ENTERPRISE RECORDS MANAGEMENT
Manage Hidden Liability in Your Legacy Data

Detailed understanding of all enterprise data assets is one of the top challenges for any records manager.  It is easy to understand the current user data, which resides on networks and file/email servers, but significantly larger volumes of data exists on legacy backup tapes stored in offsite vaults.  These tapes contain many years of disaster recovery backups that are no longer required; however, they contain records that are critical to business users such as legal, compliance, and security.  A solid records management strategy must not only develop policies for the current network data, but also take into account this legacy data which contains historical intellectual property as well as content that could be a liability to the corporation.

Policies cannot be executed without detailed knowledge of user data.  The challenge is that the volume of data is significant and growing every day and exists in complex formats and locations.  Email servers, networks, and even backup tapes all contain valuable data assets.  Knowing what data exists applying policy, and moving only what is needed into an archive for safe keeping, is a challenge.  More importantly, legacy data on backup tapes is not typically addressed.  The majority of the content on tapes, emails and documents, is of no value and will be a liability if kept.  Taking action on this content, purging what is no longer required (typically more than 95% of the content) and extracting the relevant data to an archive for safe keeping is critical to managing liability and executing proper information governance strategies.  Knowledge is the key to taking action.

Solution:

Companies must be able to identify and secure specific documents and emails according to policy.  Finding and managing sensitive contracts, intellectual property and email communications needs to be enabled so that legal teams can quickly respond to current and future litigation and protect the corporation from liability.

Index Engines Approach:

Index Engines solution's have been deployed by organizations worldwide to help them understand their data assets, apply policy and take action, hence managing liability.  Index Engines solutions provide the following:

ACCESS: The only solution that searches across all enterprise content, from network data to backup archives.  Data on user's desktops and file servers is just a small portion of what exists in the enterprise.  Corporate IT departments have been backing up data for years for disaster recovery and this data has been archived and stored for safe keeping in offsite storage vaults.  Index Engines is the only solution that enables search across current data along with legacy data hidden away on backup tapes.  Without Index Engines solutions, discovery and records management strategies are compromised by only seeing a small portion of the data.

EFFICIENCY: Designed with large scale enterprise deployments in mind, this engine is the fastest indexing platform on the market that efficiently scans corporate data and indexes the content making it searchable.  Automated queries monitor the data sources and rapidly deliver sensitive content when it's needed.  This efficiency allows quick access to important records so you can manage and archive it from the large volumes of irrelevant data.

COST EFFECTIVE: With complete knowledge of the data, including legacy content archived on backup tapes, records managers can now apply policy and remediate a large percentage of historical content.  Typically this process will recoup legacy data storage costs and simplify the management of corporate data centers.  Companies will find that Index Engines solutions will pay for itself within a year by trimming the amount of data a corporation stores, as well as by helping to mange long term liability.