust and leverage

o Determine content silos demanding priority attention

o Expose sensitive data such as financial info and personally identifiable information (PII)


identifiable information (PII)

o Detects near duplicates

o Enables defensible disposition of duplicate, over-retained or irrelevant information (i.e., ROT)

o Retain relevant information and business context

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Auto-Classification

o Applies taxonomy/classification schedule to content in an automated or semi-automated fashion to meet confidence thresholds

o Categories unique to your organization • Used to explore content and match documents as well as refine

categories and rules as needed


categories and rules as needed

o Can also create category schemes and training sets • Automatically clusters content into proposed categories• Explores content based on those category schemes, self-learns• Export categories and content for training and ongoing

application

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Content Collection

o Content crawlers can automate the collection of content identified as valuable• Connectors to repositories

• Content in file shares


o Auto-classification rules can be applied on ingestion

o Options• Decommission of legacy repository

• X-forward

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NOTES


Services and Evaluation

o Help prioritize information governance strategy based on• Potential cost-reduction opportunities

• Identified risk or compliance gaps and needed remediation

o Best practice recommendations


• ARMA Diagnostic Tool – Assessing records management maturity

• GARP® Assessment – Evaluation of more than 100 attributes of information governance you can deploy across your organization to determine how you measure up against the GARP® principles to help determine your individual principle scores, leading to an overall GARP® score for information governance readiness

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Case Study

Viewpointe Proprietary & Confidential Information. Copyright Viewpointe 2012. All Rights Reserved.Viewpointe Proprietary & Confidential Information. Copyright Viewpointe 2012. All Rights Reserved 17

About Viewpointe

o Founded in 2001 with an original charter to solve information management for financial services companies

• Built by the financial services industry for the financial services industry, Viewpointe understands the complexities of highly regulated industries

• Over 1,500 of the top U.S. financial institutions use Viewpointe solutions

o Viewpointe has an established and proven legacy of providing information-centric services via our private cloud


Provides the nation’s largest

trusted archive at over 29 PBs in

our private cloud

Manages 184 billion items, with over six million sub-second retrievals daily from

its private cloud

Selected as one of the best financial

technology service providers by FinTech

100 since 2006

A trusted partner to many of the nation’s

largest, most complex

companies, storing some of their most

sensitive data

Viewpointe at a glance:

p

o Provides solutions and services for information governance, check exchange and clearing & settlement

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NOTES


Information Governance Platform

OnPointe is an information governance platform – enabling compliance across the enterprise, enforcing retention and disposal of content – delivered via a secure, scalable, private cloud built to augment an organization’s current IT infrastructure.

ANALYZE

CLASSIFY RETAIN

PRESERVE


COLLECT DISPOSE

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OnPointe Provides…

• Helps customers meet regulatory, legal and business requirements for data access, monitoring, retention management and defensible destruction of information via automated enforcement of your governance policies. Improve compliance and eDiscovery processes to help increase predictability, mitigate risk and lower cost.

Information Governance

• Customer data is securely managed and retained in our geographically dispersed, Tier 3+ data centers to help ensure data protection and business continuity. Our services undergo an annual SSAE-16 (formerly SAS70 Type-II) review.

SecureCloud

• Sophisticated retrieval capabilities help to ensure near-instant access to important data for k l d h i i i d d i i ki

On-Demand A


knowledge sharing, inquiry and decision making.Access

• Consumption-based model helps you control costs and minimize upfront investments in hardware, software, installation and maintenance, helping to deliver a lower total cost of ownership (TCO) for your organization.

Cost Management & Efficiency

• Using a standard application programming interface (API) to our distributed infrastructure allows for ease of integration with existing business processes and applications.

Flexible Integration

• While support from the OnPointe team during implementation is inherent in the platform, these optional services help you understand your enterprise information landscape while highlighting specific areas for improvement based on industry best practices, providing recommendations for achieving holistic information governance.

Assessment Services

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Assessing an Organization’s Environment

The Viewpointe Content Assessment process is designed to benefit organizations with an evaluation of their RIM environmento Services typically included:

• Ranking organization to industry peers using the ARMA diagnostic tool• Evaluating sample data sources by using automated assessment tools,

identifying gaps or deficiencies• Identifying potential areas of risk for remediation and lowering of their risk

profile


profile• Identifying potential cost-reduction opportunities

o Deliverables typically included:• Analysis of customer’s records management environment• Recommendations affecting prioritized areas within prospective

environment• Provision of a future state policy, procedures and technology vision• Development of a business case and technical solution to optimize the

company’s record management program and information governance strategy

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NOTES


Metric Description Typical Customer Status

Maturity ARMA RIM Diagnostic Survey Companies typically are in the 30-70% range.

Record Retention Policy & Rules

Defines document categories for business records and their associated retention, which can be time and/or event-based.

Despite up-to-date policies and retention schedules, may not be universally known or enforced.

Record Retention

Records / non-records past deletion dates are in the system exposing

Companies typically have geographically based file shares with no retention management; high

Viewpointe Content Assessment – Typical Findings


Retention dates are in the system, exposing companies to risk and cost.

file shares with no retention management; high levels (>20%) of over-retention records.

Duplication Unnecessary duplicates maintained in system

Typical duplication rates are 30-60%; higher for emails and lower for SharePoint.

PII Data PII in the system in potential violation of company’s own rules and government regulation

Typically 0-5%; higher rates for older documents.

eDiscovery Readiness

Added eDiscovery cost and risk assumed when their systems are not under proper information governance control

Too much ESI from duplication and over-retention. No clear audit, understanding of data sources, automation of legal holds or early case assessments.

Viewpointe Content Assessment: Case Study

Large Financial Services Organization

o Business Problem:• Corporate compliance initiative to get content under control• Multiple repositories of content from years of acquisitions• IT costs too high; CIO directive to reduce storage costs• Legal mandate for all content to be compliant• Intellectual property (IP) scattered across the organization


p p y ( ) g• IP lost due to lack of security and proper management• Data duplication

o Business Objective:• All digital content under control and in compliance• Unnecessary digital content removed• New, incoming content is managed and controlled• All IP managed and secured• Accessibility only to those who need it• Duplication reduced and cost-savings on storage

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Case Study - Overview

o A large financial services company and customer of Viewpointe requested an assessment of its current information governance and recommendations for improvement.

o Viewpointe conducted a detailed examination of information governance practices within a sample of the customer’s key business units


business units.

o Diagnostic with quantitative scoring of customer’s records management provided, eDiscovery and PII practices benchmarked against a peer group of financial services companies.

o Working with IBM software and support, Viewpointe conducted an automated content assessment against approximately 1.3 million files from SharePoint, File Shares and email.

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NOTES


Case Study – Tools Used

Content Assessment tools include:

• Records Management/ eDiscovery diagnostic tool


• IBM Content Analytics (ICA) and IBM Classification Module along with Viewpointe’s tuned knowledge base

• Templates for records retention schedules, records management policy and procedures, as needed

Sample Record Retention Schedule

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Case Study – Content Analytics & Classification Process

o ICA was used against unstructured documents as part of the process to:• Help identify credit card, account and phone numbers, addresses and

monetary amounts.• Match documents against an existing taxonomy, creating a Windows

Explorer hierarchical view of the documents.• Examine documents that didn’t fall into an existing taxonomy.


g y

o Used IBM Classification Module to match documents to existing document retention categories; refined classification categories and rules, as needed.

o Compared document dates against defined document-retention rules by category to determine over-retention amounts.

o Analyzed exact and near-exact duplicate amounts to determine storage inefficiencies.

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Content Analytics - Exposing Sensitive data



NOTES


Auto-Classification – Proposing Taxonomy


Content Analytics - Detecting Near Duplicates


Enabling Collection

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3


NOTES


Case Study – Sample Recommendations

1. Improve decentralized records management governance structureExplicitly extend the structure to electronic recordsProvide increased centralized oversight (franchise model)Provide representation and assistance from ITIntroduce formal accountability measures

2. Complete an inventory of all electronic records• Centralized data map linked to records-retention schedule,


p ,identifying systems of record and custodians

3. Develop corporate template for electronic records management procedures and training• Can be modified by LOBs as needed; gives them a ‘quick start’

and identifies baseline requirements and knowledge

4. Develop and implement standard electronic records management controls, KPIs and audit procedures to monitor compliance and measure business benefits

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OnPointeCase Study – Initial Recommendations

5. Implement an electronic records management solution for structured and unstructured records• Phase 1 with select core LOBs and repositories/applications• Develop a plan to grow in phases until 20 percent of the systems are

covered

6. Develop a more streamlined records-retention schedule


p• Automate classification/declaration, active/inactive management and

disposition workflow• Move toward a ‘big bucket’ retention schedule that takes into account

the finer grained search and automated classification

7. Reduce backlog of electronic records• Make use of the new structure and tools to reduce duplication and

over-retention• If required, incorporate legal hold/eDiscovery of otherwise over-

retained records for legal preservation purposes

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Viewpointe Content Assessment: Sample Results

Content assessment helps determine document types, document aging, conformance with customer retention rules, duplication of information and

potential PII risks.



NOTES


Content Assessment Benefits – In Summary

o Insight• identification and understanding of your information landscape and

content in context

• make decisions based on content value and get started today

• understand your information governance readiness, benchmarked against industry best practices and peers; plan to meet your goals


o Cost Reduction• retire legacy systems / repositories quickly

• reduce storage requirements and adjust tiering strategies for immediate gains

o Risk Reduction, Compliance and Litigation Readiness• the identification of unknown risk or compliance gaps

• prioritize areas of focus based on need for remediation

• defensibly dispose of data debris or ROT

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Q&A


Q&A

Kristi Perdue, erms

Director, Product Marketing, OnPointe Services

Viewpointe, LLC

[email protected]

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M12S05 - CASE STUDY: Leveraging Content Analytics to Kick-Start your Information Governance...

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Transcript of M12S05 - CASE STUDY: Leveraging Content Analytics to Kick-Start your Information Governance...