What’s Redundant, Obsolete, and Trivial Content (ROT) What’s Not?

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This session will help you determine what information is “redundant, obsolete, and trivial (ROT)” so that you can trim the fat and operate your decision-making and IG more effectively.

Technology

What's Redundant, Obsolete, and Trivial Content
(ROT) What's Not?

3
Steve Studer
Enterprise Sales Director – Pacific NW
Zia Consulting
sstuder@ziaconsulting.com

About Zia Consulting
•Our mission is to provide ECM
planning, design, implementation,
and support services
•Award-winning, platinum system
integrator of multiple technologies
•Founded in 2003 in Boulder,
Colorado
4

Today’s Discussion: What’s Considered ROT?
List examples of the
most common content
that is:
• Redundant
• Outdated
• Trivial
5

Let’s Play Content Feud with Steve Studer
Name the top eight questions to ask to help identify ROT?
6
• How may duplicate filenames can
you identify?
• What is the file size, file hash,
content hash?
• What systems and user need
access?
• What is preferred format?

Let’s Play Content Feud with Steve Studer
Name the top eight questions to ask to help identify ROT?
7
• How may duplicate filenames can
you identify?
• What is the file size, file hash,
content hash?
• What systems and user need
access?
• What is preferred format?
• How old is it?
• When was it last accessed?
• What is the business impact of
keeping it?
• What is the legal aspect of keeping
it?

Name the top six most common
places you’ll find content ROT?
1.Email
2.Shared files
3.SharePoint- collaboration systems
4.Paper
5.ECM systems
6.Line of Business applications
8
Let’s Play Content Feud with Steve Studer

Name the top four types of
content that produce ROT?
1. Email
2. Images– invoices
3. Office Documents
Word, Excel, PPT, PDF
4. Multimedia files
9
Let’s Play Content Feud with Steve Studer

What are the top three
reasons to reduce ROT?
1.Risk to reputation
2.Build trust
3.Greater efficiencies
10
Let’s Play Content Feud with Steve Studer

11
Best practices for
ROT cleanup
-- Tim Cook, CEO
Apple
“What kind of
world do we
want
to live in?”

Best Practices on Cleaning up ROT
Assess – Identify content upstream and
downstream processes and decide:
• Should content be managed in place or migrated?
• What access controls should be applied?
• What retention policies are needed?
• How to communicate the disposition process?
12

Best Practices on Cleaning up ROT
Simplify – Apply content identifiers that allow
information to be traced back to its source
• Auto classify content using document and metadata
tags
• Surface data points early
• Apply consistent processes for tagging and
classification
13

Questions?
Steve Studer
Enterprise Sales Director – Pacific NW
Zia Consulting
sstuder@Ziaconsulting.com

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What’s Redundant, Obsolete, and Trivial Content (ROT) What’s Not?

1. 1

2. What's Redundant, Obsolete, and Trivial Content (ROT) What's Not?

3. 3 Steve Studer Enterprise Sales Director – Pacific NW Zia Consulting sstuder@ziaconsulting.com

4. About Zia Consulting •Our mission is to provide ECM planning, design, implementation, and support services •Award-winning, platinum system integrator of multiple technologies •Founded in 2003 in Boulder, Colorado 4

5. Today’s Discussion: What’s Considered ROT? List examples of the most common content that is: • Redundant • Outdated • Trivial 5

6. Let’s Play Content Feud with Steve Studer Name the top eight questions to ask to help identify ROT? 6 • How may duplicate filenames can you identify? • What is the file size, file hash, content hash? • What systems and user need access? • What is preferred format?

7. Let’s Play Content Feud with Steve Studer Name the top eight questions to ask to help identify ROT? 7 • How may duplicate filenames can you identify? • What is the file size, file hash, content hash? • What systems and user need access? • What is preferred format? • How old is it? • When was it last accessed? • What is the business impact of keeping it? • What is the legal aspect of keeping it?

8. Name the top six most common places you’ll find content ROT? 1.Email 2.Shared files 3.SharePoint- collaboration systems 4.Paper 5.ECM systems 6.Line of Business applications 8 Let’s Play Content Feud with Steve Studer

9. Name the top four types of content that produce ROT? 1. Email 2. Images– invoices 3. Office Documents Word, Excel, PPT, PDF 4. Multimedia files 9 Let’s Play Content Feud with Steve Studer

10. What are the top three reasons to reduce ROT? 1.Risk to reputation 2.Build trust 3.Greater efficiencies 10 Let’s Play Content Feud with Steve Studer

11. 11 Best practices for ROT cleanup -- Tim Cook, CEO Apple “What kind of world do we want to live in?”

12. Best Practices on Cleaning up ROT Assess – Identify content upstream and downstream processes and decide: • Should content be managed in place or migrated? • What access controls should be applied? • What retention policies are needed? • How to communicate the disposition process? 12

13. Best Practices on Cleaning up ROT Simplify – Apply content identifiers that allow information to be traced back to its source • Auto classify content using document and metadata tags • Surface data points early • Apply consistent processes for tagging and classification 13

14. Questions? Steve Studer Enterprise Sales Director – Pacific NW Zia Consulting sstuder@Ziaconsulting.com

What’s Redundant, Obsolete, and Trivial Content (ROT) What’s Not?

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