The need to manage content, whether user or systems generated, is one of the biggest challenges facing IT systems today, IBM state that 90% of the world’s data has been generated in the last two years and a plethora of solutions are available to analyse this Big Data issue, as it has come to be known. However, current IT systems are struggling to be able respond to the needs of Document Management and Records Management solutions (collectively known as EDRMS) when faced with this deluge of data and increasingly the data is being left unstructured. In addition, when organisations implement EDRMS systems, they struggle to migrate the legacy data because it too is largely uncategorised.
These are two of the main issues that Apperception’s DataCube addresses. We deal with large data silos that contain many Terrabytes of unstructured data and make sense of it. We scan it, ingest it into the DataCube and analyse it. We can categorise it and often tell you what should not be there, either because it is duplicated or breaches file retention or data protection policies.
Most importantly for an EDRMS project, we can categorise it. Whether you have an existing taxonomy or would like to create one, the DataCube can provide a solution. For example, we have an existing system for UK Local Authorities that conforms to the Local Government Classification Schema (LGCS) that is able to categorise data for councils into the 750 classification areas that the schema provides. Alternatively, where no existing taxonomy exists, we are able to suggest one based on the required number of categories and the actual data itself. For example, if we want to have 100 categories in our taxonomy, the DataCube analyses the whole data set and creates clusters of documents that are related to each other in terms of their content and the concepts that they contain. The DataCube can even suggest a naming convention for the categories if required. The documents can then be marked (by using metadata) or moved to appropriate file containers ready for ingestion into the EDRMS.
The above approach can be used as a one-off migration project or as an ongoing control. Many EDRMS solutions fail because halfway through the implementation project, they struggle to deal with reality of the data categorisation task when faced with the changing demands of the organisation’s users. Alternatively, even when the system has been implemented, users fail to follow the policies and disciplines imposed by the system. The DataCube is able to assist in both these areas by a combination of scanning, analysis and enforcement, both on the legacy and newly created data.
The DataCube uses the latest content analytical software combined with a range of associated applications, such as eDiscovery tools, protective marking software, a log management platform and a data inventory system to provide a comprehensive platform that analyses and categorises unstructured data. Apperception has used the system also integrates with a range of EDRMS applications, such as Sharepoint, Dynamics, DotNetNuke and Hyperwave to export data from an unstructured dataset to a structured EDRMs solution.
With DataCube, we make these possibilities happen – whether you already have an EDRMS system that you would like assistance with or whether you would like us to help implement one. The DataCube turns unstructured data from a liability to an asset.
Talk to us today.