It is quite usual for Information Management projects to encounter collections of information that are heavily polluted with duplicate and near-duplicate documents, and with inappropriate content such as downloaded music, viral videos, and the agenda for last year’s sales conference. Often the documents are scattered widely throughout the organisation: in shared folders, in shared intranet sites, in personal folders and on PC hard disks. It is truly daunting to imagine cleaning up this mess to migrate it to a new Information Management system; and in the past, the mess often was abandoned rather than being cleaned up and migrated.
But today we can help by applying modern technology to clean up this mess. We can use specialist tools that analyse information spread across shared folders, intranet sites, personal folders and PC hard disks – affordably. We will not only detect duplicates (which is easy), but also near-duplicates (which isn’t); and we will suggest content that is inappropriate. Storage savings of around 40% are not unusual. Further, the tools will allow us to propose a classification scheme and to re-organise the information into its structure. The result is that, with a level of effort so low that it would have been unimaginable only a few years ago, we can clean up repositories of organised or disorganised information, bringing them to a condition that is appropriate for migration into a new system.
This is only one scenario in which cleansing services can be applied. You can easily think of others. We’ll be delighted to explore them with you.