This section is designed to explore the business solutions created by DataCube to combat the issues surrounding the security and handing of an organisation’s current and legacy data. Every organisation is subject to ever increasing demands being placed on them to execute their responsibilities, comply with ever more complex government legislation whilst implementing operating efficiencies.
The increase in tasking; the increased spotlight on Data security; the ever increasing data volumes, coupled with the implementation of operating efficiencies has meant that to ensure document and data security in today’s data processing and also to secure the historic (Legacy) data has meant that it is imperative to look to specialist technology and services to provide a technological answer to these issues.
The typical issues that have been raised in this arena are:
- Organisations although well-disciplined in protecting the physical network from external incursion often do not have up to date Electronic Information Handling policies or enforcement. (i.e. ensuring that agreed document security labeling is understood and utilized.)
- Organisations are storing vast quantities of data, much of it historical (Legacy), often unaware of its providence, its age, its security levels, that it is a duplicate and often ‘dead’ data from people and projects no longer relevant to the organisation, (some estimates say 20-30%).
- Public sector agencies are very keen to ensure that "confidential" documents remain just that. Since April 2010, the Office of the Information Commissioner has had the power to levy fines of up to £500,000 for breaches in data protection
- Since the introduction of the FoI Act in 2000, public sector agencies including local authorities have seen a progressive increase in the number of FoI requests that they are statutorily required to respond to, placing a major and growing administrative burden on them.
In addition, the European Union is in the process of developing new data protection regulations which will, if implemented in their current form, allow the levy of fines of up to a maximum of 1 million Euros or 2% of an organisations worldwide turnover depending on the nature/seriousness of the breach.
These are individually all powerful behavioural drivers and, taken together, strongly underline why organisations are now beginning to take data protection much more seriously than has hitherto been the case.
There is therefore a major imperative to find a technological solution. However, to make any such solution workable, organisations need the capability to label documents and enforce the labelling of documents going forward. To be effective, the organisations need to be able to retro label the hundreds of thousands/ millions of unstructured legacy documents held in their data storage and archives as a starting point.
Are you drowning in the data you receive- let alone the data you already have?
- Do you worry that you might lose confidential data?
- Do you know where your confidential data actually is?
The operational processes to cope with these competing demands are technically complex, difficult to manage and costly. They are impossible to achieve without specialist technology and services.
We have developed the DataCube which integrates a range of tools and techniques to overcome within unstructured data sets the many data management issues such as Legacy Data-meaningfully labelling it; the execution of proper Retention policies; creation of meaningful Common Taxonomies- either automatically or by creating a personalized schemas; Auto Categorising the data into the categories; Bridging the divide over disparate data systems, exercising Governance and data loss protection (labelling) policies and the justifiable deletion by cleansing of all data by concept and content not just titles.
The DataCube works on the principle that it utilizes its unique search capability to relate concepts during its search process, thus allowing similar topics to be gathered despite being expressed differently in the documents. This then gives a very powerful base upon which to run services; the ability to take all historic unstructured data and sort it into categories, either dynamically by instructing the DataCube how many discrete categories or clusters you require, or in the case of an existing classification schema such as the Local Government Classification schema (LGCS,) sorting each document into its relevant classification, and its security level. This enables harmonization of different document handling systems, Enquiry capability over many differing data sets, data categorisation into Industry schemas such as the Local Government Classification Schema (LGCS) and the ability to retro-label the legacy documents.
“Walmart collects 2.5 petabytes of data every hour from customer transactions- that’s 50 million filing cabinets worth!!!
It also gives a lightning fast search capability –exemplar based or free-format, again based on content (and content concepts) interrogation of the entire data set, irrespective of its structure, which could allow Freedom of Information queries to be swiftly dealt with; corporate enquiries, data protection and Fraud enquiries can be speeded up by the querying of all the data.
The ability to understand the data set also gives rise to the discovery of many aspects of data normally unobtainable in a reasonable timescale; activities such as e-Discovery, Email threading searches by content and/or people across the organisation and incoming mail systems, textual duplicates and near duplicates, meta data tagging and an Aged Document facility to sort by content documents which are legally allowed or mandated to be destroyed because of their age.
No matter what condition or location your data is in, DataCube enables you unlock and discover every aspect of its content.