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Duplicate Files Found

65%

Individual Box Accounts

45

File Shares

20

Trivial Files Removed

85500

Solution

Contending with an extremely large number of files for a small company, AgNovos Healthcare selected Shinydocs Cognitive Suite recognizing that using machine speed was the only manageable way to quickly and accurately identify duplicates files, remove them safely, and plan for a better structure for upcoming exponential data growth.

Company Background

AgNovos Healthcare is a privately held medical device company focused on bone health, a crucial quality-of-life issue facing the aging population. Founded by renowned orthopedic surgeon Dr. James Howe, AgNovos is headquartered in Rockville, MD.

Challenge

With high growth on the horizon, AgNovos Healthcare was challenged with end users storing files across a number of storage locations including file shares, SharePoint and individual Box accounts without a structured system in place. As a result, there was a lack of visibility into and across their data. It was suspected that high instances of file duplication existed without any way to evaluate their situation.

To start, 8.5TB was indexed across 45 individual Box accounts and 20 file shares, revealing over 3,800,000 stored files. The evaluation with Shinydocs Cognitive Suite confirmed 65% of data had been duplicated files.

What started out as a project to find duplicates quickly led to actions that could be taken to mitigate other types of ROT, namely obsolete and trivial files. In total 85,500 additional trivial IT system files representing 48.35GB were identified for removal with the duplicate files identified. Using the Shinydocs evaluation tools AgNovos became confident in the results. These files are being deleted in-place by the IT and business teams at Agnovos Healthcare.

Business Value Delivered:

  1. Identifying duplicates and IT system files that posed data integrity and potential security issues clears the way for a new company data file architecture plan.
  2. Leveraging Cognitive Suite’s machine speed, meant that results came at a fraction of the time and cost it would have taken to accomplish manually.
  3. Defensibly deleting files that Cognitive Suite was able to determine were redundant, obsolete, or trivial (ROT) meant that the paired down data set is more efficient for search and reduces back up storage costs.
We have full confidence in Shinydocs Cognitive Suite to deliver results that drive business value

Jim Shimp, CIO AgNovos Healthcare

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