• Solution for Legacy Data Cleanup and Content Migration

Keep valuable content in-place

End-users will always favor the use of the application in which they created and stored their documents. For most of them it does not make any sense to move it to another system at least until this content becomes irrelevant from their point of view. Context is key and needs to be preserved as much as possible. Therefore, any modern information governance system will try to govern content in-place as much and as transparently as possible.

Automatically move content to a more affordable storage tier over time

However, after a certain period content starts to lose some of its utility vis-à-vis business end-users goals and objectives and needs to be only kept for legal, regulatory or historical reasons or just in case of. It then makes no sense to keep these content items in some expensive, often On-Prem based, content repositories. Content can be archived at that time into a more affordable storage tier.

However, without an automated mechanism to automate the move of content over time, it is difficult for the IT department to know which content items to move and which one to keep in-place. Moreover, not all content is equal and some type of content might have to stay onPrem and some other might have to live within a certain geographical boundary for legal reason. That’s why companies tend to wait until the last minute (aka the decommissioning of the old content repository) and to manage complex one-off migration projects rather than implementing smooth, time-based, content orchestration from one storage tier to another according to its type and associated lifecycle rules.

Huge cost savings could however be done if an IG platform is used to drive and decide which content can be redirected where and automate the orchestration of these movements over time.

1
2
1

Metrics on the current storage systems related to the type of content, volumes, size, etc.

2

Define lifecycle policy to automate the content move from one storage system to another.

Get rid of the electronic trash

Finally, most content repositories contain a lot of electronic trash prior to putting them under governance. Legacy data also have often little or no metadata configured to properly define each document. To properly govern legacy content a file analysis and metadata enrichment phase needs then to be put in place. This phase will result in some form of triage resulting in a list of ROT (Redundant Obsolete and Trivial) content immediately deletable, a list of over retained records or sensitive documents which will have to be disposed of from a defensible manner (aka after proper classification and cataloguing in an Information Governance system) and the rest of the files which will be put under governance and will become some known and managed information assets.

50%

of stored data is ROT

85%

of stored data have no proper metadata configured

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