Typically, when an eDiscovery request is being created, the first type of data that comes to mind is email; it is the most logical and popular place to search. Everyone uses email – and more on point, everyone keeps email. Typically, administrators have a good handle on where centralized emails reside. Obviously, live mail files and server-based archives comprise a great percentage of all emails, but don’t forget about journals and local ‘archives’ that users maintain. But for the most part, administrators feel somewhat comfortable when asked to search all emails.
But what about extending search outside of email? What other data does your company save, and where is it stored?
The second type of information on the list is application data, which fits into the structured data category and might be the most constrained data within your organization.
Finally, a close third would be loose files (e.g. Word documents, etc.). The storage location for loose files has many possibilities, such as network drives, local hard drives, etc.
Now that you know where your data is stored within your environment, should you feel confident? Well, not necessarily… but why? Because of the wild card in all of this…your users. Though software defines where data is to be initially stored, it has no bearing on the distribution of data. The term ‘data leakage’ is widely used to define the either intentional or non-intentional distribution of data outside of your infrastructure, such as an email being sent that has proprietary information. But what about data that is stored within your environment, where no one expects it to be? How do you find it and determine its value and/or risk?
We have a solution for you and its name is SherpaView. SherpaView is a free standardized information governance (IG) review tool that uses ARMA International’s Next Level Information Governance Assessment and Sherpa’s Altitude IG Reporting & Analytics module.
Based on the Generally Accepted Recordkeeping Principles, ARMA’s IG Assessment tool is the gold standard for assessing and mitigating your organization’s information risk. Sherpa’s Altitude IG visual reporting offers standardized views into the reporting areas of:
- Redundant/Obsolete/Trivial (ROT) information,
- Intellectual Property and Risk Information,
- and Inventory Information.
SherpaView is conducted remotely. The Kick-Off and Results Review session teleconferences each take about an hour, and are scheduled during normal working hours. Both the ARMA and Sherpa review systems are Software-as-a-Service (Saas) systems that are fast and easy to deploy.
And did I mention… it’s free! We are offering this without charge, because often, an organization’s need for an IG Review does not coincide with budgeting cycles. Therefore ARMA and Sherpa have made the decision to make SherpaView free for the industry. ARMA and Sherpa believe that every organization should be able to conduct an IG Review that is fast, easy, and meets the highest professional standards. Together, we are taking the long view that supporting the IG needs of organizations is the best investment we can make.
You can schedule your Kick-Off session, and learn more about SherpaView here: www.sherpasoftware.com/SherpaView
Sign up today!