Smart Print Analytics
- 2. OpenText Confidential. ©2014 All Rights Reserved. 2 Problem & Opportunity Statement GOAL: Create a solution for identifying and reporting on what information is being printed, from any source PROBLEM: Printed data is dark data Print drivers know how to print but not what they are printing OpenText knows what we’re printing but not how to print OPPORTUNITY: Understand what is being printed to Uncover PII risks Identify frequently printed documents for creating digitization strategy Create corporate records when required by business rules
- 3. OpenText Confidential. ©2014 All Rights Reserved. 3 Enterprise Print Analytics – Definition Services led solutions for organizations needing to understand “what” is being printed. Solution components are: • Software from OpenText • Discovery Suite, iHUB and AppWorks • Services from HP Two core solutions • Usage Analytics • Flat fee for software for given term. For example $150k for 3 months. • Comes with set of core predefined reports • Real-time Alerting • Per user price that includes all software components • Deployment services extra HP services delivers reports about what documents are being printed based on collected data and classifications
- 4. OpenText Confidential. ©2014 All Rights Reserved. 4 Enterprise Print Analytics – Reference Architecture Input Streams Documents from file share Documents from ECM repository Email attachments Files from USB stick … Other … Converts from PCL (Printer Control Language) to PDF Conversion Process Discovery Suite Interprets document content Allow printing Copy to Content Server Perform alert Prevent printing Pre-printing exit point for processing Printer Exit Point Dashboard reports Content Classifications
- 5. Files to be printed Location is irrelevant Print Driver Copy of file put on disk in specified location • Determine if PII exists • Alerts and alarms • Archiving • Ingest to Content Server • Auto-classification • Analytics of • Presumed content type (patient record, mortgage form, etc.) • Who is printing • … Content Server / Discover Suite
- 6. OpenText Confidential. ©2014 All Rights Reserved. 6 Enterprise Print Analytics – Use-Cases Usage Analytics • Track printing volumes by printer label or track based on the printers being network or locally connected, i.e., connected via USB or parallel port to users desktops. • Track overall printing across your organization over time. Identify print volumes based on individual users or based on group of users such as departments within your organization. Real-time Alerting • User attempts to copy document with “confidential” in the footer. Corporate security is alerted by email and text message of where action is happening • User attempts to print document with credit card number. Print job is prevented • User attempts to print document with credit card number. Print job is allowed to proceed, copy is put into Content Server and manager is emailed notification
- 7. OpenText Confidential. ©2014 All Rights Reserved. 7 Enterprise Print Analytics – V1 Features Web interface for reporting and rule definitions Mobile interface for reporting and rule reviewing; rule creation stretch goal Must work on printer device directly Ability to specify rules using regex style flexibility for identification of text of interest Ability to specify rules for actioning on discovered content such as Prevent scan; prevent print; prevent copy Alert by email or text specified persons Create copy of printed / scanned / copied object for records purposes Metadata repository of actions such as Who printed / scanned / copied PII that’s been printed Print volume and frequency Classification taxonomy Dashboard of reports based on collected metadata