Before Searching for Solutions It s All About the Data

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1 Before Searching for Solutions It s All About the Data Stephen Watts - Federal Strategist for Information Governance

2 Does your garage look like this? 2

3 The Real Problem With Data Growth TIME $

4 PROBLEMS Identifying Data Problem 1 Most organizations have no idea what information they have, what it is worth, or why they keep it. But they will keep it. FOREVER Problem 2 Problem 3 Most organizations have no idea where their sensitive, regulated, or most valuable information is, WHO HAS ACCESS TO IT When organizations need to actually find information it takes too long, costs too much, and usually is missing results or has too many results. OR BOTH 4

5 Real DATA. Real PROBLEMS. The Data Data Genomics Index The People Global Databerg Report Key Finding #1 Clean 15% Data keeps growing at an impressive rate ROT Dark Data 33% 52% Key Finding #2 There is a lot of stored data that hasn t been touched in a long time Key Finding #3 Organizations don t know the context around the data they are storing 5

6 What has Value to Organizations? 85 MB example of Data storage 53 seconds of Keyboard Cat 85 Years worth of 10k reports 6

7 INFORMATION IS THE MOST CRITICAL ASSET

8 Ultimately, it s ALL about the information contained in your data.

9 How do you clean up the garage? 9

10 CAN YOU... Be responsive to discovery or FOIA requests? Preserve permanent records for eventual transfer to NARA? Provide a practical approach to managing legacy accounts? Ease the burden of record management on the end-user? Present a simplified approach to the disposition of temporary and permanent records? Reduces the risk of unauthorized destruction of records? Leverage technologies that exist at many agencies for other purposes? e.g., archives/e-vaults used for e-discovery, including cloud-based platforms

11 Starting to put the pieces together 11 Copyright 2017 Veritas Technologies.

12 What is the SOLUTION? Classification Archiving ediscovery Gain Visibility Reduce your exposure Gain Visibility Expose Risk Take Action Execute Decisions Assume Control Ensure Governance 12

13 13 How Classification Is Used

14 Classification Brings Users Classification File Activity Monitoring Technology Visibility, analysis and monitoring Metadata & Permissions Users/Groups & Attributes Usage/Ownership Context Content (Data Loss Prevention) Classify data for retention AND regulations Integrate with Archiving Data (File servers) 14

15 Applications of Classification Improved Data Management Achieve Compliance Protect Data from Security Risks Identify stale and orphan data and drive cleanup Build a consumption based chargeback model Understand usage and consumption patterns Manage custodians that need to be engaged in compliance efforts Automate data access reviews Adhere to data retention guidelines Classify data to meet regulatory obligations Find data at greatest risk of exposure and lockdown Audit historical access, monitor sensitive data usage 15

16 Connecting the projects to help the mission 16 Copyright 2017 Veritas Technologies

17 17 How Archiving Is Used

18 CAPTURE ALL ELECTRONIC RECORDS 2019 REQUIREMENT Communications Files Store appropriately Comply with industry regulations Find PII and sensitive data Capstone Record Type Set Retention Category Archive/Don t Archive Tag for End-user Search Tag for FOIA/Congressional req. Social Media Archiving Tag for ediscovery Drive Supervisory Review Set Retention Policy/Period OCR & Indexing of Images After Archiving: Re-Classification of existing archived content Gated Deletion (Test before expire) 18

19 Applications of Archiving STORE Information MANAGE Information DISCOVER Information Identify and migrate older data from primary systems and apply compression and deduplication to enhance storage efficiency. Classify, Retain, preserve and expire information, helping instill confidence through greater visibility, reporting and auditing. Discover and supervise with guided review to help reduce costs of ediscovery, litigation & Compliance demonstration. 19

20 Removing road Blocks to finding your data 20

21 21 How ediscovery is used

22 ediscovery Workflow STAGE 1 Defining Scope and Objectives STAGE 2 Capturing Required Data STAGE 3 Finding, Screening, Marking STAGE 4 Exporting for next stage review Team. Preparing for presentation Preservation Processing Information Management Identification Review Production Presentation Collections Analysis 22

23 Applications of ediscovery tools FOIA Requests Internal Investigations Nara Exports Reactive Collection of data Google like searching Redaction Capabilities Proper Identification and Collection of Custodians data Workflow automation Chain of custody reporting Acceptable Formats for export NARA Record IDs to associate data to custodian Reporting on how data was evaluated 23

24 24 Integration

25 Integrating with other products Your Information Age Retention Schedule Owner/creator Disposition Server Supervision Tags Share Classification Appropriate Archiving ediscovery Behavior Classification Legal Hold Full content search Semantic analysis Clustering Predictive coding Concept search 25

26 Its Time Organize and protect your data Confidently delete or Archive Redundant, Outdated and trivial Data Provide Capstone compliance at the lowest possible price Tell you who owns the data in your agency based on who is using it Associate people to data to ensure proper usage is occurring Drastically reduce your total storage spend 26

27 Thank you! Stephen Watts Booth #200 Copyright 2017 Veritas Technologies. All rights reserved. Veritas and the Veritas Logo are trademarks or registered trademarks of Veritas Technologies or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. This document is provided for informational purposes only and is not intended as advertising. All warranties relating to the information in this document, either express or implied, are disclaimed to the maximum extent allowed by law. The information in this document is subject to change without notice.

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