HPE ControlPoint

Bill Manago, CRMIG Lead Solutions ConsultantHPE Software

Today’s BIG Unstructured Data Challenges

How do I reduce cost associated with IT and information processes?• Information footprint is growing exponentially along

with costs to manage it• Manual processes reduce staff efficiency and are error

prone• Storage is not optimized, data is not always stored

according to value

How do I secure valuable business data and reduce risk?• Dark data exists and is not being managed, retained

or disposed appropriately• Business critical and valuable data is not managed or

secured according to its value and sensitivity• Classification and application of policy to data is

piecemeal and often not enterprise wide

Agenda

The HPE Solution:

HPE Storage Optimizer

HPE Control Point

HPE Records Manager

Big Data Challenges

14.6 PB1average stored data per company

100M2business events per second

1 TB3machine data created per hour

$4M4average annual cost of

information theft

Volume Variety Velocity Vulnerability

1. HP Internal Analysis2. Gartner: Actionable Analytics Will Be Driven by Mobile, Social and Big Data Forces in 2013 and Beyond Published: 25 January 2013 ID: G00247163. Gartner: The Information of Things: Why Big Data Will Drive the Value in the Internet of Things Published: 17 April 2013 ID: G00249066. 4. Ponemon: 2012 Cost of Cyber Crime Study October 2012

A significant portion of this is enterprise legacy data

The Result = “Dark” Data

– What is it?– Human readable– Unstructured – Not indexed– Unmanaged– Inactive– Orphaned

– Where is it?– File Servers– SharePoint– Email Servers– Laptops– Cell Phones– Tablets

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Do You Have Storage Issues?

Go to Storage Optimizer Video

http://h22228.www2.hpe.com/video-gallery/us/en/products/storage/EMV5750/introducing-hp-storage-optimizer/video/

Legal Department

You cannot delete those files

until I know what information

is contained therein….

- Just in case

- C Y A

HPE Control Point

Go to Control Point Video

https://www.youtube.com/watch?v=9sTB6ZT-52k

ControlPoint: Use cases

• ID redundant, obsolete, trivial content

• Information footprint reduction

• Identifies business critical content

Legacy Data Cleanup

• Leverages IDOL classification

• Automate classification of content to supported RM/ECM repositories

• Improves the business process of content management

Auto-classification

• Identifies and manages content in place for retention management

OR• Transmits meta data to

HPERM to manage content as a business record

Manage in Place

• Facilitate content migration into HPERM/SharePoint and others.

• Copy discoverable content to secure preservation repositories.

Migration

Using ControlPointStages of Information Management

• Index w/ IDOL • Analyze for ROT

• Train for auto categorization

• Duplicates• Old• Trivial• Expired

• Manually assign Tag or policy

• Auto assign to category/policy

• Automated analysis

• Automated policy execution

CFS Connectors | File Systems, Notes, Exchange, HPERM, SharePoint, Hadoop, HPE StoreAll, Documentum + others

Web server IIS

ControlPoint web parts / dashboardsWindows - .NET 4.5

ControlPoint SchedulerPolicy assignment Policy Execution Policy Statistics

RepositoriesFile systems Mail servers Content archivesDocument

Management

IDOL Indexing / classification

MS SQL ServerControlPoint App

HTTP requests HTML5/Javascript pages

ControlPoint

Application

Application

dataC

ontent datasources

Win

dow

s

ControlPoint/IDOL Architecture

ControlPoint Leverages IDOL to Access and Understand Data

HPE Intelligent Data Operating Layer (IDOL)Key Advantages of HPE IDOL:

Conceptual Search: IDOL uniquely supports conceptual search, allowing you to input a sentence, or even an entire document, as your query, allowing IDOL to find related concepts vs. just exact keywords. IDOL also supports a range of search approaches, including keyword, Boolean, parametric, phonetic, fuzzy, wildcard, federated, geospatial, social, and many other approaches. Over 100 different search operators and modifiers are offered.

Language Recognition: Supports more than 150 languages, and automatically recognizes slang, idioms, and misspellings.

HPE Intelligent Data Operating Layer (IDOL)

File Format Agnostic: Understand over 1,000 data formats, including text, audio, video, and images.

Wide Connectivity: Connects over 400 data repositories, including Exchange, SharePoint, ERP and CRM systems, as well as databases and the cloud.

Flexible Extensibility: Highly flexible due to simple and standardized HTTP interfaces and direct XML input/output.

Learning Ability: Fundamentally based on pattern-matching and probabilistic modeling, IDOL is a continuously learning system that adapts to incoming data.

HPE Intelligent Data Operating Layer (IDOL)

Security: Store security information in its native form directly in the kernel of the engine itself with automatic updates to keep the security data current. This speeds query response times and enables security entitlements to be respected.

Forensics and Leak Prevention: Intelligently search log files to investigate crimes and perform reliable legal hold functionalities.

Manage in Place: Keep indexed data in its original location.

IDOL Data Clusters

ControlPoint: Information Governance Use Cases

– Auto declare records worthy content to HPE RM

– Process ‘eTrash’ (LDC or CP Policies)– Dispose of obsolete or non-business value content– Duplicate management

– Move/Copy content for Optimization– Based upon date– Business identifiers– Location

– Manage retention of non-records content– Apply retention– Dispose expired content

Copyright © 2013 HP Autonomy. All rights reserved. Other trademarks are registered trademarks and the properties of their respective owners.

Live session

Index repositories and perform data analysis

21

Summary metrics dashboard

22

Review and tag documents

23

Assign policy based on tags

24

Policy execution with final review enabled:Can run fully automated without final review

25

Copyright © 2013 HP Autonomy. All rights reserved. Other trademarks are registered trademarks and the properties of their respective owners.

HPE Records Manager

Separating Record Identification from Filing Classification

HPE ControlPoint/HPE Records Manager Integration

Email

SharePoint

Shared Drives

ECM Systems

Archives

HP ControlPoint

Selects the records based on declaration policies linked to IDOL categories

HP Records Manager

Allocates filing location based on classifications linked to IDOL categories and

automatic folder creation rules

Policy Categories

Filing Categories

Auto-Declaration

Auto-Classification

HPE Records Manager

Go to HPE Records Manager Video

https://www.youtube.com/watch?v=GZHv_NWqTLc

Separating Record Identification from Filing Classification

HPE Records Manager Auto-Classification

– Train IDOL Categories from Classifications– Using notes– Using first 50 records– or both

– Holding Classifications– Where records get stored “to be classified”

– Target Classifications– Linked to IDOL categories– Confidence threshold– Automatic folder creation

Office Integration to accompany the HPE Records Manager Web Client

Office 365 Integration – Design Goals

– Eliminate the need for a fat client installation– Encourage implementation of document management to capture records at creation– Make version upgrades easier

– Achieve a common look and feel– Provide a unified user experience with the new Web Client

– Support hosted environments– Integrate with hosted SharePoint and Exchange environments which don’t allow heavy integration solutions

Server side integration using mailbox synchronization

Office 365 Integration – Email

“Thin” Add-In

Office 365 Integration – Office Applications

Using a Client Side Object Model architectureOffice 365 Integration – SharePoint

Retention and Cleanup

Use Case – Technology Manufacturer

• Control Point is live managing special retention on 21 Million email messages.

• 120+ Million Messages active in HPECA including Symantec Legacy Content.

• 60% are on legal hold or on special business record retention.

• 40% are purge candidates, Client in process

• Wants to expanding purge analysis to 40Tb of file shares• Looking at HPE Storage Optimizer to accomplish this

Dodd-Frank Retention Compliance

Use Case – International Bank

• Control Point is extracting trader communications from multiple sources• Voicemail messages• SharePoint• File Shares• Email• Bloomberg

• Millions of trade related items migrated to HPERM.

• Classified by broker/counterparty – ultimately by trade.

• Retained for DFA mandated retention periods

Use Case Results

• Problem: Consumer Goods Multinational believes document storage is used inefficiently

• Analysis: More than 35% of documents superfluous – duplicates or with limited business relevancy

• Solution: HPE Storage Optimizer delivered• Archive and stub documents to minimize change to business processes• Apply complex policies and enriched metadata to optimize storage consumption• Connect to many different repositories and extract information from a variety of file formats• De-duplicate data across different repositories and different storage tiers. • Review, approve and audit all manually and automatically applied actions • Utilize fully integrated role based security in all processes

– Results: 20%+ storage footprint reduction and implementation of tiered storage

– Address added value topics of risk and security and not “only” storage optimization

The HPE Information Governance Tool Set

HPE Information Governance Designed for the Big Data era

HP Information Governance Advantage

• Recognized Industry Leader • Proven cloud expertise• Supervision & Scalability• New interest outside of FS• Structured data archiving brings

active governance to system of record data

• Tie into FRCP changes to remove disposition obstacles

It’s not just about reducing risk

The Benefits of the HPE Solution

Understanding your data allows you to exploit opportunities and realize benefits:Cost savings from defensible disposition of legacy and dark data

–Reduce information footprint and storage costs–Reduce management overhead (backup/recovery, system maintenance)–Reduce litigation costs (discovery fees, penalties and fines)

Improved operational efficiencies–Streamline data management in preparation for the cloud–Automate processes and reduce errors

Inform future information governance strategy–Turn big data into smart data–Provide insight into current and future business processes–Gap analysis: Identify “actual” information types and structures, compare with “established”

Riskreduction

Costreduction

Efficiency

Informationgovernance

Copyright © 2013 HP Autonomy. All rights reserved. Other trademarks are registered trademarks and the properties of their respective owners.

Thank you

• Bill Manago, CRM• Lead Solutions Consultant• HPE Software

• william.manago@hpe.com