Solution Spotlight: Data Requests

Looking for specific content in a hurry? Maybe it’s a sudden litigation hold, a Data Subject Access Request (DSAR), or an upcoming review of contracts. Perhaps a knowledge management request or an internal inquiry? Maybe you need to find patterns or content spanning multiple acquisitions?

Whether your role is discovery attorney, privacy or compliance manager, knowledge or records manager, the requests are almost always the same: Find files ASAP that match given parameters (dates, topics, custodianship, document types), across multiple repositories, with as few resources as possible!

Welcome to the wonderful world of On-demand Data Requests. As corporate realities evolve, many organizations are taking a closer look at automation and process, instituting proven technologies like AutoClassification to ease the search and retrieval burden. Read on to see how the process works, and download some on point cases studies.  Feeling confident?  You might be ready for a demo!

6 Steps to Managing Data Requests with AutoClassification:

1) Prepare.

Locate and pre-tag stored content in advance

Crawl and locate content from disparate data sources across the entire organization; from emails and embedded attachments to shared drives and cloud storage environments, even legacy scanned paper repositories. Baseline tag all content for key attributes, such as: DocType, Keywords, Custodians, Dates and Personal Data.

2) Enhance.

Setup rules & attributes for easy retrieval.

Enrich files with specific metadata tags related to purpose, privacy & sensitivity, retention lifecycle, legal hold, and routine business operations. Build automated workflows around litigation productions, M&A content ingestion, DSAR/Privacy requests, cloud migration and defensible deletion.

3) Query.

Run searches, sorts & reports to deliver results on demand

Run consolidated searches, view reports, preview documents, and better understand your data and content populations against your data requests. Provide insights based on responsive content volumes, types, severity and locations. Enable data requestors to self-serve!

4) Produce.

Pull files, reports, job status & productions as needed

Respond quickly to any manner of data request, from privacy to litigation, to investigations to retention. Create automated content pulls by time or cadence, by request type, by content arrival, by event or on command. Supplement content pulls with status reports and summaries. Automatically redact sensitive information for production to third parties.

5) Repeat.

Automate data request processes and procedures.

Setup for regular, ongoing queries and ad hoc, on-demand ones. Build custom front-ends for ease of use and rapid request processing. Enable self-service with custom forms and built-in searches. Easy drag and drop plus web-based access. Plan request response time and resource allocation needs well in advance.

6) Monitor.

Track performance, usage and results over time.

See real-time metrics tracking for performance analysis over time. Forecast future needs for resources, processing power and turn times. Consolidated data visualization supports metrics, access, and viewing from full corpus, to single data requests, to individual files. Control your organization’s content, including the data requests operating across it.

Case Studies

See how Valora clients run all manner of Data Requests with AutoClassification:

Webinars

View our on-demand webinars on AutoClassification best practices: