Gobierno y análisis de datos no estructurados

Gregorio Gómez Amor

Director Enterprise Content Management

IBM España, Portugal, Grecia e Israel

Real Academia Española 13 Junio 2014

Agenda09:30 ¿Cómo hacer que mi información cumpla con las normativas vigentes?

Gregorio Gómez Amor, Director Enterprise Content Management, IBM España, Portugal, Grecia e Israel

09:40 Gobierno del dato no estructurado: tendencias, retos y soluciones inteligentes

Dr. Donald Macfarlane, JD, PhD

Information Lifecycle Governance: Legal, Regulatory and Compliance Solution Consultant

10:10 Propuesta de valor y estrategia de IBM para Information Lifecycle Governance

Carlos García Sanz, Vendedor especialista soluciones ECM, IBM

10:40 Demostración práctica

Hector Casals Méndez, Técnico especialista ECM, Information Lifecycle Governance , IBM

11:00 Analítica del dato no estructurado - Enfoque y soluciones

Francisco Izquierdo Catalán, Técnico especialista en gestión de analítica de la información, IBM

11:25 Conclusiones y cierre

11:30 Cóctel

12:15 Visita guiada a la Real Academia Españoa

¿Cómo hacer que mi información cumpla con las normativas vigentes?

¿Tiene ficheros y ficheros compartidos que sabe que no se han usado durante años

y que le gustaría limpiar? A lo mejor consecuencia de una fusión o adquisición que

están consumiendo infraestructura y que pueden suponer un riesgo para su empresa.

¿Cuánta información de este tipo cree que puede tener?

¿Cuánta información no estructurada cree que puede tener en ficheros, páginas web

de colaboración y emails?

¿Tienen archivos de correo o conjuntos de datos que se han quedado de actividades

de migración de datos?

¿Están hoy estos conjuntos de datos y ficheros en un proceso de e-discovery?

¿Qué cantidad de sus datos cree que está duplicada?

Gobierno del dato no estructurado: tendencias, retos y soluciones inteligentes

Dr. Donald Macfarlane, JD, PhDInformation Lifecycle Governance: Legal, Regulatory and Compliance Solution Consultant

Enterprise Big Data Dilemma

Data capacity in enterprises is growing at 40% to 60% year over year due to a number of factors, including an explosion in unstructured data, such as email and documents that have to be stored due to regulatory requirements that continue to evolve and change.

Gartner

Source: Gartner

For many organizations, improving information economics is vital

$4M

per petabyte to store

$18K

per gigabytein eDiscovery

>40%

annual data growth budget growth

1%

Rising information volumes, costs and risks, as well as declining values and budgets

Information value declines over time, but cost and risk do not; rising volume puts tremendous economic pressure on legal, business and IT

Cost

Risk

Value Cost-to-Value Gap

Risk-to-Value Gap

1 Source: Big data: The next frontier for innovation, competition, and productivity McKinsey & Company, 2011 Study2 CGOC 2012 Summit Survey3 Gartner e-discovery Report

• Information volume doubles every 18-24 months in most organizations

• 90% of the world’s information was created in the last 2 years1

• It costs $18,000 to do e-discovery on 1 gigabyte3

• e-discovery consumes as much as half of litigation budget

• It costs $4 million to store 1 petabyte of data

• Data storage will consume 20% of most IT budgets

Typical organization dynamics: 1% of data is on litigation hold and 5% is subject to regulatory obligation25% has current business value68% of data is debris that should be disposed – its cost and risk exceed its value2

Do Nothing Scenario and Changes to European Law

Exponential information growth

Outpaces IT budget

Outpaces risk control systems and processes

Quantity and accessibility increase discovery risk and total litigation cost exposure

Accessibility, reliability and utility undermine decision processes

Integrity and accessibility compromise financial reporting

Reliability, integrity and accessibility impact business performance

Data

Risk

Litigation Cost

Reliability

Outpaces business system capacity and compromises accessibility in key business processes, litigation discovery

Right to be forgotten - Judgment in Case C-131/12, Google Spain SL, Google

Inc. v Agencia Española de Protección de Datos, Mario Costeja González

Banks fined record €1.71bn by EC over rate-fixing cartel scandal

Data volume is exploding—but IT budgets are flat

or only slightly increasing.

•IT staffing is not expected to increase proportionally

•70% of IT spending is keeping the business running

The value of information is not aligned with the

cost of managing the information.

The business environment is becoming more

complex, with more regulations, more rules—

and more litigation.

Over retention introduces IT burden and

increases risk.

The effect of uncontrolled growth

Data growth affects multiple stakeholders

Director of IT

• Pressured to simplify environment

• Has large storage spend—and it is

growing

• Sees backup and system

maintenance windows shrinking

• Needs more hardware (and more

frequent) refreshes to maintain

performance

• Needs to redirect staff to support

legal requests

• Not clear about what data is

important and what can be deleted

Flat budget, limited

resources and unreal

data growth

General counsel

• Sees tremendous risk in over

retention

• Depends on IT for initial collection,

which takes time and often needs

multiple passes

• Not confident that all data is

collected and properly placed on

hold (local archive files etc)

• Sees cost of external review

rocketing

• Worries about lack of control on

information sharing: data loss

prevention through email, privacy,

Sensitive Personal Information

Growing volume of

litigation and more

regulations than ever

Business user

• Does not know or understand rules

for data management and sharing

• Frustrated by quotas and creates

“workarounds”

– Saves important work to local

PST files

– Sometimes sends important

information to private email

account for “safekeeping”

• Wants simple access to his or her

data—without additional steps or

tools

More work and no time

to deal with manual

processes

Information Lifecycle Governance to realize defensible disposal

IGRM Information

Lifecycle Governance

RIM

LEGALPRIVACY

AND SECURITY

BUSINESS

IT

ILG

hub

AnalyticsDiscovery

Disposal

ArchivingRetention

Apply transparency to legal and business obligations and to policies for data that is managed by value

Automatically apply retention schedules and legal holds on data to consistently dispose of unnecessary structured and unstructured data

Plan and execute “demandcontrols” across a data sourceportfolio and environment

Curb storage growth and achieve steady-state capacity through disposal and virtualization

Lower IT cost and risk: governance and disposal

Ask yourself and your clients can you:

RIM

LEGALPRIVACY

AND SECURITY

BUSINESS

IT

ILG

hub

AnalyticsDiscovery

Disposal

ArchivingRetention

Archive email files, application dataand social content based on its business value

Retain, hold and dispose of archived content efficiently

Govern structured and unstructured archives with unified policy management and automation

Deduplicate and compress data to reduce storage space and cost

Lower IT cost: value-based archiving

Ask yourself and your clients can you:

RIM

LEGALPRIVACY

AND SECURITY

BUSINESS

IT

ILG

hub

AnalyticsDiscovery

Disposal

ArchivingRetention

Search, retrieve and share content of value across teams, processes and projects

Find patterns, insights and structure in aged or loosely organized unstructured data

Eliminate manual mail box and file cleanup in “at capacity” situations

Get fast access to unstructured and application data

Manage big data, not bad data

Gain business value: information availability and analytics

Ask yourself and your clients can you:

RIM

LEGALPRIVACY

AND SECURITY

BUSINESS

IT

ILG

hub

AnalyticsDiscovery

Disposal

ArchivingRetention

Control global taxonomy and retention schedules for all information

Coordinate a retention program across business units, records liaisons and legal more efficiently

Manage records in disparate systems in a centralized manner

Syndicate and enforce retention schedules for structured and unstructured records and information

Lower retention cost and risk: records and information management

Ask yourself and your clients can you:

RIM

LEGALPRIVACY

AND SECURITY

BUSINESS

IT

ILG

hub

AnalyticsDiscovery

Disposal

ArchivingRetention

Issue and automate legal holds with precision across people and systems with data

Collect, cull and assess evidence and control costs

Manage custodians, collections and data source obligations in concert with IT

Lower legal risk: rigorous, efficient electronic discovery

Ask yourself and your clients can you:

RIM

LEGALPRIVACY

AND SECURITY

BUSINESS

IT

ILG

hub

AnalyticsDiscovery

Disposal

ArchivingRetention

Financial Services Health Care Other VerticalsEnergy

You are not alone, these companies chose to act

CIOCIO

Summary - important to enable both Hard and Soft Savings

as you structure a program and assess potential savings

Hard Savings Soft Savings

Dollars that fall directly to the bottomline• Easiest to relate too and capture

• Examples:– Storage reduction– Server reduction– Software license reduction– Reduction in offsite storage costs (i.e.Iron Mountain)– Hosting fee reductions– People costs: reduction in force basedon clear efficiencies– Ediscovery vendor cost reductions

• Potential savings that require additionalwork in order to achieve hard savings

• Examples:– Process efficiencies: must enactadditional measures to implementprocess efficiencies– Time related to searching for andsecuring documents– Time related to recreating historic facts– Reduction of risk meeting litigation andcompliance obligations– People costs: reduction in personnelrelated to process or managementefficiencies (requires actual reallocationof personnel to a different cost center)

Source: CGOC Summit 2014, Information at Work

Carlos García Sanz

Vendedor Especialista Soluciones IBM ECM

Information Lifecycle Governance (ILG)Propuesta de valor y estrategia de IBM

Agenda

Problemática actual

Soluciones ILG y valor aportado

Casos de referencia

Acerca de IBM

Agenda

Problemática actual

Soluciones ILG y valor aportado

Casos de referencia

Acerca de IBM

Enormes volúmenes de información

Tasa a la que el volumen de información se duplica

Proporción de la información retenida innecesariamente

18-24 meses

El 90% de la información de

todo el mundo se ha creado

en los 2 últimos años

69%

Información de una organización que no tiene valor de negocio ni obligación

legal o corporativa de retención

Source: IDC Digital

Universe, "Extracting

Value from Chaos”

Source: CGOC Summit

Survey

Información retenida indefinidamente

69%

Valor de negocio

Eliminación de datos innecesarios = Reducción de coste y riesgo

25%

Retención legal 1%

Registro normativo, regulatorio 5%

SOURCE: A Modern Governance Strategy for Data Disposal, cioinsight.com, by Lorrie Luellig, 2012

Información sin

obligación ni valor =

datos innecesarios

Estrategia de gobierno de la información a seguir

”The best way to reduce the

amount of data —delete it.“ —Sheila ChildsResearch VP, Gartner

Agenda

Problemática actual

Soluciones ILG y valor aportado

Casos de referencia

Acerca de IBM

Soluciones de Information Lifecycle Governance

Legacy Data

Cleanup

Value-based

Archiving

eDiscovery

Management

Records &

Retention

Management

Defensible

Disposal

Legacy Data Cleanup

Legacy Data

Cleanup

Policy Assessment and Compliance

Indexa y analiza los datos visualmente, en su localización nativa, para borrarlos o moverlos posteriormente

Desktop & Mobile Data Collector

Extiende la gestión a los dispositivos de los empleados

Coste de almacenar, administrar y realizar backups de 1 PB de datos

3 M€ anuales

Value-Based Archiving

Content Collectors

Archivado de Email, File Systems, Connections, SharePoint y SAP

Content Classification

Automáticamente categoriza y organiza el contenido

Volúmenes de datos creciendo 20-50% anual, mucho más rápido que los

presupuestos de ITValue-based

Archiving

eDiscovery Management

Atlas eDiscovery Process Management

Gestiona las retenciones legales y los procesos de recogida de información

eDiscovery Manager & Analyzer

Filtra, descarta y etiqueta los datos recogidos

Coste eDiscovery sobre 1GB 13 k€

Coste recolección, descarte y revisión información por caso legal 2 M€

eDiscovery

Management

Record & Retention Management

Global Retention Policy & Schedule Management

Gestiona los plazos globales de retención y la taxonomía de los registros

Enterprise Records

Automatiza su captura, retención, eliminación

Política de retención centralizada tanto para datos no estructurados como para

datos estructurados (IBM Optim)Records &

Retention

Management

Information Economics Solution Set

Defensible Disposal

Defensible

Disposal

Agenda

Problemática actual

Soluciones ILG y valor aportado

Casos de referencia

Acerca de IBM

BlueCross BlueShield of Tennessee reduce costes de litigación

ahorrando hasta $1 millón por caso

Novartis AG incrementa por 10 la capacidad de eliminación

defendible de datos

Agenda

Problemática actual

Soluciones ILG y valor aportado

Casos de referencia

Acerca de IBM

Acerca de IBM

Líder consistente en los ‘ECM Magic Quadrants’ de Gartner

Vendor con la mayor cuota en el mercado –IDC Market Research

Innovación: 20 laboratorios, 8 países

ILG no un silo, sino integrado en el portfolio de IBM ECM (60+ offerings)

Verdadera escala empresarial de datos (PB) con indexado y búsqueda

Infraestructura (IaaS), servicios, consultoría y soporte técnico

GRACIAS

www.ibm.com/ilg

www.ibm.com/software/es/ecm