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Improve ROI and Productivity with Content Cleansing and Enterprise Search

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80% of information growth today is in unstructured content and many companies are looking for ways to help identify and manage strategic records, satisfy stringent regulations, reduce the amount of content stored and increase employee productivity.

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Improve ROI and Productivity with Content Cleansing and Enterprise Search

  1. 1. Improve ROI and Productivity with Content Cleansing and Enterprise Search August 27, 2013
  2. 2. Our Speaker Ed Rawson Principal, ECM Practice • 30-year veteran of Enterprise Content Management • Presents at a number of conferences and events for associations • He is a published author of white papers, co-authored two books and blogs on ECM/CI topic • Helps organizations across industries align content management and governance solutions with business direction to maximize the return on investment and maintain compliance • Leverages his extensive experience to implement content lifecycle, content analytics, information governance and content intelligence programs using the latest technologies and best practices 2
  3. 3. Content is “EXPLODING” CONTENT Volume 12 terabytes of Tweets created daily Velocity 5 million trade events per second Variety 4 terabytes Per site/day average surveillance video 15petabytes of new information daily 500 million Call detail records per day 80% information growth is unstructured content…… • The amount of information available to organizations is exploding daily • According to one source, it doubles every eleven hours • Within every company there are terabytes of unstructured content. • Content is growing faster than can be controlled by current methods. • Companies are just keeping everything with a large cost and compliance exposure • Companies are exposed to much high compliance risk and very costly discovery • Knowledge workers spend too much time looking for information to complete a task 3
  4. 4. Anatomy of the File Share 6% 18% 24% 48% 4% Active, Known, Relevant Stale Duplicates Unknown Non-business related Results from customer assessments Stale is defined as files not accessed or modified for 6 months In most cases 60% to 70% of the content in a file share is unnecessary Typical Structure “The best way to reduce the amount of content – delete it” - Sheila Childs, Research VP, Gartner ~24% of unstructured data is actively used ~48% is stale: not touched in 6 months ~18% are duplicates ~6% is unknown or orphaned ~4% is not business related – pictures, mp3, etc. 4
  5. 5. 6% 18% 24% 48% 4% Active, Known, Relevant Stale Duplicates Unknown Non-business related Results from customer assessments Stale is defined as files not accessed or modified for 6 months Types of Content • Business records that must be retained and preserved for legal, audit and business continuity reasons. • Knowledge records – information assets and reference material that are the basis for the day-to-day operations of the company; and in some cases these information assets may be the primary source of revenue for the company. • Electronic communications – some of which is linked to business records and must be retained and managed as such. • “Junk Content” that should be deleted. If this is a typical company, the volume of this junk content is much larger than many would like to believe. Anatomy of the File Share (cont’d) 5
  6. 6. Content Cleansing • Content cleansing is the methods and tools use two surface the relevant content within any unstructured data store. • By surfacing the relevant content allows for updating current taxonomies, classification, records retention plans and build defensible disposition plan. 6
  7. 7. Content Cleansing Process 7 .PDF Cloud File Shares Content Classification Process Requirements , Polices , Taxonomies , Dictionaries , etc . Existing Content File Shares and Repositories Analysis Classification Disposition Requirements Process Content Inventory File Types Age Last used Volume File Size Cleansed Business Information BPM BI/BA Enterprise Information Management Enterprise Search Disposition File Stores and Shares XML .pst July 23 ,2013 – Content Intelligence CER Content Intelligence Content Cleansing and Classification Process
  8. 8. Enterprise Search • International Data Corporation IDC published a report, “The High Cost of Not Finding Information”, and other studies show that knowledge workers spend at least 15 to 25% of their workday searching for information and only half of the searches returning useful information 8
  9. 9. Source: Government Authority Survey of 287 Users with Google Search Appliance Alone and Google Search Appliance + Smartlogic Semaphore Enterprise Search Relevancy Status Green Time 15s 30s 60s User Search Experience Info found in first 3 results Info found between results 3-10 Info not found in first page of results (10) User re-conducts search Yellow Red Assumption: Users are performing 10 queries per day on average Fully loaded cost of an employee averages $75/hour $1.25 per 60 seconds of search versus $150 for average 2 hours of searching for content that is never returned 9
  10. 10. Client Case Studies Major Credit Card Company • In a recent project a major credit card company had so many legal holds that they All their content in a file share data grown to over 2 PB. • This was costing them literally millions of dollars storage costs litigation costs and the inability to access relevant information. • After completing the content cleansing and classification process the relevant knowledge base dropped to only 300 TB and within six months of completion the Corporation save over $2.8 million with ongoing cost savings of $1.3 million per year. Major Electric Utility • Significant loss in intellectual capital due to aging workforce • Inability to track, monitor and audit the length of time content was retained • Determining ownership of the 50TB of content across multiple business entities rendering the inability to place legal holds on content as required for litigation • Growth of content that was increasing at a pace of 1TB/month • After completing the content cleansing, classification process and defensible disposition, • Improvements in search relevancy of the valid content by 60% • Reduce content storage cost (approx. $1.2M savings) • Enable a migration strategy of the valid content after analysis was performed • Increased productivity as a result of improved search, relevance capabilities • Lowered Compliance Risk 10
  11. 11. Let’s Review Cleansing Content allows for: • Lower Storage Costs • Increased Productivity • Exploiting the Business Value – i.e. BI, BA, • Increased Customer Service • Content Life Cycle Management • Lower Risk and Greater Control of Assets • Increased ROI with Lower Storage Costs and Increased Productivity • Happy and Productive Work Force 11
  12. 12. • Detail Requirements • Taxonomies • Records Retention Policies • Classification Policies • Content Inventory • Defensible Disposition • Auto Classification Next Steps 12
  13. 13. Daily unique content about content management, user experience, portals and other enterprise information technology solutions across a variety of industries. Perficient.com/SocialMedia Facebook.com/Perficient Twitter.com/Perficient 13
  14. 14. 14 Perficient is a leading information technology consulting firm serving clients throughout North America. We help clients implement business-driven technology solutions that integrate business processes, improve worker productivity, increase customer loyalty and create a more agile enterprise to better respond to new business opportunities. About Perficient
  15. 15. • Founded in 1997 • Public, NASDAQ: PRFT • 2012 revenue $327 million • Major market locations throughout North America • Atlanta, Boston, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver, Detroit, Fairfax, Houston, Indianapolis, Los Angeles, Minneapolis, New York City, Northern California, Philadelphia, Southern California, St. Louis, Toronto and Washington, D.C. • Global delivery centers in China, Europe and India • ~2,000 colleagues • Dedicated solution practices • ~85% repeat business rate • Alliance partnerships with major technology vendors • Multiple vendor/industry technology and growth awards Perficient Profile 15
  16. 16. Business Solutions • Business Intelligence • Business Process Management • Customer Experience and CRM • Enterprise Performance Management • Enterprise Resource Planning • Experience Design (XD) • Management Consulting Technology Solutions • Business Integration/SOA • Cloud Services • Commerce • Content Management • Custom Application Development • Education • Information Management • Mobile Platforms • Platform Integration • Portal & Social Our Solutions Expertise 16
  17. 17. Thank you for your time and attention today. Please visit us at Perficient.com 17