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Is Machine Learning The Answer To Your Office 365 Information Management Needs?
Source: https://www.wsj.com/articles/facebook-worries-emails-could-show-zuckerberg-knew-of-questionable-privacy-practices-11560353829
Over-retention
Legal scrutiny
Information leaks
Rising e-discovery cost
Inconsistent capture and classificationOver-retention
Top 3 Information Management Challenges
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Ineffective search
- Liabilities- Information security
breaches
- Business operations losses - Non-compliance
- Complicated event/document correlation
- High eDiscovery costs
Legal & Compliance Requirements
“Emails You Can’t Afford to Keep”
5
Delete everything except records
Non-record emails Email records
Business Unit Requirements
“Emails You Must Find”
6
The business runs on email
Email recordsROT* emails Important business emails
ROT* = redundant, old, transient
The Email Paradox
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Records
1 2 3
Emails
1 2
80% OF BUSINESS RECORDS ARE EMAILS
1% OF EMAILS ARE BUSINESS RECORD
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• Labels for email and document Retention• Metadata for (descriptive) classification of
emails and documents
Microsoft Tools for Email and Document Management
Email & Document Record ManagementThe harmon.ie approach
TYPE OF CONTENTEXCHANGE SHAREPOINT
RETENTION CLASSIFICATION RETENTION CLASSIFICATION
Email Retention Records Labels x x x
Email Business Records x x Labels Metadata
Documents Records x x Labels Metadata
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• Labels define retention policies in Outlook and SharePoint
• Metadata in SharePoint provides descriptive classification, to find information later
10
• Labels for email and document Retention• Metadata for (descriptive) classification of
emails and documents
Microsoft Tools for Email and Document Management
11
Intelligent Compliance AssistantMake the right thing, the easy thing:• Retain only what’s needed for compliance
• Capture and classify only what’s required by the business
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harmon.ie in Outlook
Outlook Desktop Outlook MobileOutlook Web (App)
What to Label?
14
AI / Machine Learning Makes it Easy
Machine learning recommendation
that email should be retainedsmart recommendation
What Not to Label?
15
Alert!Similar emails were not uploaded
to SharePoint
CANCEL CONTINUE
Smart Alerts
16
Duplicate Emails
Locateduplicate emails
CANCEL CONTINUE
Deleteduplicate emails
CANCEL CONTINUE
smart recommendation
What to Delete?
Classify in SharePoint, with MetadataSmart Recommendations
17
Capture working emails in SharePoint, and classify them using metadata
What to Capture?
18
Intelligent Information Management Assistant
Machine learning recommendation
that email should be retainedsmart recommendation
19
Alert!Similar emails were not uploaded
to SharePoint
CANCEL CONTINUE
Smart Alerts
What Not to Capture?
20
How Machine Learning works?
• First Provide Training Set• Get Smart Recommendations & Alerts
Spreading IM Best Practices with Machine LearningActive Learning from Power Users
Spreading Best Practices with Machine LearningActive Learning
22
Leveraging the Wisdom of the Crowd with Machine LearningContinuous Learning from all users
Descriptive Labels provides metadata for your Emails on
Exchange
24
Topics As “Descriptive Labels”
BUSINESS
TOPICSServices
Projects
Products
25
In-place Records Management with Topics
• Capture and classify email and
documents in one step - “in place”• Emails in Exchange
• Documents in SharePoint
• Classify email and documents using a common set of ‘topics’
• Discover content easily across all apps
using search, filter, views by common topics
• Focus on what’s important
Document is saved in SharePoint
Email is saved in Exchange
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Finding Related Information
Angela,Thank you very much for your email about the Building Meetings. I will need you to work on the staffing and the Real Property assets in the next few weeks. Remember that your work is critical for the TBS Workspace projects.
Also, I want to make sure we are set with all the TBS IT requirements and TBS Workspace needs. As the project is progressing quickly, I want to make sure we don’t run out of time with all the arrangements.
---------------Sincerely,AnnieTour Operator & CoordinatorTel: +1.800.555.1212Email: [email protected]
New Building Meeting Summary
• “harmon.ie gave us the ability to preserve records in an efficient and user-friendly way…”
• “…we wanted everything in one interface and harmon.ie was able to do that for us…”
• “…With harmon.ie, we were able to successfully preserve 40,000 records…and delete over 35 million emails”
6/19/2019 © 2019 Hilton Confidential and Proprietary 27
HARMON.IE @ HILTON – A CASE STUDY IN EMAIL RECORDS MANAGEMENT
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