PowerHouse Processing & Setup

How does PowerHouse work?

PowerHouse uses pattern-recognition technology to understand the type of documents and files in question and then pulls out salient data elements from each file to create client-custom metadata. The three step process is as follows: Data Mine (Index), Disposition, Display. Data Mining extracts all the DNA of each file, Disposition uses a common-configured Rules engine to decide what to with (how to treat) each file, and Display determines where and how the file will live henceforth.

How is PowerHouse deployed? What options exist for on premises vs. SaaS or hosting models?

PowerHouse can be deployed on premise, within a private cloud, or as a SaaS option with Valora, or one of our strategic partners, managing the deployment and maintenance directly.

How are inactive or duplicate files detected?

Identical dupes are detected via hash value comparisons. Near duplicates are detected via a comparison of text, as well as created/ extracted metadata. File inactivity is detected by calculating last modified date against the current (or last crawl/index) date.

What actions can be taken by authorized admins? (for example, delete, move, apply policies)

All actions can be undertaken by PowerHouse in bulk, at the time of each file’s analysis or when scheduled. These actions can also be taken directly from administrators. One clever use case is for PowerHouse to identify which actions to take for each file, and label each file accordingly, but not actually execute the action, so that the administrator can authorize the action in bulk.

Does PowerHouse “crawl” into a corporate network or file share to find files to AutoClasssify? How does it locate files to process?

PowerHouse either ingests data directly or processes files in place. Generally, instead of crawling, it is told where to look – given access to file shares, driver, servers, etc. and polls those areas on a regular or scheduled basis. Once a file is detected, PowerHouse uses the native/extracted/OCR text to make determinations about the content, such as whether PII (Personal Identifying Information) is present or whether there is duplicative content. A metadata record is then created for each file that “tags” the information with a rich set of metadata and dispositions. Next either PowerHouse can move/migrate data by itself or leave that step for authorized administrators.

What packaged integrations/connections exist for other enterprise applications (for example: eDiscovery tools, archiving platforms, search engines, other)? Describe APIs available for partners or customers to develop own integrations.

Although PowerHouse has a lot of built-in eDiscovery functionality, we also support integrations with other applications such as Relativity, LAW, and Nuix for eDiscovery; OpenText, Alfresco, and SharePoint/O365 for corporate file storage; and iManage and NetDocs for law firm use cases. In addition, PowerHouse supports back-end integrations to pull assessment data (files to be AutoClassified) and back-end “guidance data” (information that informs or generates rules in the Rules engine). 

Can PowerHouse processing run faster if my company needs it to?

Yes. There are two easy ways to increase processing:

  1. Increase the number of processors. If 3 processors can accomplish 1.5 GB/hour, then 6 processors will accomplish 3 GB/hr, and so on up the line. Increasing processors means an increase in PH licensing tier (“tiering up”). Valora licensing permits tiering up or down on a monthly basis, with a minimum Tier 1 license at all times during the license year.
  2. Reduce the processing burden by limiting the scope of work (effectively increasing the GB/processor-hour metric). Nearly all PH installations process for as many possible attributes and metadata tags as possible. That is because the data will ultimately be used for several different purposes over time. If there is an immediate, time-sensitive need, such as a litigation or privacy data request, we temporarily turn off much of the standard processing and focus in on only those data elements and custodians that are pertinent to the request, and return to fuller processing later. Processing flexibility is a feature of Data under Management.

PowerHouse Operational Support

Who manages my company’s PowerHouse system?

Typically Valora. We provide day-to-day operational support, which means we receive and load the data, monitor and troubleshoot the processing, and prepare output and status reports on an ongoing basis. When a data request comes in, operational support handles it for the client.

In addition to day-to-day operational support, Valora also supplies technical support (help desk for BlackCat users), and custom configuration support for when the client has new use cases, or wants new/different information extracted from existing ones.

For more technically-sophisticated clients and strategic partners, Valora offers technical training and certification testing in PowerHouse Level 1 and Level 2 operations. Certified professionals may run PowerHouse systems day-to-day.

What type(s) of PowerHouse support are offered for deployment and troubleshooting? Are professional services required for deployment?

Currently, Valora provides all of its own support during extended business hours of 8am – 8pm EST weekdays. We are available, and typically very active in any client installation/ deployment. Professional services are required for deployment.

If my company wanted to manage PowerHouse ourselves, could we do so?

Yes, after undergoing training and certification. PowerHouse is a complex product that has many features and capabilities. It is also custom-configured for each client use case. So, there are many things to learn and master for non-Valora staff who will operate it. Typically, training occurs onsite at Valora, with direct instruction from the Valora Implementation and Operational teams. Training classes typically last between 2-4 hours, and can be scheduled at mutual convenience.

To “turn over the reins” of day to day PowerHouse processing, your staff would need to complete a PowerHouse Level 1 training and certification.

PowerHouse Costs & Licensing

What are the typical terms of PowerHouse licensing?

A PowerHouse installation, whether at Valora or elsewhere, typically involves the following three cost areas:

  1. One-time costs – configuration & setup, training
  2. Ongoing Licensing costs – annual licensing for PowerHouse, BlackCat and any add-on modules
  3. Professional Services costs – monthly labor costs for operational support and tech support, hosting

Clients are billed at the start of each month for licensing and services to be utilized during the month. Payment terms are 30 days.

What happens when the annual license runs out?

As that time approaches, Valora will notify all parties and the client has the option to renew at the same prices currently in place. For clients seeking a multi-year license, Valora offers special discounts and incentives.

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