Category Archives: SharePoint

Effective Information Governance Requires Effective Enterprise Technology

Information governance is the compilation of policies, processes, and controls enforced and executed with effective technology to manage electronically stored information throughout the enterprise. Leading IT industry research firm Gartner states that “the goal of information governance is to ensure compliance with laws and regulations, mitigate risks and protect the confidentiality of sensitive company and customer data.” A strong, proactive information governance strategy that strikes the balance between under-retention and over-retention of information can provide dramatic cost savings while significantly reducing risk.

However, while policies, procedures and documentation are important, information governance programs are ultimately hollow without consistent, operational execution and enforcement. CIOs and legal and compliance executives often aspire to implement information governance programs like defensible deletion, data migration, and data audits to detect risks and remediate non-compliance. However, without an actual and scalable technology platform to effectuate these goals, those aspirations remain just that. For instance, recent IDG research suggests that approximately 70% of information stored by companies is “dark data” that is in the form of unstructured, distributed data that can pose significant legal and operational risk and cost.

To date, organizations have employed limited technical approaches to try and execute on their information governance initiatives, enduring many struggles. For instance, software agent-based crawling methods are commonly attempted and can cause repeated high user computer resources utilization for each search initiated and network bandwidth limitations being pushed to the limits rendering the approach ineffective. So being able to search and audit across at least several hundred distributed end points in a repeatable and quick fashion is effectively impossible under this approach.

Another tactic attempted by some CIOs to attempt to address this daunting challenge is to periodically migrate disparate data from around the global enterprise into a central location. The execution of this strategy will still leave the end user’s computer needing to be scanned as there is never a moment when all users in the enterprise have just finished this process with no new data created. That means now that both the central repository and the end-points will need to be searched and increasing the complexity and management of the job. Boiling the ocean through data migration and centralization is extremely expensive, highly disruptive, and frankly unworkable as it never removes the need to conduct constant local computer searching, again through problematic crawling methods.

What has always been needed is gaining immediate visibility into unstructured distributed data across the enterprise, through the ability to search and report across several thousand endpoints and other unstructured data sources, and return results within minutes instead of days or weeks. None of the other approaches outlined above come close to meeting this requirement and in fact actually perpetuate information governance failures.

X1 Distributed Discovery (X1DD) represents a unique approach, by enabling enterprises to quickly and easily search across multiple distributed endpoints and data servers from a central location.  Legal and compliance teams can easily perform unified complex searches across both unstructured content and metadata, obtaining statistical insight into the data in minutes, instead of days or weeks. With X1DD, organizations can also automatically migrate, collect, or take other action on the data as a result of the search parameters.  Built on our award-winning and patented X1 Search technology, X1DD is the first product to offer true and massively scalable distributed searching that is executed in its entirety on the end-node computers for data audits across an organization. This game-changing capability vastly reduces costs while greatly mitigating risk and disruption to operations.

X1DD operates on-demand where your data currently resides — on desktops, laptops, servers, or even the Cloud — without disruption to business operations and without requiring extensive or complex hardware configurations. Beyond enterprise eDiscovery and information governance functionality, organizations offer employees at the same time, the award-winning X1 Search, improving productivity while effectuating that all too illusive actual compliance with information governance programs.

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Filed under Best Practices, eDiscovery & Compliance, Information Governance, Information Management, Records Management, SharePoint, X1 Search 8

SharePoint Search: Beyond eDiscovery

by Barry Murphy

I had the pleasure of conducting a SharePoint eDiscovery webinar with Patrick Burke of Reed Smith for the OLP last week.  The subject is fascinating because finding, preserving, and reviewing SharePoint content in the litigation/investigation context can be so challenging.  The metadata users add to content (e.g. workflow tasks), the web page interface that creates more native ESI than just a document, and the decentralization of SharePoint deployments make eDiscovery for SharePoint a topic unto itself.  Often lost in this topic is the issue of end-user search of SharePoint.

When I talk about end-user search in SharePoint, most people just assume that the search functionality baked in to the product (Microsoft acquired FAST Search & Transfer several years back) is enough.  In some cases, that will be correct, but in others it does not work to give business users efficient access to information.  Some companies have standardized on SharePoint as an enterprise content management (ECM) platform while others have some departments that use SharePoint for sharing files and managing specific business processes.  In either situation, the reality is that business workers store information in multiple places – SharePoint, email, network file shares, etc.  To find that information is often a frustrating task of switching from application to application only to have a subpar search experience.

Consider the screenshot below of a search experience in SharePoint:

SharePoint blog 1

Click to enlarge

The experience leaves something to be desired in that I have to execute several more clicks on the left to do any kind of filtering and, in the result set itself, it is very difficult to know if any of these are the document I am looking for because I can’t see the document itself.  I would need to open it first.  In addition, as a business worker, I probably don’t know if I should be looking in email, file shares, or SharePoint for the document I need.  I know I saw it somewhere, but can’t remember where.  In this search experience, if I don’t find what I am looking for in SharePoint, I now have to go search my email and then my file system.  It adds up to a waste of time.

Now, consider a unified, single-pane-of-glass approach:

SharePoint blog 2

Click to enlarge

In this user interface, I can search across email, files, and SharePoint.  I can see a full-fidelity preview of the attachment.  I can refine on any kind of metadata.  It is a positive search experience that is helpful and allows me to be efficient.  More and more people realize now that this unified access to information is critically important. That may be why SharePoint guru Joel Oleson said, after a X1 Search 8 product demo, “the great news is seeing unified search across the variety of platforms [email, file shares, SharePoint] in a single powerful desktop product priced very reasonably.”  It’s because business workers really do need that unified interface across all information.  To be forced to move from email to SharePoint just to run a search can be frustrating and time consuming.  For SharePoint administrators, not having to worry about a user’s search experience in SharePoint is liberating.  When business workers and IT administrators are both happy, the world is a better place.

Read Joel Oleson’s complete review of X1 Search 8 here >

 

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Filed under Cloud Data, Enterprise eDiscovery, Enterprise Search, SharePoint, Uncategorized