Most organisations contend with a huge volume of unstructured data (mails, files, collaboration and cloud platforms). As this content grows over the years, it becomes a big black hole of data that, if not managed and controlled correctly, can become an ever-growing serious problem.
One of the biggest challenges with unstructured data is that various stakeholders in the business all have a vested interest in the data but view it at different times and from different perspectives. Essentially, each has a single dimensional view of that data that is separate to that of the other role players within the business.
- The IT guy, who is concerned with storage optimisation, looks at the growing storage utilisation required in the business and knows that he needs to delete data but does not know how to effectively identify what to delete
- The business guy, who is a custodian of the content, knows that the volume of data is growing and has an idea as to which data can be deleted, but is removed from the technology perspective. In order to have changes made to the data he needs to “log a call” as per agreed business practice. He then waits two weeks for a result
- The Compliance team wants to ensure that the business is regulated more stringently, they want to know what is happening to the data and how IT legislation (e.g. POPI) applies to it, including who has access to it, where and how
- The Legal team is involved in managing and containerizing the data for legal reasons, should there be an enquiry that requires evidence
In this scenario what is known as corporate “best practice” results in no one understanding each other and the volume of unstructured data continues to grow while all stakeholders deliberate about what to do.
New File Analysis technology tools directly address these corporate disconnects between stakeholders by consolidating the business data, active directory, IT environment and content into a single application layer and interface. By using the three dimensions that are now included in file analysis toolsets – i.e. Server (infrastructure), Content and Owner – as starting points, the various stakeholders – IT/Business/Compliance/Legal – can now interact with content as per their interest/role without negatively affecting the other stakeholders or wasting time due to cumbersome inter-functional processes.
Through minimal effort a holistic content management strategy can be defined, implemented and most importantly monitored in real time using file analysis tools.
The power of File Analysis technology is that different stakeholders are now able to look at the same content source pool using the same application but having their own unique inputs and different expected outputs/results. This in turn, allows the stakeholders to effectively manage and control cost and risk associated with a rapidly increasing and uncontrolled information storage.