The answer to the ROTten-data migration and classification conundrum

The answer to the ROTten-data migration and classification conundrum

Toby Lethby

  |  

09 Oct 2020

Most organisations are migrating, backing up, migrating again, and backing up again years of unclassified, undiscoverable and in many cases Redundant, Obsolete or Trivial (ROT) data.  Some Analysts state that on average data ROTs at a rate of 2.1% a month, meaning a third of data is outdated within a year.

Two years ago the situation improved a little as many organisations took steps around the launch of the General Data Protection Regulation (GDPR) to get their data in order, however few have since managed to maintain the level of effort needed to ensure ongoing data classification and labelling compliance.

The result is an exponential growth in data, that is currently growing at 61% globally a year, that is not only costing organisations money to backup and archive, but is leaving them exposed to avoidable governance and compliance risks.

The challenge in most cases is finding the data owner, a problem exacerbated by repeated data migrations, attrition and business unit dis-interest in undergoing a protracted classification and culling exercise.

COVID is compounding the problem as organisations are planning to rapidly move their core systems to the cloud and in most cases, due to the short time frames many organisations are working too, will have little choice but to lift and shift Terabytes of outdated data in the process – creating cost and compliance issues down the line.

The answer however, is to use tools that auto-classify data, eliminating, or at the very least significantly reducing, the need for manual inspection or action.

While the likes of Office 365 does have its own automated classification tooling built in, human input is still needed to ensure full classification compliance, which is why larger organisations are now heavily investing in teams to support their DPO.

However there is light at the end of the tunnel.

Using AI-powered migration and classification tools, such as Migration Accelerator, Content Analyser, and Content Classifile makes the process of indexing and classifying data so it’s findable and useful, possible. Deep Learning (DL), Machine Learning (ML), and Cognitive Services (CS) enrich content, enhancing its value.

Migration Accelerator also enables duplicate, redundant, obsolete, and trivial information to be removed before the migration happens, thereby helping to reduce storage needs, costs, and management time.

Finally, it effortlessly moves data into the most appropriate Microsoft 365 system, for example personal data is moved to OneDrive, Collaboration data to Teams, and legal documents to SharePoint.  This intelligent approach ensures data is protected appropriately and meets all compliancy and governance obligations.

Moving Forward

Content ClassiFile from Proventeq makes organising and managing your documents smarter, faster and easier. Using its Intelligent Document Classification and Filing features, Content ClassiFile ensures that your documents and scanned images are automatically classified based on business rules. It enables relevant document search and efficient content governance, including the application of retention policies, and smarter content management by harnessing the power of AI and Machine Learning.

The committed team at Proventeq breaks down silos by providing a highly effective experience for utilizing and leveraging information that is stored in any system or diverse repositories. These systems include ECM, ERP, CRM, file-sharing services, network folders, SharePoint, and other repositories. Trust Proventeq’s enterprise-grade product platform which delivers relevant answers, insights, and text analytics right from your stored or ineffective unstructured data sets.

 

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