Legacy Data and the Government

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Legacy Data and the Government

The issue of legacy data is a real challenge in government. Legacy data must be made available to the organization and it must also be discoverable. Data quality and data cleansing need to ensure the integrity of information. Migrating unstructured content can be a laborious and costly activity. Not a formal building block in the Smart Content Framework™, migration of unstructured content is a less used component of information governance.

The challenge is that documents can exist in multiple places at the same time, different revisions of the same document exist, some documents should be deleted, and others should be archived. There may be records that were never declared, as well as confidential or privacy information that will not be identified when migrated. All of these challenges make migration of unstructured content a process that requires thought and careful planning.

The ideal solution is to combine workflow capabilities and enable intelligent automatic classification decisions during and after migration. These decisions enhance organizational performance and drive down costs, but more importantly enforce corporate and legal compliance guidelines.

To migrate document collections effectively you need to search the text content of each document to determine its value. This classification must be done before you can make an intelligent decision about how to relocate items during the migration process. This cannot be done manually as the volume is too high, and the consistency is highly subjective.

Migration must also consider the security of the documents as they are moved to their new location. There are two imperatives here; first, to respect the existing security status and apply the same security in the new location and second, to identify sensitive documents that may not currently be in a secure location. Assessing the security needs of these documents requires intelligent interrogation of their content, and then comparison to a number of relevant official taxonomies – PII, PHI, ITAR etc. If a document is automatically classified against one or more of these taxonomies, it must be given the appropriate security profile.

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