Information Governance: What About Business Applications & Structured Data? Webinar for ACC Hosted by Navigant March 19, 2015

Transcription

1 Information Governance: What About Business Applications & Structured Data? Webinar for ACC Hosted by Navigant March 19, 2015

2 Introduction» Introduction of Pamela Strong Legal Technology Solutions (LTS) group within Disputes and Investigations (D&I) at Navigant LTS specializes in ediscovery, Structured Data, and Custom Application Development Expertise in Structured Data analysis Can be reached at

3 Agenda Section 1» What is Structured Data? Section 2» Where Does Structured Data Exist? Section 3» Challenges Unique to Structured Data Section 4» IG Strategy and Understanding Structured Data Section 5» Case Study Page 3

4 Section 1: What is Structured Data?

5 What Do Different Data Types Reveal to Us? Unstructured Data = starting the puzzle Data types IM Word/Excel docs Social Media Answers è Who knew what? è What did they know? è When they knew it? Structured Data = completing the puzzle Data types Databases SharePoint Financial Data Operational Data Answers è How it happened? è How much of an impact? è Where to mitigate? Page 5

6 Categorization of Various Data Types UNSTRUCTURED GREY MATTER STRUCTURED Office Messenger (Lync, IM) Accounting Systems Word/PowerPoint Chat Room Data Financial/Trading Systems PDF Social Media Operational Databases Accounting Statements Application Interface (APIs) Transactional Databases Regulatory Filings Machine Readable (XML) Bank Data Images Metadata Healthcare Claims Scanned Paper Text Messaging Expense Reports Hard Drives GPS Time Cards IS IT LIKE EXCEL? NO KIND OF YES Page 6

7 Section 2: Where Does Structured Data Exist?

8 Where Structured Data Exists Transactional Systems o ECM (Enterprise Content Management) o CRM (Customer Relationship Management) o BI (Business Intelligence) o Supply Chain o Logistics Financial Systems o ERPs (Enterprise Resource Planning) o General Ledger o Accounts Payable / Receivable Ø What systems exist? Ø Where is the relevant data? Ø Must data from one system be combined with another to tell the full story? HR Systems o Time Entry o Scheduling o Payroll o Benefits Page 8

9 Section 3: Challenges Unique to Structured Data

10 Challenges Unique to Structured Data» Structured Data, while nicely organized into rows and columns, is often more complex as to how it is stored Data is often disparate and located in multiple tables within a database Database normalization is the process of organizing the attributes and tables of a relational database to minimize data redundancy Efficiently storing structured data means reducing the potential for redundancy whenever possible, so much of the time data needs to be pulled from multiple tables in order to be analyzed Larger matters often require pulling data from various databases and business systems May need reconcile data from HR, Operations, Finance systems Page 10

11 Challenges Unique to Structured Data» Communication with IT is essential to locate and extract structured data Database Administrators (DBAs) at your organization External contacts for handling Third Party software» IT establishes best practices for archiving Backup frequencies full backup vs. incremental backup Migration to storage tapes and hard drives» Responsive information is found using queries to filter out the relevant data inside the database Expertise in query writing is needed (SQL scripting) Keyword and concept searches don t work on numeric fields Datatype conversion issues (date formatting, numeric vs. text fields) Character encoding issues (ASCII to UTF-8) Page 11

12 Section 4: IG Strategy and Understanding Structured Data

13 IG Strategy Recommendations» Proactively integrate the legal, IT, and business sides before litigation arises Maintain an ongoing dialogue to identify and address new risks Regularly update documentation Understand high level design Understand nuances of how data is stored Know the location(s) of the database back-end Identify the individuals responsible for maintenance Periodically examine IT s backup policies Ensure balance is struck between information being readily available from backups against the storage costs involved Page 13

14 Section 5: Case Study Health Plan Provider Claims

15 Case Study Health Plan Provider Claims Membership Tables Page 15

16 Case Study Health Plan Provider Claims Claims Events, Membership, Billing, Processing Tables Page 16

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