Business need: The client, a leading global manufacturer of medical diagnostic equipment, sought to identify and assess large volumes of electronically stored information across numerous systems in order to gain insight to support decision-making and records management directives. As part of that process, the client also wanted to assess any risk regarding over-retention of non-essential content. Finally, the client sought to free up limited and valuable IT resources by eliminating manual ‘find-and-delete’ processes.
Integro recommended IBM’s StoredIQ solution, which offers a range of Active Information Management solutions to provide industry-leading data insight and control for Data Intelligence, eDiscovery, and Information Governance.
To demonstrate the solution’s potential ROI and capabilities, Integro first conducted a Proof of Concept on a small subset of the client’s data.
In less than a week, Integro indexed and assessed approximately 500 GB of unstructured data, applying several filters to search for Personally Identifiable Information (such as Social Security Numbers, Credit Card Numbers), expired content, and other risky or unnecessary data (e.g., blacklist words, EEO files, HR documents). Within the small proof of concept data subset, Integro was able to alert the client to thousands of risky and outdated files, including a significant percentage that hadn’t been accessed or modified in more than 7 years (read: unnecessary to retain).
Based on the Proof of Concept, Integro estimated the client was retaining nearly 30 TB of expired content and more than half a million files containing Personally Identifiable Information (PII) across its enterprise. Needless to say, the Proof of Concept easily convinced the client to pursue a full implementation of the solution and take action on much of that data.
The client has been able to gain a clear understanding of the makeup of all unstructured data residing across the enterprise in a wide variety of systems, along with potential risks. Armed with that insight, the client has begun to and will continue to take action in many valuable ways, such as:
- Disposing of data with no utility based on a retention schedule.
- Acting on data that is discovered (copy, collect, delete).
- Purging of files deemed unnecessary to retain.
- Finding areas of savings through reduction in storage.
- Moving secured data to appropriate locations.
- Reducing data processed and reviewed in eDiscovery.