FileFacets Customer Presentation
Agenda
 FileFacets Overview
 What it is, What it does & Use cases
 FileFacets Demo
Data Experts
16 years data
management expertise
100’s
of migrations
Billions of
files processed
in data analysis
& migration services
between ECMs,
Networks & Servers
across 150 Industries
& Business Types
40%+ ROT
disposed millions of duplicates
across multiple source
repositories
FileFacets Data Projects
Sectors

Oil and Gas

Utilities

Legal

Government

Mining

Finance

Education
All-in-One Tool
FileFacets makes it easy for businesses to locate, process & move content
with sophisticated content analysis and intelligent content migration
in a highly automated and scalable SaaS-based solution.
FileFacets Analytics
Identifies and processes Redundant,
Obsolete, and Trivial data (ROT) as well
as Personally Identifiable Information
(PII), allowing businesses to find what
they have, keep what they need,
and protect sensitive data
accordingly.
FileFacets Migration
Automates the categorization of data,
the attribution of file metadata, and
enables organizations to quickly move
unstructured content from multiple
sources into Enterprise Content
Management systems (ECMs).
FileFacets Analytics & Migration
Find
Keep
Migrate
Monitor
what you have
what you need
with confidence
continuously
FileFacets is an online data analytics & content migration platform that automates the categorization of data,
the attribution of file metadata & the migration of unstructured content from multiple sources into ECMs.
FileFacets makes it easy for businesses to locate, process & move content.
Hybrid-Cloud Content Migration
Content stays in the source repositories,
metadata is in the cloud
Technology Partners: ECM Connectors
Content Server
Windows Shared Drive
Migrating to a new ECM?
DoB
NEW YORK
580,000 files
BOSTON
CHICAGO
348,000 files
TORONTO
280,000 files
170,000 files
ATLANTA
ORLANDO
Shared Drive
325,000 files
Content Server
450,000 files
2,153,000 files
SSN
Credit card
numbers
No metadata
Invoices
Metadata
Purchase
Orders
Department
Folders
Client folders
Project folders
No folders
Bank account numbers
Move it all?
NEW YORK
CHICAGO
SSN
580,000 files
BOSTON
348,000 files
TORONTO
280,000 files
170,000 files
ATLANTA
ORLANDO
Shared Drive
325,000 files
Content Server
450,000 files
2,153,000 files
No metadata
Credit card
numbers
Invoices
Metadata
Purchase
Orders
Department
Folders
Client folders
Project folders
No folders
Bank account numbers
Lift & Shift = Garbage out  Garbage in
FileFacets Intelligent Migration
Find
Keep
Migrate
what you have
what you need
with Confidence
 Discover source content
from multiple sources
 Exclude all ROT &
duplicates
 Collect properties &
attributes of the files
 Identify specific content
across all sources
 Build a file taxonomy
 Attribute metadata to files
 Move content into ECM
Move what you need
ADD FILE ATTRIBUTES
Department Folders
PROCESS ROT
653,000 files
BUSINESS VALUE
Shared Drive
1,500,000 files
Purchase Orders
Client folders
TARGET
TAXONOMY
Invoices
Administration
Projects
Marketing
Legal
PII PROCESSING
Bank account numbers
Social Security Numbers
Content Server
Credit card numbers
2,153,000
files
Finance
Sales
ROT & PII Processing before & after migration
ROT Processing
PII Processing
Find & keep
Identify & protect
the content you need
sensitive data
 File type
 Social Security Numbers
 File date
 Credit card numbers
 File size
 Health Information
 File content
 Keyword search
ROT & PII Processing before & after migration
Shared Drive
Content Server
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Benefits
Saves
Time
FileFacets can save months
of manual file categorization,
attribution & migration
Increases
Productivity
Compliance
& Security
Saves
Money
Uninterrupted workflow,
business units and users
continue to work as usual
Metadata sits in the cloud;
content stays in the
source repository
Cloud-based platform,
no infrastructure costs,
reduces data storage and
back-up costs
All-in-One Tool
FileFacets Analytics
FileFacets Migration
 Content Analytics & Project Design
 Taxonomy Builder
 Content Classification including
Dynamic Clustering
 Pre-migration staging area
to view target state
 Metadata Extraction & Attribution
 Collaboration and approvals
within application
 Redundant, Obsolete, Trivial (ROT)
Processing & Deduplication
 Personally Identifiable Information
(PII) Processing
 Audit capability to
support Quality Control
 Capture from, and migration to,
multiple repositories
 Metadata in the cloud,
files move directly
from source to target
Methodology
Monitor
 Discover source content
from multiple sources
 Collect properties/
attributes of the files
 Consolidate many
different sources into
one view
 Reduce the project
to Business-Value
Content only
 Restructure Source
Content using Target
Staging Area
 Identify specific content
across all sources
 Apply additional
Metadata using
Inheritance and
Regular Expressions
 Exclude all ROT,
including duplicates
 Consolidate the Portal
into a single Migration
 Identify ROT for clean
up & removal
 Migrate to multiple
Destination
Repositories
 Identify PII for
appropriate handling
 Download live
Migration Reports
 Keep your shared
drives clean and
compliant
Methodology
 Discover source content
from multiple sources
 Collect properties/
attributes of the files
 Consolidate many
different sources into
one view
Methodology
 Reduce the project to
Business-Value Content
only
 Identify specific content
across all sources
 Exclude all ROT,
including duplicates
Methodology
 Restructure Source Content
using Target Staging Area
 Collaborate with the entire
team simultaneously
 Apply additional Metadata
using Inheritance and
Regular Expressions
Methodology
 Consolidate the Portal
into a single Migration
 Migrate to multiple
Destination Repositories
 Download live Migration
Reports & Logs
Methodology
Monitor
 Identify ROT for clean
up and removal
 Identify PII for
appropriate handling
 Keep your shared drives
clean and compliant
Use Case – Asset Sale
Challenge:
Solution:
 Mining & Resource company
needed to identify and segregate
over 15 million files in preparation
for divestiture of one of their
worksites
 FileFacets scanned documents for
identify keywords, for the purpose
of attributing metadata
 Over 50% of files marked for
migration were deemed irrelevant
to the project and were stored
separately
 This type of project, done
manually, was deemed too labour
intensive, and left room for
human error
50% ROT ID &
Processed in hours
instead of weeks
Use Case – Data Migration
Challenge:
Solution:
 International Real Estate
organization employed an ECM,
but no one was using it
 FileFacets allowed the client to
capture and attribute metadata
through inheritance
 Day 1 forward usage of the ECM
relied heavily on legacy data,
triggering a ‘chicken and egg’
scenario
 FileFacets recognized compelling
content and attributes accordingly
 Needed to start using ECM
to prove ROI
 Multiple business units followed
suit upon hearing of the software's
capabilities
Uninterrupted productivity
during capture & migration
Use Case – Data Classification
Challenge:
Solution:
 Major Oil & Gas organization
required guidance over 7 projects
to improve the overall quality of
their organization’s data:
 Classification
 Metadata Attribution
 Scanning
 File Renaming
 ROT & Deduplication
Processing
 FileFacets employed semiautomated processes that handle
records efficiently for each project
 Provided an audit feature, which
was paramount to the client
 Employed techniques to autoattribute based on associated
metadata
Team collaboration &
time saved
Use Case – Continuous Ingest
Challenge:
Solution:
 A local government overrun by
incoming document requests,
permit submissions via email,
website, paper & document scans
 FileFacets enhanced the data ingest
process by identifying records that
include PII so they could be isolated
appropriately
 They have a requirement to
maintain & organize data – must
be retrievable to satisfy FOIP & IG
compliance
 Conducted ongoing weekly content
migrations from email and shared
drives staging area to ECM
PII processing &
continuous migration
Demo