Shared Drives and Content Sprawl—What To Do
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There are two common approaches to shared drives. One is considered day forward with people, processes, and technology that align with a company’s content strategy. The second, is a backfile, or the approach we take to cleaning up issues seen in our content management. As the largest collection of documents in your organization, removing shared drives suggests massive change management and expense. However, if approached correctly, it doesn’t have to be complex, expensive, or disruptive—and you can continue to provide a file system. Through proper methodologies, content is not duplicated and an alternative user interface is applied to the DMS. User adoption is also increased by leveraging the simple shared drive, and efficiency is increased by offering tools that automate common tasks. We will review the methods for classifying information, what you are able to accomplish with policy evolution, and the technologies and methods available to limit the sprawl of content.
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Shared Drives and Content Sprawl—What To Do
- 1. ©2017 Zia Consulting, Inc. All Rights Reserved. Shared Drive Cleanup… What Then?
- 2. ©2017 Zia Consulting, Inc. All Rights Reserved. Consider your content strategy before diving into this project. page 02
- 4. ©2017 Zia Consulting, Inc. All Rights Reserved. End-to-End Digital Solution capture process integration migrationgovernance ECM Strategy page 04
- 5. WIIFM? What problems are we solving? Workplace Efficiency, System Complexity, Risk & Cost Avoidance ECM AVOIDANCE (FOR COLLABORATION)) ECM SHELFWARE • Shared Drives • Email • Cloud Sites: Dropbox, Box.Net USING ANYTHING BUT… COST & COMPLEXITY (OF SECURING DOCUMENTS) HIGH COST, HIGH RISK • Manage • Synchronize • Secure page 05
- 6. Security. Risk is greatly reduced by better managing content, reducing duplication of content, managing access and lifecycle. Shrink the vectors of attack. Efficiency is a result! People Spend Two Hours a Day Looking For Information. page 06
- 7. ©2017 Zia Consulting, Inc. All Rights Reserved. Information Explosion page 07 1% 5% 25… 69% Legal hold: Collect & retain evidence Regulatory record keeping: Hold and dispose of data Business Value: Archive records for value Unnecessary data Information without duty and value Excess Information = Higher cost and greater risk Dispose of unnecessary data = Reduce cost and risk CGOC.Summit 2013 Survey Of organizations surveyed have no idea of the content in their stored data.88% Of organizations say too much time and effort is spent manually searching and disposing information that has met its retention requirements. Of organizations are keeping information indefinitely Of organizations still rely on employees to decide how to apply corporate policies 79% 58% 58% The Information Explosion survey from the Council for Information Auto-Classification http://infoautoclassification.org/
- 8. Serious Message page 08 Lock it down now. Stop adding to the problem. Provide an integrated solution, similar to the shared drive UI, for maximum user adoption.
- 9. ©2017 Zia Consulting, Inc. All Rights Reserved. Business Needs User Wants page 09 Reliable & Scalable Content is exploding. Solutions must scale and evolve for future needs. Easy Make it Easy. People want to use it; tasks are reduced. Productivity Adoption Adoption Adoption The three most important things in an ECM system. Save time and money. Reduce Risk. Business Needs Governance Secure Reliable Scalable Connected Happy Users Ease of use Simplified Processes My tools (Email/Office) Easy Collaboration Universal Search Mobile Lower Cost More Productive Compliant Growth User Wants
- 10. ©2017 Zia Consulting, Inc. All Rights Reserved. End-to-End Digital Solution • Leverage Existing Assets • Create business case based on ROI • Create Roadmap capture • Structured • Semi-structured • Unstructured • Handwritten or typed process • Digital Collaboration • Workflow/BPM • RPA • Automation integration • LOB Applications • ERP • CRM • Office Tools • Self-service Portal • Mobile • Not Rip & Replace migrationgovernance• Records Management • Policies • Controls • Compliance • Holds • Strategy for Co-existence • Legacy Decommissioning ECM Strategy page 010
- 11. ©2017 Zia Consulting, Inc. All Rights Reserved. Shared Drive Cleanup 2 Projects page 011 Shared Drive cleanup requires consideration of existing content AND necessary revisions to work processes and tools for day-forward content creation. Planning.
- 12. ©2017 Zia Consulting, Inc. All Rights Reserved. What are we talking about here? INTERNAL DOCUMENTS • Employee Records • Board Minutes • M&A Documents • Intellectual Property • Sales Data • Financial Reports • Strategic Plans EXTERNAL COLLABORATION • Secure Deal Rooms • Contracts • Legal Documents • Marketing Materials • Customer Data • Tax / Banking Documents • And more…. page 012
- 13. ©2017 Zia Consulting, Inc. All Rights Reserved. What to do with this stuff? Is the content classified? Is it personal or non-business-related information? Is the information needed to document transactions and decisions? Is the information needed to comply with specific legal or regulatory requirements? Rules dictate where to file or destroy while audit logs track and measure success. Is it active information? How old is the information? Does the information have historical value? Is the information a copy? Is the information a previous or superseded version? Who owns the information? Are your policies current & complete? page 013
- 14. ©2017 Zia Consulting, Inc. All Rights Reserved. Extracting Meaning from Unstructured Content page 014 Classify 1-3 Sample images Context-based Invoice Number Vendor Name Purchase Date Subtotal Grand Total Payment Terms Extract Business rules Database lookups Fuzzy logic
- 15. ©2017 Zia Consulting, Inc. All Rights Reserved. Automation page 015 • Automation based on a ‘state’ change • Change of attribute • Change of location • Change of status • Make my job easier • Clean-up of collaboration files • Records Declaration as part of business process: reduces data entry, ensures completion of all process steps • Increase processing times with less errors Set Attribute File Move
- 16. ©2017 Zia Consulting, Inc. All Rights Reserved. Backfile & Day Forward page 016 Alternatives & Additions – DMS via webDAV, CMIS, Integrated EFSS, Mobile Applications, VPN, Collaboration platforms (via workflow), Endpoint Management (BlackBerry) BACKFILE • Lazy migration • High priority content migrates first • Low touch content remains after x time • No new content Other Considerations • Local Drive Content? • USB Drives? • Consumer Services? DAY FORWARD • Multiple User Interfaces as options (Integrations) • Workflow enabled – Content in Context • Secure – Role based access, DRM & Lifecycle Automation • Annotate vs. Edit • Watermarking • Auto classification at creation or ingestion
- 17. ©2017 Zia Consulting, Inc. All Rights Reserved. Introducing Alfresco Cloud Sync Sync Mobile cloud hybrid on-premises Simply a smarter way to work. page 017
- 18. ©2017 Zia Consulting, Inc. All Rights Reserved. EasyECM for Document Security & Collaboration Everybody’s in document security and nobody practices it well enough Let them keep their Tools: Email Dropbox SharePoint Even USB’s & Printers… page 018
- 19. ©2017 Zia Consulting, Inc. All Rights Reserved. Step by Step page 019 It’s evolutionary. Work the wheel.
- 20. ©2017 Zia Consulting, Inc. All Rights Reserved. Content Review page 020 01 Secure Content encrypted at rest and in transit. Rights and lifecycle management enabling collaboration ANYWHERE! 03 Flexible & Scalable Open source architecture allows flexibility to integrate with your choice of OS, databases, web servers, etc. Manage on-premises, cloud or hybrid cloud. 02 Integrated & Automated Integrate with existing repositories and other sources of data using open API’s or connectors. Intelligent rules-based actions via integrated workflow engine. 04 Compliant The only DoD 5015.02 certified open source solution. Enterprise compliance, one repository. Legal holds and audit readiness .
- 21. ©2017 Zia Consulting, Inc. All Rights Reserved. Meet information, RM and government compliance standards, mandates, and directives worldwide page 021 HIPAA Canadian Electronic Evidence Act DoD 5015.2 Electronic Ledger Storage Law 11 MEDIS-DC VERS CNIPA NF Z 42-013 BSI PD5000 MoReq2 Federal Rules of Civil Procedure NARA/OMB 2016 And 2019 FISMA Akta Arkib Negara 2003 & e-SPARK UK Data Protection Act & TNA 2002 NOARK 5 eARD Archives Act NARS Act RTA Global Standards Adopted by Countries Worldwide Freedom of Information Act/Freedom of Information/Access to Information/Public Information Act ISO 15489:2001/ISO 23081-1/16175-1:2011/26122:2008/ISO 30300:2011 State and Local RM Requiremen ts /ISO 15489SEC17-A
- 22. ©2017 Zia Consulting, Inc. All Rights Reserved. Other Resources page 022
- 23. ©2017 Zia Consulting, Inc. All Rights Reserved. Contact Information page 023 address 5525 Central Ave, Suite 200, Boulder, CO 80301 Come visit us! phone toll-free +1-888-732-4101 online ZiaConsulting.com ContentPeople.com facebook.com/ZiaConsulting twitter.com/ZiaConsulting
- 24. ©2017 Zia Consulting, Inc. All Rights Reserved. thank you.
Editor's Notes
- Any content, any type of content related to the enterprise shall be managed! Mention SAP. Duplicztaion of content is the enemy. Data entry, multiple screens & swivel chair are not acceptable today.
- Context and Automation Start at 1 and 2 Deliverying Content, when you need it, where you need it starts at 2 and 3 Integration is done seamlessly Migration is
- Lowering costs of records storage; Assuring continuity of business functions in the event of a disaster; Protecting against privacy violations resulting from inappropriate access to data or disclosure of data, Avoiding substantial fines and penalties for discovery failures (in civil or administrative cases) or criminal sanctions for obstruction of justice (in government investigations).
- Reduce access to dumping grounds. Shrink the attack vector.
- Context and Automation Start at 1 and 2 Delivering Content, when you need it, where you need it starts at 2 and 3 Integration is done seamlessly Migration is
- Stop adding to the problem. Easy fix – lock down the top 2 levels and allow super-users to administer the creation of additional top level folder structure.
- galina
- Autoclassification technologies WITH ETL features
- Both day-forward and back….extracting meaning means knowing what to do next and knowing where this belongs. Take out the human element and humans will be happier. Auto-declaration, collab site cleanup, content locking & synchronization.
- Intralinks, Geolang/Ascema, StoredIQ, Valora Option for day forward if your DMS doesn’t support open standards…lock down the backfile Don’t just move the problem such as moving content from a shared drive to SP or Gdrive.
- Add Encryption at Rest – Alfresco functionality with 5.0 Add outside of repository Mike
- Mike
- 1 - A significant amount of information stored on file shares simply has no business relevance whatsoever, such as employees’ collections of MP3 music files, or pictures from your amazing vacation, or flyers for the company potluck from last year. This type of non-business-related information should be discarded on a regular basis – or not allowed in the first place. 2 - This is clearly business information because the organization relies on it to conduct its day-to-day activities. For example, invoices are used to document what a client or the organization owes or is owed; even after the payment has been made, the invoices and payment information need to be kept for some period of time to satisfy customer inquiries (including internal customers). This should be retained until no longer needed and then discarded subject to the next two considerations. 3 - Every organization has to comply with certain legal or regulatory requirements. Some of these apply to almost every organization, such as tax and personnel; others may be specific to an industry, such as government, energy, or financial services. These often take the form of needing to retain specific types of information for specific minimum periods of time; in some cases, they may also require that certain types of information be destroyed after some period of time.
- Scalable - Scales to support large volumes of users and content Billion documents on AWS etc.
- Or just get your job done faster and better. Help a colleague do better next time.