Remediating Shared Drives APRIL 12, 2016 JA JAMES J S JUST ST, - - PowerPoint PPT Presentation

Remediating Shared Drives

APRIL 12, 2016 JA JAMES J S JUST ST, P PARTNE TNER

Why Remediate Shared Drives?

Reduce Costs: never delete? Server costs increase logarithmically.

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• 7. Business Document Assessment

When valued at one labor hour per document, the 10,389,381 documents represent $623.4 million dollars of information assets growing at $77.0 million annually.

Note: Information value calculated using the average Department-wide loaded labor rate of $60 per hour obtained from the Office of Finance to manage (includes create, update, publish, store, search, re-create, re-use of previous versions, etc.) the files.

• 500.0

1,000.0 1,500.0 2,000.0 2,500.0 2000 2002 2004 2006 2008 2010 2012 2014

• 200,000

400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000 2,000,000

Space (GB) Number of Files (added or modified annually)

Business Documents Group (MS, PDF, Other & Email)

Files Space (GB) Linear (Files) Linear (Space (GB))

Why Remediate Shared Drives?

Efficient retrieval of information

• eliminate clutter
• structure content logically (or move to ECM/SharePoint)
• appropriate tagging results in information findability

Encouraging information sharing: properly organized shared drives (or use of ECM/SharePoint) simplifies security and sharing of information across the

• rganization.

Reducing redundancy and versions –

• reduces the risk of using wrong version for business decisions.
• improved information sharing reduces duplication (typically 30 to 50%)

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Manual remediation

Basic Analysis Workflow

Rules Likely ROT Classify and Group Remaining Content Sensitive Content (quarantine) Certain ROT

Redundant Outdate Trivial

Clear out the easy ROT first

Shouldn’t be on shares

• Personal content (policy)
• Wedding and vacation photos/videos
• Music libraries
• What have you seen?

Clear out the easy ROT first

Likely junk

• Temp files, Thumbs DB, or system

generated files

• Sort share by file type
• Look for EXE, TXT, MPG, EPS, ILL, DAT, ZIP, etc. that don’t

belong

Clear out the easy ROT first

Orphan content

• Personal subject folders

(the digital equivalent of desk drawers)

• Check activity on shares
• Separated staff more than RRS longest rule
• Consider keystone status
• Make share read only

2005

Clear out the easy ROT first

Redundancies

• Earlier versions
• Duplicates
• PDF and Word
• “copy of”
• Scans not needed

Clear out the easy ROT first

• Delete outright based on approved

disposition rules

• Make Folder “read only” and limit access to
• manager. No activity in a year, delete.
• Move content to quarantine; leave stub to

“contact manager”.

• Formal approval for deletion.
• Print everything and file in binders.

Options for ROT Disposition

What’s wrong with this picture?

Second pass remediation

Case and project files Folder names where date information exceeds retention

• Authors
• Date accessed
• Date Modified
• Date Created
• Status flags

Other obvious content assessment triggers

Migrate

• ISO1549
• Departmental
• One retention rule for a folder structure
• Differentiate drafts and final versions
• Security – promote sharing, eliminate duplicates
• Standardize metadata (folder and file names)

Create classification scheme/taxonomy

• Migrate old folder structure to new, “clean”
• Or migrate to ECM/SharePoint
• Or, build new structure and make old “read only”

Build new structure

Migrate

• Example: Contracts
• Folder Name: 12345 Smith Cleaning Contract 2014-01-01
• File Name: 12345 Contract 2014-01-01
• File Name: 12345 Contract Attachment A 2014-01-01
• File Name: 12345 Addendum 1 2014-04-15

Metadata available in folder and file names

• Extract Contract number 12345 from Folder Name
• Validate against contract tracking Access database
• Pull party names from Access
• Extract document type from File Name
• Extract document date from File Name

ECM/SharePoint Migration rules

Defined taxonomy

Analysis Gotchyas

Long path names (SharePoint, OneDrive issue, ECM issue) Embedded links Business systems point to directories Security rules

Backup/restore software can reset dates

Autoclassification and Shared Drive Remediation Software

How FACR Software Works

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• Dir start
• All files

Ingest

• Like content
• Business

rules

• Confidence

%

Group

• Workflow
• Human

review

Verify

• ECM
• SharePoint
• New File

Share

• Delete

Migrate

• Train

aining doc’ c’t sets

• Sema

emantic R Rel elations

• Visual

al/grap aphical al ma match

• Regular e

expressio ion

• Searc

rch con content f for

• r

PII, e I, etc.

• Du

Dupl plicates

• Quarant

antine ne

• Chan

ange r rig ights

• Se

Security classification

• Le

Legal h l hold ld

• Queue f

for r bus. S

• s. SME
• Queu

eue f e for Leg egal

• Dir

irect t to Mig igrate

• Link t

to d datab abas ases

• Ma

Mass a assign classification

• Dup

uplicate h hand ndling

• Prepr

eprocess

OC OCR Photos

FACR Software

OU OUTPU PUT E EXAMPL PLES

Exact Match duplication analysis

Hash value + Metadata

Migration Actions

Thank you! Jim Just james.just@imergeconsult.com Twitter: @JamesJust10 Phone: 608.239.8282