Albert Einstein said, “We cannot solve our problems with the same thinking we used when we created them.” Einstein wasn’t just a genius, he was a smart man. We should step back and consider his words when we look at the amount of information we struggle to manage daily, especially the dark content lurking in every corner of our companies.
There was a time – and for some it may have been only yesterday – we dealt with information overload by setting up a new file share, or Google Drive, or SharePoint site and dropping everything into it. We might try to organize it, but that organization never lasts long. We also might secure it. But people come and go and it can be hard to keep up with all the right permissions.
Creating another content repository without thinking through its purpose is not the answer. You are only adding to the long list of places you will need to look when you want a document or other type of information. However, there is no “one” answer to the problem of information overload and information storage. The truth is, you will have information in multiple locations and you will need to search across them to find what you need.
But what if you could clean up the information you do have, get rid of what’s no longer required and organize what is? And what if you could search across the repositories you do need from a single location quickly?
Managing Your Information with everteam.discover
There are a few capabilities required to effectively manage your information and everteam.discover provides them.
First you need to connect to every place you store information. In some cases, .discover provides out of the box connectors to commonly-used systems. Where a specific connector doesn’t exist, .discover uses a standard connector using CMIS or a REST-based API.
Discovering what you have and where
With all your repositories connected through a single view, you can now do some investigation. We call this the “discovery” phase where your connected systems are examined and you get a solid picture of the information you currently store. Using .discover you can determine what information is no longer required, where you are storing duplicate content, or where sensitive customer and company information is located.
With .discover you get full text indexing, metadata extraction, named entity extraction and faceted-based analysis all of which improve your ability to find the right information quickly.
Consider that with GDPR a customer can make a request to find out what information you currently store about them and you have a certain amount of time to respond (30 days to be exact). Using .discover you can run a search on the person’s name, address, phone or other identifiable information and find every location you are storing their information.
Once you have this information, you can make decisions on whether you want to continue to store that content. If the answer is yes, you need to know if that information should be moved to a secure location. For example, you don’t want to keep credit card numbers in unsecure file shares. GDPR is mentioned but there are plenty of other regulations that might be on your list for compliance, including NYDFS, FDIC, and Graham Leach Bliley.
This example also looks at an individual, but your search and analysis can also go broader. You could search for all instances of PII or PCI stored across your systems. Or you could search for all information on customers older than ten years to get a list of content to review for deletion.
Organize your information
Customizable dashboards in .discover allow you to view your information in different ways, such as lists, piece chats, bar charts and tree maps.
One of the nice things about Everteam.discover is that you can enrich the metadata of existing content. So not only can you search existing metadata, you can add new attributes to sets of files based on common attributes you discovered when analyzing your information. You can also add metadata to a set of files based on named entities.
In addition to enriching metadata, you can apply user-defined tags to organize it. Within the .discover configuration UI you can define and manage tags that help you organize your information as you review it. For example, you can create a tag called “ROT” and apply it to all the content you need to review for remediation. Apply the tags as you go through files and later on, you can filter your files by tag – “show me all documents tagged as “ROT”.
Move information to the best locations
Often you have information in places it shouldn’t be. Through your discovery process you found credit card info in unsecure SharePoint sites, and legal contracts in a Google drive. You’ve identified where this information should really be located; now you need to move it there. Everteam.discover can help you do that.
With the help of .discover you can also migrate content that you need to keep but don’t use regularly to an archive or lower-cost storage. And you can create a compliant environment by copying business records to their proper, secure locations.
How Are Your Managing Content for Your Company?
When we started building everteam.discover we understood organizations were challenged with not only finding all their information, but analyzing it, organizing it, and taking action on it. These things go hand in hand; you shouldn’t be doing one and not the others. All are key to successful information governance. Unfortunately, this isn’t always the case, which is why we’re focused on building the best tool to support your needs.
If you’d like to learn more about everteam.discover, contact us today.