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Information Governance

The Art of Managing Data

Autonomy Records Management

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Abstract

have vast quantities of electronic information.

calls for reducing the risks and the costs associated with storing the massive amounts of data that maybe stockpiling in your organization.

All Organizations

Good governance

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©2010 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

©2010 KPMG, LLP, a US Limited Liability Partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International,

a Swiss cooperative. All rights reserved. Printed in the United States. KPMG and the KPMG logo are registered trademarks of KPMG International, a Swiss cooperative

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DoD 5015.02 Standard

• Provides implementing and procedural guidance on the management of records in the Department of Defense

• It sets forth mandatory baseline functional requirements for Records Management Application (RMA) software used by the DoD Components in implementing their records management programs

• Defines required system interfaces and search criteria that RMAs shall support

• Describes the minimum records management requirements that must be met based on current National Archives and Records Administration (NARA) regulations.

• http://jitc.fhu.disa.mil/cgi/rma/

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DoD 5015.02 Standard

  Vendor Product Valid Thru Baseline Classified FOIA RMOS

RMADB

RMAEmail

1. Autonomy Autonomy Records Manager r12.6.2.1 with Microsoft Office SharePoint Server

Perpetual X MS Windows

MS SQL Server, Oracle

MS Outlook, GroupWise, Lotus Notes Mail

2. Autonomy Autonomy Records Manager r12.6.2.1

Perpetual X MS Windows

MS SQL Server, Oracle

MS Outlook, GroupWise, Lotus Notes Mail

3. Autonomy Autonomy Records Manager r12.6 (formerly known as CA Records Manager)

02Jul12

X X X

GSA number?

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DoD 5015.02 Standard

  Vendor Product Valid Thru Baseline Classified FOIA RMOS

RMADB

RMAEmail

4. HP HP TRIM Version 7

26Aug12 X X X MS Windows Server

MS SQL Server , MS SQL Server , Oracle, HP IAP

MS Outlook

5. Autonomy Autonomy IDOL Records Management with MIP 5.2

02Oct12

X X MS Windows Server

MS SQL Server

MS Outlook

6. Autonomy Autonomy IDOL iManage RecordsManager v6.0

02Oct12 X MS Windows Server

MS SQL Server

MS Outlook

7. Autonomy Autonomy ControlPoint for SharePoint

02Oct12 X MS Windows Server

MS SQL Server

MS Outlook

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Interesting Fact - Future Watch

http://rmfuturewatch.blogspot.com/2007/06/records-vs-information.html

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Interesting Fact: 10:1 Ratio

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Interesting Fact - Digital information created, Exabytes

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Interesting Facts - Digital information created, Exabytes

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Explosion of Digital Information

– Wal-Mart's data warehouse has 600 terabytes

– Chevron Oil accumulates 2 terabytes daily

– IDC estimates 1800 exabytes will be created annually by 2011

– 1 exabyte is 50,000 years of DVD movies

– 1,800 exabytes = 90,000,000 years of movies

– Equivalent to 1.8 trillion gigabytes

– Fill 57.5 billion 32 GB Apple iPads

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Manual Classification

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Manual Classification

Time Action

3 seconds Keep or Delete?

3 seconds Record or Non-Record?

3 -10 seconds Select Category/Classification

5 seconds Enter Metadata

5 seconds Review/Save Profile

Who has the time?

Who has the inclination?

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Auto Classification Is Key

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Facts About Classification

Every manual classification forced on your

users will cost your organization 17 cents in

productivity

4

3

2Wide-spread adoption of archiving or

records management in your organization

will lead to large, measurable productivity

loss

4

Compliance professionals hold the incorrect

assumption that humans are the best option

for piece by piece decision-making

3

Results of human-reliant filing are

inconsistent and inaccurate, resulting in

effective accuracy of 50%, at best2

ImplicationsFacts

Unstructured content makes up 80% of the

volume of information in the average

enterprise and that segment is growing

30% annually

1

Business users find forced manually

classification “burdensome” and at least

50% will not participate

Deploying an archiving or records

management initiative is increasingly

important, large scale and difficult problem

1

Humans provide, at best, marginally better

accuracy in executing classification, in

controlled tests

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Critical Dimensions of Classification

Cost (per doc):

Accuracy:

Consistency:

Manual Automated

50% 80 - 90%

$ 0.17 < $ 0.01

<50% 100%

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Auto-Classification Techniques

Cost Savings

Productivity

Accuracy

Manual

Classification

Authoring Templates

Rules Based

Classification

Context Based

Classification

Multiple

Methods

Simple Rules

Complex Policies

Consistent Participation & Enforcement

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Rules Based Auto-Classification Systems

• If sender is ___ then file here _____

• If subject contains __ then file here ____

• If body contains ___ then file here ______

• If, then propositions

• User defined rules (desktop)

• Organization defined rules (server)

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“Trained” Auto-Classification Systems

• Train categorization engines to recognize records using small document sets

• Match content of documents against the document set

• Uses topics, relevancy, user profiles, and keywords

• May include dynamic rules for classification

• Based upon natural language

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Contextual Clustering Systems

• Recognizes and displays relevant relationships between data points and divides the results into contextual groups, while its clustering functionality classifies unstructured information into thematic groups, identifying the major topics in documents, and recommends structure for classification

• Based upon mathematical equations, formulas, statistics

• Language independent

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Apply Policies to Content

• Duplicates

• De-Duplicate

• Hold

• Delete

• Retention

• Use it or Lose It

• Move

• Manage In Place

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Gradually Reduce that Mountain of Data

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Legally Defensible Program

• Normal Course of Business• Policy Based• Applied/Performed Consistently• Uniform Across the Enterprise• Repeatable• Auditable

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What Is the End Game?

Control and Visibility over ALL Enterprise Information

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What Are The Benefits?

• Reduced Risks

• Cost Savings– Data Storage

• Time Savings– How long for users to search and find data

• eDiscovery Savings– Less ESI to review– Less ESI to produce

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Bill Manago, CRM

Director,

Information Governance Solutions

Autonomy

William.manago@autonomy.com

www.Autonomy.com

Questions & Answers