p: 732-817-1060 | www. I ndexEngi nes.

com
Unstructured Data Profiling
Manage and classify enterprise storage to control
costs and support corporate policies
eDi s cov er y I nf or mat i on Gov er nanc e Tape Remedi at i on Dat a Pr of i l i ng Def ensi bl e Del et i on
Organizatons have hoarded massive volumes of
unstructured user fles and email over decades. This
unmanaged data is currently clustered away on
enterprise servers, network computers, user shares,
SharePoint, email databases, and even legacy backup
tapes, with much of it consistng of mystery content.
Within this content there is a signifcant volume of data
with no business value that can be purged, as well as
sensitve content that contains intellectual property or
potental liabilites in future lawsuits.

Without detailed knowledge of user content,
organizatons will contnue to spend signifcant money
and tme managing unknown data, stockpiled on massive
servers, which creates future risk and liability.

Data profling is the foundaton of todays informaton
and records management strategies. Data profles
provide a summary as well as a high level view into
corporate user data including fles and email. With this
knowledge organizatons can take acton on this data and
determine a dispositon strategy.

This includes defensible deleton, reportng on duplicate
content, implementng chargebacks to allocate storage
resources and costs to business units, archiving what
must be preserved for legal and compliance purposes,
and performing audits against user content.
Use Cases for Data Profling
Remediatng Abandoned Data: Purging legacy data will
recoup signifcant storage capacity and save
organizatons the cost and resources associated with
managing this content.

Tiering Aged Data: A data profle can be used to fnd
aged data, data not accessed in more than three years,
and migrate it to lower cost storage resources such as
the cloud.

Personally Identfable Informaton (PII) Audit: Data
profles can be utlized to fnd and secure documents
containing sensitve informaton such as credit card and
social security numbers .

eDiscovery and Litgaton Support: When a legal hold
request is made against a specifc person querying the
data profle will determine the locaton of this content
so it can be preserved.

Data Center Consolidaton and Migraton: Data
profling allows the identfcaton of current and actve
data so that is can be consolidated and migrated, while
aged and inactve data can be lef behind.

Archiving: Using data profling policies can be defned
that determine what content should be preserved and
this content can be migrated to the archive.
How Data
Profiling Works
Index Engines Catalyst platorm delivers an enterprise class data profling and
dispositon soluton aimed at streamlining informaton and records management
eforts. The foundaton of this platorm is an efcient and high speed indexing engine
that extracts valuable metadata and/or full text content from fles and email.

For environments that simply need to manage user fles, metadata indexing will
accomplish this goal. For others that require more detailed knowledge of fles and
email, such as a PII audit or content queries, a full-text index is required.

Catalyst is designed to process everything from a single server environment to the
largest enterprise infrastructures that measure data in petabytes. Using the highest
speed indexing platorm on the market today, data is processed quickly and efciently
in order to extract the metadata and content into a searchable repository. Data is not
modifed or copied during the indexing process.

Once this intelligence is extracted from the user data, it is stored in a scalable database
that can be queried so that content can be profled and summary reports generated. A
single, cost efectve metadata indexing node can manage up to one petabyte of data,
and a mult-node environment can be deployed for larger environments.

Once data has been indexed the data profling tools can be utlized to determine the
dispositon of the data and manage the content. A dashboard provides a high level
view into the data. The dashboard consists of reports that can profle locatons,
owners, duplicates, last modifed data, fle types, and much more. The query interface
will allow for more detailed inquiries, such as the locaton of specifc types of fles such
as PSTs and aged data.

Set parameters around what data exists, who owns it, fle type, when it was last
accessed and where its located. Classifcaton of data can then take place followed by
dispositon and retenton policies though this ground-level process. Dispositon can
include many actons on the data including purging documents with no legal hold
requirement or business value, moving data to less expensive or more secure storage
including the cloud, copying fles to legal hold archives, and even encryptng sensitve
content to protect against breaches.

For deleton policies, defensible audit logs maintain data of the date, the document
and the user that executed the requests so if the data that was deleted is questoned it
can be easily traced and associated with a specifc policy that resulted in its dispositon.
The results can also be copied to Catalysts archive for long term preservaton if they
are classifed as sensitve records or a fle listng can be generated providing the
specifc locatons and metadata informaton required to encrypt data or delete it from
the network if it no longer has any value.
Built-in Dispositon
Capabilites

Copy.
Migrate or ter data to any
network share. Data will be
copied and stored on a less
expensive or more
appropriate locaton and all
metadata will remain
unchanged. These optons
can include the cloud or
ofine storage.

Archive.
Using profling to fnd fles by
type, keywords, fle names,
dates, owner, departments and
more will fnd content of value
and allow it to be migrated to
Catalysts value based archive.

Deleton with validaton.
Manage the defensible
deleton of unstructured data
using validaton to ensure the
content has not changed
since it was profled.
Validaton checks the
modifed date or optonally
the signature of the
document prior to deleton.

Defensible audit logs.
As dispositon of the data is
performed, including
deleton, logs will be
maintained that detail the
date and dispositon of the
document, including the user
that executed the
dispositon. Enables secure
executon of defensible
deleton policies.

Output listngs.
Full path and flename listngs
are available through a
downloadable text fle,
allowing the use of third
party tools and utlites to
manage dispositon. This
would include optons to
encrypt or secure data.
Enterpri se
Ready
System
Br oad Suppor t
Flexible Indexing
Catalyst is available as a 2U plug and play appliance or
as a VMware virtual server. Both deployments provide
the full set of reportng, analysis and dispositon
features. Catalyst support connecton to network
shares, desktops, email servers, and other sources.

Easy Discovery of Data Sources
Connect to network sources quickly and easily. Specify
the IP range of the sources for processing, or leverage
the Actve Directory integraton to automate the
discovery of network shares.

Unprecedented Performance
When processing and analyzing large volumes of
enterprise data speed is critcal. That is why Catalyst
delivers the industrys fastest indexing speeds on the
market today. Whether you are performing metadata
or full content processing across terabytes or even
petabytes of unstructured data, Catalyst can meet your
needs and provide the fast results you need.

Intelligently Clean up Admin Owned Data
Over tme, due to data migraton, metadata gets
writen over and removed from user fles. Many fles
lose their identty and their ownership is transferred to
administrator. Catalyst allows for intelligent analysis
of these fles allowing for the ownership to be cleaned
up and reassigned to the rightul user or department.
This allows for more accurate and reliable analysis of
the content.

Dynamic Reportng
Catalyst reports allow for the analysis of unstructured
data so that dispositon decisions can be made. The
reports are dynamic and can be used to further flter
the results and refne the analysis based on your needs.
A number of pre-defned reports exist that focus on
data age, locaton, owner, access tmes, fle types, size
and more.

Powerful Actve Directory Integraton
Actve Directory and LDAP provide value added
informaton that is leveraged by Catalyst for profling.
Users belong to groups in AD and Catalyst can
summarize and profle by these groups, including the
inactve user group for analysis of ex-employees data.
ACLs can also be analyzed and profled by Catalyst to
understand fle access permissions by user.
ACLS security
Integrates with Actve Directory to support security
assessments and audits. Allows organizatons to detect
sensitve documents and determine who has access to
them, or investgate employees and determine what
they have access to.

Automated Acton Queries and Reports
Store pre-defned reports and set up a schedule for
reports to be run. All reports can be logged and
managed for historical views into the data. Report
content can be extracted and analyzed to view trends
such as changes in capacity. Reports can be scheduled
and run overnight allowing for instant review in the
morning.

Deep Content Analysis
Catalyst can index and analyze fle metadata or go
deep into full text content for more in depth view.
Using full content indexing fles and email (Exchange,
Notes, etc.) can be processed and full text profled for
keywords or sensitve content containing PII such as
social security or credit card numbers.

Flexible Dispositon Optons
Reportng and analysis of unstructured data is just the
beginning. Catalyst can manage the dispositon of the
content including defensible deleton, copying and
moving while ensuring metadata is not corrupted, and
archiving of sensitve content with long term business
value.

Extreme Scalability
Data profling can help manage small user shares that
start at 5TB and scale to the largest enterprise
repositories that consistng of petabytes of
unstructured user data. Speed and efciency are at the
core of the Catalyst engine, allowing for both large and
small corporatons to improve the management and
operatons of their data center.

Customizable Dashboards
Single view into all the reports you need. Reports for
the six dashboards of the users choice will refresh
based on the schedule defned. Dashboard can be
printed and shared for a view into enterprise data.
Dashboards will be stored with the user account, all
users can have their own customized dashboards.

960 Hol mdel Road, Hol mdel , NJ 07733 | p: 732-817-1060 | e: i nfo@I ndexEngi nes. com

Copyri ght 2014. Al l ri ght s r eser ved. www. I ndexEngi nes. com
Data
Profiling
At A Glance
Report on Last Accessed or Modifed Times of User Files
Drag and Drop your Favorite Reports in a
Dashboard for Quick Review
Search Document Content for
Sensitve Data Such as PII
Analyze Data Owned by
User of AD Groups and
Departments