File Analysis Software

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Has anyone had success using file analysis software in cleaning up information stored on file shares?

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Cecilia Wiker
DLA
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Hi Cecilia,

Depends what you mean by “cleaning up”.  Maybe you could provide more information about your goals as well as your environment, especially constraints that would impact ways to potentially achieve your goals?

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Our file shares are not organized or under any type of records classification.  They are overflowing with years worth of information, much of it is redundant, obsolete, and trivial information; however, we have more information than we have staff to review it to ensure we don’t delete information we have to maintain and properly classify it.  We’re looking for software to assist us in classifying the information and identifying the ROT for deletion.

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Cecilia Wiker
DLA
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Hi Cecilia,

Thanks for the additional info.  There are a number of good solutions out there.  My company represents what I consider the best (obvious bias admitted, but I chose them as a partner for a reason).  If you want to direct message me I can share information as I don’t want to turn your post into a sales pitch (though that may not inhibit others as much��).

6e028826941a440aa1aa00f15f5a7c7e
1552962330b443d590a70db8f47b6073
5fb6037fd49842dc88a1458974addc81


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Our file shares are not organized or under any type of records classification. They are overflowing with years worth of information, much of it is redundant, obsolete, and trivial information; however, we have more information than we have staff to review it to ensure we don’t delete information we have to maintain and properly classify it. We’re looking for software to assist us in classifying the information and identifying the ROT for deletion.

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Cecilia Wiker
DLA
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12616-efe8c-image-asset
Hi Cecilia,

Thanks for the additional info.  There are a number of good solutions out there.  My company represents what I consider the best (obvious bias admitted, but I chose them as a partner for a reason).  If you want to direct message me I can share information as I don’t want to turn your post into a sales pitch (though that may not inhibit others as much��).
6e028826941a440aa1aa00f15f5a7c7e
1552962330b443d590a70db8f47b6073
5fb6037fd49842dc88a1458974addc81


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​Hi Cecilia,

Just few thoughts:
Deduplication of records
Identifying duplicate records that were saved as attachments to emails
Identifying records that are parts of other records – pictures, diagrams to reports
Drafts of reports and originals

Identifying records that are simple responses to some kind of tasks – “let me know if snow is cleaned from around the building”, in case they are not part of other cases – litigation files  – I hope that deduplication will show these files and you can make decision if they are “important” according to you classification scheme

Check your “shared drive” structure and name conventions – it is possible that really important records are saved under names of managers or their key administrative assistants
Check your official sites and folders with “official ” records against the possible versions, where title like somebody’s version – version ## – draft – final version could be of help.
In case you have records related to construction process – who is the official holder and what the workflow are : – let say you have 25% – 50% – 75% and final “as build” records –  – do you need to keep other than “as build” records and how long

When you make your analyses , try to check the mane conventions – don’t be surprised if you find the variations of the same name, depends on who saved the same document for its own convenience, include confidential records.

Regards,

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Alex Babin
RMA
Personnel
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Hi Cecilia,

We have used the following software: https://www.jam-software.com/treesize

To analyze the amount, type, size and general structure of the file share. It offers quite a lot of useful features and it is not that expensive. We use this software when analyzing current file shares in preparation for migrating to for instance Microsoft Office 365 cloud solution.

best regards, Sigurjón

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Sigurjón Hákonarson
CEO/Owner
Ozio ehf
http://www.ozio.is
http://www.linkedin.com/in/shakonarson
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Sigurjón,

Treesize is good for doing order of magnitude type analysis.  What it can’t do at all is intelligently, and automatically, classify.  And that’s a really important difference from what Cecilia asked about.
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You may want o look at DocAuthority.  The software focuses on discovery, classification and categorization of your documents across multiple file shares.  Please feel free to reach out to me for more information.  Here are some links to blogs I wrote on creating an Information Catalog that you may find interesting

Thanks

Alan Weintraub, CIP


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​In a prior role, we were using StoredIQ (now owned by IBM) to clean up the shared drives.  It was a very labor intensive process (I know they have made improvements since), but we had a great deal of success in cleaning up information.  When I left that role, we were transitioning to Record Lion (now owned by Gimmal), and that showed great promise, but I left before getting any results.  Feel free to message me if you want to discuss further.

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Susan Gleason CIP, CRM, IGP
Manager, Information Governance
Shipman & Goodwin LLP
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