FileFacets: A One-stop Solution for Locating and Identifying Data Across the Enterprise

Jennifer Nelson, VP, Sales & Marketing
Jennifer Nelson, Vice President, Sales & Marketing, FileFacets, with over 17 years of experience in the technology sector, has developed a deep understanding of the content management challenges faced by enterprises today. Quoting recent studies, she says that over half of the data produced by an enterprise is “dark data” meaning that one really knows what value it holds and that only less than half of data that is known and stored is actually useful to the business. In addition, finding useful data is difficult as it is often distributed across different storage systems including network-based file sharing systems, enterprise content management systems, email exchange servers, and desktops and laptops. Having data stored in disparate systems comes with risk—information governance risk, regulatory and compliance risk, and data protection and privacy risk. However, enterprises cannot overcome these risks unless they know what kind of data it is and where it is stored. This is where FileFacets appears offering its privacy compliance and enterprise analytics platform, Enterprise ID, that searches through multiple storage systems, builds a single enterprise-wide view of content and processes the same to discover necessary data. “Businesses don’t often house all their corporate data in one single repository. We help businesses locate and identify their data across multiple systems – including emails and desktops –so it can be accessed, protected, moved, or otherwise actioned based on their own business processes,” asserts Jennifer.

FileFacets’ Enterprise ID platform is an easy to use web-based solution that enables enterprises to search multiple unstructured repositories to find and eliminate Redundant, Obsolete, Trivial data(ROT) from their systems and to locate and identify specific content such as Personally Identifiable Information (PII). Once the required file, or a group of files, is located, the user can use the drag and drop functionality to classify data in such a way that it can be flagged, copied, disposed of, or relocated securely.
“FileFacets can help businesses excavate and explore their shared drives and file systems to perform advanced data searches to identify specific content and can identify which files can be disposed of – like temporary files or duplicates that tend to accumulate in organizations’ systems,” comments Jennifer, “This helps businesses expedite system usage, file search and keeps shared drives clean and compliant.”

The platform enables enterprises to effortlessly identify PII data so business know where it is so it can be protected. PII contains sensitive information such as social security numbers, credit card numbers, or other private information. With the help of Machine Learning Classification, the relevant data regarding the PII is recognized and gathered accordingly. The platform takes the guesswork out of identifying and handling PII without ever compromising the data. Only the metadata ever enters the cloud, leaving files to move directly and securely from the source to their target. “The security and management of personal data is top of mind for businesses today. Our platform helps businesses comply with the Data Subject Rights components of the European Union’s General Data Protection Regulation (GDPR) that is intended to protect the sensitive personal data acquired by the company from their customers, contacts and employees,” remarks Jennifer.

In one use case, FileFacets provided their solution for the general counsel of an international firm with legal departments around the globe. With FileFacets Enterprise ID, the firm was able to find and retrieve specified contracts directly from their source repositories from a single interface. As each office creates new contracts, they are easily flagged and identified for future contract searches.

For more than a decade, clients have relied on FileFacets as a trusted technology solution provider. FileFacets focus is on continuing to work with various technology partners and to meet the needs of its clients in an ever-changing landscape of data management and protection.

“We expect to become an integral part of businesses and business analytics through the identification of data across the enterprise,” concludes Jennifer.


Ontario, Canada

Jennifer Nelson, VP, Sales & Marketing

Provides a privacy compliance and enterprise analytics platform for businesses to locate, process and secure data