Content Analytics

File Analytics: Shining Light in the Darkest Corners of Your Stored Content

From the conversations we are having, there appear to be three items earning a well-deserved place in IT leaders plans: File Analytics, Application Decommissioning, and ECM transition.

Each of these topics has risen to the top of priority lists because they address critical problems and provide potential cost savings. We have created this primer on each of the three items to help you understand the costs, benefits, and payback of each. Here we start with File Analytics

Connecting the Content Dots

Across your IT infrastructure you store terabytes of information, and if you are like most of us, you are not sure exactly what is in all that content. Whether you are dealing with content located in application repositories, individual hard drives or shared folders on network drives, unstructured content represents a big risk and a significant cost reduction opportunity.

Shared folders are the most glaring example of a big problem that most of us do not like to think about, much less talk about. The reality is that we typically don’t know what they contain, what we need to keep and what we could get rid of. As a result, we waste money on the storage they use, and we suffer from the risk that they contain personal, or even worse, incriminating information.

Fortunately, analytics technologies have advanced to the point that they can help us take on this challenge. File Analytics is a fast-evolving software category that includes the ability to identify and classify unstructured content (documents and files) based not only on the file type and date but the actual content of the file as well.

Using file analytics, for example, you can identify and classify all documents that appear to be contracts across multiple repositories and network spaces. That sets the stage to eliminate redundant files and delete interim versions of documents that are not necessary or appropriate to save.

Your 2018 Budget Summary for File Analytics

What: Identify, select and implement a file analytics tool

Why: As an organization, we pay more and more each year for storage, yet much of what we store is unnecessary. Typically, using file analytics, content volume can be reduced by 40% by eliminating redundant, obsolete and trivial content (“ROT”). In addition to cost savings, a File Analytics tool will help us identify and remediate compliance risks associated with inappropriately storing personal information (PII and PCI). File Analytics also helps support the EU GDPR when it comes into effect in May.

How Much: File Analytics solutions vary a great deal in how they are packaged and licensed, with some available as a stand-alone solution and others as part of a broader Information Governance solution. While there is a huge amount of “it depends” involved, a budget placeholder of $100,000 to $250,000 is appropriate for most large enterprises.


File Analytics: Going Beyond Digital Archiving

Are you looking for a way to find your most engaging documents quickly? Are you trying to understand what information is stored and where? You can make sense of your files using the power of Big Data and Machine Learning. Purify autonomously and automatically the storage of duplicates, obsolete elements or decommissioned applications with File Analytics.

File Analytics solutions allow you to go further than “classic” File Sharing. File Sharing solutions focus on giving access to data, anywhere in the world and at any time. But what if you want to want to leverage this content in new ways which can benefit the company and employees?

File Sharing and its Challenges

While File Sharing tools are perfect for internal corporate communication and information flow, and it allows documents to be transmitted quickly and efficiently, but they have certain drawbacks that make them, in the long run , much less effective:

  • Documents can be difficult to find. The multiplication of duplicates, suboptimal classification (even based on criteria specific to each user), the presence of links shares; the result? File Sharing tools are certainly populated with relevant documents, but there are so many documents stored there that finding the one you need can take hours.
  • Not all documents are valid. A document in a File Sharing tool is not necessarily a relevant document. It can indeed be considered obsolete, present erroneous information, or even have been corrected multiple times since its was added to the share. The result? Your company may have, unknowingly, harmful elements in your file shares.
  • Access to data is not always secure. With File Sharing tools like shared drives, information security is compromised by the multiplicity of users and access points. Documents “escape” management and the IT department. And, from the outside, attacks can multiply! In addition, confidentiality is endangered because it’s nearly impossible to encrypt document content and control access to it.

It is not reasonable to do information governance with Shared Drives (Google Drive, Microsoft OneDrive, Dropbox, etc.). Their advantages, such as simplicity, are quickly eclipsed by their disadvantages. The most important is endangering your company’s confidential information.

File Analytics, for Dynamic File System Cleaning

File systems must be “cleared” of spurious documents (duplicate, obsolete, and so on) to keep them efficient. File Analytics tools offer the ability to analyze information and cleanse assets, in order to more easily control the life cycle of files. They also allow you to automatically analyze the contents of documents, with:

  • Extraction of named entities (places, people, functions …);
  • Extraction of company data (product code, customer number …);
  • Categorization by learning …
  • … or through a semantic repository.

From CRM to Email: Facilitating Data Management

In all sectors, companies capture, store and use large amounts of data. Whether we are talking about a CRM or an email client, content can be:

  • Structured: It is framed by specific references, which will allow a search engine to interpret and locate it more easily;
  • Semi-structured: Data that is not organized according to a given repository, but that integrates metadata or any other type of related information, facilitating their processing and exploitation;
  • Unstructured: Content that not subject to any repository and contains no associated information.

File analytics tools are intended to facilitate access to this data, regardless of their “quality” and their level of structure. They can also efficiently govern your corporate information, which is essential when you need to be responsive to the demands of customers, employees and partners.

File Analytics tools make access to quality data faster and more accurate. Want to know more? Connect with our team.

Expert Opinion: Big Data Analytics Simplified Using Everteam Solution

You would be surprised from the amount of data produced by your organization on a daily basis. It’s not something you think of I am sure. You probably are more into the basic information you are able to gain from this data produced, however, something you cannot disregard is the fact that we are in a data-driven world. Big data analytics is what you really need to achieve business intelligence.

In most organizations, or allow me to say, in most unsmart organizations, data just keeps moving back and forth. It is utilized for the basic needs with no additional importance given. Little do people know that this data is what can help you achieve your organizations goals and objectives. When the important parts of data are separated from the unnecessary general information, you will be able to generate key information to turn it into recommendations, strategies and knowledge.

Why a Smart Business?

Business objectives provide a clear framework for translating the success of the business. In order to maintain a healthy business life cycle with profits and expansion possibilities, setting goals are a necessity to take your business to the next-level. As we all know business objectives need to be measurable. These objectives are easy to set for many, but are hard to measure for most especially if your business is not a smart business. The thin line between a smart and an unsmart business is whether they have an integrated solution to generate key information from big data produced by any organization.

Competing in a data driven world requires not limiting yourself to metrics and statistics. Big data’s potential has come a long way, taking full advantage of it requires incorporating analytics so professionals can make better and faster decisions. It has become vital for any organizations survival to integrate latest technological tools to position themselves amongst the top in their industry. Don’t let valuable information go to waste.

Content Analytics from Everteam…

Traditional business intelligence tools and text analysis are inefficient, and can’t make sense of this information. As we enter a new era of content analysis and with the technology advancing by the second, adopting a strategic approach around “big data” produced by your organization has become a necessity.

Thanks to Everteam, any ordinary person within the organization can gain insight into structured and unstructured content using our state-of-the-art applications. Our smart solution is integrated with tools creating indexing and search platforms essential for big data, regardless of their formats. You can measure the correct data, organize and layout your data, apply the needed search and use the findings to reach your business objective. You can at any stage add more data to enhance your findings when needed.

There is more to it…

Content analytics has improved as enterprise content management enters a new era of content analysis. brings together the best of both worlds a more streamlined access and representation of big data produced by your organization. A combination of highly developed coding of transcripts, newspapers, speech, films and other communication-related applications to conduct the most accurate qualitative and cluster analysis.

Exploiting and enhancing your content has never been easier. Using real-time analysis, decision makers get actionable insights to help them identify specific trends or complications.  This is what happens to BIG DATA with everteam.analysis.

1.    Automatic Analysis It could be specific to a certain word search or a general search for report generation.
2.    Validate Data Analysis Preview data from any source, regardless of size or file location. Use only the vital and needed data.
3.    Extract Data Transform needed data from multiple sources for your any desired specific framework
4.    Generate Report Required report produced for future predictions and recommendations

What I like to call Accurate Intelligence:

So you extracted the desired information from your big data but it does not stop here. Data Analytics is improved with our solution due to something I would like to refer to as accurate intelligence. In the sense that you achieve “Business Intelligence” by utilizing your information wisely. can guarantee you that as it can answer any of your questions:

  • What happened?
  • Why it happened?
  • What will happen?
  • How can we make it happen?
  • How can we prevent it from happening?
  • What we would like to happen?

In simplified words, your business value increases as your data analytics get more developed and our solution is developed to give your business that extra leverage.

 Built in with many features, our dynamic and user-friendly interface facilitates access to targeted information benefiting the organization as a whole. However, it’s mainly required to directly facilitate the work for business users, IT department and the corporate strategist.

Accurate Intelligence with

Eliminate the daily struggle of having to waste hours or even weeks to analyze certain data for a comprehensive market, security and even geographic view. Gather all the information you need instantly in one single place from multiple sources. Use it to generate the required reports and forecasts for the future using any scenario. All using

Everteam has successfully deployed many solutions to companies based all over the world like Carrefour Properties, Bouygues Construction and MAIF. My advice to you as an expert in the field, you need to be part of the digital revolution. If you are a business owner you need to make sure your business is also part of this digitization.

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AI and Big Data Analytics

4 points content services platform should ruminate!

No doubt that AI has made it onto the list of tech buzzwords for 2018 and it has gained so much popularity in the region. Could this be the AI takeover? What if it was? Does that mean we will be dealing with more and more big data analytics? The process of AI includes the stimulation of human intelligence by machines in order to recognize, learn and correct, with the ability to distinguish voice and vision.

As humans, we know more than we can tell however we can plan, deploy and govern suitably. AI is a big example of that. We are also contributing heavily in the production of big data as the world grows in a vast speed, so does “Big Data”. More and more organizations combine between the two, how does big data play a part in the recent improvements of AI and machine learning in overall businesses.

Smarter business

Advancement in data analytics producing professional analysis and facilitating decision making. We will be able to process huge quantities of data. What was once difficult is now a “piece of cake”. Everteam’s Content Services Offering has also become smarter. By integrating next-level capabilities into our Content Services Platform, such as Entity Extraction , we are helping our customers locate and classify atomic elements residing in text, into predefined categories such as the names of persons, organizations, locations, expressions of times, quantities, monetary values, percentages, etc…

Shift to real-time

Data made much more visible and in higher quantities during real-time. Access large amounts of data always available online. Therefore enhanced targeting opening up for better opportunities. Everteam Content Services Platform manages the ingestion, storage and processing of very large volumes of content, coming in various flows and in different formats. Coupled with a Records Management System, fully integrated with the Content Services platform, the solution also manages physical security archives. Based on a distributed processing sub-system to manage the Big Data distributed storage, Everteam analytics solution exposes its services to the Big Data analytical layers as well as other third party applications.


With it a lot of advantages like decentralization, enhanced security and data transactions. As it becomes more popular in financial institutes so does the possibility to identify consumer spending patterns through big data analytics. Everteam solutions already have reliable security measures, however our blockchain connectors are predicted to be released in late 2018, so stay tuned!

Data management enhanced

More data is being produced with time. With improved AI and advanced big data analytics, data coming from various sources can be used to create the necessary products wanted by consumers. Everteam now integrates an Enterprise Data Integration Tool that facilitates data movement from its source to a specified destination in a streamlined and automated, real-time or batch approach while undergoing a set of Extraction, Transformation and Load (ETL) operations to meet the desired outcomes. Extremely large data sets ingested are then stored into the Big Data structures managed by Everteam.

Uses of big data have been able to show positive measures in productivity throughout the years and especially in 2018, covering industries vital to society. Fraud and crime, tax, healthcare systems, government documents and many other aspects have are now easy to wrestle. Built-in data analytics in applications facilitating big data analysis. In short, AI with big data is a great opportunity providing platforms that are easy to install, manage and code.

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How Analytics Help You Manage Your Information Silos

Over time, companies accumulate large amounts of data across different systems and tools, creating information silos. For many organizations, it’s difficult to manage shared access to these silos and control that access.

At the heart of most information siloes we find the management of the “document” with its two levels of complementary information, united and inseparable:

  • The document itself
  • The metadata, attached to the document that facilitates access to the document. Metadata provides classification, security and permissions (authentication) for the document. It also enables interoperability.

The challenge is that internal staff often find the process of capturing metadata tedious and complex, and are abandoning metadata assignment. But search engines depend on metadata to organize information and improve search queries. Without it, documents are indexed by file only, leading to a loss of control over the information. This loss of control has the potential to drive major risk to the company:

  • The dilution of information with high added value
  • Increased risks of non-identification of binding documents
  • Non-compliance with regulatory requirements for the retention and destruction of documents
  • The continuous rise in volumes stored on expensive and unsuitable media

There are many solutions that can manage these information silos including SharePoint, Box, Google Drive, Everteam and others. Often, organizations have more than one solution in place. And therein lies a big part of the challenge.

How analytics can help

Analytics technologies support the combination of innovations born of Big Data and Machine Learning. In other words, it is possible to analyze large volumes of data (including unstructured information) thanks to the power of file and content analytics and make sense of it automatically. Analytics can take away the need for knowledge workers to manually add metadata to documents. It does this by applying machine learning algorithms analyze the content of a file and automatically add the appropriate metadata information.

The best analytics solutions work with both structured and unstructured data in the same search interface. Analytical tools can completely reconfigure the exploitation of information on several levels.

From an operational point of view, Business Divisions can:

  • Quickly access relevant information, including in multisource and multilingual contexts
  • Expose information from duplicate or obsolete documents
  • Quickly identify all the company’s binding documents
  • Capitalize effectively on the storage repositories

Analytics technologies can also control a number of risks related to the unavailability or expiry of information. They can put General Management in a position to respond to the regulatory obligations inherent in its business and sector of activity. And they contribute to the proper running of the business by providing an effective and efficient service to internal customers, better able to meet the standards of their profession.

Finally, IT Departments see their work get easier and IT costs decrease by controlling storage and backup budgets, reducing the costs and delays of migration from one silo to another and, lastly, the perpetuation of stored formats.

Want to understand more connecting your information silos with analytics? Download our File Analytics datasheet.

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