Control the Cost of too Much Content

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The storage requirements for organizations is growing between 45-60% each year. Much of this content is emails and documents rather than databases. This means that your IT storage budget is probably growing at least 5% annually just to keep up.

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Even when those budgets do keep pace, the value of storing a year-old email about the office party does not equate to the cost of storing and managing it. In fact, it is estimated 75% of our content is redundant, outdated or trivial1 yet clutters up search results and costs money to store and manage.

31 Perficient analysis of file-shares 2012

Contents

Too much content: • Storage growth is outstripping budgets • Three quarters of content is not needed • Old content Is a negative return on investment

Using DiscoveryOne to: • Archive & defensibly delete • Clean up before migrating to an ECMS • Auto-categorizing documents and email

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Too much content is an untenable business case

Content storage costs in organizations are increasing at a rate greater than is sustainable long-term. This is driven by ballooning storage requirements. However, most of this content is not needed. It could be cleaned-up and defensibly disposed of.

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Storage growth is outstripping budgets

Storage requirements are growing between 45-60% annually. It is the fastest growing capital cost in datacenters2. While storage per terabyte is getting cheaper, it is not matching the storage growth and is decelerating in cheapness.

This means that there must be a 5% annual growth rate in IT budgets just to handle increased storage3. ESG conducted a survey that identified that nearly half of IT Managers had to increase their storage budget every single year.

62 Gartner Enterprise Storage Management: 5 Big Myths of Storage 3 ESG Research Report on Storage Market Survey 2012

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There must be at least a 5% annual growth rate in IT budgets just for storage

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These continually swelling storage budgets are the result of organizations not having the tools to manage this content effectively over time.

EMC surveyed over 800 IT executives of whom 80% said their primary storage concern was managing storage growth. ESGs survey respondents said that rapid growth and management of unstructured Data was the biggest area of storage concern.

This suggests that organizations are storing, archiving and backing up nearly all content without discrimination including non-transactional data.

Three quarters of content is not needed

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Yet three quarters of this content being storing is not needed.

76% of file-system content is redundant, outdated and trivial.

Most of this is stale data – it hasn’t been touched in over a

year. 15-20% is duplicate content and an additional 5-10% is

orphaned content or not business relevant. The best way

to deal with redundant, outdated and trivial content is to delete it.

Old content is an increasingly negative return on investment

Storing older content is worse than just an unnecessary cost because the value of storing it decreases quickly while the cost of storage does not. This creates an increasing negative return on investment as the value of what is being stored declines increasing the cost-value gap.

This situation often becomes “business-as-usual”. To manage it, the default solution is to throw even more storage at the problem.

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The best way to reduce the amount of content – delete itSheila Childs, Research VP, Gartner

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Using DiscoveryOne to solve content concerns

Pingar DiscoveryOne controls your unstructured content cost by identifying documents that are candidates for disposal.

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Identify and filter on a combination of:

• Document age • Document formats • Duplicates and near-duplicates • Content-types (e.g. letter, brochure, financial) • Personally Identifiable Information (PII) • Payment Card Industry Information (PCI) • Topics

Clean-Up and Migrate Content to an Enterprise Content Management System

DiscoveryOne provides a Content Inventory to identify low-hanging fruit for immediate archival and disposal. A second pass allows you to identify content that could be migrated to an Enterprise Content Management System.

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Eliminate duplicates

Using DiscoveryOne you can identify duplicates and near-duplicates such as PDF versions of Word documents or draft versions of documents.

Identify content to move and archive

You can query DiscoveryOne for content that matches a variety of types. For example, you can get a list of PDF documents that are contracts regardless of where they are stored. You can get a list of letters about parking infringements written this year. This means you can systematically migrate or archive content.

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Auto-Categorizing Documents and Email for Compliance and Retention/Disposal

Categorization of documents is instrumental in implementing electronic content retention. However, manually categorizing content is expensive and difficult. Most users will not spend time or effort categorizing emails or content by looking up file-plans and retention policies. When they do, they are inconsistent, categorizing some content on one day and not another, depending on their schedule or how they are feeling. Unlike legal and records management professionals, most people do not perceive value in this activity.

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DiscoveryOne automatically assigns categories to content. There are pre-defined categories and in addition you can create specific categories of your choice. Auto-categorization using DiscoveryOne will massively reduce the cost and burden of compliance. You can use DiscoveryOne to implement your retention policies for email and electronic documents along with an EDRMS. DiscoveryOne can categorize against content-type and topic.

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Using DiscoveryOne for auto-categorization ensures that you can implement and show you have actioned a defensible deletion strategy that

• It gets done

• It is consistent

• It does not impede on users time

• It shows regulators that you have a system and have gone to reasonable measures that stack up

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