It’s a common scenario, especially these days. Wary of the security risks of content stored on shared drives, organizations are planning to make the move to Office 365 or to another cloud-based ECM solution. But first, they have to eliminate redundant data.
Everybody knows, though, that those same shared drives are bloated with years, if not decades, of content that has no business being migrated to the new system—content that may, in fact, be presenting some information security risk if that data is retained.
Those information security and risk concerns are what finally got an energy company with international operations to take a cold, hard look at all the redundant, obsolete and trivial (ROT) content on its shared drives and decide to get rid of it, once and for all.
But how do you do this defensibly, especially in a highly regulated industry like energy? And what about the change management issues involved in moving to a new system?
Telling people they’re going to have to get rid of some of their files is a can of worms. When it comes to information assets, people get very territorial. How do you get them on board with an initiative of this magnitude, when just about every employee in the company is a stakeholder?
You call Doculabs (312-433-7793) to help you do it.
Doculabs made content cleanup and the migration process for this energy company both legally defensible and just about as painless as it could possibly be for an organization working around the world with more than 40 business units and multiple locations. The project currently is in its mid-stages.
Here’s how we’ve proceeded:
To date, Doculabs has worked through the shared drive content for the energy company’s corporate business units, analyzing more than 1.14 million files, or 1,865 GB.
As a result of this work, the organization has been able to defensibly dispose of more than half a million files, or 665.5 GB of data of ROT—i.e. content that didn’t need to be migrated and would no longer be overpopulating the company’s repository (or lurking out there, presenting a larger target and security risks).
Here are the numbers to date:
But the number that gets the attention of senior management is the percentage of ROT files we found. More than 48 percent of the files on corporate shared drives at the energy firm were found to be ROT, and therefore candidates for disposition.
That’s almost half of all the files! That’s a lot of ROT, particularly for corporate departments, which, at most organizations, tend to represent “power” users of repositories containing unstructured content. (For the record, we prioritized corporate because of the content volumes and degree of complexity, as well as the availability of stakeholders who would be involved.) Remaining business units in this ongoing project represent the company’s various field operations, and are being addressed in future stages of the project.
At the end of the day, it’s not just Doculabs’ expertise and domain knowledge, but our methodology that ensures the overall success of this project for the client. You want a legally defensible content purge and content migration, but what you don’t want is to disrupt the business—or the ultimate users of that content—while it gets done.
The end goal is that the repository of the energy company’s future ECM system will be free of all that ROT data, and that it will become more easily searchable for its users. That’s what we’re doing for this global energy company.
We can do the same thing for your organization.
For a related post, see How to Prioritize Sensitive Data is a Business Decision.
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