AFR: Automated File Reduction

Dealing with Redundant, Obsolete & Trivial files
delivers big cost savings

Find, analyse, report and monitor each and every file, document and record across the organisations network - wherever they exist in servers, storage, drives, directories, folders and archives. Quantify & qualify each and every type of file/document/record as being Redundant, Obsolete or Trivial (or not). Provide direct access irrespective of file location. Analyse and report on them all to make informed decisions to root out the ROT. And make all of this happen automatically with dynamic monitoring going forward so the ROT can never return.

Folding Space Automated File Reduction (AFR) is the most advanced, productive & affordable answer to ROT that delivers significant cost savings and substantial risk reduction.

AFR features

  • Automated discovery finds every file, document and record
  • Across servers, storage, drives, directories, file stores & similar
  • Identifies all instances of Redundant files – duplicate copies
  • Identifies all instances of Obsolete files – outdated, unused
  • Identifies all instances of Trivial files – without value, unimportant
  • Complete analyses, reporting and results with full auditing
  • Automated continual monitoring & discovery of ROT instances
  • Role based security and user access management as standard
  • Powerful systems & security administration functionality
  • Swift, easy installation with full support and system integrity

AFR benefits

  • Unique, extensive & automated ROT ontology and taxonomy
  • Incorporates unique database of over 11,000 file formats
  • Utilises state-of-the-art Discovery & Content Analytics (AI, NLP)
  • Automates the find, investigate, classify and monitor of ROT
  • Web browser-based user experience is easy, helpful and responsive
  • Powerful ‘google-like’ search & advanced find facilities for QA
  • Minimal training, easy deployment and roll-out
  • Modular deployment & installation to suit individual each customer
  • Direct access to all documents, files and records wherever located
  • Comprehensive customer self-service for system management

ROT: Redundant, Obsolute or Trivial

The widespread phenomenon of file ROT across and within most organisations is a significant cost and poses a substantial security risk with consequent monetary and reputational loss.

  • Redundant because there are high volumes of unnecessary duplicates - copies of files and documents stored in multiple places and across multiple systems – shared drives are the most common containers of document duplicates whilst copies of emails are the most prevalent form of file duplication
  • Obsolete because the files and documents are incorrect, incomplete or simply no longer in use. Like outdated document content that has been superseded by new information, or a PowerPoint or Excel or similar from 10 years ago. Effectively, any file or document that is ‘old’ or dated by current business standards or processes and that does not need to be kept for future reference, record-keeping, regulation or legal requirement
  • Trivial because there is no need to store these files and documents – they don’t need to be kept as they do not contribute to corporate knowledge, business insight or record-keeping requirements – there is no value to the organisation, for instance, in files  such as .tmp, .db, .dll files, old server session cookies, out-of-office emails and similar but they clog up storage and can be a security risk (an open invitation to hackers)

Across all research, studies and reports, the rule of thumb appears to be that around 50% of all unstructured data across an organisation (documents and files) are ROT.

30% to 40% ROT

Some studies show that 30% to 40% of all content stored by businesses is considered ROT that has no enterprise value. 

 40% to 70% ROT

Other studies show that unstructured data grows at a rate of 40% to 60% each year, but as capacity is expanded ROT is clogging corporate networks resulting in unnecessary risk and expense. Depending on industry, 40% to 70% of this data has no business value.

 33% ROT

One particular global study indicated that overall data growth is slightly over 60% per year of which some 80% is considered unstructured data. And of that unstructured data, 52% was considered ‘Dark Data’ meaning its value is unknown whilst 33% was considered ROT.  In comparison, only 15% was identifiable as being business critical data.

$650,000 per Annum

The same global study calculated that $650,000 was the annual cost to store 1,000 TB of non-critical data.

 2.1% per Month

Another study indicated that data decays at a rate of 2.1% per month – which means that around one-third of an organisations data becomes ROT each year.

$34,500,000 per Annum

The Compliance, Governance, and Oversight Council (CGOC) estimates that a large company with 10 petabytes of data (10,000 Tb) could be spending as much as $34.5 million per annum to store and protect data they could harmlessly delete.

 50% ROT

The Association of Information and Image Management (AIIM) reports that on average, half of an organization’s retained information has no business value.

The challenge is that few if any organisation knows exactly which 50% of their unstructured data is ROT.

Automated File Reduction

 AFR finds, analyses, reports and continually monitors each & every file, document & record actross an organisations network to uncover the ROT so it can be dealt with before it becomes a bigger problem than already exists. This enables the organisation to address the cost, misinformation, productivity, security and liability losses caused by ROT immediately and going forward.

AFR automatically traverses all relevant document/file locations and containers across the network, finds and analyses everything, and provides a full report for easy reference, as well as providing direct access/view to those authorised (from anywhere across the network).

ROT results, analyses and reports are visualised into illuminating charts for informed interpretation. Because in finding & knowing everything about your documents & files (and everywhere they are located) you can make informed decisions and take appropriate action to stop the ROT. And beyond the initial discovery and findings, AFR will continue to monitor and report upon the new existence of ROT wherever it occurs.

  • Do you know where all your documents, files & records are located?
  • In which servers or storage, and in what systems, drives, directories, folders?
  • And do you know who has access to them?
  • Can you find them all? Can you track them all?
  • Can you report on them all automatically?
  • Do you know the exact nature of each?
  • How many and what types?
  • Can you view any of them on demand wherever they are located?
  • Can you check all your documents, files & records for ROT?
  • And can you do all this ‘in situ’ - without unnecessary copying, transferring or having to build an electronic document/file warehouse or central repository?

 With AFR, the answer is YES to all the above questions and to the costly issue of ROT now and into the future.

AFR: Automated File Reduction

Making ROT manageable, reducing risk, saving money

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