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Dealing with Dark Data
1. Agenda
What is dark data?
Josef Elliott
Using HP ControlPoint to find, analyse & classify unstructured
enterprise data
Dominic Johnstone
Using AIO to analyse and manage database and application
content
Mark Gower
What do I do with the data I find?
Dominic Johnstone
Securing and managing data with HP Records Manager
Craig Adams
Hosting your data in the secure HP Cloud
Bharat Mistry
Putting it all together DEMO of ControlPoint and Records Manager
Dominic Johnstone
Arthur Leclerc-Chalvet
Q&A and Prize Draw for HP Tablet Device
Josef Elliott
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2. Today’s Information Reality
Overload or opportunity?
EXPLOSION OF
DATA
• Data doubling every
12-18 months
• New, unstructured
data types to manage
• Storage growth is
outpacing IT budget
• Growth of
ungoverned
structured data
DATA
EVERYWHERE
REAL-TIME
ACCESS
INCREASED
REGULATIONS
• Mobile, virtual, cloud
joins physical and onpremise
• New Data Security
considerations
• 67% of users have
three or more
computing platforms
• Always-on
applications and users
• Users have high
up time expectations
• Business continuity
moves to forefront
• Escalating regulatory
and higher volumes
• Find the “needle in
haystack”
• Utilize corporate
information assets
Growing IT Burden, Business Inefficiency and Risk Exposure driving Information Governance
2
3. Enterprise Information Environment
“Missed Opportunity”
Social Media
“Increased Risk”
“Cost & Complexity”
Video
HRMS
Supply Chain
Management/
Inventory
Mgmt
Email
Texts
Messages
Procurement
CRM
ERP
Images
Word, Excel
Audio
Transactional
Data
Human Information
90%
Logs
Clickstream
Data
Structured Information
Organisations need to handle
100% of this information
10%
3
6. Why is it growing…..?
Current behaviour leads to over-retention
The myth of cheap storage, coupled with lack of clear policy creates confusion
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...
Keep tapes
…For a certain period of time
We keep everything forever
We need to be compliant
Implement archive, DMS, RM,...
We need to retrieve information...
Look into different sources
…Historical information
Recover tapes
6
7. Dark Data
“like our own physical universe, the digital
universe is rapidly expanding and
incredibly diverse, with vast regions that
are unexplored and some that are,
frankly, scary”.
(IDC, Digital Universe, 2013)
7
9. Defining Dark Data
Characteristics of dark data
What is it?
•
•
•
•
•
•
Human readable
Unstructured
Not indexed
Unmanaged
Inactive
Orphaned
Where is it?
•
•
•
File Servers
SharePoint
Email Servers
9
10. Opportunities and Risks of Dark Data
What lies hidden in your dark data?
Understanding your dark data can have significant benefits:
• Cost savings through the reduction of storage and management overhead by allowing the defensible
destruction of non-required data
• Prepares and organizes valuable legacy information to provide insight into current and future
business processes
• Allows you to recognize information types and structures and develop policies to properly govern
information in future
Data that remains dark has the potential risk of:
•
•
•
•
Containing sensitive information that is unprotected from data leakage and misuse
Information being used out of context
Decisions are based on outdated versions of information
Duplicate effort is spent in producing the same information again
10
12. Document Production
Document Production Requirement
Applicable for Litigation,
Regulatory Submission or
Internal enquiry purposes
Major financial benefit accrues when “document production” becomes a
repeatable, defensible process
12
14. Six Steps to Redemption
1. Understand the logical information environment
2. Identify existing information repositories
3. Index to understand your existing data
4. Deep dive analysis and advanced content analytics to extract meaning
5. Archive, Protect, Dispose
6. Secure the benefits
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34. Case study: auto records classification
Defense Contract Management Agency (DCMA)
Products: HP TRIM, ControlPoint (5000 users)
Use case:
•
•
Working with suppliers to align purchasing of products and services
with policies and requirements.
Seeking to improve management of SharePoint and file shares; also
to improve legal hold programs
Why we won:
•
•
•
•
Made classification and records management transparent to users
File share and SharePoint content under strict policy management
ControlPoint and ALH for identifying content for legal hold
APA to improve program workflows
35. Case study: SharePoint governance
Product: ControlPoint
Use case:
• Uses ControlPoint to lower operating costs of
SharePoint by:
• Migrating content from SharePoint farms to
Autonomy cloud storage
• Using ControlPoint to identify and move content
from operations to Autonomy cloud
Benefit:
• Achieved significant cost reductions in SharePoint TCO
36. Case study: Legacy Data Cleanup
Product:
Control Point 4.0
Use case:
• Selected Control Point 4.0 for dark data identification
• Initial project is to identify, analyse and transform 100 terabytes
- full project to include 2 petabytes
• Project sold in conjunction with ES Application
Optimisation program
• Will identify unstructured content with high business
context and records value
• Goal is information footprint reduction AND identification
of unknown high-risk content
Get numbers – how many repositories, how many classifications?How much have they reclassifiedWhat brought them to buy more
Transition: AIO – how it works Three highlights:AIO can access inactive data sitting in both production and legacy databases and has a pre-built integrations to a robust selection of repositoriesAn intuitive UI and natural language universal search (not requiring without SQL queries) allows users to identify data to be move and then extract this dataTargeted data can then be migrated to a variety of repositories, including HP Autonomy’s information archiving and ECM offerings. Main Point:AIO presents a clear opportunity to defensibly dispose of legacy data and migrate it to a variety of places for additional analysis and long-term management
Transition: Unless a customer manages this data, their footprint and storage costs will continue to increase Three highlights:AIO solves this issue by reducing the cloned and legacy data stored – as much as 50%This results in lower storage costsMaintenance and administration costs are reduced as well. Main Point: Reducing footprint and storage costs is a priority among IT departments
The launch of HP Records Manager 8.0 demonstrates HP’s focus on transforming records management and taking it to a new level in order to achieve information governance.Moving records and document management from a departmental issue into the boardroom
The interactive document management is aimed at highly regulated processes under the constant scrutiny of regulators, the media or the public, for which you need to be able to provide quick and accurate evidence of all the actions that you have taken at any stage. These documents are managed in the context of the corporate records management policies right from creation.HP Records Manager’s out of the box integration captures SharePoint information based on life cycle management policies, without impacting the users in their day to day information sharing and collaboration.For unstructured data in legacy data stores or data archives, the HP Information Governance solution provides data analysis and auto-categorization through ControlPoint to automatically identify business records and migrate them to HP Records Manager, or manage them as records in place. The categorization rules applied to the legacy data can be carried forward for the ongoing auto-declaration of new records to get your repositories into an evergreen state of information governance.For legal and professional services firms that want to take advantage of the client/matter based project collaboration that WorkSite provides, HP Records Manager provides an out of the box integration that allows users to declare records from WorkSite directly into the corporate records management structures.HP Records Manager readily integrates with existing business systems to capture records from structured business processes such as ERP or CRM, order processing, accounting and HR. Whenever records are created they can be captured automatically.HP Records Manager also takes care of your paper records. It has fully featured barcode processing, warehousing and storage vendor integration. Requests placed on boxes in HP Records Manager are automatically processed and transmitted to Iron Mountain.While HP Records Manager covers the majority of enterprise records management use cases, there is always scope for custom processes or integration into customer specific processes. HP Records Managers software development kit allow you or your system integrator of choice to write tailor made records and document solutions. Naturally our own services teams are happy to get involved with this as well.