Users: Head of Records Management group, IT administrator, governance user.
A Day in the Life (Before):
Scene or Situation: Sharon V. is the Head of Record Management within a major enterprise institution who has just been told by federal regulators that there is concern of the risk created with the large disorganized collection of their dark unstructured content. If it is not organized and cleaned up, the enterprise will face penalties and a possible downgrade in rating. Sharon has brought Ron, the Governance user, and Kapil, their IT administrator together to find the solution.
Desired outcome: Find solutions that identify and preserve business relevant information and destroy what is not relevant.
Attempted Approach: Ron and Kapil have been investigating ways to solve this problem by identifying all of the different data types they need a solution for. So far, they have been looking at email archiving, deduping, governance, immutability, and defensible destruction software.
Interfering factors: Ron and Kapil have presented Sharon with several solutions that would provide incremental value toward their objective, but not entirely solve their problem. Each of these solutions will require individual implementations. Each implementation will require significant resources to accomplish and cannot all be done at once. Sharon is concerned it will not be done before their next audit by regulators.
Economic Consequences: While Ron and Kapil have worked hard to present a number of solutions, Sharon is not happy with the time it will take to implement all of these solutions. Nor is she happy that her problem will only be partially solved by these disparate solutions. Not only are they all very costly, but if not completed in time federal regulators will impose stiff penalties on the company. The penalties will be severe enough to damage the reputation and stability of the company.
A Day in the Life (After):
New Approach: Ron and Kapil have found a number of different solutions that promise collectively to solve the problem Sharon has asked them to solve. However, the idea of burdening their already taxed IT department with these multiple implementations leaves them feeling uneasy and has increased their tasks, not lessened them. By branching their options to an agile technology company they have discovered a single solution that will be able to ingest information from all of their multiple sources. With this solution, they will finally be able to better govern their information as it is now centrally accessible in one interface.
Enabling Features: With the Infobelt Governance Platform [IGP] Ron and Kapil were able to leverage the inspection tool to provide rich visualization and metadata on their information sources. They now know the contents, file types, sizes, etc. of this previously dark data. Upon ingestion and content indexing of this information, IGP provides Ron and Kapil with auto-clasification logic, helping them quickly make decisions about which information is relevant and still retains business value and which information should be destroyed. Now Ron and Kapil understand what information they have, where it is, what needs to be preserved, and what needs to be destroyed. They are also able to wrap these unique data sets with the appropriate compliance and governance rules to protect its integrity.
Economic Rewards: Sharon is thrilled with a single solution provider. She knows she is going to save time in implementation, and as a result save significant cost in the process. It will also save her from the pending regulatory fines, and reputational damage. Not only has her acute problem been solved but they have now implemented a solution that will continue to reduce their information risk over time by allowing Ron to easily apply and monitor governance and regulatory information practices.