Case Study - discover

Case study: Information Governance Supports a New Way of Working for One Organization

In the midst of organizational change, an international bank has decided to set up various workplace improvement projects. Several projects focus on a flexible office (flex-office) approach designed to allow employees to “work in better conditions.” In its new premises, employees will be able to change jobs every day. The goal? Improve the collaborative spirit (and, by extension, productivity) of employees while reducing the size of its premises.

One of these projects focused on going “paperless”, aiming to move the company towards a paperless office. To enable the transformation, the bank needed new tools, in particular, a complete enterprise content management (ECM) system to manage content. Initially, the company focused on implementing effective archiving and EDM solutions. By meeting with various departments in the company, Everteam was able to recommend an information governance solution, including a content and file analytics tool, that enables the bank to intelligently manage all data.

The file and content analytics tool, everteam.discover makes it possible to meet several challenges.

A Multisource, Multichannel, and Dynamic Facets Tool

Everteam.discover saves the organization time when searching for information. It handles data in file systems as well as email, archiving systems, and business applications.

Employees can use everteam.discover on a computer, as well as a tablet or smartphone, supporting the new flex-office model.

everteam.discover also lets you search for documents by dynamic facets. More than a simple search engine, everteam.discover builds and updates a tree structure as new content is added. These capabilities save time, something every organization has little of. A manager would lose, on average, six weeks per year to search for documents.

Remediate File Systems by Removing Duplicate and Obsolete Documents

The information governance tool allows you to remove duplicate or outdated documents. It’s not uncommon to find dozens of versions of the same document on the same system, named differently. With .discover, you only have to click on the appropriate facet and the tool will remove any documents that can be deleted, such as those that have not been opened for a certain number of years.

Categorize Documents with a Non-intrusive Tool

everteam.discover also allows you to know, in a dynamic way, what type of document you are dealing with, including if it is an important document or not. The .discover solution leverages artificial intelligence and machine learning to classify documents, enabling you to automatically categorize up to 85% of your documents. You can then review and rectify any machine errors and the machine learns from these changes, improving over time.

.discover is non-intrusive. It has its own database and can access document metadata without retrieving information from the document itself. It can find, for example, that a document is an employment contract without reading any of the contract content.

Comply with the GDPR Regulation

GDPR (general data protection regulation) is the trigger in many companies to set up an information governance policy and appropriate tools. For this financial institution, it was the flex-office project which led it to review its content management policy to ensure GDPR compliance. Everteam.discover helps companies comply with the newest European law. It can locate all documents containing personal data and in particular sensitive data, that is often a part of managing the large fortunes of its customers.

If you want to learn more about everteam.discover to see if it’s a fit for your company, join us on October 16th for the webinar: “How To Find, Clean, Organize and Manage Information Across the Enterprise.”