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The volume of digital information continues to skyrocket. In all its forms, including structured, unstructured, emails and text messages; data is expected to grow by 30,000 percent around the globe by 2020.

The Digital Landfill

How will your organization archive, index and govern today’s newly created information, along with previous late-stage information, so that it is readily accessible by users for corporate history, regulators and records managers for compliance, and legal for electronic discovery today and in the decades to come?

Organizations that are able to institutionalize compliance and the business benefit of long-term archival and corporate records management in an effective and efficient manner will create a distinct competitive advantage, which includes proactively managing the risk associated with their ESI (electronically stored content). The process for communicating exactly what amongst this continually growing digital landfill is essential to the business hasn’t kept pace with the complexity and volume of the changing business and data landscape.

As the gap between the value of information and its associated costs and risks continues to expand, companies must get serious about improving their information economics. Adopting an Information Lifecycle Governance (ILG) approach is central to achieving success with information economics. The numbers paint a telling picture—only 1% of enterprise information is subject to legal hold; 5% is related to regulatory record keeping, and 25% has real business utility. So what about the other 69%? It is of questionable value to the organization, yet storing and managing the information greatly escalates costs and increases an organization’s exposure to a variety of risks. As a result, companies have little to gain—actually more to lose—by indiscriminately holding onto data simply because of their inability to properly link actual demand for it to an ever-widening reservoir of information assets.

Information value declines over time, costs and risks don’t. Disconnected stakeholder processes and the existing silos between I.T., Legal, Business Security, and RIM, make it difficult to achieve the transparency that is crucial to knowing what data is an asset and what constitutes debris1.

 

FRCP Amendments

In December 2006 amendments were made to the Federal Rules of Civil Procedure (FRCP) that made retention and retrieval requirements more greatly enforceable for virtually all U.S. companies. With the enactment of the Dodd-Frank act in the wake of the Great Recession coupled with Sarbanes-Oxley, organizations are overwhelmed in this rapidly evolving regulatory climate.

This ongoing corporate scrutiny is fueling the need for archiving and preserving data. If we fast-forward to today, it is fair to say that we have reached another technology inflection point.

The adoption of virtualization, cloud computing, and social networking in business is placing new data management demands on I.T. New technology models continue to make it more difficult to locate, capture and preserve relevant and related corporate information. With business and operational information as the backbone of today’s corporations, archival and preservation of data remains mission critical, however the traditional way of archiving creates new burdens on I.T. and high-risk exposure for most businesses.

Traditional approaches to archiving are limited and no longer work for today’s business climate. A traditional DBMS-centric approach places a higher administrative burden on I.T. and the costs to scale are no longer affordable. Likewise, the siloed approach to archiving—archiving a specific set of data—provides incomplete coverage. The burden of managing a multitude of instances and separate archives is indefensible.

With these legacy approaches comes limited choice and specific technology “lock-in” further driving up costs. As the need for archiving, discovery, and preservation has risen, a number of technology firms have recycled their document management or information management solution to “fit” archiving. These solutions are largely confined as satisfactory for organizations that have rudimentary or simple archiving needs and non-regulated or compliant intensive data. As the risk and cost associated with the traditional approaches continue to rise, most organizations cannot afford a solution that is just “good enough”.

Industry leaders are now taking a broader view. While individual business units manage their records, responsibility crosses divisions. Stakeholders include I.T., H.R., Finance, and Legal. Expertise is required for policy development, system implementations and overall oversight in ILG. This is an increasingly comprehensive, distinct, and necessary field of expertise. Information value declines over time, costs and risks don’t.

Today’s I.T. and business leaders are beginning to appreciate the additional business benefits of an ILG approach to information economics—creation of business value from previously untapped data, cost savings, process efficiencies, corporate control of, access to, and oversight of all digital assets.

The increasing need for ILG has forced a paradigm shift from legacy Records Information Management (RIM) to Information Governance (IG). As IG is applied across the enterprise, organizations are suddenly challenged with discovering the overwhelming amount of untapped data. Inefficiencies in current data management practices create complexity, further contributing to enterprise risks. The collision of these challenges with market dynamics and the regulatory environment creates a new sense of urgency, driving a new set of requirements for how organizations archive, discover, and preserve electronic records. This new approach involves not only archiving but also making it easier to discover and simplify a company’s duty to preserve.

Traditional approaches have reached their limit in today’s business climate. Archives must provide a complete and accurate protection of electronic records in a single repository with infinite scalability to cover all data sources. This new approach reshapes the way companies conduct discovery—arming the legal department and line of business users with new capabilities including retroactive disposition of ESI, defensible policy based destruction of data acquired through mergers and acquisitions and business analytics to pro-actively undertake management of organizational risk associated with ESI as a distinct role within the organization.

Today’s business climate calls for an enterprise information governance and archiving solution that is independent of storage, applications, and data types. It must contain escalating storage costs while simplifying the I.T. administration associated with archiving and preserving data sources making it easy to perform physical and/or virtual migrations of archives to new storage technologies as well as easily capture and archive new data sources. Combined, these capabilities enable organizations of all sizes to reduce the I.T. burden and costs of archiving while confidently simplifying their duty to manage archives that are continually evolving. In addition, simplifying the base requirement to identify, contain and act to reduce corporate risk presented by the unprecedented growth of electronically stored information (ESI).

 

A Modern Approach

Infobelt offers a modern approach to industrial-strength archiving—built for proactive management of risk and preserving data in today’s fast-paced, data-intensive, and high scrutiny business climate. Infobelt helps organizations shift from a siloed, “good enough is OK” approach of archiving to a “unified” approach that offers complete protection and the predictable management of risks and costs associated with preserving compliant-intensive data.

The Infobelt Archiving Platform (IAP) was purpose-built to solve the aforementioned business challenges and provide a simple, cost-effective, and adaptable solution for enterprise information governance and archiving. It was created with a best of breed approach providing plenty of torque to process the most demanding volume requirements to meet your time to information (TTI).

The open architecture is delivered by RESTful API’s, allowing for a variety of data types and sources. This superior functionality provides business users with the tools necessary to leverage multiple data sources and content analytics required to improve line of business financial performance, increase market competitiveness and deliver superior service to regulatory bodies and customers.

With IAP, organizations achieve significant savings by modernizing records retention, eliminating unneeded data, and enabling end-users to easily retrieve archived data. The highly adaptable Infobelt platform enables a fast and easy deployment across the enterprise, with standard policies ensuring regulatory compliance and tightened data security. Independent of platform, data source and application, IAP gives organizations choice and a new level of flexibility eliminating both vendor lock-in and burdensome I.T. efforts. By delivering a unique virtual software architecture for simplifying I.T. administration, Infobelt fundamentally changes the economics of archiving by driving the industry’s lowest CAPEX and OPEX—helping organizations drive to zero administration.

Giving designated users’ immediate access to archiving and classification of compliant intensive data in a variety of ways, legal and business owners are now armed with capabilities to make compliance and discovery easier.

Discovery is rule-based with hierarchal control, allowing workers to securely find the relevant information needed to confidently make timely and informed legal and business decisions.

Ultimately organizations choose Infobelt to help them proactively manage risk and determine the costs associated with their risk level. IAP archives and preserves electronic records so they are defensible, auditable, and evidentiary. Designed for today’s fluid, ever-changing regulatory climate, Infobelt helps reshape the ways organizations archive, discover, and preserve their information assets.

Founded in 2012 by specialists in ILG and enterprise information governance and archiving, Infobelt helps organizations more effectively manage and control large volumes of complex data. The company’s unique business and technology expertise enables us to readily understand and quickly respond to the needs of our customers in a way unlike other technology providers.

 

Processes Tuned for Customer Service

Infobelt’s Product Development Team (PDT) utilizes the Agile Scrum methodology to achieve feature driven development that is centered on our whole product definition, but allows a unique nimbleness that helps us adapt to shifting market trends and client requests efficiently.

Working in three-week sprint cycles that begin with a product demo, every employee at Infobelt is invited to attend. Their work for the past cycle is shared with coworkers, exposing the entire organization to enhancements being made to IAP. Both business and development teams have the opportunity to field questions, share ideas and discuss potential product improvements.

PDT also holds a sprint-planning meeting at the start of each new sprint cycle. During this time work items are selected for the upcoming cycle from the product backlog, whole product definition, and customer requirements.

These items can range from customer feature enhancements to code stability improvements. Product changes and additions are balanced with business value according to the marketplace and the product vision. Once PDT selects enough items for a full three weeks, the scope is set allowing some room for customer support, bug fixes, and other unknowns. If customer requests or new business information materialize mid-sprint, those items are added to the product backlog for consideration in the next sprint planning session. Infobelt’s highly collaborative environment allows PDT to complete development tasks while still providing exceptional customer support.

Remember that archiving is a journey and only Infobelt provides the trusted, industrial-strength enterprise information governance and archive solution essential for organizations to rigorously and efficiently accomplish their duty to preserve, continuously reducing their risk while offering massive scalability. Infobelt heralds a new era for predictably managing the risk and lowering the costs associated with archiving and preserving corporate data with a simple, cost-effective and adaptable solution.

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