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Improve ROI and Productivity with Content Cleansing and Enterprise Search
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Transcript of Improve ROI and Productivity with Content Cleansing and Enterprise Search
Improve ROI and Productivity with Content Cleansing and Enterprise Search
August 27, 2013
Our Speaker
Ed RawsonPrincipal, ECM Practice
• 30-year veteran of Enterprise Content Management• Presents at a number of conferences and events for
associations • He is a published author of white papers, co-authored two
books and blogs on ECM/CI topic• Helps organizations across industries align content
management and governance solutions with business direction to maximize the return on investment and maintain compliance
• Leverages his extensive experience to implement content lifecycle, content analytics, information governance and content intelligence programs using the latest technologies and best practices
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Content is “EXPLODING”
CONTENT
Volume12 terabytes of Tweets created
daily
Velocity5 million trade
events per second
Variety4 terabytesPer site/day
average surveillance
video15 petabytes of new
information daily
500 million
Call detail records per day
80% information
growth is unstructured content……
• The amount of information available to organizations is exploding daily
• According to one source, it doubles every eleven hours
• Within every company there are terabytes of unstructured content.
• Content is growing faster than can be controlled by current methods.
• Companies are just keeping everything with a large cost and compliance exposure
• Companies are exposed to much high compliance risk and very costly discovery
• Knowledge workers spend too much time looking for information to complete a task
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Anatomy of the File Share
6%
18%
24%
48%
4%
Active, Known,
Relevant
Stale
Duplicates
UnknownNon-business
relatedResults from customer assessments
Stale is defined as files not accessed or modified for 6 months
In most cases 60% to 70% of the content in a file share is unnecessary
Typical Structure
“The best way to reduce the amount of content – delete it”- Sheila Childs, Research VP, Gartner
~24% of unstructured data is actively used
~48% is stale: not touched in 6 months
~18% are duplicates
~6% is unknown or orphaned
~4% is not business related – pictures, mp3, etc.
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6%
18%
24%
48%
4%
Active, Known,
Relevant
Stale
Duplicates
UnknownNon-business
relatedResults from customer assessments
Stale is defined as files not accessed or modified for 6 months
Types of Content
• Business records that must be retained and preserved for legal, audit and business continuity reasons.
• Knowledge records – information assets and reference material that are the basis for the day-to-day operations of the company; and in some cases these information assets may be the primary source of revenue for the company.
• Electronic communications – some of which is linked to business records and must be retained and managed as such.
• “Junk Content” that should be deleted. If this is a typical company, the volume of this junk content is much larger than many would like to believe.
Anatomy of the File Share (cont’d)
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Content Cleansing
• Content cleansing is the methods and tools use two surface the relevant content within any unstructured data store.
• By surfacing the relevant content allows for updating current taxonomies, classification, records retention plans and build defensible disposition plan.
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Content Cleansing Process
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Cloud File Shares
Content Classification
ProcessRequirements , Polices ,
Taxonomies , Dictionaries , etc .
Existing Content File Shares and Repositories
Analysis Classification
Disposition Requirements
Process
Content Inventory
File TypesAge
Last usedVolumeFile Size
Cleansed Business Information
BPM BI /BA
Enterprise Information Management
Enterprise Search
Disposition
File Stores and Shares
XML
. pst
July 23 , 2013 – Content Intelligence CER
Content IntelligenceContent Cleansing and Classification Process
Enterprise Search
• International Data Corporation IDC published a report, “The High Cost of Not Finding Information”, and other studies show that knowledge workers spend at least 15 to 25% of their workday searching for information and only half of the searches returning useful information
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Source: Government Authority Survey of 287 Users with Google Search Appliance Alone and Google Search Appliance + Smartlogic Semaphore
Enterprise Search Relevancy
Status
Green
Time
15s
30s
60s
User Search Experience
Info found in first 3 results
Info found between results 3-10
Info not found in first page of results (10)User re-conducts search
Yellow
Red
Assumption: Users are performing 10 queries per day on averageFully loaded cost of an employee averages $75/hour
$1.25 per 60 seconds of search versus $150 for average 2 hours of searching for content that is never returned
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Client Case Studies
Major Credit Card Company• In a recent project a major credit card company had so many legal holds that
they All their content in a file share data grown to over 2 PB.
• This was costing them literally millions of dollars storage costs litigation costs and the inability to access relevant information.
• After completing the content cleansing and classification process the relevant knowledge base dropped to only 300 TB and within six months of completion the Corporation save over $2.8 million with ongoing cost savings of $1.3 million per year.
Major Electric Utility
• Significant loss in intellectual capital due to aging workforce
• Inability to track, monitor and audit the length of time content was retained
• Determining ownership of the 50TB of content across multiple business entities rendering the inability to place legal holds on content as required for litigation
• Growth of content that was increasing at a pace of 1TB/month
• After completing the content cleansing, classification process and defensible disposition,
• Improvements in search relevancy of the valid content by 60%
• Reduce content storage cost (approx. $1.2M savings)
• Enable a migration strategy of the valid content after analysis was performed
• Increased productivity as a result of improved search, relevance capabilities
• Lowered Compliance Risk
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Let’s Review
Cleansing Content allows for:• Lower Storage Costs
• Increased Productivity
• Exploiting the Business Value – i.e. BI, BA,
• Increased Customer Service
• Content Life Cycle Management
• Lower Risk and Greater Control of Assets
• Increased ROI with Lower Storage Costs and Increased Productivity
• Happy and Productive Work Force
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• Detail Requirements
• Taxonomies
• Records Retention Policies
• Classification Policies
• Content Inventory
• Defensible Disposition
• Auto Classification
Next Steps
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Perficient is a leading information technology consulting firm serving clients
throughout North America.
We help clients implement business-driven technology solutions that integrate
business processes, improve worker productivity, increase customer loyalty and
create a more agile enterprise to better respond to new business opportunities.
About Perficient
• Founded in 1997
• Public, NASDAQ: PRFT
• 2012 revenue $327 million
• Major market locations throughout North America• Atlanta, Boston, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver,
Detroit, Fairfax, Houston, Indianapolis, Los Angeles, Minneapolis, New York City, Northern California, Philadelphia, Southern California, St. Louis, Toronto and Washington, D.C.
• Global delivery centers in China, Europe and India
• ~2,000 colleagues
• Dedicated solution practices
• ~85% repeat business rate
• Alliance partnerships with major technology vendors
• Multiple vendor/industry technology and growth awards
Perficient Profile
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Business Solutions• Business Intelligence• Business Process Management• Customer Experience and CRM• Enterprise Performance Management• Enterprise Resource Planning• Experience Design (XD)• Management Consulting
Technology Solutions• Business Integration/SOA• Cloud Services• Commerce• Content Management• Custom Application Development• Education• Information Management• Mobile Platforms• Platform Integration• Portal & Social
Our Solutions Expertise
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Thank you for your timeand attention today.
Please visit us at Perficient.com
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