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Province of Zeeland seeks solution for e-mails
MDES launches two modules on Data Leakage Prevention
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MDES launches two modules on Data Leakage Prevention
‘Modules deliver information for an effective DLP security strategy’
Zoetermeer, 2 October 2008 – research and consultancy MDES has launched two new HotColdFrozenData® modules, which enable companies to identify valuable digital information and potential data leakages. This knowledge enables ICT service suppliers and endusers to develop a strategy and to implement Data Leakage Prevention measures.
The two new HotColdFrozenData® research modules are called Value Use Profile and Security Use Profile. MDES now has three modules for analysis of digital information and storage. Some time ago, MDES launched the Efficiency Use Profile, which ICT service suppliers and endusers can use to identify bottlenecks and inefficiencies in data storage.
HotColdFrozenData® Value Use Profile
The new Value Use Profile is used to identify all digital documents containing valuable/useful information for a company. “These are, for example, documents that contain intellectual property,” says Frank Bertram, CEO of MDES, “Or documents with sensitive information about clients such as financial data.”
The module examines file and email environments, and comprises software and content components, which together gives users a precise overview of sensitive information within an organization.
HotColdFrozenData® Security Use Profile
The new Security Use Profile delivers vital information about the weak points in the ICT organization. This module also measures the mobility of data within an organization, giving insight into who moves data and where to: are data copied to CD, transferred to USB memory stick, or mailed to an external address. In addition, data are classified on the basis of content and context, including the location of data, the source and the destination of data flows.
The module comprises software and knowledge content components. Together with the Value Use Profile, the module produces an overview of potential leaks of valuable digital information from an organization. With this information, ICT service providers and endusers can take action to protect valuable data and to prevent data leakage using software tools for Data Leakage Prevention.
Data Leakage Prevention
The MDES modules link with the current trends of replacing traditional security methods with methods such as Data Leakage Prevention. Tracking and classifying company sensitive data is an important precondition in implementing an effective DLP strategy with associated security solutions.
“Despite substantial investment in traditional security methods such as antivirus, firewalls, spyware protection and encryption, companies are still loosing important information,” says Frank Bertram. “The obsolete security system of drawbridge and moat has no place in modern thinking where security is based on information level. If you know what information is important and where to find it, then all you have to do is ensure that this information does not leave your organization.
MDES Knowledge Support
HotColdFrozenData® analysis modules are supported by strategic knowledge from MDES on data storage, management and security. Reports based on the modules comprise figures, analyses and visions. The Value Use Profile is also interesting to generate information which can be used in creating solutions for risk analysis and compliance & regulation.
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About MDES
MDES (www.mdes.nl) is a research and consultancy company located in Zoetermeer, the Netherlands. The company specializes in data storage and security and has developed analysis modules which enable companies to identify Hot, Cold and Frozen data. The results of such analyses give insight into the types of information within an organization, as well as indications for solutions for smart information management.
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Province of Zeeland seeks solutions for email problem
Zeeland Province has been wrestling with a proliferation of emails that is clogging up the mail server. MDES HotColdFrozenData carried out an analysis of the province’s storage requirements. “Our e-mail mountain has been growing annually at a rate of 416 percent but now we know exactly what information has to be stored and what not.”
At present, there are some 1,250,000 e-mails in the Province’s operational system of which 440,000 have attachments including sizeable attachments containing provincial decisions or construction drawings. Some of these e-mails have to be stored while others can be deleted. Annually, some seven million e-mails are sent and received, and about 15 percent of emails sent internally have to be saved as required under the Archive Law, such as decisions made by the provincial council. With the results of the analysis, Zeeland Province can develop functional requirements for the new digital archive system.
From 40 to 100 gigabytes in two years
“At present, the proliferation of e-mails claims 40 gigabits of our storage capacity,” says André Roelse, Head ICT for Zeeland Province. “Our e-mail mountain is growing at a rate of 416 percent per year. This has clogged up the Exchange Server which is almost at bursting point. An analysis by MDES indicates that the storage requirements will increase to 100 gigabits within two years if a smart storage method is not found. The installation of an extra mail server is not an option because this would only increase the management complexity. We want a smart solution to reduce the burden on our e-mail server in which those e-mails that have to be kept are stored in another environment; in a place where the emails are no longer a burden to the operational system but can be retrieved as required.”
Hot, cold and frozen data
It was important for the Province of Zeeland to gain insight into the type of documents in the organization. According to André Roelse, “From the analysis, we now know precisely which information has to be stored and in what way. MDES has a good description for different types of data such as Hot, Cold and Frozen data. Hot data can be modified, such as a memorandum that is still being processed. Cold data has a definitive status. While not being changed or adjusted, documents are still being consulted, such as an implementation plan resulting from a proposal or decision. Frozen data are on the network but are not processed or used. You can question whether such data should remain on the network or whether they should be transferred to another and less cost-intensive medium on line for retrieval as required.”
Depth analysis
MDES installed temporarily specific software on the network of the Zeeland Province. “We used the software to scan all documents over a specific period,” says Frank Bertram, CEO MDES HotColdFrozenData. “Based on the results and a depth analysis, we were able to analyze which data are hot, cold, and frozen. The province has received answers to a number of questions. What type of e-mails? Memos or official documents? How old are these e-mails? And where can you find the emails?”
Analysis results
With insight into different types of information, Zeeland Province can achieve a number of advantages in the purchase of a new digital archive system. Frank Bertram says, “Management is simpler, savings can be made on back-up media, back-up and restore is faster, there is more control over files, and the province can meet the regulatory requirements on storage management.”
About MDES HotColdFrozenData
MDES is a research and consultancy company located in Zoetermeer. The company has a staff of six and specializes in research and consultancy on data storage and security. Analysis modules have been developed to enable companies to identify Hot, Cold and Frozen data. The outcome of such an analysis gives insight into the type of information within an organization and indicates smarter solutions to manage this information.
