Information Governance

Transcription

1 Information Governance & Extended Content Solutions 2013

2 SOUND FAMILIAR? How do we connect our information together? How do we manage multiple un-integrated repositories of documents? Our users don t know how or what to search. Our user communities are dynamic and increasingly transient. Documents and versions known to exist cannot be found. We have an increasing need for records management. Existing systems are strained by the increasing demand on search. How do I extract value from all this information I am accumulating? FACTS & STATS 2.5 quintillion bytes of data created each day (IBM) 90% of the data in the world today has been created in the last two years (AIIM) 80% of our global data is unstructured (IBM) Corporate stored information is increasing by 40% per annum (AIIM) IDC estimates that the digital universe will reach 40 zettabytes (ZB) by 2020 (AIIM) Knowledge workers spend 25% of their time looking for information they need to do their jobs. What if this information could be found quicker, introducing more time for creativity, innovation and productivity? ECS examines the Big Data challenge in the context of unstructured information and proposes a solution to transforming enterprise information into business advantage by greatly reducing the cost and time spent looking for the right information. The Information Explosion Today s electronic storage capabilities allow the retention of an ever increasing amount of information across multiple resources and repositories. Fuelled by the rapid growth of the Internet, the decreasing cost of storage and the flexibility of the Cloud, this exponential explosion threatens to overwhelm an enterprise s ability to control it: information cannot be located quickly or reliably and businesses are caught in a cycle of re-invention. Every day 2.5 quintillion bytes of data is created and 90% of the world s data has been created in the last two years alone this is Big Data. This digital data eruption unlocks a greater potential to search and associate information across all sources to create new inferences and a superior level of knowledge. Structured Vs Unstructured Although traditionally Big Data is associated with structured data, the shift is now to unstructured data which accounts for an estimated 80% of the total global data (approximately 1.2 zettabytes, or 1.3 trillion gigabytes). Structured information is organised, traditionally residing in relational databases or spreadsheets and searchable by field-level database queries. Unstructured information sits in documents, webpages, blogs, discussions, presentations, articles, brochures, reports, s etc. Due to the range of file types, increase of rich content and the number of separate systems collecting unstructured data, storing the data within structured systems such as databases is no longer feasible. The method of querying it is very different because the lack of structure makes indexing, categorisation and classification a time-hungry and resource-hungry task. Unstructured content in some cases may be more accurately termed as semi-unstructured to take into account the documents that are combined with meta data as a result of markup tagging, and directory filing structures and content management attributes. Video or image data traditionally has been difficult to categorise however the technology to process and index these files is also now becoming increasingly sophisticated. 2 Information Governance & Google, Extended Content Solutions, 2013

3 Total Enterprise Data Growth STRUCTURED VS UNSTRUCTURED [Source: A study by IDC estimates that the volume of data will grow by 40-50% per year with the world generating 50 times the amount of information and 75 times the number of information containers by In short, the world s information is doubling every two years. How Does This Affect Your Business? This is a double edged sword. On the one hand there is an ever increasing potential for information re-use, inference and insight: the business can improve and evolve at a greater pace. The downside is that all information becomes harder to find and maintain: the business becomes less efficient and starved of vital information. As far as employees are concerned, knowledge workers will spend more time searching but not actually finding, so they may revert to re-creating information. Your administrators and records managers will not be able to maintain business critical records as they won t be able to distinguish what is valuable from what is worthless. Information managers are faced with the challenge of what to throw away, archive or move offline. This presents a significant challenge for unstructured content, with the default position being to retain. Information Governance Information Governance (IG) covers a range of disciplines and subject areas around ensuring that enterprises take responsibility for their information lifecycles. 3 Information Governance & Google, Extended Content Solutions, 2013

4 INFORMATION GOVERNANCE (IG) Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals. [Gartner, 2012] IG has its roots in Records Management, but it touches all of the following areas: Information Use (Creation, Consumption, Publishing, Discovery, Search etc.) Systems, Infrastructure and Storage Privacy and Security Retention and Disposition Organisation (People, Procedures & Processes, Standards, Policies, Training) Information Modeling (Ontologies) All organisations require some level of information governance strategy and most have them; however ensuring that they can be followed is becoming increasingly difficult due to the vast increase of information. What is needed is a set of tools and hands on intuitive processes to enable IG and ensure users find information and gain knowledge. Information Governance and Search Proposition Ultimately maximise the value of information whilst minimising its risk and cost. ECS has a solution that applies Information Governance strategies and processes with a market-leading search platform to allow enterprise information to be controlled, organised and maintained across the organisation. This results in better access to information through the use of improved processes and controls, a comprehensive corporate information model, intelligent document classification and robust search architecture. 4 Information Governance & Google, Extended Content Solutions, 2013

5 Dynamic Information modelling and enrichment ECS will build an information model based on sets of relevant business terms, such as organisational structures, products, project codes: key words and phrases from your business. This will allow the intelligent classification of your content against this information model by enriching the index with tags matched and inferred from the phrases contained within your content. Through the standard search interface, knowledge workers will be able to use the business terms within the information model to filter and narrow their searching. They will quickly be able to make sense of the information landscape in the context of your business to find relevant content. Search Single index, standard search interface A key component of the solution is the Google Search Appliance (GSA) which is used to gain control of the enterprise information. The GSA crawls the enterprise for unstructured content and structured data to populate a single index. This index is an independent source of information and can be interrogated by search applications without the need to access native systems. The standard search interface is intuitive and offers graphical alternatives to present and filter results from across the enterprise. Review Enhance Enterprise discovery and continuous improvement ECS will help to define and standardise the Policies, Procedures and Controls that are necessary for you to run your business effectively. Tools allow statistics to be produced about your enterprise content by dissecting the index in multiple ways with terms from the information model. Your information controllers can then identify sets of information that might require improvement, archival, disposition or removal. Classify Index Reorganise, restructure, rename Business is dynamic organisations change, classification schemes change, product and brand names change but the same content still needs to be found. Changes to the source systems (e.g. transformation of metadata) is expensive. Organisations also often have multiple classification systems for document discovery and want to allow users many routes to the correct search result. ECS IG solution keeps the index separate from the source systems. It allows an organisation to reorganise, restructure and rename with minimal cost, minimal effort and zero impact on the source systems. Corpus information analysis dashboard 5 Information Governance & Google, Extended Content Solutions, 2013

6 Google Search Appliance (GSA) The GSA is a leading enterprise search solution that offers built-in flexibility, a straightforward deployment architecture, and automatically tuned hardware/software. It contains powerful IT tools around content ingest, security rules, and administration, and integrates with common enterprise applications and major security protocols. Google is determined to provide its customers with the highest value, most intuitive enduser experience, with the lowest Total Cost of Ownership. To extend this search platform to the Enterprise, Google uses simple solutions to address complex problems. The technology that powers Google.com was put to work in a straightforward package: a plugand-play search solution integrating hardware, software, and support. Your ROI: Organisation, Control and Maintenance Information Governance (IG) will allow you to organise, control and maintain your enterprise content and ensure your key workers find relevant content quickly and efficiently leaving more time for innovation. The solution will provide cost savings in the following ways: Reduced document loss and increased re-use The cost of recreating lost documents and the cost of re-inventing the wheel are significant for many businesses. Reduced time spent searching Increasing your knowledge workers productivity reduces overall resourcing costs. Change enablement and ability to re-classify Classification systems can be restructured, expanded and terms renamed without incurring cost. Reduce the need for system migration Multiple systems can be indexed as one, without the need for migration or consolidation. Streamline project hand-back and close-out ECS IG allows companies to streamline the process for project close-out and documentation hand-back by enabling all relevant documents to be quickly identified and processed accordingly. Reduce cost of storage and records management Unnecessary storage can be avoided and records management policies can be retrospectively applied to existing content. Legal compliance risk Businesses that are subject to industry regulation can reduce the risk of non-compliance once the corpus is effectively managed. Reduce the load on existing systems Many systems have inbuilt proprietary search capabilities which are often unreliable and inefficient, placing load on core resources such as databases. With ECS IG solution the index and search is self-contained and optimised. Reduce training costs. By creating an intuitive search application across all content systems companies can reduce training time as users only have to be trained once for all their search needs. 6 Information Governance & Google, Extended Content Solutions, 2013

7 Summary Every day, organisations create large quantities of unstructured content containing valuable, re-usable information, yet it is often inaccessible or hard to locate. For companies to be productive and make sound business decisions to launch their next phase of growth, it s critical they are able to find and take control of their information. Unstructured information pervades the corporate world. Its variety, velocity and volume are set to increase in all three of these dimensions for the foreseeable future. A company s information is one of its greatest assets and ECS Information Governance offering will ensure that your company can make use of it. About Extended Content Solutions Extended Content Solutions (ECS) is an expert software solutions and services provider specialising in Enterprise Search Solutions and Content Management (ECM). We believe our in-depth knowledge of the ECM space enables us to transform our clients businesses to make the most of their content. ECS has a proven reputation for delivering excellence. With a dedicated and experienced team committed to innovation and quality, long standing partnerships with leading ECM platform vendors, EMC and Oracle, and a philosophy of maximising customer satisfaction we are well placed to meet our clients needs. Contact Us Find out more about how we can help you: +44 (0) info@extended-content.com 7 Information Governance & Google, Extended Content Solutions, 2013