Everteam.discover
Organizations have accumulated vast amounts of file-based content, whether it is in shared folders on network drives, in SharePoint or in cloud-based “file sync and share” systems like Box and Google. Everteam’s Information Governance capabilities include powerful file analytics technology that leverages natural language processing and machine learning technologies to help you find, analyze and organize this content.
everteam.discover allows users to connect to any file repository, searching through terabytes or petabytes of information, to identify duplicate and obsolete files as well as files that contain private or sensitive information.
Once identified, you can defensibly dispose of duplicate and obsolete content, and move PII content to a secure location. You can also enhance the metadata associated with the remaining files based on each file’s content. That means you can reorganize content using on a predefined taxonomy or file plan, while at the same time assign a record type to each item to associate it with a retention rule that governs how long it is kept.
The end result is a vast reduction in the number of files stored, an understanding of the files retained and a plan for managing those files through a defined retention period.
Typically, the connect and discover steps result in a reduction in the volume of the stored content of from 40 to 70%.
Everteam.discover Solution BENEFITS
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For Business Users
- Connect to relevant, up-to-date information in a multi-source, multi-lingual context (consolidated view of all information by a variety of filters)
- Effectively cleanse sources of information by eliminating duplicates, obsolete documents, previous versions, etc..
- Organize information by applying file plans or predefined taxonomies and enhancing metadata.
For the IT Department
- Sustain the company’s most engaging documents storage formats (identifying obsolete formats for conversion).
- Reduce time and costs for migration preparation or archiving
- Perform mass operations on isolated file batches (indexing, exporting, organizing).
For the Corporate Strategist
- Get immediate value on multi-source, multi-language Big Data information
residing in Network file shares, SharePoint, Office 365, Box, Google Drive, email systems, document management systems, etc.. -
Meet regulatory obligations by associating required documents with retention schedules and appropriate archival methods.
Everteam.discover FEATURES
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- Automatic indexing of the technical characteristics of the files: by age, date of last access, format, size, language, classification tree (Surface scanning)
- Automatic analysis of document contents (Deep scanning)
- Extraction of entities named standard (Person, Places) or based on the organization’s data (Product Code, Client No. …)
- Automatic categorization by learning or based on a semantic repository
- Cleaning or verification of file shares (identification of duplicates, obsolete formats…)
- Dashboards, display in the form of dashboards statistics and clickable facets
- Highlighting terms found as a result of a search, salient terms, named entities extracted
- Advanced search:
- Rebound on “similar” documents
- Multilingual Search
- Management of security and access rights in the source applications
- Pre-configured actions applicable to a batch of results:
- Enhancing file properties on the fly (Archiving Repository Code corresponding to the Document Type …)
- Delete or move files from one source to another, convert them, pour them into Everteam archive or case
File shares Remediation: Connect to file shares to find duplicate and obsolete files and process for deletion.