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Information Governance The Art of Managing Data Autonomy Records Management

Abstract

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All Organizations

have vast quantities of electronic information.

Good governance

calls for reducing the risks and the costs associated with storing the massive amounts of data that maybe stockpiling in your organization.

©2010 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

©2010 KPMG, LLP, a US Limited Liability Partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International, a Swiss cooperative. All rights reserved. Printed in the United States. KPMG and the KPMG logo are registered trademarks of KPMG International, a Swiss cooperative POWER PROTECT PROMOTE

DoD 5015.02 Standard

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• Provides implementing and procedural guidance on the management of records in the Department of Defense • It sets forth mandatory baseline functional requirements for Records Management Application (RMA) software used by the DoD Components in implementing their records management programs • Defines required system interfaces and search criteria that RMAs shall support • Describes the minimum records management requirements that must be met based on current National Archives and Records Administration (NARA) regulations.

• http://jitc.fhu.disa.mil/cgi/rma/

DoD 5015.02 Standard

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1.

2.

3.

Vendor Product Valid Thru

Autonomy Autonomy Autonomy Autonomy Records Manager r12.6.2.1 with Microsoft Office SharePoint Server Autonomy Records Manager r12.6.2.1

Perpetual Perpetual Autonomy Records Manager r12.6 (formerly known as CA Records Manager) 02Jul12

Baseline

X X X

Classified

X

FOIA RM OS

MS Windows

RMA DB

MS SQL Server, Oracle

RMA Email

MS Outlook, GroupWise, Lotus Notes Mail X MS Windows MS SQL Server, Oracle MS Outlook, GroupWise, Lotus Notes Mail

GSA number?

DoD 5015.02 Standard 4.

5.

6.

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HP

Vendor Product

HP TRIM Version 7

Valid Thru Baseline

26Aug12 X

Classified

X Autonomy Autonomy Autonomy IDOL Records Managemen t with MIP 5.2

02Oct12 Autonomy IDOL iManage RecordsMan ager v6.0

02Oct12 X X X

FOIA

X

RM OS

MS Windows Server MS Windows Server

RMA DB

MS SQL Server , MS SQL Server , Oracle, HP IAP MS SQL Server

RMA Email

MS Outlook MS Outlook MS Windows Server MS SQL Server MS Outlook 7.

Autonomy Autonomy ControlPoint for SharePoint 02Oct12 X MS Windows Server MS SQL Server MS Outlook

Interesting Fact - Future Watch

POWER PROTECT PROMOTE http://rmfuturewatch.blogspot.com/2007/06/records-vs-information.html

Interesting Fact: 10:1 Ratio

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Interesting Fact - Digital information created, Exabytes

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Interesting Facts - Digital information created, Exabytes

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Explosion of Digital Information – Wal-Mart's data warehouse has 600 terabytes – Chevron Oil accumulates 2 terabytes daily – IDC estimates 1800 exabytes will be created annually by 2011 – 1 exabyte is 50,000 years of DVD movies – 1,800 exabytes = 90,000,000 years of movies – Equivalent to 1.8 trillion gigabytes – Fill 57.5 billion 32 GB Apple iPads

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Manual Classification

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Manual Classification

Time

3 seconds 3 seconds 3 -10 seconds 5 seconds 5 seconds

Action

Keep or Delete?

Record or Non-Record?

Select Category/Classification Enter Metadata Review/Save Profile

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Who has the time?

Who has the inclination?

Auto Classification Is Key

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Facts About Classification

1

Facts Humans provide, at best, marginally better accuracy in executing classification, in controlled tests

2

Business users find forced manually classification “burdensome” and at least 50% will not participate

3

Every manual classification forced on your users will cost your organization 17 cents in productivity

4

Unstructured content makes up 80% of the volume of information in the average enterprise and that segment is growing 30% annually POWER PROTECT PROMOTE

1 2

Implications Compliance professionals hold the incorrect assumption that humans are the best option for piece by piece decision-making Results of human-reliant filing are inconsistent and inaccurate, resulting in effective accuracy of 50%, at best

3 4

Wide-spread adoption of archiving or records management in your organization will lead to large, measurable productivity loss Deploying an archiving or records management initiative is increasingly important, large scale and difficult problem

Critical Dimensions of Classification

Accuracy: Cost (per doc): Consistency:

Manual 50% $ 0.17

<50% Automated 80 - 90% < $ 0.01

100% POWER PROTECT PROMOTE

Auto-Classification Techniques

Accuracy POWER PROTECT PROMOTE Consistent Participation & Enforcement Multiple Methods Complex Policies Context Based Classification Rules Based Classification Simple Rules Manual Classification Authoring Templates Cost Savings Productivity

Rules Based Auto-Classification Systems • If sender is ___ then file here _____ • If subject contains __ then file here ____ • If body contains ___ then file here ______ • If, then propositions • User defined rules (desktop) • Organization defined rules (server)

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“Trained” Auto-Classification Systems • Train categorization engines to recognize records using small document sets • Match content of documents against the document set • Uses topics, relevancy, user profiles, and keywords • May include dynamic rules for classification • Based upon natural language

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Contextual Clustering Systems

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• Recognizes and displays relevant relationships between data points and divides the results into contextual groups, while its clustering functionality classifies unstructured information into thematic groups, identifying the major topics in documents, and recommends structure for classification • Based upon mathematical equations, formulas, statistics • Language independent

Apply Policies to Content • Duplicates • De-Duplicate • Hold • Delete • Retention • Use it or Lose It • Move • Manage In Place

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Gradually Reduce that Mountain of Data

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Legally Defensible Program • • • • • •

Normal Course of Business Policy Based Applied/Performed Consistently Uniform Across the Enterprise Repeatable Auditable

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What Is the End Game?

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Control and Visibility over ALL Enterprise Information

What Are The Benefits?

• Reduced Risks • Cost Savings – Data Storage • Time Savings – How long for users to search and find data • eDiscovery Savings – – Less ESI to review Less ESI to produce

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Questions & Answers

Bill Manago, CRM

Director, Information Governance Solutions Autonomy

[email protected]

www.Autonomy.com

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