Tag Archives: SharePoint

With Search, What Are We Looking For?

by Barry Murphy
Needle haystack

Recently, I was contacted by an X1 user and fan and he asked me, “why isn’t X1 more famous?”  His point was that X1 Search 8 solves a problem that every company has – people can’t find their information.  They are unable to find that one email or document that they know exists, but that they just can’t remember where they put it.  This X1 fan happens to be a consultant that works with many, many companies and reported that, no matter what client he visits, all have workers that constantly complain about not being able to find what they are looking for.

It can be a marketer’s nightmare to have someone ask why your product is not more famous, but it was a question I had already been giving some thought to.  Part of the challenge when it comes to the “search market” is that most people think of Google when they think of search.  Google is easy to use and helps everyone navigate the Internet much more efficiently.  But, web search is a much different beast than search within a company.  The reality is that 80% of what business workers are looking for exists in their email, file shares, desktop folders, or SharePoint sites.  The worker knows the content exists, has an idea of what he/she is looking for, but simply doesn’t know where it is.  But, when enterprise search solutions were first rolled out, they were built like web search solutions – as if someone wasn’t really sure what they were looking for.

The misperception that the Google search paradigm can apply within the enterprise resulted in enterprise search solutions improperly conflating several search use cases.  But, web search and big data analytics – the new search du jour – are very distinct search types that require features and functions specific to their own unique workflows and use cases. Refashioning big data analytics or web search tools for enterprise search is a recipe for failure and certainly not an end-user driven requirement.

Big Data and the business intelligence (BI) tools built to address Big Data are hot topics.  And BI can deliver some very good information to workers that are managing structured processes.  Every company has deployed some kind of BI tool, but – as our consultant fan let us know – every company still has the problem of business workers not being able to find information.  That is because, when it comes to business worker search, the human brain is the most powerful analytical engine for business productivity search.  Other search solutions have sophisticated algorithms that try to predict things like document taxonomy classifications.   That can be useful at times, but not to enable search for the business worker because the interface and workflow are not designed for business productivity search.  Additionally, analytics-driven solutions require a lot of hardware to make those algorithms churn.

There is a more cost-effective way to solve the problem and ensure that business workers will stop complaining – deploy a search solution with a user-friendly interface that allows humans to use their brain to filter and sort through their information assets.  X1 Search 8 can do that – and do it in today’s virtualized and Cloud-heavy environments.  It is time to realize what business workers are really looking for when they turn to search tools – the one document they know exists that has the information necessary for them to do their jobs in any given moment.

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Filed under Desktop Search, Enterprise Search, Hybrid Search

Federal Government Agencies Face Information Management Challenges, Too

by Barry Murphy

Many moons ago, one of my first projects as an analyst with Forrester Research was to find the answer to a seemingly simple question: what is the industry standard for storing new types of electronic information such as X-rays and other images?  The client was a government agency that needed to store these records long-term and anticipated potentially needing to produce them in court many years in the future.  fed image 2As such, the agency needed to know how to store and find these records.  The answer proved to be anything but simple – in reality, the answer was that there was no “standard” for storing this new type of content.  My investigation into the topic led me to find this new market called eDiscovery and the rest is history.

The experience was interesting because it was my first foray into working with the Federal government.  I went into the experience with the assumption that Federal agencies would somehow be more advanced in their information management efforts.  Records management, after all, was (and still is) very important in government.  But, government agencies are just like other organizations – struggling to keep up with exploding volumes of digital information, under the gun to respond to information requests (whether it is in response to Congressional inquiries, regulatory requests, or litigation), and dealing with the needs for more modern IT infrastructure elements like Virtual Desktop Infrastructure (VDI).

The only difference between government agencies and other organizations is that agencies may be under even more stringent rules for complying with investigations and for dealing with digital information management.  President Obama’s Managing Government Records directive mandates that agencies manage electronic information as stringently as paper records have traditionally been managed.  Agencies are under even more of a microscope than corporations, yet face the same information management challenges.  Information assets are scattered across email, file systems, disparate SharePoint sites, and Cloud-based repositories.  In addition, some agencies adopt newer IT infrastructure elements such as virtualization and cloud computing to stay relevant.  For example, the Department of Energy deployed a virtual desktop infrastructure (VDI) in order to enable worker mobility (Source: Zurier, Steve. Agencies Deploy VDI with an Eye Toward BYOD. Fed Tech Magazine, March 18, 2013). VDI allows agencies to implement initiatives like BYOD while maintaining top-notch security.

Keeping up with modern IT infrastructure, while simultaneously responding to thousands of information requests each year – whether it is in response to Congressional inquiries, regulatory requests, or litigation – is a challenge.  Before assuming that government agencies have the process under control, consider this: according to Deloitte’s Seventh Annual Benchmarking Study of Electronic Discovery Practices for Government Agencies, only 59% of respondents believed their agencies were effective in deploying eDiscovery capabilities compared to 73% in the previous year (Source: Deloitte’s Seventh Annual Benchmarking Study of Electronic Discovery Practices for Government Agencies, Spring 2013).

Why the drop in confidence?  Part of the reason is that traditional search and eDiscovery products fail to effectively support agencies’ IT environments in a way that creates a true solution.  Rather, traditional products have agencies creating centralized eDiscovery labs that require copying information from various systems to a central eDiscovery location.  This is both time-consuming and expensive.  To learn how to address information management challenges in federal agencies, click here to download a whitepaper that outlines the critical problem, its legal compliance implications, and compelling solutions that help agencies develop built-in search and eDiscovery capabilities that reduce costs and improve operational productivity.

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Filed under Information Management, Records Management

Highlights from Reed Smith’s SharePoint eDiscovery Webinar

by John Patzakis

Reed Smith recently hosted an excellent webinar on SharePoint eDiscovery challenges, led by Patrick Burke with the firm’s eDiscovery team. The webinar featured a substantive and detailed discussion on the nuances, pitfalls and opportunities associated with eDiscovery of data from SharePoint sites. This topic is very timely as the majority of enterprises are deploying the Microsoft platform at an accelerated rate, with the solution reaching $1 billion in sales faster than any other Microsoft product in history. Burke noted that “SharePoint has exploded across corporate networks, and are filling rapidly with ESI,” but that “the bad news is that it’s not centralized. There is no single place to go to search through the ESI across an organization’s SharePoint sites to identify which SharePoint Site holds the ESI you’re looking for.”

As SharePoint enables enterprises to consolidate file shares, Intranet sites, internal message boards and wikis, project management, collaboration and more into a single platform, it provides significant operational efficiencies as well as eDiscovery challenges. The vast majority of current SharePoint deployments are versions 2007 or 2010, and neither have meaningful internal eDiscovery or even export features. This is one reason why SharePoint eDiscovery is fraught with over-collection, resulting in much higher costs and time delays that what is typically seen with other similar data stores such as email servers and file shares.

In addressing best practices for eDiscovery of SharePoint sites, Burke advised, among other key points, that the litigation hold process must not only involve individual custodians but the SharePoint administrator as well: “As it usually isn’t feasible to search all an organization’s SharePoint sites, the first step is to talk to the key custodians (through litigation hold questionnaire processes) and ask them which SharePoint sites they use (to identify) relevant ESI.” From there, “the cross-check involves talking with the SharePoint administrator, who can look up all the SharePoint sites to which the custodian’s belong.”

A full video recording of the webinar can be accessed here >

Appliance-based eDiscovery solutions or remote collections do not work as it may take weeks, if not months, to copy a multi-terabyte SharePoint site over a network connection and a large corporation may have several dozens of SharePoint silos from which to collect.  Manual collection efforts, which are geared toward mass “data dumps,” are also time consuming and are typically very costly due to the extensive processing and data massaging required to put the SharePoint data back into context.

Instead, what is needed is a solution such as X1 Rapid Discovery can quickly and remotely install and operate within the same local network domain to enable localized search, review and early case assessment in place. X1 Rapid Discovery’s full content indexing and preview of native SharePoint document libraries and lists, as well as its robust search, document filters, intuitive review interface uniquely enables targeted and contextual search, preservation and export of SharePoint evidence in its native format. In fact, we believe it is the only solution available that enables true in-place early case assessment and eDiscovery review of SharePoint sites, including iterative search, tagging and full fidelity preview in place, without the requirement to first export all of the data out of the platform.

To learn more, sign on to the recorded webinar or please contact us for a further briefing to learn how to save your organization or your clients tens of thousands of dollars on litigations costs associated with SharePoint.

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Filed under Best Practices, Case Law, eDiscovery & Compliance, Enterprise eDiscovery, Information Access, Preservation & Collection

X1 Rises Again

Computerworld logo

Earlier this month Robert Mitchell at Computerworld proclaimed that X1 had reemerged in the world of search with X1 Search 8, the new release of our flagship and industry-leading X1 desktop search. (See: X1 Rises Again with Desktop Search 8, Virtual Edition). I think Computerworld is spot on and aptly describes the response and success of X1 Search 8. X1S8 (or “8”) is major advancement of X1 Search.  As mentioned on our recent webinar showcasing X1S8, I wanted to thank our hundreds of thousands of loyal and longtime X1 customers, plus many of the new customers joining us in recent weeks since our highly successful launch of 8.

Overall the response has been tremendous! Since the May 7 release, we have seen shattered sales records coupled with very exciting feedback from our customers, new and old. Based upon the feedback, three improvements to X1S8 are particularly resonating. One is the new and streamlined interface that, combined with a faster and more responsive product, provides an enhanced and highly intuitive user experience. Second, our business users from enterprises large and small are very happy with the built-in and integrated SharePoint support (see video here). And finally, the unique support of virtual desktop infrastructure (VDI) demonstrates that X1 is once again a cutting edge technology that supports our customers’ current as well as future requirements.

X1 has always been a great solution. In July 2010, Network World declared the previous version of X1 to be the leader in its class, selecting X1 as its Clear Choice winner ahead of competitors such as the native Windows Outlook search and Google desktop search. Perhaps not coincidentally, after Network World anointed X1, Google shortly thereafter announced the end of life for its desktop search. Additionally, with Windows 8, Microsoft is apparently moving away from integrated desktop search as the latest Windows OS no longer features a federated search option.

What this means is that X1 not only has risen again, but has a clear lead in the field of search as 8 is a major upgrade to our award-winning previous version. This is particularly true given the virtualization capabilities of X1S8, which we will now be rolling out to many large enterprises that previously could not support any desktop search within their VDI environment. We believe that eventually desktops will be hosted in the cloud, which will require a cloud-based virtual desktop architecture, which X1 already and uniquely supports. So X1 is ready for the cloud when our customers are.

Recently X1 has enjoyed the support of a number of investors who have enabled us to double down on our support of current customers and the development of next generation search and eDiscovery solutions to support enterprises large and small. This includes our enterprise eDiscovery strategy, but it also means channeling additional resources into our core X1 desktop search technology. Look for more innovations to support our loyal customer base including new mobile support, and search of hybrid cloud. And if you haven’t yet seen X1 Search 8, please take it for a spin with a free trial available at this link.

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Filed under Desktop Search, Virtualized Environment