Why Archive? Apply Intelligence to
Your Information - Then Take Action
Garth Landers
Lead Product Marketing Manager
Information Intelligence Group
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Agenda
• The content intelligence
challenge
• EMC SourceOne File
Intelligence overview
• Use cases
• Summary
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Information by 2020: The Big Picture
Information
There will be lots of it
35 ZB
Generated by individuals
>70%
Digital information requiring
security beyond baseline levels
30–
50%
Growth factor for number of files,
images, records, and other
digital information containers
67
Digital information created
annually that will either live in
or pass through the cloud
>1/3
Consequences of not managing information?
Source: “The Digital Universe Decade: Are You Ready?”, EMC-sponsored IDC White Paper, May 2010
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SEVERE
Information Governance
Records
management/
ECM
Archiving
Information
governance
Search and
e-discovery
Source: “The Rise of Information Governance: From Reactive E-Discovery to Proactive Information Management,” The 451 Group, August 2009
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Benefits of Information Governance
Gain visibility
Information
governance
Manage risk
Simplify e-discovery
Reduce costs
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The Traditional Archiving Model
Unmanaged
content
Archive based on basic parameters
Bottom line
Organizations might not understand the value or risk of content
before archiving and unknowingly increase costs and risk
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Archive
repository
Unanswered Questions
What content do I have on my storage?
 Microsoft SharePoint, file shares, laptops?
 Is it appropriate? Is it where it should be?
What kind of resources is unmanaged content consuming?
 What does it cost me?
 Is it on the right tier? Should I archive it?
What business records are out there that I don’t know about?
 What kind of risk are we carrying?
 What if there is confidential or private content or content subject
to regulation out there?
How can I clean up my storage?
 Can I safely delete content that doesn’t have business value?
 What information do I need to archive and retain?
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Intelligent Information Governance with EMC
EMC SourceOne File Intelligence
Enables educated decision-making and policy creation
Laptops and desktops
Copy/move to archive storage
EMC Celerra,
Data Domain,
Centera
File systems
E-mail servers
Documentum
Copy/move to enable records
Identify content to migrate to
Documentum
Microsoft
SharePoint
Microsoft SharePoint
Third-party archives
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Copy/move to cloud storage
The cloud
Discover and Index
• Basic (metadata only)
• Deep (full-text indexing)
• Deep with classification
(extraction and class
assignment)
– Built-in and custom
rules and policies can
be defined
• Identification of
intellectual
property, credit
card numbers, and
Social Security
numbers
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Search
• Search options
– Keyword
– Phrase
– Boolean
– Wildcard
– Proximity
– Date range
– Fielded
– Combine
word1
“my phrase”
(word1 AND word2) OR (my phrase)
filename:*b?g
word1 word2 ~10
mtime:[01/01/2003 TO 12/31/2006]
owner:john
keywords and meta data
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• Built-in search templates
– Single e-mail user, from/to two users, multi-recipient
– File templates based on dates, keywords, custodians,
file types
• E-mail threading
• Save and audit all performed searches
• Extraction of content using advanced classification rules and
policies
Rich Data Classification
• Classify files by attributes
– High business value
• Files created or modified in the last 30 days
• Files owned by company executives
– Medium business value
• Files not accessed in the last 90 days and not modified in the last 180 days
• .PST files
– Low business value
• Files not accessed in the last 180 days
• MP3/MP4, JPEG, MOV files
• Classify selected files based on file content and metadata
– Files with “Confidential” content
• e.g., source code files, patents, product manuals, contracts, etc.
– Files containing non-public information
• e.g., Social Security numbers, credit card numbers etc.
• Classify files based on IT or business input
– Administrator tags
– Line-of-business tags
– User tags
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Report
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SourceOne File Intelligence Benefits
• “Drop-in” appliance
– No need to set up an infrastructure—quick
to deploy
• Repeatability
– Use it on a continual basis to keep file
monitoring in place, reducing costs and risk
• Flexibility
– Can be applied to file shares, laptops,
desktops, Microsoft SharePoint, e-mail, or
Documentum
© Copyright 2010 EMC Corporation. All rights reserved.
USE CASE
Storage Utilization
Business challenge
Unmanaged file content uses valuable storage resources
• How much is out there?
• What is it costing the organization?
• How do we know what to charge back?
Solution
IT can quickly understand how storage is being utilized, and thus
better manage storage environments, through the automated data
gathering and reporting of SourceOne File Intelligence
SourceOne File Intelligence is content-aware, which ensures a true
picture of file types based on content located within the files
themselves and computes a unique hash value for each file so that
you gain visibility into which files are duplicates
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USE CASE
Records Remediation
Business challenge
• The process of manually searching through vast sums of
content, identifying them as records, and processing
them does not scale
• Organizations do not have the resources to keep up with
the huge volumes of content
Solution
SourceOne File Intelligence’s full-text indexing and
classification identifies content that needs to be managed
as formal records and migrates it to EMC Documentum
Records Manager
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USE CASE
Acceptable Use Policy Violations
Business challenge
Employees violate acceptable use policies by storing
MP3/MP4 files, video, and other non-work related content
on company servers, which violates HR policy and drives
up costs
Solution
SourceOne File Intelligence identifies content with low
business value and can even locate MP3/MP4 files that
have had their extensions altered (to .xls for example),
enabling the organization to defensibly delete content
upon its identification
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USE CASE
FDIC Compliance for Failed Bank Assets
Business challenge
• The FDIC explicitly requires banks to retain banking records
during events such as the acquisition of failed banking entities
• When acquisitions occur in banking or any other industry, the
volume, format, and location of information assets is often an
unknown
• In banking this is especially true as banks often maintain
homegrown, proprietary legacy applications
Solution
Many of these data sources can be searched, indexed, and
recorded by SourceOne File Intelligence, providing valuable insight
into legacy repositories and enabling organizations to begin the
process of data cleanup and the necessary systematic archiving to
preserve and retain vital business records
© Copyright 2010 EMC Corporation. All rights reserved.
File Visibility and Remediation
with SourceOne
Reduce risk, lower costs, and improve efficiency
 Gain insight into unmanaged file content through granular
file-level visibility and reporting
 Identify opportunities to optimize storage environments
where static data is consuming valuable IT resources
 Locate and safely delete content to reduce risk, reduce
data volume, and improve operational performance
 Reduce risk by migrating content to a secure archive or
repository for ongoing policy management
 Migrate content to virtualized, deduplicated, and cloud
platforms to improve performance and reduce costs
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Q&A
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