Unstructured Data is Costing you Money and Increasing Your Security Risk

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1 Unstructured Data is Costing you Money and Increasing Your Security Risk Presenters: Karen Fuller Chief Technology Officer Klein Independent School District, Texas Moderator: Ben Orencia Education Practice Manager Symantec Glen Bellomy Technical Architect Symantec Presentation Identifier Goes Here 1

2 Schools develop, share, and maintain large amounts of unstructured data which can account for storage and/or backups reaching 20-40% YOY growth. The IT staff needs to gain a better understanding of what is in their file storage prior to embarking on projects, such as data migrations, remediation, and moving file shares. Classification and archival is a critical component of managing the security and growth of this data. Presentation Identifier Goes Here 2

3 Session Objectives: You will walk away with actionable intelligence in... Defining data governance Locating your dark data Securing your data: district-owned devices vs. personal devices Improving operation efficiencies Improving Operational Efficiencies Architecting A Plan of action Presentation Identifier Goes Here 3

4 Defining Data Governance - The Data Governance Checklist, an older PTAC document, is still a strong reference, addressing: Decision Making Authority Standard Policies and Procedures Data Inventories Data Content Management Data Records Management Data Quality Data Access Data Security and Risk Management Presentation Identifier Goes Here 4

5 So what Does Your Education Environment Look Like? Who is Responsible? What is important? Who owns the data? Presentation Identifier Goes Here 5

6 What type of data leakages are happening? Student Info Academic scores Medical information Special needs Presentation Identifier Goes Here 6

7 What about Financial and HR information? Staff/teacher information Bank Transfers Other transparency issues: Open records School budgets Copies of Bids, etc. Presentation Identifier Goes Here 7

8 What are the concerns around Learning Management Systems (LMS)? What are the typical requirements for LMS? Security Availability/Downtime Operational separation School/District/State Retention requirements? LMS Bus Presentation Identifier Goes Here 8

9 What about Dark Data? What does Dark Data mean? Dark data is a type of unstructured, untagged and untapped data that is found in data repositories and has not been analyzed or processed. It is similar to big data but differs in how it is mostly neglected by business and IT administrators in terms of its value Data and content that exists and is stored is not leveraged and analyzed for intelligence or used in forward looking decisions includes data that is in physical locations or formats that make analysis complex or too costly, or data that has significant data quality issues includes data that is currently stored and can be connected to other data sources for analysis, but the Business has not dedicated sufficient resources to analyze and leverage. Finally, includes data that currently isn't captured by the enterprise, or data that exists outside of the boundary of the enterprise. Presentation Identifier Goes Here 9

10 Where does Data Growth occur? Education is all about data: Student Administrative Syllabi Curriculum Assessment Grades Presentation Identifier Goes Here 10

11 Are you Securing Data Everywhere! Access methods Student/Parent BYOD Classroom/Lab Environments Cloud Data retention File images Databases Forms management Downloads Presentation Identifier Goes Here 11

12 What about Improving Operational Efficiencies! The most expensive compliance cost associated with the storage of unstructured data are: e-discovery, access governance internal auditing activities Together, these activities cost businesses over $1.9 million on average annually. Presentation Identifier Goes Here 12

13 Are there Operational Efficiencies to address? Organizations need to discover data sets by: Age analyze context and content to determine retention needs, automate actions for management This requires an understanding of: what data exists how it is being used who owns it who has access to it Presentation Identifier Goes Here 13

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15 Gartner s - Five-Step Process to Architect Storage for Data Protection First: Then: Build a Cross-Functional Team 1. Protect from Infrastructure Failure 2. Protect from Corruption and User Errors 3. Protect from Site Failure 4. Actively Manage Aging Data 5. Implement a New Protection Architecture Presentation Identifier Goes Here 15

16 Are you building an Information Life Cycle management (ILM) process? The concept of information life cycle management (ILM) addresses data management to better align business requirements with IT capabilities: Value Risk Cost Enterprises embrace ILM in an effort to: Better manage data placement, Improve security/access policies Address data retention over time. Presentation Identifier Goes Here 16

17 Links to further information: Data Governance Dark Data Securing Data Operational Efficiencies WP_Dodd-Frank-Info-Gov-eDiscovery-Next-Steps_dai298901_cta75152_aid Architecting a plan of action Presentation Identifier Goes Here 17