Manage risk and liability of unstructured user data
Organizations store too much data. While some of this unstructured data is required for legal or compliance needs, the bulk of the files, including email, is of no business value and will become a liability over time if not proactively managed by your information governance policy.
However, unless legal teams work hand-in-hand with IT organizations, policies are often neglected and IT will continue to hoard user data – putting organizations at regulatory and legal risks.
Index Engines enables legal and IT to form an effective information governance policy by providing a detailed index and profile of what information exists. Through this process, policies reflect the data being created, dispositions can be automated and storage platforms can be audited.
Data profiling for information governance
Data Profiling supports information governance by examining data from all sources and providing insight to what exists. By collecting metadata-level information from the content, data profiling creates searchable and reportable information including owner, age, file type, location, last modified, duplicates and more.
For those that require a deeper view into content, a full text data profile is available to support more detailed reports on sensitive content such as personally identifiable information (PII). Using the file analysis developed from the data profile, you will have a clearer picture of the type of data that exists and what policies need to be put in place to manage the information governance policy.
Achieve Compliance through information governance
Using Index Engines' intuitive user interface, policy queries can be created, stored and scheduled. Index Engines can then apply policy against all user data and email including data in offline backup tape archives. Many organizations have significant stockpiles of user content archived on backup tapes that is ignored until it is leaked through a data breach or audited through a regulatory agency.
Applying an information governance policy to this content and cleaning up the legacy environment controls long-term liability of historical content on these tapes. Policy can mandate that data is moved to an archive, preserved data for legal hold, duplicate content be removed, sensitive data becomes encrypted and what has no business value is defensibly deleted.
For organizations that have struggled to develop or enforce information governance policies, data profiling simplifies the process and reduces overall costs. Largely, the process of developing a sound policy is significantly simplified.