Which have been the most meaningful metrics you reported to your management in terms of shared drive metrics when you undertook a clean-up/re-organization/migration effort? Which analytics tool gave you the best reporting capabilities?
I would appreciate your input.
I would also be interested to hear others experiences both with the analytic tools used and the metrics developed as a result.
In terms of a tool, I would recommend ConceptSearching’s ConceptClassifier for file shares. For metrics, some are obvious things like volume, space on disk, etc.
Typically more valuable however might be things such as:
. File count by Master Data (MDM) Element (obviously requires that you have defined your MDM)
. File count by Master Data and file type (ex. DOCX, PPTX, AVI, JPG, etc.)
. Average, mean, min, and max file sizes by MDM element
. File count by author File counts and sizes by status (assuming that’s info that is captured for a majority of your content)
. File count by author and file type
. File counts and sizes per managed metadata element in your Taxonomy(ies)
. File counts and sizes per business function (note: I did NOT say per dep’t/business unit but, rather, by cross dep’t business function)
. File counts and sizes by any/all of your common phrases File counts, sizes, and length for multimedia
. And then other concatenations of the above Does that help at all?
I agree with Lorne’s recommendation of ConceptClassifier. I have also used TreeSize for more simple analysis.
There are also many other ways to quantify or qualify value of moving information from a shared drive to an ECM/DM/RM system, which could include things like reduction in risk and improvement in efficiency.
There is good value in knowing what you have, but if you can focus your reports on solving bigger issues, you will get bigger bang for your buck. For example:
If you are implementing a RIM program; how many files on the shared drive represent expired records according to their category and lifecycle? Who should your records liaisons be? How do you define non-records?
If you are implementing an ECM; What supporting technologies are most important (engineering drawings, email capture, database conversion..)? How compliantly are your users putting files into the ECM versus storing them on file shares? What metadata do you need?
If you are divesting a business; Who owns what assets, how can they be purged, and what needs to be shared? How much value is in that business based on IP, low risk, and good organization? If you are trying to comply with GDPR, what content to you keep and process that contains PII? How can you organize it so that a Subject Access Request or Breach notification can be done expeditiously?
The evidence to answer all of these question resides in the content on your file shares. I am happy to discuss how to find out if you like – email below. –