Content analytics

Your requirement

magnifying glass graphicContent analytics You may have an ECM system to manage your core records but find that despite your best efforts you have left 80 per cent of your corporate information still sitting unmanaged in shared drives and email folders. That information is hard to find, frequently duplicated and often unreliable. Some of it belongs to staff long since departed. Much of it has exceeded its retention requirement.

The storage volumes are growing and with them the liabilities and information compliance gaps. You are probably breaching the Data Protection Act with the undue retention of personal information. All that unknown and unmanaged information is a ticking time bomb: one e-discovery search order or, in the public sector, Freedom of Information access request might, at best, require a mammoth trawl through gigabytes of unstructured garbage and, at worst, expose information you cannot afford to expose and never should have kept.

You cannot afford to take the risk of letting the unmanaged information continue to grow but the task of organising, migrating to ECM and applying retention schedules to the mountains of information your company holds seems equally impossible.

Our solution

Exciting new tools offer hope for the management of unstructured content. There are already Content Analytics products on the market that analyse the contents of shared drives by attributes such as file type, access date and size. They can spot and remove duplicates, use auto-categorisation techniques to classify files and apply business rules for retention scheduling.

Some products go further to provide graphical analysis of their findings, mining content for business intelligence and not only providing answers to questions posed but detecting trends and anomalies you were not looking for.

Some products can apply the same techniques to email folders, SharePoint and ECM content.

Content Analytics can be used to apply corporate rules for retention and disposal. Initially this will be a manual process until systems improve, rules of analysis are perfected and confidence in them builds. Eventually most disposal will be automated.

Content Analytics products are simpler to implement than ECM. They do not require the end user to alter their working methods or folder structures. There is no lengthy installation and rollout requirement. There is however, a requirement to design the rules for analysis and retention and these will be specific to your organisation.

How can Cimtech help? First we can study your problem, the locations and state of your information holdings, the types of information held and your attitude to risk. If we think the compliance requirement is too strong we may recommend ECM or EDRM or a combination of EDRM / ECM for core records and Content Analytics for the remainder. Having decided on Content Analytics we can look at the rapidly-changing market and help you procure the best product available for your purposes.

Most importantly you will need our extensive records management experience to design the all-important rules which analyse your content, identify and protect your core records and set and apply your retention schedules. This is a task for experts and you will need the assurance of our expertise to automate decision-making and provide confidence in the actions taken.