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Product Release

2020: The year of intelligent information governance

We examine the layer of intelligence that Records365 brings to unmanageable content sources through our AI powered connectors and content appraisal capabilities.

Last week we took some time to discuss some of the key challenges that modern organizations are facing when it comes to getting visibility and control over their structured, semi-structured and unstructured information. We see this as a particularly crucial challenge that organizations will need to overcome given the rapidly shifting consumer privacy landscape. Consumer privacy regulations are being drafted and passed at a record-breaking pace and regulations like GDPR and CCPA are only the tip of the iceberg of what is to come. On top of that many organizations are struggling more than ever to drink from the proverbial fire hose of information that is being generated by all of the different applications and systems that a modern enterprise has. In recognition of these challenges, we have been building a vision and roadmap that allows organizations to finally conquer these challenges. It was truly exciting to be able to share how our artificial intelligence (AI) infused roadmap would solve each of the key challenges that we spoke about. In case you missed it, here is a quick recap. 

You can also watch the recorded webinar here. 

Webinar Recap:

The average enterprise has about ~460 applications deployed across their business. These applications are used for everything from messaging & collaboration to managing customer relationships and human capital. Users are creating and managing information assets that potentially have significant business value or significant business risk on a daily basis within each one of the applications. Unfortunately, for most organizations this is where the first challenge arises which is the fact that there is no enterprise search across all these microcosms of information. This makes any kind of search or discovery processes extremely time consuming and incompleteConsequently, any hopes of ensuring information governance policies are applied across all your information are also dashed because if one can’t find the information in the first place then how do you apply policy? 

This brings us to the next challenge of dark data. Organizations typically have information governance programs in place to deal with what they believe are the key systems that store valuable information. However, many of programs are not comprehensive in covering the disparate silos of information across an organization, especially when it comes to semi-structured and unstructured content sources. This is exacerbated by departmental or situational deployments of tools like Dropbox or Slack. Often, the IT department is not even aware of these rogue deployments so naturally these “dark” sources of risk are not considered. In some instances, paper-based policy is introduced to the effect of “don’t put sensitive content in application X”These policies don’t actually reduce risk of mismanaging information because end-users can rarely be persuaded to do the right thing if it means changing their daily collaboration habits. 

Finally, there is the challenge of complying with the myriad of consumer privacy regulations that are appearing across the globe. Many of these new regulations, such as the New York Privacy Act for example, are being considered much more drastiin terms what they will demand of organizations holding an individual’s information. Worse yet, organizations must first get a grip on how to discover and search for an individual information across their enterprise which means shining a light into the sources of dark data to get comprehensive visibility. Information governance programs must evolve quickly to avoid significant financial penalties that can be associated with non-compliance. Penalties can come in the form of big hefty penalties which we have seen being issued to the likes of British Airways who were fined £183m as well as small fines that can rapidly accumulate due to repeated non-compliance with subject right requests which are at the core of most consumer privacy regulations. 

RecordPoint has been developing a roadmap to prepare organizations for exactly these challenges. We believe that artificial intelligence (AI) and machine learning (ML) play a critical role in dealing with the vast stream of information that is flowing through organizations daily. This means that we will be making investments in 2020 and beyond to infuse AI into every aspect of Records365. 


Context enrichment is a key piece of the puzzle in dealing with semi-structured and unstructured information silos. As mentioned earlier, it is difficult to perform search and discovery across these types of content since there is very little context in the form of metadata available to facilitate search. Our vision is to be able to be able to create context by extracting important signals from content managed by Records365. 


Many organizations that we speak also struggle with getting an initial assessment of content sources that they have previously left unmanaged. These sources of dark data are particularly risky to organization since they may contain sensitive and valuable information. A typical example are legacy file shares which have accumulated vast quantities of information over long periods of time. To combat this issue, we are making investments in content & ROT analysis tooling that will allow organizations to get an assessment of the risk that might be hiding in currently unmanaged content sources.  

Our suite of connectors are going to be infused with these capabilities to provide continuous appraisal and enrichment of content managed by Records365. This means that our intelligent connectors will be continuously searching for highvalue and high-risk content within connected content sources and applying the appropriate endpoint governance policies. Furthermore, connectors will intelligently determine the scope of what needs to be managed within a content source based on where highvalue and high-risk content appears. This is particularly important for content sources like Microsoft Teams where users on a never ending spree of creating new collaboration areas that need to be managed. 

We will also be applying archiving capabilities to Records365 which will provide automated AI-based archival of content for long term preservation or indefinite storage of content. This will finally allow organizations to declutter legacy content sources in a compliant manner. Archival will also provide support for immutable WORM compliant storage for organizations in the financial services industry. 

Finally, our vision is to provide organizations with a layer of intelligence that brings to light all the hidden context, relationships and ultimately risk that is buried inside the mountains of semi and unstructured information that modern enterprises are accumulating. Therefore, the final piece of our roadmap will enable organization to search, visualize and discover their information through a knowledge graph. 

We are extremely excited to be able to share all our vision of the future of information governance. We believe that it will give organizations a fighting chance in dealing with the challenges that are coming over the next couple of years. 

For more information, please contact us to see how Intelligent Information Governance can assist your organization for 2020 and beyond.  

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