Cloud Data Management DataCube Archiving Services. G-Cloud Services RM 1557vi Service Definition G-Cloud 6 Lot 4 Specialist Services

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1 Cloud Data Management Archiving G-Cloud RM 1557vi Service Definition G-Cloud 6 Lot 4 Specialist Apperception Ltd December 2014

2 Contents 1. - Overview Archiving Archive Policy Creation Service Archive Support Service Managed Archive Service Complementary Further Information and Ordering... 6 Apperception Ltd December

3 1. - Overview is an application suite from Apperception Ltd that has revolutionised the management of legacy and ongoing data. Available through the G-Cloud 6 framework, helps organisations to prepare their data for migration to the cloud or for retention on premise as appropriate. Once data has been moved to the cloud, continues to be useful to perform a range of data management activities. The G- Cloud services enable customers to undertake previously almost impossible tasks: Data cleansing, including removing redundant, obsolete, illegal and trivial (ROT) data Auto-categorising huge amounts of unstructured data by its conceptual content into the customer s chosen taxonomy Effective retention management Security labelling of legacy and ongoing data Forensic investigation and interrogation Swift and easy fulfilment of Freedom of Information requests Accurate support for fraud claim applications Electronic Document and Records Management System (EDRMS) data category preparation and migration Companies and organisations are proficient at securing their data perimeters, but are often not so good at managing existing data within their systems. Multiple departmental changes, takeovers, staff moving or retiring, old projects finishing and discredited data storage and document management systems have all led to many datasets being virtually uncontrollable. addresses these issues. Apperception has created a comprehensive suite of services as shown in the diagram below. This Service Definition describes the Archiving in detail. Foundation Essential Application Archiving Policy Creation Document and Data Management Freedom of Information support Fraud claim support activity investigation support Policy and operation Figure 1: Service Suite A complete solution to cloud data preparation Apperception Ltd December

4 2. Archiving Archiving enable customers to clear out and downgrade documents and data based on a range of parameters including age and usefulness. All services are fulfilled through a combination of consultancy and provision of the technology on a subscription basis. At the heart of the system is an exceptionally powerful and sophisticated conceptual search engine. has been built to work directly with Active Directory to discover information about all the users and device locations and, using its connectors, then accesses the folders and files across the organisation's network. Users of Archiving will already have categorised their documents using the categorisation capability provided through Foundation, also available through the G-Cloud 6 framework on the Digital Marketplace. They may also have used Essential to assist with policy creation and migration, and Application to interrogate the data for critical business purposes. Having undertaken the steps to organise their data using the power of, users can implement sophisticated archiving routines Archive Policy Creation Service Consultancy to define, implement and train users in archive policy and workflow The Apperception consultants will work in consultation with the customer. Through a joint review, the consultants will capture the following key elements required for policy creation or update: o Details of the organisation s information o Details of the collection, storage, security, maintenance, retention and dissemination of electronic documents throughout the organisation o Associated data handling policies such as the retention, document protective labelling, access permissions and migration o The role(s) of officers responsible and accountable for the data o Required rules and organisational parameters for consistent archiving of documents by date, age, access requirements and access history o Requirements for quarantining expired documents o Workflow requirements aligned to existing control systems The consultants will design and document an appropriate policy and workflow based on the information captured. To complete the service, the consultants will: o Train the users and managers o Help to implement the system o Ensure the necessary audit and control mechanisms are set up. Apperception Ltd December

5 Archive Support Service Capability to archive documents based on defined policy Having created an archive policy and implemented the workflow, users will need to execute the archiving. Each month, data will either be channelled into a rule-based disposal workflow or will pass the threshold for archiving because of lack of user access. Retention and disposal activities will be needed to maintain optimum levels of storage. has unique conceptual search facilities. This means that data archiving can be achieved faster than with other approaches due to s powerful and assured ability to locate and retrieve data without having to undertake hierarchical indexing. This service will archive files identified in accordance with the policy, keeping the original and the added metadata to maximise the data use in the future. The service supports quarantining of data, which then auto-deletes at a specified time in the future. can still interrogate archived data, thereby retaining its value to the organisation while optimising storage. Archiving to a different storage site is supported under this service and, where necessary, Apperception consultants will training the staff at the other site Managed Archive Service Provision of an archiving service according to agreed Service Levels This service provides an automated, policy-based archiving solution, thereby allowing an organisation to: o Reduce the storage requirements needed for the production environment o Save money by off-loading nil or low access documentation into lower cost storage o Maintain accessibility through and thereby still comply with the legal requirement for retention o Auto-dispose of expired documentation o Outsource maintenance of the archive environment, thereby not having to take responsibility for equipment and software obsolesce, resilience or redundancy Electronic archiving is a perfect solution for any organisation required to store data for an extended or unlimited amount of time. Data is housed in appropriately secure, environmentally-controlled storage. Archived data is retrievable and searchable by interrogation applications. These applications work on a concept basis to enable a very high retrieval rate and level without having to create hierarchies and indexes. Apperception Ltd December

6 3. Complementary In addition to the Foundation, Apperception offers a range of additional services for preparation and management of cloud data. Foundation Set up Service Schema Creation Service Local Authority Schema Creation Service Data Analysis Service General Interrogation Service Essential : Policy Creation Data Cleansing Policy Creation Service Retention and Review Policy Creation Service Protective Labelling & Access Permissions Policy Creation Service Migration Policy Creation Service Essential : Document and Data Management ROT Tagging Service Retention Date Marking Service Protective Marking & Retro Labelling Service ROT Removal Service Migration Service Application Freedom of Information Support Service Freedom of Information Workflow Service Fraud Claim Investigation Support Service Fraud Claim Investigation Workflow Service Activity Investigation Support Service Activity Investigation Workflow Service All services are available through G-Cloud 6 on the Digital Marketplace by the names shown above. Apperception Ltd December

7 4. Further Information and Ordering To discuss in more detail or to place an order, please contact: Peter Lyne Apperception Ltd 2a Berol House Ashley Road London N17 9LJ Phone: +44 (0) Apperception Ltd December