2018 ANNUAL CONFERENCE

Transcription

1 INFORMATION MANAGEMENT PROFESSIONALS 2018 ANNUAL CONFERENCE Cleaning up and Shutting Down Your File Shares Rudolph Mayer, Jr., IGP Steven Coates, IGP MARCH 6, 2018

2 Speakers Rudolph Mayer, Jr., IGP, leads Information Governance and Data Rationalization efforts for PwC s Chief Data Office. In his 20+ years experience, Rudy has focused on driving information governance change for organizations. In his role with PwC s Chief Data Office, Rudy aligns executive stakeholders to deliver programmatic change in the way the organization utilizes and manages information and data. Rudy is a certified Information Governance Professional and a member of the Chicago ARMA chapter. He has facilitated education programs frequently at ARMA International and Chicago and Minneapolis ARMA Chapter events. Steven Coates, IGP, is a Senior Manager on the Strategic Projects and Governance Team in PwC s Chief Data Office, focusing on driving changes and improvements in data related operations to enhance the use of data and information across PwC. Steven has recently been focused on the technical component workstream for various CDO projects, documenting the functional and technical requirements for business issues or problems to-be solved, and identifying, evaluating, and selecting technology solutions to meet PwC s business needs. Steven is a certified Information Governance Professional, and a member of the Boston ARMA chapter, and has facilitated an education program at ARMA International.

3 Learning Objectives Upon completion of this session, participants will be able to Identify stakeholders needed to make file share clean up successful Develop a solid RFI/RFP to select appropriate technology Analyze the organization s content effectively and identify data for clean up Build an action plan with realistic timeframes

4 Agenda Project Background Technology RFI Process Technology Pilot Approach Results New Business Process Implementation

5 Poll Everywhere How does your organization identify and manage records? 1. In place 2. In record repositories 3. Other

6 Poll Everywhere What guidance does your organization provide for nonrecord information? 1. Retain as long as needed 2. Retain for a certain period of time 3. Who cares? (Policy/guidance is silent on non-record information) 4. Other

7 Project Background File shares (~70TB) initiative as part of overall data remediation (File shares, PCs, Lotus Notes) Business unit initiatives influencing file share usage Coordination with Ethics & Compliance efforts IT involvement and support (e.g., permissions)

8 Project Background Fileshare Remediation and Management Project Goals: Improve governance Reduce ROT Reduce risk Develop/reinforce collaboration Transition end users to new platform(s)

9 Project Background Fileshare Remediation and Management Project Approach: Leverage existing efforts within decentralized environment Leverage enterprise wide cloud platform adoption Embed new behavior into existing activities

10 RFI Process An RFI was completed with 4 vendors

11 RFI Process We proceeded with solution demonstrations from 3 vendors

12 Pilot Approach We purchased a 70TB fileshare license for Active Navigation Discovery Center software in July 17 Criteria used in determining the pilot fileshares were 3 Business Unit fileshares across various geographical field office locations For our pilot, we analyzed 32 fileshares from 3 Business Units from the following field office locations: West Region - San Francisco, Los Angeles, Houston, and Dallas Midwest Region Chicago Southeast Region Atlanta and Tampa New York Metro New York City East Region Boston, Philadelphia, and McLean

13 Pilot Approach

14 Pilot Results - Summary A total of 3,969,666 files were analyzed using the Active Navigation software Nearly half of the files are owned by inactive PwC staff 20% of the files are potential remediation candidates using Active Navigation s out-of-the-box remediation classifications and rules 20% of the files are file duplicates Over 629k documents have been identified that may contain sensitive data (SSN, DOB, W2, I9, Driver s License #, etc.)

15 Pilot Results - Summary

16 Pilot Results - Remediation Candidates

17 Pilot Results - Sensitive Data

18 Pilot Results - File Created Date

19 Pilot Results - File Last Accessed Date

20 Pilot Results - File Last Modified Date

21 New Business Process Implementation Align Business Unit Risk Management leaders Launch File Share policy Identify exception groups which will have no changes to their file shares (very limited population) Communications on schedule, actions and exception request process Provide new cloud collaboration platform Make existing file shares read only

22 New Business Process Implementation Remove access to file shares (excludes approved exception requests) Monitor remaining file shares and provide periodic reports to file share owners (ongoing) Manage retention and disposition of quarantined file shares

23 Poll Everywhere How does your organization manage disposition ready information against Legal Hold? 1. Legal Hold documents/data are already separated out 2. We have a process to search/identify Legal Hold documents/data before we run disposition 3. This is where we get hung up and have a hard time ever getting rid of anything 4. Other

24 Challenges Who is going to spearhead the process? Time frame Business and Risk Management leadership buy in IT buy in Records Management (managing records vs. non-record information) Legal (identification of information subject to Legal Hold or other requirements) Getting the behavioral change

25 Questions?