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If you're like your utilities industry peers, much of your organization's most critical information is created and maintained in unstructured content like office productivity documents stored in shared drives, collaboration tools and poorly indexed enterprise content management tools.
Your company likely uses large, specialized, integrated applications for many of your core processes to effectively provide water, sewage, gas and/or power to your customers. However, if you’re like your utilities industry peers, much of your organization’s most critical information is created and maintained in unstructured content like office productivity documents stored in shared drives, collaboration tools and poorly indexed enterprise content management tools. Vital information is difficult to find, use, distill actionable intelligence from and dispose of when no longer required.
Among the types of unstructured documents critical to utilities which can be discovered, classified and remediated are:
Under federal law, “public utilities and licensees must arrange, file and index records so records may be readily identified and made available to commission representatives.” 1 Beyond meeting compliance requirements, proper record keeping can also help your organization avoid significant business issues. For example, with poor records management, insufficient taxonomies and metadata to find the correct information you need when you need it, you risk incorrect parts getting replaced based on out of date schematics, which in turn can be the cause of natural disasters like wildfires.
Core utility functions such as Customer Service, Call Center Operations and Maintenance also require ready access to documents and records. When employees in these functions don’t know what content you have and where it is readily at their fingertips, it can increase cycle times and operational costs and decrease customer satisfaction. Without quick access to this information, providing self-service options to your employees and customers becomes nearly impossible.
Iron Mountain and ActiveNav have partnered to solve these problems for our utility customers. Iron Mountain utility industry taxonomies, retention schedules and expert Advisory Services combined with ActiveNav Discovery Center file analysis software bring order and compliance to unstructured content in shared drives, collaboration platforms, enterprise content management systems and email/collaboration platforms.
40% to 70% of utilities’ unstructured content is considered ROT. 2 You’ll be able to identify document owners, duplicate content, non-records and content with personally identifiable information (PII) or sensitive data. Once identified, ROT is deleted or quarantined.
The largest stumbling block to effective records management is the ability to identify records and classify them against a records retention schedule. Iron Mountain has predefined records retention taxonomies which are used with ActiveNav Discovery Center to classify your utility’s records.
If your organization is moving to the cloud or an enterprise content management solution, you can ensure that only the properly indexed content you need is moved while the rest is properly disposed of. You’ll be able to completely migrate to Microsoft 365, which includes discovery, classification, ROT cleanup and configuration of Microsoft 365 records management parameters.
A large California utility wanted to organize and clean up its unstructured content in preparation for migrating content from more than 1,000 shared files to an enterprise content management system. Working with Iron Mountain and ActiveNav the utility was able to remove over 60 terabytes, or over 40 percent of ROT data and create an end to end information governance program by:
1 Preservation of Records of Public Utilities and Licensees, Natural Gas Companies, and Oil Pipeline Companies, Title 18 CFR 125, 2(j)
2 Iron Mountain and ActiveNav, internal analyses
A guide to optimizing assets for value generation, sponsored by Iron Mountain.
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